Accounts Receivable Specialist (SMB) Job Description Template

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Invoice Generation & Billing: Prepare and issue accurate customer invoices and account statements promptly for all sales or services, verifying that pricing, terms, and taxes are correctly applied . Ensure each invoice aligns with purchase orders or contracts before sending.

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Payment Processing: Record, verify, and post incoming payments (checks, ACH, credit card, etc.) to the appropriate customer accounts daily, applying payments against open invoices with precision

. This includes logging electronic payments and depositing any received checks or cash into company bank accounts in a timely manner

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Accounts Reconciliation: Regularly reconcile the accounts receivable ledger with the general ledger and bank statements. Investigate and resolve any discrepancies or unapplied credits quickly

. For example, if a payment is received without reference, research its origin and apply it correctly; ensure the total AR balance per sub-ledger matches the balance on the financial statements each month.

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Aging & Collections Follow-Up: Monitor the A/R aging report and proactively follow up on overdue accounts according to company policy. Contact customers with past-due invoices (via friendly reminder emails, phone calls) to arrange prompt payment or negotiate payment plans if necessary

. Document all collection activities and escalate accounts to management or external collections only when appropriate (e.g., invoices exceeding 90+ days past due).

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Record-Keeping & Reporting: Maintain detailed and organized records of all billing transactions, payments received, adjustments, and communications with customers

. Generate periodic accounts receivable reports - such as weekly aging summaries, collection status updates, and month-end A/R reconciliation statements - for internal review

. Provide these reports to the

finance manager or CFO, highlighting any significant overdue accounts or trends (e.g., increasing Days Sales Outstanding).

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Customer Issue Resolution: Work closely with customers to resolve billing inquiries or disputes. For example, if a client claims an invoice is incorrect, investigate the issue (coordination with sales or project teams if needed), issue corrections or credit memos as appropriate, and clearly communicate the resolution to the customer . Ensure customer satisfaction is balanced with enforcing payment obligations - handle disputes calmly and fairly to maintain good relationships.

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Cross-Department Collaboration: Liaise with internal departments to streamline the order-to-cash process. Coordinate with the sales team on credit terms and customer account statuses (e.g., alert sales if a customer is on credit hold due to non-payment), and with customer service/support for any service-related billing holds or queries

. In an SMB, this specialist may also interface with the accounting or finance manager during audits or month-end closings, providing documentation (invoices, receipts, correspondence) to verify A/R balances.

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Process Compliance & Improvement: Adhere to the company's credit control policies and any relevant regulations when performing collections (e.g., respectful communication practices, proper documentation) to ensure legal compliance and ethical conduct. Continuously look for process improvements - such as suggesting better dunning email templates or automating parts of invoicing - to increase efficiency and reduce errors in the A/R process.

-Accounting Software Proficiency: Skilled in using accounting/ERP software (e.g., QuickBooks, Xero, or similar platforms) to issue invoices, record payments, and maintain the A/R ledger

. Should be able to navigate these systems efficiently, run reports, and troubleshoot basic entry errors. -Strong Mathematical & Data Entry Ability: High level of comfort with numbers and calculations for billing, discounts, and interest. For example, can accurately compute percentages (early payment discounts, sales tax) and apply them to invoices without errors

. Fast and accurate 10-key data entry skills to input payment information and update records with minimal mistakes. -Accounts Receivable Process Knowledge: Solid understanding of the full A/R cycle and basic accounting principles (e.g., debits/credits affecting A/R). Knows how to apply payments, issue credit memos, handle write-offs, and reconcile accounts at period-end

. Familiar with terms like aging buckets, bad debt reserve, and can explain how A/R impacts cash flow and the balance sheet. -Spreadsheet & Record-Keeping Skills: Proficiency in Microsoft Excel or Google Sheets for tracking and analyzing data. Able to maintain detailed aging schedules, perform vlookups/pivot tables for analysis, and ensure records are organized and up-to-date

. Strong documentation habits (filing invoices, payment confirmations, emails) to support audits or dispute resolution.

-Attention to Detail: Almost obsessive focus on accuracy in financial data - capable of spotting errors or anomalies in invoices and payments that others might miss . For instance, noticing if an invoice total doesn't add up or if a payment is posted to the wrong account, and correcting it immediately. -Effective Communication: Clear and professional communication skills, both written and verbal. Can draft polite, concise emails to customers about past-due bills or invoice clarifications, and also confidently discuss sensitive payment issues on the phone

. Adjusts tone appropriately to maintain positive relationships even when enforcing payment terms. -Organization & Time Management: Excellent ability to multi-task and prioritize. Handles dozens of customer accounts methodically, keeps track of due dates, and plans follow-ups so nothing falls through the cracks

. Uses calendars or A/R software reminders to ensure timely invoicing and collections. Manages time well during busy periods (e.g., month-end closing or seasonal peaks) to meet all deadlines

-Problem-Solving & Analysis: Resourceful in investigating and resolving discrepancies or issues. If a payment doesn't match an invoice or a customer complains of an error, the specialist systematically digs into records to find the root cause and fix it

. Capable of analyzing A/R data (like identifying trend of late payments from certain clients) and suggesting solutions (e.g. adjusting credit terms or sending reminders earlier).

Attitude & Work Ethic (Hiring for Attitude traits): -Accountability & Integrity: Takes ownership of their work and any mistakes. If an error in billing is found, they correct it and inform the relevant parties rather than sweeping it under the rug. Demonstrates honesty and ethical behavior - e.g., will not manipulate figures to hide a problem. High sense of responsibility knowing that receivables are company revenue. -Self-Motivated & Proactive: Shows initiative in keeping the A/R process running smoothly without needing constant supervision . Proactively follows up on overdue accounts, chases down missing information (like purchase order numbers or payment remittances), and seeks out ways to improve efficiency. Stays on top of tasks and deadlines, demonstrating a strong personal drive. -Customer-Centric Attitude: Balances firmness in collections with a respectful, service-oriented approach. Views maintaining good customer relationships as part of the job - for instance, they will attempt to work out a feasible payment plan with a struggling customer rather than immediately resorting to harsh measures . Exhibits patience and professionalism, even when dealing with difficult or non-responsive clients. -Adaptability & Continuous Learning: Willing to learn new tools, systems, or processes to enhance the A/ R function

. For example, open to training on a new accounting software or adapting to updated company credit policies. Handles change with a positive attitude - treats new regulations or procedure updates as opportunities to grow. In an SMB, where processes can evolve, this flexibility is key to long-term success.