Last updated on 2024年8月19日

What are the key invoicing skills that you look for when hiring or training staff?

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Invoicing is a vital skill for any business that deals with customers, vendors, or contractors. It involves creating, sending, tracking, and managing invoices that document the goods or services provided and the payment terms and methods. Invoicing skills can affect your cash flow, customer satisfaction, and legal compliance, so it's important to hire or train staff who can handle this task efficiently and accurately. In this article, we'll discuss what are the key invoicing skills that you look for when hiring or training staff, and how to assess and improve them.

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1 Accuracy and attention to detail

One of the most essential invoicing skills is accuracy and attention to detail. Invoicing errors can lead to disputes, delays, penalties, or lost revenue, so you need staff who can check and verify every invoice before sending it. Accuracy and attention to detail also involve following the invoicing standards and guidelines of your industry, your clients, and your accounting system, and ensuring that all the relevant information is included and formatted correctly. You can assess this skill by reviewing the invoices that your staff create or process, and by testing their knowledge of the invoicing rules and best practices.

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Dee Bowden

Cash Flow Speaker | Author of Collect the Cash | I teach small and medium size companies to collect the cash through Account Reconciliation | Accounts Receivable | Finance|Invoice Processing|Time Management
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One on the best invoicing skills is attention to detail and follow through. Create a checklist to ensure that all the key items are on the invoices and take a moment to review the invoice before submitting it to the client. Make sure you prepare it according to the contract and clients requirements.

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Irina Borissova, CPA

CPA Working in Industry
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While attention to detail is a very crucial piece of the invoicing process, there also needs to be some industry experience. The person that's putting together the invoice needs to know what it is that they are charging for and if it's accurate in relation to the work complete or product delivered. If the person is new to the industry or position a detailed checklist or review by a more senior team member is key to success.

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Natan C.

Especialista em Logística | Green Belt Lean Six Sigma | Faturamento na Cia Beal de Alimentos |
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Sem dúvidas a aten??o e a habilidade mais esperada de um colaborador que trabalha no faturamento, isso em vista da quantidade de detalhes que há em suas atividades diárias, necessitando precis?o, contudo a disciplina junto da resiliência, s?o habilidades que também s?o bem vistas para esses profissionais.

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Chaline Lima

Assistente Compras | Suprimentos | Negocia??o de contratos | Compras estratégicas | Gest?o de estoques | Relacionamento com Fornecedores | Suprimentos Diretos e Indiretos
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Aten??o focada e conhecimento da legisla??o vigente s?o fundamentais para o bom desempenho do faturamento. Embora parte do trabalho seja repetitivo e até possível utilizar a Ia no processo de faturamento, o profissional humano com foco e aten??o nos cadastros de clientes,atualiza??es do sistema utilizado e interpreta??o de dados de notas fiscais certamente é um diferencial competitivo.

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Mashego Mashanya

Invoicing Clerk | Certificates Administrator at Elephant Lifting Equipment
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I can also add that, when you process an invoice you need to pay attention to details. Every detail on the invoice is crucial. Check error before invoicing to avoid credits. Little mistake can cause delay.

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2 Communication and customer service

Another key invoicing skill is communication and customer service. Invoicing is not only a financial transaction, but also a form of communication with your customers, vendors, or contractors. You need staff who can communicate clearly, politely, and professionally, and who can handle any questions, requests, or issues that may arise regarding the invoices. Communication and customer service also involve sending invoices on time, following up on overdue payments, offering payment options or discounts, and thanking your customers for their business. You can assess this skill by observing how your staff interact with your customers, and by soliciting feedback from them.

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Philippe Adriel NGANKONG

Energie - Facturation | Marketing - services Digitaux | Soutien académique - Mentorat
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Le service à la clientèle va être l'élément clé qui va déterminer la satisfaction du client. Même si l'exactitude et la tenue des délais sont naturellement des éléments importants, ce qui fait la différence est la capacité à communiquer avec le client et à traiter en profondeur sa problématique. Tout récemment, mon chef d'équipe et moi avons porté un avis négatif sur un candidat. Même s'il avait les prérequis techniques, ses aptitudes en communication écrite n'étaient pas rassurantes. Et l'intuition était correcte puisqu'à l'annonce de la fin du processus de recrutement avec lui, il a eu des propos inappropriés par mail. Exemple ne fait pas loi mais cette expérience est une piq?re de rappel de l'importance d'une communication excellente.

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Grayce Hankins

Account Receivable Specialist/Credit at Midlands Packaging Company
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I have a good number of customers that are on a cash in advance basis. I contact them personally with total needed to ship. In addition to a phone call, I provide a breakdown of quantities, unit pricing and PO#s as backup to my request of payment. Payment options are reveiwed for ease of getting their orders out the door as soon as possible. I strive to give great customer service. My contacts rely on my consistant handling of their orders. I have key contacts for each account. Always be sure to thank them for their business!

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Natan C.

Especialista em Logística | Green Belt Lean Six Sigma | Faturamento na Cia Beal de Alimentos |
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Através da minha vivência no setor de faturamento, vejo que ter uma comunica??o clara e assertiva é de grande importancia para executar o trabalho diário, visto que o setor de faturamento está inserido na empresa de maneira que transmite e recebe informa??es constantemente com clientes internos e externos. Em uma observa??o particular, as empresas interessadas, podem investir em treinamentos ou em consultorias para lapidar a comunica??o de seus colaboradores para torna lá mais assertiva, os resultados ser?o evidentes.

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Alberto Salamanca C

?? Headhunter Bilingüe | Sr Recruiter | HR Consulting | AI Enthusiast & Innovator
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En la facturación, la comunicación y el servicio al cliente son esenciales. No se trata solo de transacciones financieras, sino de mantener una relación sólida con clientes, proveedores y contratistas. Un equipo de facturación efectivo debe comunicarse clara y profesionalmente, manejar preguntas y problemas con tacto, enviar facturas a tiempo, hacer seguimiento de pagos atrasados, ofrecer opciones de pago y agradecer a los clientes por su negocio. Evaluar estas habilidades mediante la observación y la retroalimentación directa de los clientes es clave para garantizar un servicio excelente.

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3 Organization and time management

A third invoicing skill is organization and time management. Invoicing can be a complex and tedious task, especially if you have multiple customers, projects, or billing cycles. You need staff who can organize and prioritize their invoicing tasks, and who can meet the deadlines and expectations of your customers and your business. Organization and time management also involve keeping track of the invoice status, history, and records, and using tools or software that can automate or simplify the invoicing process. You can assess this skill by monitoring the productivity and efficiency of your staff, and by measuring their performance against the invoicing goals and metrics.

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Staci Lyons

Union Representative at UAW-TOP
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One example of organization and time management when invoicing is to provide relevant information to the staff. If any updates occurred always keep the staff and operators involved and informed about changes. If anyone is invoicing the old way it could cause a major billing error. It is best to keep up with system updates and implement consistent training for new processes.

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Alberto Salamanca C

?? Headhunter Bilingüe | Sr Recruiter | HR Consulting | AI Enthusiast & Innovator
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En la facturación, la organización y la gestión del tiempo son esenciales. Con varios clientes, proyectos y ciclos de facturación, es crucial que el personal pueda organizar y priorizar tareas, cumpliendo con los plazos y expectativas. Mantener un seguimiento detallado del estado, historial y registros de las facturas, y utilizar herramientas o software para automatizar el proceso, puede simplificar significativamente el trabajo. Evaluar estas habilidades mediante el seguimiento de la productividad y la eficiencia en relación con los objetivos y métricas de facturación es clave para garantizar un rendimiento óptimo.

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4 Problem-solving and analytical skills

A fourth invoicing skill is problem-solving and analytical skills. Invoicing can involve dealing with various challenges, such as invoice disputes, payment delays, tax issues, or system errors. You need staff who can identify and resolve these problems quickly and effectively, and who can prevent them from happening again. Problem-solving and analytical skills also involve reviewing and analyzing the invoicing data and reports, and identifying opportunities for improvement or optimization. You can assess this skill by presenting your staff with realistic invoicing scenarios or cases, and by evaluating their solutions and recommendations.

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Irina Borissova, CPA

CPA Working in Industry
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Month end reviews and reconciliations are also very effective here, especially if you only invoice at month end and not on a continuous cycle. In the off chance that there was an invoicing error made, you would ideally like to catch it in the reconciliations and reporting reviews happening at month end before the client realizes there's any errors so you can reach out proactively and fix any mistakes.

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Alberto Salamanca C

?? Headhunter Bilingüe | Sr Recruiter | HR Consulting | AI Enthusiast & Innovator
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En la facturación, la capacidad analítica y de resolución de problemas son fundamentales. El personal debe poder identificar y resolver rápidamente desafíos como disputas de facturas, errores de sistema y problemas fiscales. Esto incluye analizar datos e informes para optimizar el proceso de facturación y prevenir futuros errores. Evaluar estas habilidades mediante escenarios prácticos permite asegurar un manejo efectivo y eficiente de las operaciones financieras.

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5 Adaptability and flexibility

A fifth invoicing skill is adaptability and flexibility. Invoicing can be affected by changes in the market, the customer preferences, the regulations, or the technology. You need staff who can adapt and adjust to these changes, and who can learn and apply new invoicing methods or systems. Adaptability and flexibility also involve being open to feedback and suggestions, and being willing to update or revise the invoicing policies or procedures. You can assess this skill by exposing your staff to different invoicing situations or environments, and by assessing their response and performance.

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Sara Ez-zouidi

Invoicing Team Leader
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Adaptability and flexibility are essential competencies in invoicing because billing procedures frequently face shifts in regulations,software advancements and client demands.. Professionals with these traits can swiftly navigate such changes,ensuring precise and effective invoicing regardless of evolving circumstances.

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Alberto Salamanca C

?? Headhunter Bilingüe | Sr Recruiter | HR Consulting | AI Enthusiast & Innovator
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En la facturación, la adaptabilidad y la flexibilidad son cruciales. El personal debe estar preparado para ajustarse a cambios en el mercado, preferencias de los clientes, regulaciones y tecnología. Esto implica aprender y aplicar nuevos métodos de facturación, estar receptivo a comentarios para mejorar procesos, y actualizar políticas según sea necesario. Evaluando estas habilidades con escenarios prácticos, se asegura que el equipo pueda responder eficazmente a desafíos cambiantes y mantener altos estándares de servicio.

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Grayce Hankins

Account Receivable Specialist/Credit at Midlands Packaging Company
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Adaptability is key.. as software continually changes and more customers are looking for answers to less employees to do the same or even more. Past years have proven this to be a fact and if your company wants to keep growing, it has to be receptive to new procedures and methods. Right now there many new programs to enable companies to streamline procedures. They will come and go as newer technology is being invented every day. Go with the flow... Be supportive and share issues with your contacts. They are also struggling with change.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Faith Shabalala

Property Administration Manager at Johannesburg Housing Company
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The other important thing is adhering to deadlines, paying attention to detail and invoicing what was correctly done. Correct calculations for example tax amounts total costs

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What are the key invoicing skills that you look for when hiring or training staff?

1

2

3

4

5

6

1 Accuracy and attention to detail

2 Communication and customer service

3 Organization and time management

4 Problem-solving and analytical skills

5 Adaptability and flexibility

6 Here’s what else to consider

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