1.Customer Data Management & Validation
○Maintain and update customer data to ensure invoicing accuracy (addresses, contact information, payment terms).
○Validate data accuracy with internal teams (Sales, Business Ops, SSC-Billings, SSC-Collections) to ensure timely updates and corrections.
2.Invoice Generation and Compilation
○Generate and print the invoices.
○Verify invoice details against customer data and sales records to eliminate errors or discrepancies.
3.Supporting Documentation Preparation
○Assemble required supporting documents for customer invoices, including:
-Contracts
-Purchase orders
-Quotation
-Insertion Orders
-Proof of Delivery
-Receipts or acknowledgments, as applicable
○Ensure all documents are correctly matched and formatted as per customer specifications.
4.Printing, Quality Control, and Document Preparation
○Oversee the printing of invoices and supporting documents with a focus on quality assurance.
○Implement rigorous checks to ensure printed documents are accurate, free of defects, and compliant with specified standards.
5.Distribution & Delivery Coordination
○Organise and coordinate the timely distribution of invoices and supporting documents via appropriate channels (postal services, courier services).
○Track deliveries and ensure accurate documentation for delivery confirmations, ensuring customer receipt.
○Address delivery issues proactively, including resending or reprinting documents if required.
6.Tracking and Monitoring of Deliverables
○Maintain a delivery tracker to monitor the status and timing of each invoice and supporting document sent.
○Report on delivery performance and delays, and escalate recurring issues with solutions for process improvement.
7.Process Improvement & Compliance Monitoring
○Generate regular reports on key performance indicators (KPIs) for invoicing accuracy, timeliness, and customer satisfaction.
8.Reporting & Feedback Mechanism
○Provide regular status reports to the SSC-O2C, including issue logs, customer feedback, and process improvement recommendations.
○Establish feedback loops to incorporate customer and internal stakeholder inputs for ongoing enhancement of the service.
