Job Summary
We are looking for a responsible and detail-oriented Billing Executive to manage day-to-day billing, invoicing, dispatch coordination, documentation and related customer/transportation activities.
The candidate should have practical knowledge of Tally Prime, E-Way Bill, E-Invoicing and MS Office, along with good communication and coordination skills.
Key Responsibilities
1. Billing & Invoicing
• Handle day-to-day billing activities accurately and on time.
• Prepare sales invoices, debit notes, credit notes and other required billing documents.
• Generate E-Way Bills and E-Invoices as applicable.
• Verify billing details, GST information, quantities, rates and customer details before invoice generation.
• Ensure all billing transactions are properly recorded in Tally Prime.
2. Customer & Supplier Master Management
• Create and maintain Customer and Supplier Ledgers in Tally Prime.
• Verify GSTIN, legal name, billing address and other GST-related details.
• Coordinate with customers and suppliers for any discrepancies in GST or billing information.
• Keep customer and supplier master data updated.
3. Dispatch & Logistics Coordination
• Take responsibility for the dispatch of goods after completion of billing formalities.
• Arrange and verify required dispatch documents.
• Ensure proper communication of vehicle, quantity, invoice and delivery details.
4. Customer & Transporter Coordination
• Communicate with clients and transporters independently for routine billing and dispatch requirements.
• Resolve basic billing and dispatch-related queries.
• Follow up for pending information, documents and confirmations.
• Maintain professional communication with customers and transporters.
5. Documentation & Record Keeping
• Handle day-to-day courier, scanning and filing requirements.
• Maintain proper physical and digital records of invoices and dispatch documents.
• Ensure billing and dispatch documents are properly filed and easily retrievable.
• Coordinate with the Accounts Department for document requirements.
6. Coordination with Accounts Department
• Coordinate with the Billing & Accounts Department regarding billing-related matters.
• Identify and communicate billing discrepancies promptly.
• Follow up independently with clients to resolve routine billing issues.
• Provide required billing documents and information to the Accounts Team.
7. Daily Billing Operations
• Monitor and analyse day-to-day billing transactions.
• Ensure invoices are generated accurately and within the required timelines.
• Check pending billing and dispatch requirements.
• Maintain proper records of completed and pending billing activities.
Required Skills & Qualifications
• Good working knowledge of Tally Prime.
• Basic to good knowledge of MS Office, especially MS Excel.
• Working knowledge of GST, E-Way Bill and E-Invoicing.
• Good communication and comprehension skills.
• Ability to independently communicate with clients and transporters.
• Good coordination and follow-up skills.
• Strong attention to detail and accuracy.
• Ability to handle billing and dispatch responsibilities independently.
• Candidates residing in Ahmedabad will be preferred.
Experience
• Prior experience in Billing / Invoicing / Accounts / Dispatch Coordination will be preferred.
• Freshers with good Tally Prime and MS Office knowledge may also be considered.
Other Requirements
• Candidate should be willing to work in rotational shifts.
• The candidate is expected to maintain consistent work availability and focus on the assigned role after joining.
• Candidate should demonstrate a responsible attitude towards billing, documentation and dispatch activities.
Key Performance Expectations
• Accurate and timely billing.
• Correct generation of E-Way Bills and E-Invoices.
• Proper maintenance of customer and supplier ledgers.
• Timely and smooth dispatch coordination.
• Quick resolution of routine client and transporter queries.
• Proper scanning, filing and documentation.
• Effective coordination between Billing, Accounts, Sales, Logistics and Customers.
• Minimum billing errors and discrepancies.
