What you become a part of:
The Invoicer-cum-Petty Cashier is responsible for the accurate and timely processing of customer invoices, management of petty cash transactions, recording of collections and expenses, and maintenance of supporting financial records. The role ensures that all invoices are raised in accordance with approved pricing structures, discounts, credit policies, and tax regulations while maintaining strong controls over cash handling, customer collections, and petty cash operations. The incumbent will serve as a key link between Sales, Warehouse, Customers, and the Finance Department to ensure smooth billing, collections, and reporting processes.
Key deliverables:
Invoicing & Billing Management

• Generate accurate and timely customer invoices based on approved sales orders, prices, discounts, promotions, and schemes.
• Ensure invoices are issued to the correct customer and include all applicable taxes and statutory charges.
• Verify customer credit limits and credit terms before processing invoices.
• Ensure all billing transactions are properly authorized and comply with company policies.
• Share invoices promptly with Warehouse personnel, Branch Heads, Sales Teams and other relevant stakeholders to facilitate order processing and delivery.
• Process credit notes, debit notes, invoice amendments, and billing adjustments following approved authorization procedures.
• Maintain proper filing and documentation of invoices and supporting records for audit and future reference.
• Ensure completeness and accuracy of invoice registers and billing records.
  

Customer Coordination & Collections Support

• Respond promptly to customer inquiries relating to invoices, statements, balances, and billing discrepancies.
• Coordinate with Sales, Warehouse, and Finance teams to investigate and resolve billing-related issues.
• Share invoices, account statements, collection details, and payment reminders with customers through email, SMS, WhatsApp, and other approved communication channels.
• Support the Accounts Receivable team in collections follow-up and invoice-related documentation.
• Assist with customer account reconciliations and resolution of disputed transactions.
  

Accounts Receivable Support

• Monitor customer outstanding balances and assist in ensuring collections are received within approved credit terms.
• Escalate overdue accounts and credit limit breaches to management.
• Prepare periodic reports on invoicing, collections, customer balances, and credit limit utilization.
• Support month-end and year-end receivable reconciliations.
  

Petty Cash Management

• Maintain the company's petty cash fund and ensure proper custody of cash at all times.
• Prepare and submit daily petty cash reports with accurate and timely data entry.
• Ensure physical cash on hand agrees with book balances on a daily basis.
• Record all petty cash receipts and payments accurately with clear and detailed narrations.
• Verify supporting documents, approvals, and receipts before processing petty cash disbursements.
• Reconcile petty cash balances daily and investigate any discrepancies immediately.
• Ensure petty cash transactions comply with company approval limits and procedures.
  

Collections & Cash Receipts

• Receive and account for customer collections and other cash receipts.
• Ensure all collections are properly recorded in the accounting system and supported with appropriate documentation.
• Issue official receipts for all cash collections received.
• Coordinate timely banking of collections and cash receipts.
  

Advances Management

• Maintain a register of staff and operational advances issued.
• Ensure advances are properly approved, documented, and recorded.
• Follow up with beneficiaries for timely retirement and settlement of advances.
• Monitor outstanding advances and escalate overdue items to management.
• Ensure advances are cleared in accordance with company policies.
  

Cash Control & Banking

• Ensure minimal cash balances are maintained at company premises.
• Arrange regular banking of collections and excess petty cash balances.
• Prepare deposit slips and maintain banking records.
• Support bank reconciliation activities by providing relevant records and documentation.
• Safeguard cash and related financial documents against loss, theft, or misuse.
  

Compliance & Internal Controls

• Ensure compliance with company financial policies, credit policies, accounting procedures, and statutory requirements.
• Maintain proper segregation of duties and adherence to approval hierarchies.
• Support internal and external audit exercises by providing required records and explanations.
• Ensure all billing and cash transactions are adequately documented and audit-ready.
• Report any suspicious transactions, control weaknesses, or policy violations to management.
  

Reporting & Record Keeping

• Generate daily invoicing and collection reports.
• Support month-end closing activities and account reconciliations.
• Maintain accurate records of invoices, receipts, petty cash transactions, customer communications, and banking activities.
• Assist in preparing management reports related to billing, collections, and cash management.
  

Other Responsibilities

• Support system and process improvement initiatives related to invoicing and cash management.
• Participate in ERP and accounting system implementation or enhancement projects.
• Ensure confidentiality of customer and company financial information.
• Perform any other duties assigned by the Finance Manager or Senior Accounts Officer.
  

Essential qualifications, experience and skills:

• Diploma or Bachelor's Degree in Accounting, Finance, Business Administration, or a related field.
• 1–3 years' experience in invoicing, billing, finance, accounts receivable, or commercial operations.
• Experience in a pharmaceutical, FMCG, healthcare, or distribution environment is an advantage.
  

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