Accounts Payable & Receivable Specialist

Job Title: Remote Accounts Payable & Receivable Specialist Job Type: Full-Time/Part-Time | Independent Contractor About the Role: A detail-oriented and reliable Accounts Payable & Receivable Specialist is needed to manage day-to-day billing, invoicing, payment tracking, and financial reporting for a growing freight and logistics business. The role involves preparing customer invoices, recording supplier bills, reconciling financial information, and maintaining accurate accounts payable and receivable records. The ideal candidate has hands-on experience with QuickBooks Online, Bill.com, and Excel, along with the ability to manage recurring deadlines and high-volume transactions with minimal supervision. Experience in freight, logistics, or transportation billing is preferred, as the role involves shipment-based invoicing, supporting documents, and industry-specific charges. Accuracy, organization, and knowing when to clarify discrepancies rather than make assumptions are essential. Key Responsibilities: Accounts Receivable & Customer Invoicing • Prepare and issue customer invoices in QuickBooks Online using approved billing amounts and shipment details. • Verify customer information, shipment references, charges, and supporting documents before invoicing. • Track incoming payments, monitor overdue balances, and flag discrepancies. • Prepare weekly accounts receivable and bank deposit summaries. • Maintain accurate customer records and update sales commission reports when applicable. Accounts Payable & Supplier Bills • Collect and review supplier invoices and supporting documents. • Enter supplier bills into Bill.com, checking for duplicate invoices and verifying amounts and due dates. • Ensure bills are entered before weekly approval deadlines. • Maintain supplier statements of account and provide updates when requested. • Route bills for approval and follow established payment procedures. Billing Reports & Financial Reconciliation • Prepare shipment-level profit and loss reports using Excel. • Prepare weekly statements of account and supporting billing reports for customers. • Reconcile invoices, shipment costs, pricing, and supporting documentation before submitting billing packages. • Prepare monthly accounts payable and receivable reports. • Monitor outstanding customer balances and follow up on payment confirmations as needed. Data Management & Documentation • Maintain organized and accurate financial records across QuickBooks Online, Bill.com, Excel, Google Sheets, and Airtable. • Review shipment records and supporting documents to confirm that required information is complete. • Prepare pricing sheets using approved rates and instructions. • Follow established filing conventions and maintain proper documentation for all transactions. Qualifications & Ideal Traits: Must-Have • At least 3 years of combined accounts payable and accounts receivable experience. • Hands-on experience using QuickBooks Online for invoicing and accounts receivable. • Experience with Bill.com for supplier bill entry and approval workflows. • Strong Excel skills, including lookups, pivot tables, and financial reporting. • Experience preparing invoices, reconciling transactions, and tracking outstanding balances. • Strong attention to detail and ability to meet recurring deadlines. • Good written English communication skills. • Ability to follow documented procedures and escalate unclear charges, discrepancies, or approval questions rather than making assumptions. • Highly organized, dependable, and capable of working independently. Preferred • Previous experience in freight forwarding, logistics, third-party logistics (3PL), or transportation billing. • Familiarity with shipment documentation, proof of delivery (POD), accessorial charges, lane pricing, and warehouse markups. • Experience with Airtable and Google Sheets. • Experience preparing customer statements of account and managing recurring billing and collection cycles. Working Environment: • Fully remote position. • Deadline-driven role with recurring weekly and monthly deliverables. • Requires accuracy when handling high-volume invoices, supplier bills, and shipment-related financial records. • Works closely with internal team members to clarify billing details and resolve discrepancies. • Requires sound judgment, clear communication, and consistent follow-through. • Payment approvals and payment scheduling remain the responsibility of authorized personnel; the specialist handles preparation, documentation, and reporting. Originally posted on Himalayas