What are the responsibilities and job description for the Plumbing Invoicing & Accounts Receivable Specialist - SoFos Industries position at ESI?
Plumbing Invoicing & Accounts Receivable Specialist
Location: Remote / Work From Home Position Type: Part-Time
About Us
Sofos Industries is a fast-growing plumbing service provider specializing in the property management industry. We work with property management companies that own and manage single-family homes and communities across multiple markets, providing reliable, cost-effective plumbing solutions.
Our business is built around speed, competitive pricing, strong communication, and thorough documentation.
Because we work with professional property management companies, accurate documentation, quick invoicing turnaround, and following each client's specific pricing and billing requirements are critical to our success.
Position Overview
This position is responsible for reviewing completed plumbing work orders, preparing accurate invoices, tracking accounts receivable, and following up on outstanding payments.
This is not simply a data-entry position. We are looking for someone who can think critically and outside the box when reviewing completed work orders. The right candidate will understand how to review technician notes, photos, materials, labor, and completed work to ensure we are accurately capturing and invoicing all billable work performed, while remaining within each client's approved pricing and billing requirements.
Invoicing is expected to be completed daily. Our clients expect a quick turnaround after work is completed, so the person in this role must consistently review, prepare, and submit completed jobs without allowing an invoicing backlog to develop.
Our goal is to make sure our technicians' work is properly documented, invoiced, and accounted for without leaving legitimate billable revenue on the table.
Key Responsibilities
Invoicing
- Process and submit invoices daily to meet client expectations for quick turnaround
- Maintain a consistent workflow so completed jobs are invoiced promptly and do not accumulate in a backlog
- Review technician notes, photos, labor, materials, and job details for accuracy and completeness
- Think outside the box when reviewing work orders to identify all legitimate billable items and maximize invoicing opportunities
- Ensure the work performed by our technicians is fully and accurately represented on each invoice
- Understand client pricing structures and determine the most appropriate way to invoice completed work within established agreements
- Verify that invoices follow each client's pre-negotiated pricing, NTEs, and billing requirements
- Identify missing or unclear technician documentation and work with the operations team to obtain the information needed to properly invoice the job
- Calculate technician commissions when applicable
- Apply appropriate sales tax to parts and materials
- Maintain accurate records of completed and submitted invoices
- Track rejected, disputed, or returned invoices and resolve issues quickly
- Look for opportunities to improve invoicing processes and maximize legitimate revenue without sacrificing accuracy or client compliance
Accounts Receivable
- Track outstanding invoices and customer balances
- Reconcile customer payments against open invoices
- Maintain accurate A/R aging reports
- Follow up consistently on overdue invoices
- Communicate professionally with clients regarding payment status, discrepancies, and billing questions
- Research unpaid invoices and determine why payment has not been received
- Resolve billing disputes and payment discrepancies
- Provide management with regular updates regarding outstanding receivables
- Help develop and improve invoicing and A/R procedures as the company grows
Qualifications
- Previous experience with invoicing, accounts receivable, bookkeeping, or accounting
- Experience in plumbing, HVAC, electrical, construction, property management, or another field-service business is strongly preferred
- Strong attention to detail
- Critical thinker who can look beyond basic data entry and understand what should be billed based on the work performed
- Ability to identify missed billing opportunities and discrepancies
- Ability to work efficiently and meet daily invoicing turnaround expectations
- Excellent data-entry and organizational skills
- Comfortable working with numbers, percentages, sales tax, and basic calculations
- Experience with QuickBooks and Microsoft Excel preferred
- Ability to learn new software, work-order systems, and client portals quickly
- Strong written and verbal communication skills
- Ability to work independently in a remote environment
- Strong problem-solving skills and willingness to investigate discrepancies
- Dependable and able to complete work within required deadlines
Remote Work Requirements
This is a work-from-home position. Applicants must have:
- Reliable high-speed internet