Billing & Accounts Receivable Specialist

About the Role

The Billing & Accounts Receivable Specialist is responsible for managing the day-to-day accounts receivable and invoicing functions of the company, including customer invoicing, payment application, refunds processing, and reconciliation between the Fishbowl inventory system and QuickBooks. This role works closely with internal production, sales, and customer service teams as well as directly with customers to ensure invoices, payments, refunds, and exchanges are processed accurately and on time.

Key Responsibilities

Customer Invoicing

• Review open tickets and confirm accuracy against purchase orders and company policies.
• Update customer records in Fishbowl as needed prior to invoicing.
• Collect prepayments from designated customers before orders are released.
• Enter invoices into the Fishbowl inventory system.
• Verify pricing and all other invoice details for accuracy.
• Ensure final invoices are sent to the customer or notify the appropriate internal recipients if not.
• Apply any prepayments collected in QuickBooks.
• Collect remaining payments from prepaid and COD customers and request payment from customers on net terms.
• Enter invoices for secondary companies into the appropriate QuickBooks or QuickBooks Online file.
• Perform currency exchange calculations when required.
• Maintain a spreadsheet of all open orders that have not yet shipped and lead weekly Open Orders meeting.

Accounts Receivable

• Review daily emails from the accounting team and apply customer payments in QuickBooks using remittance information from wires and email correspondence.
• File customer deposit backup documentation when provided.
• Contact customers for remittance details when needed.
• Monitor unpaid invoices in QuickBooks and send payment reminders and statements as appropriate.
• Respond to customer inquiries about invoices and payments, including sending new copies and revising invoices that contain errors.

Refunds Processing

• Review and download refund submissions from the Flamingo portal.
• Communicate with customers when additional information is required to process a refund.
• Research and issue refunds directly through SeedLive, Oobe/Stripe, and Nayax UK.
• Create and upload CSV files to issue refund eChecks.
• Respond to customer refund inquiries by phone and email, including directing customers to photorefund.com and explaining the refund process.

Advance Exchanges

• Confirm that exchanged products have been received back at the company’s warehouse or the appropriate vendor.
• Create credit memos to fully cover in-warranty exchanges and partial credit memos for out-of-warranty exchanges, with remaining balances collected after the credit memo is issued.
• Email customers to request the return of products when they become overdue.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field, or equivalent work experience.
• 2 years of accounts receivable, invoicing, or general accounting experience.
• Working knowledge of QuickBooks and QuickBooks Online; experience with Fishbowl inventory software strongly preferred.
• Familiarity with JIRA or similar ticketing systems.
• Proficiency in Microsoft Excel, including formulas, sorting, filtering, and basic spreadsheet formatting.
• Experience processing refunds through online payment platforms (e.g., Stripe) is a plus.
• Experience with multi-currency invoicing and currency exchange calculations is a plus.
• Strong attention to detail and high level of accuracy when working with financial data.
• Excellent organizational and time-management skills with the ability to manage competing priorities and deadlines.
• Clear and professional written and verbal communication skills.
• Customer-service orientation and a collaborative approach when working with both customers and internal teams.
• Comfortable working independently while keeping stakeholders informed.
• Discretion in handling confidential financial and customer information.