Handle Billing Errors – An invoicing assistant can deal with customer complaints and inquiries about potential billing errors. He or she can investigate whether a billing error actually occurred, and process a refund if appropriate. If no error is present, an invoicing assistant can politely explain to the customer why the bill is correct.
Process Returns – An invoicing assistant can handle refunds, returns and warranty issues. An invoicing assistant can deal with angry customers and promptly issue refunds if allowed under company policy. If a customer is being unreasonable and a refund is unwarranted, an invoicing assistant can be trained to escalate the situation to a manager.
Update Accounting Systems – An invoicing assistant can automatically access and update your company’s accounting software or other financial systems as he or she processes invoices and refunds. An invoicing clerk can update customer accounts and add new customer accounts. He or she can also be responsible for maintaining up to date records of customer contact information, sent invoices and payments that have been collected.
Follow Up on Delinquencies – An invoicing assistant can send follow up emails and letters to past due accounts, otherwise known as customers who are late on paying or who refuse to pay. Keep in mind that you would still need to hire a professional collection agency if you decide to go after seriously delinquent accounts.
Provide Price Quotes – An invoicing assistant can help you give custom price quotes to customers on your behalf. This is most relevant if you operate in a more opaque industry where pricing is given per project or on a case by case basis. You can give your invoicing clerk some general guidelines on how much of a markup you prefer. For example, you might tell your assistant that you want them to markup items by 25%, with the exception of items where your profit is less than $100 in which case you want them to add an additional $100 to the price.
Preparing Air Waybills – If you engage in international commerce, then you’ll have a lot of air waybills to prepare in addition to invoices. An invoicing clerk can handle air waybills along with the invoices and any customs forms that need to be prepared for your business.
Administrative Support – An invoicing assistant can support bookkeepers, accounting managers and even the CFO of a company. He or she can perform a variety of miscellaneous tasks such as checking inventory, conducting audits, filing records and creating new invoice templates. You should think of an invoicing clerk as a generalist virtual executive assistant who can handle anything that you can think of.