Invoice Query Specialist

The Invoice Query Clerk is responsible for investigating, managing, and resolving supplier invoice queries to ensure invoices can be processed accurately and paid within agreed terms. The role acts as a key link between suppliers, Accounts Payable, Procurement, Supply Chain, and operational teams, ensuring timely resolution of discrepancies while supporting continuous improvement across the Purchase-to-Pay process.

Invoice Query Management

• Receive, log, and prioritise invoice queries from suppliers, Accounts Payable teams, and internal stakeholders.
• Investigate invoice discrepancies including:
  • Missing purchase orders
  • Incorrect pricing
  • Quantity variances
  • Goods receipt issues
  • Approval queries
• Track all queries through to resolution and maintain accurate records.
• Ensure service levels and resolution times are achieved.

Supplier & Stakeholder Communication

• Build professional and effective relationships with suppliers and internal departments.
• Act as the primary contact for invoice-related queries.
• Communicate regularly with suppliers regarding query status and expected resolution times.
• Escalate complex or aged queries where necessary.

Process Resolution

• Work closely with Procurement, Supply Chain, Operational Teams, and Accounts Payable to resolve invoice issues.
• Verify supporting documentation and approvals.
• Assist with obtaining retrospective purchase order approvals where required.
• Ensure resolved queries are returned promptly to Accounts Payable for processing.

Reporting & Analysis

• Maintain accurate query logs and records.
• Perform root cause analysis on recurring issues.
• Identify trends and recommend process improvements.
• Support management reporting on query volumes, ageing, and resolution performance.

Continuous Improvement

• Support P2P process improvement initiatives.
• Promote supplier compliance with purchase order and invoicing requirements.
• Contribute to reducing invoice exceptions and improving first-time match rates.

Essential

• Experience within Accounts Payable, Invoice Query, Finance Administration, or Pur-chase-to-Pay environments.
• Strong problem-solving and investigative skills.
• Excellent communication and stakeholder management abilities.
• Good attention to detail and accuracy.
• Ability to manage multiple priorities and work to deadlines.
• Competent in Microsoft Excel, Outlook, Teams, and other Microsoft Office applications.
• Experience working with ERP systems such as Microsoft Dynamics Business Central, SAP, Oracle, or similar.

Desirable

• Experience using OCR or invoice automation platforms.
• Knowledge of procurement and purchase order processes.
• Experience working with query tracking or workflow management systems