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.