Accounting

Accounts Receivable Specialist job description

An Accounts Receivable Specialist manages customer payments, processes invoices, and monitors overdue accounts using QuickBooks or NetSuite to maintain cash flow.

Published April 22, 2024Updated May 9, 20262202 likes

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Job brief

We are seeking a detail-oriented Accounts Receivable Specialist to join our finance team and take ownership of our customer payment collection process. In this role, you will manage a portfolio of customer accounts, ensure timely invoice processing, and implement collection strategies that maintain positive customer relationships while optimizing cash flow. You will work closely with sales, customer service, and credit teams to resolve payment issues and support our growing revenue base. If you excel at building customer rapport, have strong analytical skills, and enjoy the satisfaction of turning receivables into cash, this position offers excellent growth opportunities.

Key highlights

Generate accurate customer invoices using accounting software and ensure proper billing codes, terms, and customer information are applied
Process and apply customer payments including checks, ACH transfers, credit cards, and wire transfers to appropriate accounts
Monitor accounts receivable aging reports and prioritize collection activities for overdue accounts exceeding 30, 60, and 90 days
Contact customers via phone and email to discuss overdue balances, negotiate payment arrangements, and resolve billing disputes

What is a Accounts Receivable Specialist?

An Accounts Receivable Specialist is a financial professional who manages the complete lifecycle of customer invoicing, payment collection, and credit management within an organization's revenue cycle. Working with accounting software such as QuickBooks, NetSuite, or SAP, Accounts Receivable Specialists ensure timely payment collection, maintain accurate customer account records, and implement credit policies to minimize bad debt exposure. Their expertise in aging reports, collection strategies, and payment reconciliation directly impacts company cash flow, working capital management, and overall financial health.

What does a Accounts Receivable Specialist do?

An Accounts Receivable Specialist generates and sends customer invoices, applies payments to customer accounts, and follows up on overdue balances through phone calls and email campaigns. They analyze accounts receivable aging reports to identify collection priorities, work with sales teams to resolve billing disputes, and collaborate with credit managers to establish payment terms for new customers. Daily tasks include posting cash receipts in accounting systems, preparing dunning letters for delinquent accounts, and maintaining detailed collection notes in CRM platforms like Salesforce to track customer payment patterns and communication history.

Key responsibilities

Generate accurate customer invoices using accounting software and ensure proper billing codes, terms, and customer information are applied
Process and apply customer payments including checks, ACH transfers, credit cards, and wire transfers to appropriate accounts
Monitor accounts receivable aging reports and prioritize collection activities for overdue accounts exceeding 30, 60, and 90 days
Contact customers via phone and email to discuss overdue balances, negotiate payment arrangements, and resolve billing disputes
Maintain detailed collection notes and customer communication history in accounting systems and CRM platforms
Collaborate with sales teams to address customer concerns and implement credit holds when necessary to minimize collection risk
Prepare monthly accounts receivable reports including DSO calculations, aging summaries, and bad debt recommendations for management review
Research and resolve payment discrepancies, returned checks, and chargebacks while maintaining accurate customer account records

Requirements and skills

Associate's degree in Accounting, Finance, or Business Administration, or equivalent combination of education and experience
Proficiency in accounting software such as QuickBooks, NetSuite, SAP, or Sage with experience in accounts receivable modules
Advanced Excel skills including VLOOKUP, pivot tables, and aging report analysis for tracking customer payment patterns
Strong phone communication skills with experience conducting professional collection calls and maintaining customer relationships
Knowledge of credit and collection regulations including Fair Debt Collection Practices Act (FDCPA) and state collection laws
Experience with payment processing systems, lockbox operations, and electronic payment platforms such as ACH and wire transfers
Ability to analyze customer creditworthiness and recommend appropriate credit limits and payment terms
Detail-oriented approach with proven accuracy in cash application, invoice processing, and account reconciliation tasks

FAQs

What does an Accounts Receivable Specialist do daily?

An Accounts Receivable Specialist handles the complete customer payment cycle on a daily basis, including generating and sending invoices, applying payments to customer accounts, and following up on overdue balances. They spend time analyzing aging reports to prioritize collection calls, researching payment discrepancies, and updating customer account information in accounting systems. A significant portion of their day involves customer communication through phone calls and emails to resolve billing questions, negotiate payment plans, and maintain positive relationships while ensuring timely collection of outstanding receivables.

What skills are most important for Accounts Receivable Specialist jobs?

The most critical skills for Accounts Receivable Specialist positions include proficiency in accounting software like QuickBooks or NetSuite, advanced Excel capabilities for analyzing aging reports and payment trends, and strong communication skills for customer collection activities. Knowledge of collection regulations such as FDCPA, experience with various payment processing methods, and the ability to maintain detailed records are essential. Successful Accounts Receivable Specialists also possess strong analytical skills to assess customer creditworthiness, patience for resolving complex billing disputes, and the persistence needed for effective collection follow-up while preserving customer relationships.

Who does an Accounts Receivable Specialist work with?

An Accounts Receivable Specialist collaborates closely with sales teams to resolve customer billing disputes and implement credit holds, works with customer service representatives to address payment-related inquiries, and partners with credit managers to establish appropriate payment terms and credit limits. They also coordinate with collections agencies for severely delinquent accounts, work alongside accounting staff for month-end reconciliations, and communicate regularly with customers ranging from small businesses to large corporate clients. Additionally, they may interact with bank representatives regarding payment processing issues and work with legal teams when accounts require formal collection action.

Why is an Accounts Receivable Specialist important to businesses?

Accounts Receivable Specialists are crucial for maintaining healthy cash flow and working capital management, directly impacting a company's ability to meet operational expenses and growth investments. They ensure that revenue recognized on financial statements is actually collected in cash, minimize bad debt losses through proactive collection efforts, and maintain customer relationships during the payment process. Their work in monitoring aging reports and implementing collection strategies helps companies maintain optimal Days Sales Outstanding (DSO) metrics, while their expertise in credit analysis and payment term management reduces future collection risks and supports sustainable revenue growth.