Invoice Control Clerk Onboarding Checklist

Invoice Control Clerk Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Invoice Control Clerk starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Accounting onboarding experience or just need an onboarding checklist for your new Invoice Control Clerk, you’re in the right place. We’ve put together a sample Invoice Control Clerk onboarding checklist below and have created onboarding templates & resources to help.

Invoice Control Clerk Onboarding Checklist

1. Introduction to company policies and procedures: The invoice control clerk should receive a comprehensive overview of the company’s policies and procedures related to invoice control. This includes understanding the approval process, payment terms, and any specific guidelines or regulations that need to be followed. The task is typically performed by the HR department or a designated supervisor.

2. Familiarization with accounting software: Since the invoice control clerk will be responsible for managing invoices and payments, they should receive training on the accounting software used by the company. This includes learning how to enter and track invoices, generate reports, and reconcile payments. The task is usually performed by the accounting department or a designated trainer.

3. Understanding the company’s chart of accounts: The invoice control clerk needs to become familiar with the company’s chart of accounts, which is a list of all the accounts used to record financial transactions. This knowledge is crucial for accurately categorizing and allocating expenses. The task is typically performed by the accounting department or a designated supervisor.

4. Learning the invoice approval process: The invoice control clerk should be introduced to the company’s invoice approval process, including who is responsible for reviewing and authorizing invoices. They should understand the workflow and any specific requirements for obtaining approvals. This task is usually performed by the accounting department or a designated supervisor.

5. Reviewing vendor contracts and terms: The invoice control clerk should review vendor contracts and terms to understand the payment terms, discounts, and any specific requirements related to invoicing. This knowledge helps ensure accurate and timely payments. The task is typically performed by the accounting department or a designated supervisor.

6. Establishing communication channels with vendors: The invoice control clerk should establish effective communication channels with vendors to address any invoice-related queries, resolve discrepancies, or obtain missing information. This includes obtaining contact details and understanding the preferred mode of communication for each vendor. The task is usually performed by the invoice control clerk themselves.

7. Setting up invoice tracking and filing systems: The invoice control clerk should establish an organized system for tracking and filing invoices. This includes creating folders or digital files for each vendor, implementing a numbering system, and ensuring all invoices are properly recorded and stored. The task is typically performed by the invoice control clerk themselves.

8. Collaborating with other departments: The invoice control clerk should collaborate with other departments, such as procurement or accounts payable, to ensure smooth invoice processing. This involves establishing effective communication channels and understanding the roles and responsibilities of each department in the invoice control process. The task is usually performed by the invoice control clerk themselves, in coordination with other department personnel.

9. Participating in team meetings and training sessions: The invoice control clerk should actively participate in team meetings and training sessions to stay updated on any changes in processes, software updates, or industry regulations. This helps ensure they are equipped with the necessary knowledge and skills to perform their role effectively. The task is typically performed by the accounting department or a designated supervisor.

10. Shadowing experienced invoice control clerks: To gain practical insights and learn best practices, the new invoice control clerk should have the opportunity to shadow experienced colleagues. This allows them to observe and learn from their peers’ day-to-day tasks, problem-solving techniques, and strategies for efficient invoice control. The task is usually performed by experienced invoice control clerks or the accounting department

Setting Up Your Employee Onboarding Process

From reading through the items in the example Invoice Control Clerk checklist above, you’ll now have an idea of how you can apply best practices to getting your new Invoice Control Clerk up to speed and working well in your Accounting team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.