Invoice & Reconciliation Specialist

ROLE OVERVIEW

The Invoice & Reconciliation Analyst ensures the accuracy of procurement-related financial transactions — matching invoices to purchase orders and receipts, securing timely and accurate approval, and investigating and resolving disputes and exceptions. At roughly 1,000 invoices per month, the role is the financial-control checkpoint of the operation, where errors are caught before they reach the ledger.

KEY RESPONSIBILITIES

1.  Invoice Matching & Approval

• Execute timely 2-way financial matching for hardware accessories and comprehensive 3-way matching (comparing Purchase Orders, Invoice details, and Goods Receipt Notes) for capitalized hardware assets.

• Ensure invoices are compliant with company requirements before they are approved for payment.

• Cross-reference software-specific invoices against purchase records, verifying unit prices, license tiers, quantities, software titles, editions, and publisher details against the master asset database to confirm alignment before clearing.

• Validate invoice categories across multiple spend areas, including Blanket Purchase Orders (BPOs), standard professional services, software entitlements, and transportation, logistics, and freight charges.

2.  Dispute & Exception Resolution

• Investigate over-billing, duplicate invoices, and pricing variances; collaborate directly with suppliers to secure credit notes or revised invoices based on regional tax guidelines.

• Process inter-departmental cost reallocations (chargebacks), verifying mandatory financial codes and updating the master reallocation ledger.

• Investigate and resolve invoice disputes and exceptions within the agreed timeframes, getting to the root cause rather than just clearing the queue.

• Audit and process invoices associated with exceptional scenarios, such as out-of-funds POs, overdue invoices, and replacement POs generated due to legal entity modifications or receiving errors.

• Manage early/expedited payment requests by obtaining formal business justifications from budget owners and submitting urgent payment requests to corporate finance.

• Coordinate with procurement, suppliers and accounts payable to resolve mismatches and price/quantity discrepancies.

3.  Reconciliation & Controls

• Reconcile procurement financial transactions and maintain audit-ready documentation of matches, exceptions and approvals.

• SOX-style controls

• Audit and validate complex invoices across multiple spending categories, including Blanket POs (BPOs), standard services, software license allocations, and global transportation/freight charges.

• Process inter-departmental cost reallocations (chargebacks) by validating corporate charging criteria, modifying configuration attributes (such as company codes and cost allocations) in the master ledger, and reporting completed updates back to buying teams.

• Audit standalone shipping invoices to verify individual delivery charges, preventing freight over-billing and ensuring precise cost allocation.

4.  Reporting

• Track and report processing accuracy, dispute resolution and turnaround against the agreed service levels.

PERFORMANCE & SERVICE LEVELS

Indicative performance targets for the role; final service levels are confirmed on engagement and measured by location per service line.

• Invoice Processing Accuracy: process ≥95% of invoices without errors within 5 business days, matched correctly to POs and receipts and compliant with company requirements.

• Dispute Resolution: resolve invoice disputes and exceptions within the agreed timeframe, against a baseline confirmed during transition.

• Control Integrity: maintain audit-ready evidence on every transaction, supporting R&R AV PO-accuracy checks where relevant.

• Customer Satisfaction (CSAT): sustain a CSAT score of ≥95% (≥4.0–4.5 on a 5-point scale) across surveyed interactions, reflecting accuracy, responsiveness and professionalism on every request handled — measured monthly/quarterly per the cross-functional service levels.

TOOLS & SYSTEMS

SAP for invoice processing and reconciliation; the procurement platform for PO linkage; and the accounts-payable / finance modules used for matching, approval and dispute management.

REQUIRED SKILLS & EXPERIENCE

Mandatory

• 1–6+ years in accounts payable, invoice processing or financial reconciliation.

• Hands-on two-way / three-way matching experience.

• SAP AP / finance experience with strong controls and accuracy discipline.

• Clear English communication for working disputes with suppliers and internal teams.

Preferred

• Exposure to AP automation and exception-management tooling.

• Dispute-management and root-cause-analysis experience.

• Familiarity with SOX / financial controls and Gartner-grade finance-and-accounting practice.