- Designation: Billing Executive
- Location: Tilak Road, Pune, Maharashtra
- Experience: 1–3 Years
- Employment Type: Full-Time
- Reporting To: Director

Job Summary

We are looking for a detail-oriented and organized Billing Executive to manage end-to-end client billing, invoice generation, purchase order tracking, payment follow-ups, manpower billing, expense verification, and MIS reporting. The candidate will be responsible for ensuring billing accuracy, timely invoice submission, proper documentation, and effective coordination with clients and internal teams.

The ideal candidate should have hands-on experience in billing and commercial operations, strong MS Excel skills, and the ability to independently manage billing records, outstanding payments, and purchase order utilization.

Key Responsibilities

1. Billing & Invoicing

- Prepare Customer Orders (COs) based on approved Purchase Orders (POs), agreed rates, and contractual terms.
- Verify billing details, rates, quantities, manpower deployment, billing periods, and supporting documents before invoice generation.
- Generate accurate and timely monthly invoices for multiple clients.
- Ensure invoices are submitted to clients within the prescribed timelines and maintain records of invoice submissions.
- Verify invoice calculations and supporting documents to minimize billing errors and discrepancies.

2. Purchase Order (PO) & Contract Management

- Monitor PO validity, expiry dates, approved values, balance amounts, and utilization.
- Ensure invoices are raised within the approved PO amount and applicable contractual rates.
- Follow up with clients for new POs, revised POs, renewals, and contract extensions.
- Prepare PO proposals for current financial years and coordinate with internal teams for rate revisions and contract renewals.
- Maintain updated records of POs, contracts, rate approvals, and renewal requirements.

3. Payment Follow-up & Outstanding Management

- Track invoice payments and maintain updated records of outstanding receivables.
- Coordinate with clients through emails and follow-ups to obtain payment commitments and expected payment dates.
- Prepare and maintain invoice-wise outstanding and ageing reports.
- Identify overdue payments and escalate long-pending outstanding amounts to the concerned internal team.
- Investigate invoice/payment discrepancies and coordinate with clients and internal departments for timely resolution.

4. Manpower Billing & Salary-Related Calculations

- Prepare salary breakups and billing calculations for manpower deployed at client locations.
- Calculate billing amounts based on approved salary structures, contractual rates, attendance, and manpower deployment details, wherever applicable.
- Prepare revised salary and billing proposals for contract renewals,



PO revisions, and rate changes.
- Consider applicable government-notified minimum wage rates, including Basic and Dearness Allowance (DA), wherever relevant to the contract.
- Coordinate with HR, Payroll, Operations, and Accounts teams to validate manpower details and ensure accurate billing.

5. Expense & Petty Cash Management

- Review and verify employee expenses, travel expenses, visit expenses, and petty cash claims.
- Check supporting bills, receipts, approvals, and claimed amounts before processing.
- Maintain expense records and assist with expense reconciliation and reporting.
- Coordinate with employees and relevant departments to resolve discrepancies in expense claims.

6. MIS Reporting & Advanced Excel

- Prepare monthly billing reports, invoice-generation status reports, pending invoice trackers, outstanding reports, and ageing statements.
- Maintain trackers for PO utilization, contract expiry, payment status, and billing progress.
- Use MS Excel for data analysis, reconciliation, reporting, and maintaining accurate records.
- Work with Excel functions such as VLOOKUP/XLOOKUP, IF, SUMIF/SUMIFS, Pivot Tables, filters, and other relevant formulas.
- Ensure reports are accurate, updated, and submitted within defined timelines.

7. Client Coordination

- Coordinate with clients regarding invoice submissions, PO details, payment status, billing queries, and discrepancies.
- Follow up for Goods Receipt Notes (GRNs), challans, invoice approvals, and other supporting documents required for payment processing.
- Communicate professionally with client contacts through email and other appropriate channels.
- Work with internal departments to resolve billing issues and ensure smooth invoice processing and collection.

8. ERP, Documentation & Record Management

- Upload invoices, vendor bills, and supporting documents to the internal billing tracker or designated ERP/system.
- Maintain organized records of invoices, POs, contracts, approvals, expense documents, and payment details.
- Ensure billing documentation is complete, accurate, and readily available for reference, reconciliation, and audit purposes.
- Maintain confidentiality and accuracy of financial and client-related information.

Required Qualifications & Experience

- Bachelor's degree in Commerce, Accounting, Finance, or a related field; B.Com is preferred.
- 1–3 years of relevant experience in billing,



invoicing, commercial operations, or accounts-related activities.
- Hands-on experience in client billing, invoice processing, PO tracking, and payment follow-ups.
- Practical knowledge of MS Excel, including VLOOKUP/XLOOKUP, Pivot Tables, and commonly used formulas.
- Experience in preparing MIS reports, outstanding statements, and ageing reports.
- Exposure to ERP, billing, or accounting software is preferred.
- Experience in manpower billing, service-based billing, or contract-based billing will be an advantage.

Required Skills

- Robust numerical and analytical skills.
- Good working knowledge of MS Excel and data reconciliation.
- Attention to detail and a high level of accuracy.
- Effective email writing and client coordination skills.
- Strong follow-up, organizational, and time-management abilities.
- Ability to manage multiple billing activities and meet deadlines.
- Problem-solving skills to identify and resolve billing discrepancies.
- Ability to work independently and coordinate effectively with cross-functional teams.

Preferred Candidate Profile

The ideal candidate should have practical experience in handling end-to-end billing activities, maintaining PO and invoice trackers, coordinating with clients for invoice approvals and payments, and preparing Excel-based MIS reports. Candidates with experience in service-based organizations, manpower billing, IT services, or contract-based billing will be preferred.

Key Performance Indicators (KPIs)

- Accuracy and timeliness of invoice generation.
- Timely submission of invoices to clients.
- Accuracy of PO utilization and contract tracking.
- Timeliness of payment follow-ups and outstanding reporting.
- Reduction in billing errors and invoice discrepancies.
- Timely preparation and submission of MIS reports.
- Accuracy of manpower billing and expense verification.
- Completeness of billing documentation and records.

Pay: ₹25,000.00 - ₹27,000.00 per month

Application Question(s):

- Only Pune based candidate apply, Office location is Sadashiv Peth
- Bachelor's degree in Commerce, Accounting, Finance, or a related field; B.Com is preferred.
- 1–3 years of relevant experience in billing, invoicing, commercial operations, or accounts-related activities.
- Hands-on experience in client billing, invoice processing, PO tracking, and payment follow-ups.
- Practical knowledge of MS Excel, including VLOOKUP/XLOOKUP, Pivot Tables, and commonly used formulas.
- Experience in preparing MIS reports, outstanding statements, and ageing reports.
- Interview will be Face to Face ONLY, Apply only if you are availble in Pune for Interview
- Inhand salary 23000 to 25000 Per month, DO not apply if expectine more

Work Location: In person

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