Accounting and Invoicing Clerk
Job summary
Our client in the travel and tours industry is seeking an Accounts and Invoicing Clerk to accurately handle invoicing, billing, and basic accounting functions while ensuring timely, organized, and accurate financial records.
Job descriptions & requirements
Our client in the travel and tours industry is seeking an Accounts and Invoicing Clerk to accurately handle invoicing, billing, and basic accounting functions while ensuring timely, organized, and accurate financial records.
The Accounting & Invoicing Clerk is responsible for the timely and accurate invoicing of clients for all travel products and services, including flights, hotel and accommodation bookings, tour packages, transfers, visa services, and ancillary charges.
The role also supports the day-to-day finance function of the agency through the processing of supplier payments, reconciliation of accounts, maintenance of financial records, and follow-up on outstanding balances. Working closely with the Operations, Reservations, and Sales teams, the successful candidate will help ensure that all bookings are correctly billed and settled in a timely manner.
Key Responsibilities
1. Client Invoicing
Prepare and issue accurate invoices to clients for all confirmed bookings, including air tickets, accommodation, tour packages, transfers, car hire, visa, and travel insurance services.
Verify booking details, rates, mark-ups, and service charges against quotations, itineraries, and reservation confirmations before invoicing.
Issue invoices in the correct currency and apply applicable taxes (e.g. VAT) and service fees.
Generate compliant tax invoices through the relevant electronic invoicing system (e.g. KRA eTIMS) where required.
Issue credit notes, refunds, and revised invoices for cancellations, amendments, or pricing corrections.
Send invoices to clients promptly and maintain proper records of all issued invoices.
2. Accounts Receivable
Monitor client accounts and follow up on outstanding and overdue payments.
Reconcile customer payments against invoices and ensure correct allocation of receipts.
Maintain an up-to-date debtors aging report and escalate persistent non-payment to management.
Liaise with corporate clients and agents on statements, balances, and payment terms.
3. Accounts Payable
Receive, verify, and process supplier invoices, including airlines, hotels, ground handlers, tour operators, and BSP/IATA settlements.
Match supplier invoices to bookings and purchase confirmations to ensure accuracy.
Prepare supplier payments within agreed credit terms and maintain a creditors aging report.
Track and reconcile supplier commissions and incentives.
4. Bookkeeping & Record Keeping
Record all financial transactions accurately in the accounting system.
Maintain proper filing of invoices, receipts, vouchers, and supporting documents (physical and digital).
Assist in maintaining the general ledger and posting journal entries as directed.
5. Cash & Banking
Manage petty cash, record disbursements, and reconcile the petty cash float.
Prepare and post banking transactions and monitor daily cash positions
Qualifications & Experience
Diploma or Degree in Accounting, Finance, Commerce, or a related field.
Professional qualification (e.g. CPA Part I / II, ACCA foundation) is an added advantage.
Minimum of 2–3 years’ accounting or invoicing experience, preferably in a travel agency, tour operator, or hospitality business.
Familiarity with travel industry billing (air ticketing, BSP/IATA, GDS booking references) is a strong advantage.
Skills & Competencies
Proficiency in accounting software (e.g. QuickBooks, Sage, Xero, or similar) with the ability to quickly learn travel back-office or mid-office systems.
Strong knowledge of MS Excel and other spreadsheet tools.
Familiarity with electronic tax invoicing systems (e.g. KRA eTIMS).
High level of accuracy and strong attention to detail.
Strong numerical and analytical skills.
Excellent organizational and time management skills with the ability to meet deadlines.
Strong written and verbal communication skills for effective liaison with clients, suppliers, and colleagues.
High integrity, confidentiality, and professionalism in handling financial information.
Ability to work independently with minimal supervision as well as collaboratively within a team.
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