Role Guide: Invoice and Accounts Receivable Assistant

What you own

Field crews do the work. Processors prove it. You make sure the money arrives, in full, and that nobody forgets the orders that are still unpaid. On Side A you collect for the vendor. On Side B you usually manage vendor payables and answer vendor payment questions for the preservation company. You own:

• Invoicing: every approved order and approved bid, invoiced fast and correctly
• Accuracy: each line matches the price list or bid approval, and quantities match photos
• Supporting documents: receipts (disposal, materials) attached where required
• Payment matching: every payment matched to invoices by reference or check number
• Short pays and deductions: logged with a reason code and disputed when wrong
• Aging report: weekly report of unpaid invoices by age and client
• Crew pay support (if the campaign includes it): preparing crew pay lists from completed and approved work

Your handoffs

You receive from	What	You pass to	What
Processor	Approved orders	Client portal	Invoices
Bid Writer	Bid approval details	Team Lead and client owner	Weekly aging and deduction report
Client	Payments, remittance details, deduction notices	Processor or QC Specialist	Deductions caused by quality issues, for root cause
Vendor owner (Side A)	Payment questions	Vendor owner	Answers with proof

Daily rhythm

Time in shift	Focus
First 15 min	Check in. Read handover. Check for client billing notices.
15 to 60 min	Pull the "approved, not invoiced" list from every client portal and the tracker.
Core hours	Invoice approved orders, oldest approval first. Attach receipts.
Mid shift	Match any new payments. Log deductions.
Afternoon	Work disputes and questions. Request missing receipts from crews.
Last 20 min	Update the AR tracker. Handover note.
Weekly (set day)	Full reconciliation by payment reference. Aging report. Deduction summary.

KPIs

Narqix starting targets. Adjust with your Team Lead after the first month.

KPI	Narqix starting target
Approved orders invoiced within 1 business day	98 percent or more
Invoice accuracy (paid without short pay for invoice error)	99 percent or more
Payments matched to invoices within 2 business days of receipt	100 percent
Deductions logged with a reason code	100 percent
Disputes filed inside the client's dispute window	100 percent
Aging report delivered on schedule	Every week, no misses

Building an invoice

1. Open the approved order and any approved bids.
2. List every task completed and approved.
3. Price each line from the client's price list or the bid approval. Never from memory.
4. Check quantities against the photos and the update (cubic yards, united inches, square feet, counts).
5. Attach required receipts (disposal, materials, permits).
6. Check that nothing unapproved is on the invoice.
7. Submit and record the invoice number, date and total in the AR tracker.

Example: invoice check

Order: initial secure with approved debris bid.

Line	Source	Qty	Check	Result
Initial secure, base	Client price list	1	Order approved	OK
Lock change, rear door	Client price list	1	Photos show one lock changed	OK
Lockbox	Client price list	1	Lockbox photo present	OK
Debris removal	Bid approval	12.0 CYD approved	Photos prove 12.4 CYD	Invoice 12.0, not 12.4
Disposal receipt	Receipt	1	Attached	OK
Dewinterization	Not ordered	0	Not on order or bid	Remove line

Lessons: invoice the approved quantity, not the higher quantity done. Remove anything not ordered or approved.

Reconciliation and deductions

Weekly reconciliation steps:

1. Download payment details (remittance) from each client.
2. Match each payment line to its invoice by reference or check number.
3. Mark invoices paid in full, short paid, or unpaid.
4. For every short pay, record: invoice, amount expected, amount paid, difference, deduction reason as stated by the client.
5. Give each deduction a Narqix reason code.

Reason code	Meaning
LATE	Late completion penalty
PHOTO	Missing or failed photos
PRICE	Price above list or approval
QTY	Quantity reduced by reviewer
TRIP	Trip charge deducted or not paid
REOPEN	Re-work required, original work not paid in full
CHARGEBACK	Amount taken back after payment (often weeks or months later)
ERROR	Our invoice error
OTHER	Anything else, with a note

1. Decide with your Team Lead which deductions to dispute. Dispute only with proof.
2. File disputes through the client's process, inside its time window.
3. Send PHOTO, LATE and REOPEN deductions to the QC Specialist and Processor so they can fix the cause.

Quality checklist

• Only approved tasks and bids invoiced
• Prices match the current list or approval
• Quantities match the photos and do not exceed the approval
• Receipts attached where required
• Invoice number, date and total recorded in the AR tracker
• Every payment matched within 2 business days
• Every deduction coded

Common mistakes

Mistake	Fix
Invoicing work done but not approved	Invoice only approved items; send the rest to the Bid Writer
Invoicing the quantity done instead of the quantity approved	Always invoice the approved quantity
Missing receipts	Request them from crews the same day the order is approved
Accepting deductions without reading them	Code every deduction and review with Team Lead
Disputing without proof	Attach photos, approvals and timestamps
Missing a dispute window	Track the window date in the AR tracker

Escalation rules

Situation	Escalate to	When
Payment more than one cycle late	Team Lead	Weekly report or sooner
Large or repeated deductions from one client	Team Lead	Same week
Chargeback on an old, paid invoice	Team Lead	Same day
Vendor owner disputes a crew pay list	Team Lead	Same day
Request to invoice unapproved work	Team Lead	Before doing anything

Check yourself

1. A bid approved 10 CYD. The crew removed 11.5 CYD. What do you invoice?

10 CYD, the approved quantity. Tell the Bid Writer and Team Lead if the extra may be billable under the client's rules.

2. A payment arrives 40 USD short with the note "late". What code do you use and who else should know?

LATE. Tell the Processor and Team Lead so they can find why the order was late.

3. What is the first thing you check every day?

The list of approved orders that are not yet invoiced.

© Narqix Academy