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If you’ve Googled “invoicing coordinator job description,” you’ve probably seen the same thing over and over again.
A dry list of bullet points.
Generic responsibilities.
No real insight into what the job actually involves—or who would thrive in the role.
And that’s the problem.
Most job description templates you’ll find online are written to fill a slot, not attract the right person. They focus on tasks, not outcomes. They’re vague, robotic, and forgettable—which means they do nothing to help you stand out or attract high-quality candidates.
Here’s the truth:
Top candidates are scanning dozens of roles. If your job post doesn’t feel human, clear, and compelling—they’ll scroll past you and apply somewhere else.
That’s why we created this guide. It’s not just another templated job description—it’s a smarter, more intentional way to write job posts that actually work.
Before we get into examples, if you haven’t already, check out our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/. It walks through everything you need to know—from structure to tone to candidate psychology.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
What Does An Invoicing Coordinator Actually Do?
An Invoicing Coordinator isn’t just someone who “sends invoices.”
They’re the link between the work your business does and the cash flow that keeps everything running.
At the core, an Invoicing Coordinator is responsible for creating, processing, and tracking invoices to ensure clients are billed accurately and paid on time. But the role often goes deeper than that.
A great Invoicing Coordinator is part finance, part operations, and part customer support. They collaborate with sales teams, project managers, and clients to make sure billing is clear, correct, and timely. They help prevent revenue leakage, smooth out payment issues, and keep your accounting team aligned with what’s actually happening on the ground.
In short:
They don’t just chase payments—they create systems that keep money flowing and relationships strong.
That’s why attention to detail, strong communication, and follow-through are just as important as technical know-how.
Two Great Invoicing Coordinator Job Description Templates
✅Template 1: Job Description For Experienced Invoicing Coordinator
📌 Job Title: Invoicing Coordinator at NorthStar Engineering Solutions – Keep Billion-Dollar Projects Cash-Flow–Positive
📍 Seattle, WA | 💼 Full-Time | 💰 $48,000 – $58,000 per year (DOE)
🎥 1-Minute Video From Our Operations Manager
How this role powers NorthStar’s landmark infrastructure projects → [Watch on Loom]
Who We Are
NorthStar Engineering Solutions is a 250-person civil-engineering consultancy that designs bridges, transit systems, and green-energy facilities across the Pacific Northwest. Our work is complex and deadline-driven—which makes cash-flow accuracy mission-critical.
What You’ll Be Doing
- Generate and send milestone-based invoices for multimillion-dollar projects
- Reconcile billing data with project engineers and PMs in Procore & QuickBooks
- Field client billing questions and resolve discrepancies within 48 hours
- Track A/R aging; flag overdue accounts; coordinate with collections partner
- Prepare monthly revenue-recognition reports for Finance & the CFO
Perks & Benefits
- 100 % employer-paid health, dental & vision
- 401(k) with 4 % match + annual profit-share bonus
- 20 PTO days + two quarterly “recharge Fridays”
- $1,500 annual education stipend (CPE or software courses)
- Commuter pass or remote-work equipment budget
Why This Role Is a Great Fit
You’ll own a revenue pipeline that funds bridges, wind farms, and city skylines—work that literally changes landscapes. You’ll step into a mature process, but have the freedom to optimize it, be the CFO’s go-to for billing insights, and see your recommendations implemented fast.
What We’re Looking For
- 2 + years invoicing or A/R in construction, engineering, or professional services
- QuickBooks Online & advanced Excel/Sheets proficiency
- Eagle-eye attention to detail and deadline accountability
- Confident written voice when clarifying payments with Fortune 500 clients
- Experience collaborating across finance, project, and legal teams
Our Hiring Process
We evaluate with WorkScreen (skills first, not résumé fluff). Complete the short assessment → [Apply via WorkScreen]. We’ll update every applicant within seven business days—no ghosting.
✅ Template 2: Job Description For Junior Invoicing Coordinator (We’ll Train You)
📌 Job Title: Junior Invoicing Coordinator at Skyline Creative Studio – Learn Finance in a Fast-Growing Design Agency
📍 Austin, TX | 💼 Full-Time | 💰 $38,000 – $44,000 per year
🎥 Meet the Team in 60 Seconds
Why our designers love having a detail-obsessed billing partner → [Watch on YouTube]
Who We Are
Skyline Creative Studio is a 40-person branding and motion-graphics agency trusted by tech startups like DriftRocket and SeedLoop. We translate big ideas into visual stories—then rely on precise invoicing to keep our creative engine funded.
What You’ll Be Doing
- Build and email invoices in Xero (training provided)
- Track payments; nudge clients when invoices hit 15 days past due
- Update project leads on billing status at weekly stand-ups
- Keep digital records organized in Google Drive & Notion
- Spot and escalate any billing inconsistencies you notice
Perks & Benefits
- 90-day paid training & mentorship path
- 100 % coverage of health & vision, 50 % dental
- Remote-first / flex-hours culture (core overlap 11 am–4 pm CT)
- $750 annual “Creativity Fund” for courses or conferences
- Two paid volunteer days to design for nonprofits
Why This Role Is a Great Fit
Perfect for a detail-loving spreadsheet fan who wants a finance career without a suit-and-tie culture. You’ll learn billing systems, shadow our Finance Lead, and help creatives stay free to…well, create. In 12 months you could level up to Billing Specialist or Junior Analyst.
What We’re Looking For
- Comfort with email, spreadsheets, and learning new SaaS tools
- Polite persistence when following up with clients
- Reliable, organized, and able to hit deadlines
- Any prior admin, retail cash-handling, or internship experience is a plus—but passion for numbers matters more than pedigree.
How to Apply
We hire for potential using WorkScreen. Take our short skills challenge → [Apply via WorkScreen]. We respond to everyone within 10 business days.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
Why These Invoicing Coordinator Job Posts Work
Here’s a breakdown of what makes both Invoicing Coordinator job descriptions strong, clear, and genuinely attractive to top talent:
✅ 1. Specific, Value-Driven Job Titles
Instead of vague titles like “Invoicing Associate,” these posts use real-world language that shows who the job is for and why it matters.
Examples:
- “Invoicing Coordinator at NorthStar – Keep Billion-Dollar Projects Cash-Flow–Positive”
- “Junior Invoicing Coordinator at Skyline – Learn Finance in a Fast-Growing Design Agency”
Why it works:
Job seekers are scanning dozens of posts. Specific, benefit-rich titles stop the scroll and set expectations fast.
✅ 2. Video Adds a Human Touch
Each job description includes a short Loom or YouTube video featuring a real person from the company.
Why it works:
Videos show personality, tone, and workplace culture instantly—making your post stand out in a sea of static text. It builds trust and helps the candidate picture working with you.
✅ 3. Company Descriptions Feel Real, Not Robotic
Instead of a buzzword-filled “About Us,” these examples highlight:
- What the company does
- Who they serve
- Their team size and vibe
- Their mission in plain English
Why it works:
Candidates want to work somewhere that feels grounded and intentional. These descriptions show purpose, personality, and a sense of scale—without fluff.
✅ 4. Responsibilities Are Described as Impact, Not Tasks
Both job descriptions explain not just what the candidate will do, but why it matters—whether it’s funding engineering projects or supporting creatives.
Why it works:
Purpose beats task lists. People want to know how their work connects to something bigger. This also helps filter in candidates who care about doing meaningful work.
✅ 5. Perks & Benefits Are Clearly Separated
By creating a distinct “Perks & Benefits” section, you signal that compensation and culture matter to you.
Why it works:
Transparency earns trust. Candidates want to know what they’re getting beyond a paycheck—and you’re showing them up front.
✅ 6. “Why This Role Is a Great Fit” Sells the Opportunity
This is your pitch, and it’s used well here. It speaks directly to what kind of person will thrive in the role and what they’ll gain—ownership, mentorship, growth, or the chance to contribute to a mission.
Why it works:
Good candidates don’t just want any job—they want a job that fits. This section helps them self-select (or self-eliminate) before applying.
✅ 7. The Hiring Process Is Clear, Fair, and Modern
Both posts explain exactly what happens after the application is submitted, and why WorkScreen is used to evaluate candidates fairly and skill-first.
Why it works:
This reduces friction and anxiety for candidates—and signals professionalism. You’re showing respect for the applicant’s time and energy.
Bad Invoicing Coordinator Job Post Example – And Why It Fails
📌 Job Title: Invoicing Clerk
📍 Location: Remote | 💼 Full-Time
Company Overview
ABC Corporation is a global leader in business solutions. We pride ourselves on innovation, growth, and operational excellence.
Job Description
The Invoicing Clerk will be responsible for managing client billing, ensuring invoices are processed in a timely manner, and maintaining accurate records.
Key Responsibilities
- Create and send invoices to clients
- Maintain accurate financial records
- Follow up on outstanding payments
- Support the finance team as needed
Qualifications
- Bachelor’s degree preferred
- 2 years invoicing or billing experience
- Strong attention to detail
- Proficiency in Microsoft Office
How to Apply
Interested candidates should send their résumé and cover letter to hiring@abccorp.com. Only shortlisted applicants will be contacted.
🧠 Why This Job Post Falls Flat
Let’s break down what’s wrong—and how it could be improved:
❌ 1. Generic Job Title
“Invoicing Clerk” is outdated and undersells the role. It sounds entry-level, even if the responsibilities require more. There’s no mention of the impact or environment.
❌ 2. Bland Company Description
“Global leader in business solutions” tells you nothing real about the company’s mission, team size, clients, or culture. It could be any company, anywhere.
❌ 3. Zero Personality or Storytelling
There’s no context, no reason why this role exists, no mention of the team or tools, and no emotional hook. It reads like a formality, not an invitation.
❌ 4. No Salary, No Benefits, No Culture
No mention of compensation or perks. No insight into company values, working style, or what employees enjoy about working there. This immediately reduces trust and makes the post feel one-sided.
❌ 5. Vague, Repetitive Responsibilities
The tasks are listed in corporate-speak. “Support the finance team as needed” is especially vague and unhelpful for candidates trying to visualize their day-to-day work.
❌ 6. Exclusionary Requirements
“Bachelor’s degree preferred” and “2 years experience” with no flexibility discourages great candidates who are capable but self-taught, or who learned on the job.
❌ 7. Dismissive Application Process
“Only shortlisted applicants will be contacted” signals that the company doesn’t respect applicants’ time or effort. There’s no process transparency or feedback loop.
Bottom Line:
This job post checks boxes, but does nothing to sell the opportunity. It’s cold, forgettable, and built for compliance—not conversion.
Bonus Tips to Help Your Job Description Stand Out
Even a great job post can be made exceptional with a few extra touches. These details may seem small, but they build trust, improve candidate experience, and help you stand out from the dozens of “just okay” listings out there.
🔐 1. Add a Security & Privacy Notice for Applicants
In an age of job scams and spammy hiring practices, candidates need reassurance. Include a short statement like:
“We take your privacy seriously. We will never ask for payment, bank details, or personal financial information during any part of the hiring process.”
This instantly builds credibility and helps candidates feel safer applying.
🛌 2. Mention Leave Days or Flex Time
Most job posts talk about the work—but forget to mention rest. Letting candidates know they’ll get time to recharge shows that you respect work-life balance.
Try language like:
“Enjoy up to 24 flex days off per year, so you can recharge and come back stronger.”
Or:
“We offer flexible hours and encourage team members to take real breaks—because burnout helps no one.”
📈 3. Highlight Training, Growth & Internal Mobility
Make it clear that this isn’t a dead-end role. You don’t need to promise promotions, but do show that learning is supported:
“We invest in growth. You’ll have access to on-the-job training, mentorship, and a clear path to level up your skills over time.”
If possible, point to real examples: “3 of our last 4 billing hires were promoted within 18 months.”
🎥 4. Include a Loom or YouTube Video
Most companies don’t do this—and that’s exactly why you should. A short video from a manager or teammate makes your post feel real. It also gives candidates a better sense of your vibe and values.
Need inspiration? Try:
“Here’s a quick 60-second video from our Operations Manager explaining how this role helps us keep billion-dollar projects moving.”
Keep it raw, authentic, and unscripted—it doesn’t need to be fancy to work.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
📣 5. Tell Candidates What to Expect After Applying
Set expectations clearly. Tell them:
- When they’ll hear back
- Whether you respond to all applicants
- What the next step is (e.g., a skills test, interview, or trial)
Try this:
“We review every application carefully and respond to all candidates within 7 business days. If shortlisted, you’ll complete a short WorkScreen skills challenge before we move to interviews.”
This builds trust, shows professionalism, and signals respect.
Should You Use AI to Write Job Descriptions?
These days, almost every hiring tool and ATS—from Workable to Manatal—offers a one-click “AI job description generator.” And yes, AI can be helpful when used well. But here’s the truth:
⚠️ Why You Shouldn’t Rely on AI Alone
If you simply type “Write a job post for an Invoicing Coordinator” into ChatGPT or use an auto-generator with no context, you’ll likely end up with something that looks like this:
“We are looking for a detail-oriented individual to manage our invoicing process. Responsibilities include preparing invoices, tracking payments, and communicating with clients.”
Sound familiar?
It’s bland.
It’s lifeless.
And it could’ve come from any company.
That’s the problem.
AI without input gives you generic content—and generic content attracts generic candidates (or worse, no one at all).
✅ The Right Way to Use AI
AI is like a writing assistant, not a writer. It works best when you give it the raw materials—then let it polish and structure your ideas.
Here’s how to prompt it properly:
🛠 Smart AI Prompt Example:
“Help me write a job post for our company, Skyline Creative Studio.
We’re hiring a Junior Invoicing Coordinator to help with billing creative projects for tech startups.
Our culture is flexible, remote-first, and mission-driven.
We want to attract candidates who are detail-oriented, reliable, and excited to learn.
We offer the following benefits: health coverage, remote work, flexible hours, and a $750 learning stipend.
Here’s our salary range: $38,000–$44,000/year.
We also use WorkScreen to assess skills before interviews.
Here are a few notes to include: [Paste bullet points or messy notes you’ve jotted down].”
Now, AI has something real to work with—and the output will sound more like your company and less like a robot.
Final tip: If you find a well-written job post you love (like the ones in this guide), you can even say:
“Write something similar to this post, but tailored for [Your Company] and this role: [Paste Example].”
Bottom line?
Don’t let AI do the thinking for you. Let it amplify your thinking—so your job post reflects your real voice, values, and vision.
Don’t let bad hires slow you down. WorkScreen helps you identify the right people—fast, easy, and stress-free.
Copy-Paste Job Description Templates (Use and Customize)
✅ Option 1: Conversational, Culture-First Template
📌 Job Title: Invoicing Coordinator at [Company Name] — Keep Operations Running Smoothly
📍 [City, State] | 💼 Full-Time | 💰 $46,000–$54,000/year (based on experience)
🎥 Meet our Operations Lead in this quick 60-second video → [Insert Loom or YouTube Link]
Who We Are
[Company Name] is a growing [industry] company helping [target customers] streamline their operations and billing systems. We’re known for our reliability, team culture, and strong client relationships. Now, we’re looking for a detail-oriented Invoicing Coordinator to help us stay on top of our billing cycle and support our finance function.
What You’ll Be Doing
- Generate and send invoices using [QuickBooks/Xero/etc.]
- Verify billing details with project leads or client managers
- Track payments and follow up with overdue accounts
- Respond to billing questions clearly and professionally
- Maintain accurate records of invoices, adjustments, and payment history
- Collaborate with finance and operations teams for reporting
Job Requirements
- 1–3 years of experience in invoicing, billing, or accounts receivable
- Experience with invoicing platforms (e.g., QuickBooks, Xero)
- Strong attention to detail and follow-through
- Clear, professional written communication
- Comfortable with spreadsheets and basic finance tools
- Bonus: experience in [your industry] or cross-functional teams
Perks & Benefits
- Health, dental, and vision insurance
- 401(k) or pension plan options
- Paid time off + company holidays
- Flexible work hours or remote work options
- Professional development or training budget
Why This Role Is a Great Fit
You’ll have the chance to own a key part of our business. You’ll work closely with leaders, help shape efficient processes, and be part of a supportive, down-to-earth team. This is a great fit for someone who wants ownership, trust, and long-term growth in a finance-facing role.
How to Apply
We use WorkScreen to evaluate candidates based on skills, not just résumés.
Start your application here → [Insert WorkScreen Link]
We respond to all applicants within 7–10 business days.
✅ Option 2: Structured Format (Job Brief + Responsibilities + Requirements)
📌 Job Title: Invoicing Coordinator
📍 [City, State] | 💼 [Job Type] | 💰 [Salary Range]
🎥 Hear from our Finance Team on what success in this role looks like → [Insert Video Link]
Job Brief
[Company Name] is hiring an Invoicing Coordinator to manage end-to-end billing processes and support a high-performing finance department. You’ll be responsible for ensuring accurate, timely invoicing and maintaining professional client communication.
Responsibilities
- Prepare and send client invoices based on contract milestones
- Reconcile billing details with internal teams
- Monitor accounts receivable and flag overdue invoices
- Maintain invoice records and update internal databases
- Assist with monthly reporting and financial documentation
- Communicate clearly with clients on billing matters
Job Requirements
- 1–2 years in billing, accounting, or administrative finance
- Strong organizational and follow-up skills
- Experience with accounting tools (QuickBooks, FreshBooks, etc.)
- Comfortable with spreadsheets and digital file management
- Reliable, detail-focused, and deadline-oriented
Perks & Benefits
- Health insurance
- Paid vacation + sick leave
- Flexible hours and remote options
- Training or certification budget
- Opportunities for cross-training with finance or ops teams
How to Apply
We use WorkScreen to assess candidates based on real-world skills.
Apply here → [Insert WorkScreen Link]
Every applicant will hear back—we believe great people deserve a great process.
Let WorkScreen Handle the Next Step
Writing a great job post is just the beginning.
Once you start attracting candidates, the next challenge is knowing who’s actually qualified—and who just looks good on paper.
That’s where WorkScreen comes in.
✅ WorkScreen helps you:
- Instantly spot top performers
WorkScreen automatically evaluates candidates, scores them, and ranks them on a performance-based leaderboard. No guesswork—just clear, skills-based insights. - Eliminate low-effort applicants
No more generic résumés or AI-generated cover letters. WorkScreen filters out candidates who aren’t serious or qualified—so you only focus on those who can actually do the job. - Test real-world skills before the interview
Easily send one-click skill evaluations tailored to the role. Whether it’s attention to detail, communication, or spreadsheet accuracy—WorkScreen shows you how candidates perform before you schedule a single call. - Save hours of screening time
Skip the endless résumé scanning and initial phone screens. With WorkScreen, your shortlist builds itself—so you can hire faster and smarter.
Ready to hire with confidence? Create your job post on WorkScreen.io, add your skill assessment, and start identifying top talent automatically.
FAQ
The best Invoicing Coordinators blend precision with people skills. Key skills include:
- Attention to detail – Billing errors cost money and time. Accuracy is critical.
- Time management – Invoices must go out on time to maintain healthy cash flow.
- Communication – They’ll often follow up with clients or clarify issues with internal teams.
- Familiarity with invoicing software – QuickBooks, Xero, or even ERP systems like NetSuite.
- Problem-solving – Things don’t always go as planned. Great invoicing coordinators stay calm and find fixes quickly.
Bonus points for those who show initiative in improving billing systems—not just following them.
Salaries vary based on location, experience, and industry—but here’s a rough benchmark:
- Entry-level: $38,000 – $45,000/year
- Mid-level (2–3 years experience): $46,000 – $58,000/year
- Senior or specialized roles: $60,000+/year (especially in industries like construction or consulting)
Remote roles may offer flexibility in pay depending on cost-of-living factors.
Not exactly. Invoicing is a key part of the A/R process, but A/R includes broader responsibilities—like tracking payments, reconciling accounts, managing collections, and reporting on receivables.
Invoicing is what goes out. A/R is what comes in and gets tracked.
In smaller companies, the same person may handle both. In larger ones, these are often separate roles.
Beyond email and spreadsheets, common tools include:
- Accounting/invoicing software: QuickBooks, Xero, FreshBooks, Zoho Books
- CRMs or project tools: HubSpot, Salesforce, Monday.com
- Document management: Google Drive, Dropbox
- Internal ERPs: NetSuite, SAP (in larger companies)
Some companies also use ticketing systems (like Zendesk or Front) for billing-related requests.
