Role & responsibilities The Senior Billing & Accounts Payable Executive will manage the complete billing and payment-control cycle for own vehicles, market vehicles, brokers, transporters, and billing customers. The role is responsible for vehicle billing, driver hisaab, advance adjustment, customer invoice generation, LR scrutiny, payment-advice verification, deductions, dispute resolution, ERP entries, reconciliations, and outstanding follow-up.

The position must ensure that freight bills and payments are processed accurately, all contractual and statutory requirements are met, payment deductions are correctly applied, and customer collections are followed through until receipt and ERP closure.

Key responsibilities

Vehicle billing and driver hisaab

- Verify that the full advance amount for each vehicle is properly booked in ERP before initiating Driver Hisaab or bill preparation.
- Generate bills for own vehicles placed in the market and enter all bill details accurately in ERP.
- Ensure that advance received or issued against each generated bill is identified, reconciled, and adjusted through VMR as applicable.
- Track bill-wise outstanding balances and follow up with concerned customers, teams, or branches for collection.
- Close bills in ERP only after receipt of full payment and completion of required VMR entries.
- Verify that bills have been submitted to the customer or concerned party and that acknowledgement of submission is available.
- Record and account for deductions made by customers at the time of payment.
- Follow up with internal teams and billed parties for disputed deductions, short payments, and recovery of valid claims.
- Book Driver Hisaab against advance amounts with proper vouchers, supporting documents, approvals, and expense classification.
- Verify that Truck Imprest is fully nullified or adjusted against the completed Driver Hisaab.
- Review vehicle ledgers to ensure that all entries, advances, adjustments, bills, receipts, and Hisaab postings are correctly reflected.
- Conduct weekly review of pending Driver Hisaab and ensure timely follow-up for closure.
- Conduct weekly review of outstanding bills and coordinate with concerned billing, traffic, operations, and collections teams.

Preferred candidate profile Customer billing and invoice generation

- Verify acknowledged LRs/GCs before billing and scrutinize them for adverse remarks, weight shortage, damage, wet condition, late delivery, transit delay, guarantee weight, and other exceptions.
- Verify loading details in ERP and coordinate immediate correction of discrepancies with the relevant data-entry, traffic, or operations team.
- Generate customer invoices as per approved contract, work order, billing schedule, freight rate, and party-specific billing format.
- Maintain and regularly update the freight rate master according to approved rate revisions and diesel-price-variance clauses, where applicable.
- Prepare ancillary documents and reports required with bills, including GPS reports, late-delivery reports, weighment reports, delivery confirmations, guarantee-weight approvals, RTO challans, and other supporting documents.
- Ensure correct billing of freight and approved additional charges, including loading/unloading, detention, wooden sleeper, ODC, two-point delivery, port, weighment, and other contractually claimable charges.




- Ensure correct GST treatment in invoices, including RCM/FCM selection, CGST/SGST/IGST treatment, applicable GST rate, HSN code, customer GSTIN, proper address, and correct invoice classification as tax invoice or bill of supply.
- Ensure the invoice contains applicable vendor code, work-order number, invoice number, date, and other party-specific requirements.
- Prepare indemnity bonds or arrange written confirmations for lost LR, non-driver copy, exceptional remarks, or material-receipt cases before billing.
- Prepare cover notes, attach all required documents, arrange bill sets, and ensure bills are submitted through hand delivery, courier, speed post, branch submission, or customer portal as applicable.
- Maintain submission acknowledgement through signed cover notes, courier tracking, delivery confirmation, branch confirmation, or customer portal proof.
- Maintain a separate follow-up file for problematic LRs, disputed bills, incomplete documents, and exceptional cases.

Balance-payment checking and approval

- Verify broker and transporter bills with respect to approved rate, freight, advance, GST, deductions, and other applicable commercial terms.
- Verify TDS records, PAN, RC, declarations, and other supporting documents before recommending payment approval.
- Verify LR remarks related to damage, shortage, accident, late delivery, transit delay, material status, GPS return, and other operational exceptions.
- Coordinate with the Material Record Executive to confirm recovery or return of lashing material, GPS, and other accountable items before clearing LRs for payment.
- Apply and verify deductions related to Mulshiana, adverse LR remarks, material/GPS shortage, on-account balances, shortage claims, penalties, late delivery, and other authorized recoveries.
- Review broker and transporter ledgers to identify on-account amounts, prior recoveries, adjustments, and payable balance before preparing payment advice.
- Generate or review payment advice only after complete bill verification, required deductions, and management approval.
- Ensure payment-advice records are updated in Excel/ERP and maintain clear paid, unpaid, pending, disputed, and hold-payment files.
- Prepare weekly pending-payment reports and ensure follow-up with concerned traffic, operations, material, and accounts teams.
- Prepare monthly dispute reports and facilitate resolution or manager approval for outstanding disputes.
- Share payment details and deduction details with brokers and transporters for reconciliation and record purposes.

Collections, receipts, and reconciliation

- Update party-wise outstanding statements daily and maintain ageing of receivables.
- Make bill-wise Money Receipt (MR) entries in ERP against payments received.
- Reconcile billed amounts with payment advice, bank/receipt confirmation, deductions, credit notes, and ledger balances.




- Obtain payment advice from billed parties when not received with payment and reconcile short payments or disputed deductions accordingly.
- Follow up for release of payments, overdue bills, pending LRs, unbilled GCs, and customer disputes.
- Circulate ledger copies to billed parties periodically and obtain accounts confirmation at the end of the financial year for audit purposes.
- Maintain professional communication with customer accounts teams, transporters, brokers, internal traffic teams, billing teams, and management.

Key reports

- Unbilled GC report daily.
- Billed GC report — daily.
- Party outstanding report — daily.
- Party ageing report — periodic/daily as required.
- Receipt summary — daily.
- Pending Driver Hisaab report — weekly.
- Vehicle bill outstanding report — weekly.
- Pending payment report — weekly.
- Dispute and deduction report — monthly.
- Payment-advice status report — daily/weekly.
- Broker/transporter ledger reconciliation report — periodic.
- LR adverse-remark and follow-up report — periodic.

Required skills and competencies

- Strong knowledge of logistics billing, LR/GC documentation, freight rates, vehicle advances, driver hisaab, and payment deductions.
- Working knowledge of ERP accounting, invoice generation, money receipt entries, VMR entries, ledgers, and reconciliation.
- Positive understanding of GST invoice requirements, TDS, RCM/FCM, HSN codes, and basic statutory billing controls.
- Strong command of Excel, including bill tracking, outstanding statements, ageing, payment advice, and reconciliation sheets.
- High attention to detail in document scrutiny, rate verification, payment checks, and accounting entries.
- Strong coordination, negotiation, and follow-up skills with brokers, transporters, customer accounts teams, traffic teams, and internal finance teams.
- Ability to handle payment disputes, deductions, adverse remarks, and delayed collection cases professionally.
- Integrity, confidentiality, ownership, and ability to work under billing and payment deadlines.

Preferred qualification and experience

- Graduate in Commerce, Finance, Accounting, Business Administration, or a related discipline.
- Approximately 4–7 years of experience in transport/logistics billing, accounts receivable, accounts payable, fleet accounts, or freight settlement.
- Experience with ERP/TMS, transport billing, GST compliance, TDS, vehicle accounting, and payment reconciliation is strongly preferred.

Key performance indicators

- Percentage of LRs/GCs billed within agreed billing timelines.
- Billing accuracy against approved rates, work orders, freight, taxes, and additional charges.
- Percentage of invoices submitted with complete supporting documents and acknowledgement.
- Accuracy of Driver Hisaab, VMR, advance adjustment, vehicle ledger, and Truck Imprest closure.
- Outstanding ageing, collection turnaround time, and reduction in overdue receivables.
- Timely and accurate MR posting in ERP.
- Accuracy of broker/transporter bill verification and payment-advice recommendation.
- Value and number of incorrect deductions prevented, recovered, or resolved.
- Timely closure of payment disputes and short-payment cases.
- Completeness of payment, billing, submission, and reconciliation documentation.
- Reduction in unbilled GCs, pending LRs, pending Driver Hisaab, and unresolved payment holds.

📌 Senior Billing and Accounts Payable Executive (Mumbai)
🏢 MD Movers
📍 Mumbai