Billing Manager

Job Description – Billing Manager

Company: Sri Vijayalakshmi Agarbathi Works (SVAW)

Location: Bangalore

Department: Finance & Accounts / Commercial

Employment Type: Full-time

Annual Salary: ₹4,00,000–₹7,50,000 P.A , based on experience and competence

Reports To: Head of Finance / Management

Job Summary

We are looking for an experienced Billing Manager to manage the company’s pan-India billing operations. The position involves supervising billing staff at the head office and branches, ensuring accurate and timely invoicing, monitoring the movement of goods, and maintaining compliance with GST, e-invoicing, e-way bill, and documentation requirements.

The candidate should be capable of independently managing high-volume billing operations and coordinating effectively with the sales, accounts, warehouse, logistics, production, and branch teams.

Key Responsibilities

Pan-India Billing

·      Manage and control all domestic billing activities across India.

·      Ensure sales invoices are prepared accurately and within the required timelines.

·      Verify customer details, GSTIN, place of supply, tax rates, HSN codes, quantities, prices, discounts, schemes, freight, and payment terms.

·      Handle B2B, B2C, inter-state, intra-state, institutional, distributor, dealer, e-commerce, and branch-transfer transactions.

·      Ensure the correct application of CGST, SGST, IGST, and other applicable taxes.

·      Monitor pending orders and complete billing according to dispatch schedules.

·      Review credit notes, debit notes, sales returns, discounts, rate differences, and invoice cancellations.

·      Prevent duplicate, incorrect, backdated, or unauthorized billing.

Branch Billing Management

·      Manage and supervise billing staff working at different branches.

·      Establish uniform billing procedures and controls across all branches.

·      Allocate responsibilities and monitor the daily performance of billing employees.

·      Train branch staff on GST, invoicing procedures, company policies, and system usage.

·      Review branch-wise billing, pending dispatches, cancelled invoices, sales returns, and documentation gaps.

·      Resolve billing issues raised by branches, customers, sales teams, and transporters.

·      Ensure timely submission of branch billing records to the head office.

·      Conduct periodic performance reviews of the billing team.

Movement of Goods

·      Monitor the movement of goods between factories, warehouses, depots, branches, customers, and third-party locations.

·      Ensure every movement is supported by a valid tax invoice, delivery challan, stock-transfer document, or other required documentation.

·      Prepare and verify e-way bills and monitor their validity during transportation.

·      Handle documentation for branch transfers, job work, samples, promotional materials, sales returns, replacements, and returnable goods.

·      Coordinate with warehouse and logistics teams to ensure invoiced quantities match the goods dispatched.

·      Monitor goods in transit and follow up on delayed, returned, damaged, short-delivered, or undelivered consignments.

·      Ensure timely closure of delivery challans and returnable-material transactions.

·      Maintain proof of delivery and transporter documentation.

GST and Statutory Compliance

·      Ensure all invoices comply with applicable GST laws and invoicing rules.

·      Ensure accurate generation of GST e-invoices, Invoice Reference Numbers, and QR codes wherever applicable.

·      Verify GSTIN, HSN/SAC codes, tax rates, place of supply, and bill-to/ship-to details.

·      Ensure timely cancellation or amendment of e-invoices and e-way bills when required.

·      Reconcile billing records with sales registers, e-invoice data, e-way bill data, and GST returns.

·      Coordinate with the accounts and taxation teams for GSTR-1, GSTR-3B, annual returns, and GST audits.

·      Identify and correct invoice-related differences before filing GST returns.

·      Monitor changes in GST regulations relating to invoicing and the movement of goods.

·      Provide billing records and supporting documents during internal, statutory, and GST audits.

Billing Controls and Reconciliation

·      Reconcile daily billing with dispatches, stock movements, sales orders, and accounting records.

·      Ensure invoices are correctly recorded in the accounting or ERP system.

·      Monitor unbilled dispatches, pending sales orders, cancelled invoices, and open delivery challans.

·      Verify price lists, customer-specific rates, discounts, schemes, and approval limits.

·      Ensure credit limits and payment terms are followed before releasing invoices.

·      Coordinate with the accounts receivable team regarding overdue customers and billing blocks.

·      Maintain an audit trail for invoice changes, cancellations, credit notes, and debit notes.

·      Implement maker-checker controls for critical billing transactions.

·      Identify process gaps and introduce controls to prevent revenue leakage, tax exposure, and stock differences.

Team and Process Management

·      Develop and implement standard operating procedures for billing and goods movement.

·      Set daily, weekly, and monthly targets for the billing team.

·      Ensure adequate staffing and work allocation during peak billing periods.

·      Train team members and periodically assess their knowledge and performance.

·      Coordinate with the IT team to resolve billing-system and master-data issues.

·      Support automation and process improvements in billing and dispatch documentation.

·      Ensure customer, pricing, product, tax, and transporter master data are accurate and updated.

·      Maintain the confidentiality of customer prices, commercial terms, and company information.

Management Reporting

·      Prepare daily, weekly, and monthly billing reports.

·      Provide branch-wise, state-wise, customer-wise, and product-wise billing information.

·      Report pending billing, cancelled invoices, credit notes, sales returns, goods in transit, and documentation issues.

·      Track billing errors and implement corrective and preventive actions.

·      Provide management with information on billing efficiency, compliance risks, and unresolved issues.

Required Skills

·      Strong practical knowledge of pan-India billing and GST-compliant invoicing.

·      Thorough understanding of GST, e-invoicing, e-way bills, HSN codes, and place-of-supply provisions.

·      Experience in branch billing, stock transfers, delivery challans, sales returns, and goods movement.

·      Ability to manage billing employees across multiple branches.

·      Strong knowledge of Tally Prime, ERP systems, MS Excel, and billing software.

·      Good understanding of inventory, logistics, dispatch, and accounting processes.

·      Strong analytical, reconciliation, problem-solving, and team-management skills.

·      High level of accuracy and attention to detail.

·      Ability to work under pressure and complete billing within dispatch timelines.

·      Good written and verbal communication skills.

Education and Experience

·      Bachelor’s or master’s degree in Commerce, Finance, Accounting, Business Administration, or a related field.

·      Minimum 5–8 years of relevant experience in billing, commercial operations, accounts, or GST compliance.

·      At least 2–3 years of experience managing a billing team, preferably across multiple branches.

·      Experience in FMCG, manufacturing, distribution, consumer products, or a multi-location organization is preferred.

Key Performance Indicators

·      Accuracy and timeliness of invoicing.

·      GST, e-invoice, and e-way bill compliance.

·      Reduction in billing errors, cancellations, and credit notes.

·      Timely closure of pending billing and delivery challans.

·      Proper reconciliation of billing, dispatch, stock movement, and GST records.

·      Performance and discipline of branch billing teams.

·      Reduction in goods-movement and documentation discrepancies.

·      Timely submission of billing reports to management.