Accountant - Invoicing

JOB SUMMARY

The Accountant, Invoicing is responsible for the efficient receipt, sorting, validation, and processing of vendor invoices and related documents within the Shared Services environment. This role ensures accurate, timely, and compliant invoice processing, supporting downstream payment activities while maintaining strong controls, proper documentation, and adherence to company policies and SLAs.

WORKING RELATIONSHIPS

Primary Business Partners:

• Accounts Payable (Payments Team)
• Shared Services Center Leadership
• Corporate and Regional Procurement Operation Team
• Regional and Local Finance & Accounting teams

Interfaces With:

• 3rd party vendors
• Internal Operational and Commercial Teams
• Internal and external auditors
• Global Technology Support Teams

JOB SPECIFIC TASKS

Mailroom and Invoice Intake

• Receive and manage invoice inflows from multiple channels:
• Email inboxes
• E-invoicing platforms (e.g., COUPA)
• Physical mail / courier
• Sort, open, and categorize incoming invoices and documents.
• Perform document scanning and indexing for physical invoices.
• Ensure invoices are routed to the correct entity, system, and workflow.
• Maintain proper tracking of invoice receipt dates for SLA monitoring

Accounts Payable Processing Support

• Process PO and non-PO invoices accurately in ERP systems (COUPA).
• Perform initial validation checks:
• Vendor details
• Invoice number and duplication
• Tax and statutory requirements
• Perform 2-way / 3-way matching (PO, GRN, invoice).
• Identify discrepancies and route for resolution with relevant stakeholders.
• Ensure all invoices are processed within agreed SLA timelines.

Exception Handling & Query Resolution

• Investigate and resolve invoice discrepancies, mismatches, and errors.
• Liaise with Procurement, receiving teams, and vendors to resolve issues.
• Manage invoice rejections and returns with proper documentation.
• Escalate complex issues to Senior Analyst or Team Lead.

Vendor & Stakeholder Support

• Respond to vendor queries related to:
• Invoice status
• Submission requirements
• Processing timelines
• Educate vendors on proper invoicing requirements and channels.
• Coordinate with internal stakeholders to ensure timely approvals for PO and PR

Support to Payment & Month-end Close

• Ensure invoices are processed timely to support payment cycles.
• Assist with:
• Open invoice tracking
• Accrual support for unprocessed invoices
• Support month-end close activities related to AP invoicing.
• Support withholding tax and indirect tax compliance (where applicable).

Shared Services Operations & Controls

• Ensure all invoice processing complies with:
• Company policies
• SOX/internal control requirements
• Regulatory and tax requirements
• Maintain complete and accurate audit trail for all invoices processed.
• Support remediation of audit findings and control deficiencies.
• Follow proper controls for document handling and retention.

Continuous Improvement

• Identify opportunities to improve Invoice processing efficiency
• Reduction of manual work and errors
• Support digitalization initiatives (OCR, workflow automation, e-invoicing).
• Participate in SOP updates and process standardization.

CANDIDATE PROFILE

Preferred Education and Experience

• Diploma / Degree in Accounting or Finance
• 1–4 years AP or finance operations experience
• Experience with ERP Systems (Peoplesoft, COUPA)
• Strong attention to detail and data accuracy
• Basic understanding of invoice processing and P2P workflows
• Good organizational and time management skills
• Strong communication skills (vendor and internal)
• Ability to work in a high-volume, deadline-driven environment
• Proficiency in Microsoft Excel and document management systems

COMPETENCIES, BASIC SKILLS, PERSONAL CHARACTERISTICS

Managing Execution

• Driving for Results – Meets deadlines and delivers high-quality outputs.
• Planning and Organizing – Prioritizes tasks effectively during close cycles.

Building Relationships

• Collaboration – Works effectively across teams and geographies.
• Customer Focus – Provides responsive support to internal stakeholders.

Learning and Applying Professional Expertise

• P2P Knowledge – Applies AP processes and controls effectively
• Continuous Improvement – Drives efficiency and automation
• Business Acumen – Understands impact of AP on cash flow and operation