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.