Role
You assist the Operations Controller in verifying 200+ vendor invoices and provisions every month before they are posted to accounts & will prepare billing data for clients to share with accounts for invoicing. Every number gets checked. Nothing moves to Finance without your sign-off first.
What You'll Do
Provision & Invoice Verification
● Receive monthly provisions or invoices submitted by warehousing vendors in Excel format
● Verify that quantities billed (sqft, pallets, MT, kg, boxes) match actual operational data from warehouse MIS reports and stock records
● Cross-check storage area occupancy (daily area × rate) against contracted storage rates
● Verify handling charges (inward and outward) line by line against contracted rate cards
● Check VAS entries & transport — each must have an approval reference before being accepted
● Cross verify each & every records with the respective operations coordinators
● Flag any variance, however small, before a provision is accepted
● Match each GST Tax Invoice against its approved provision
● Verify taxable amount, GST type (IGST vs CGST+SGST based on vendor and Godamwale entity states), GST amount, and total
● Confirm correct Godamwale entity GSTIN on the invoice — this differs by project location
● Confirm vendor GSTIN on invoice matches ERP vendor master
● Check that invoice mentions the correct Project Code
● Flag invoices where no prior approved provision exists
Duplicate Detection
● Maintain a submission log and cross-reference every new bill against it
● Identify vendors who have sent the same bill twice
● Watch for related-entity duplicates
● Flag revised invoices where the original has not been formally cancelled
Vendor Follow-Up
● Draft and send correction requests to vendors when discrepancies are found
● Follow up for revised provisions or corrected invoices
● Maintain a tracker of open items — what was rejected, what correction was requested, what is pending resubmission
Tracking & Reporting
● Maintain a live tracker of all provisions (Vendor, client both), invoices, and exceptions
● Update status daily: received / under review / approved / rejected / pending resubmission/Client provisions
● Ensure nothing is missed at month-end when submission volumes peak
Client Billing Provision
● Prepare client billing provisions based on vendor billing details & vendor MIS records.
● Check the client commercials based on contracted rates for storage area, handling charges, transportation & VAS activities.
● Cross verify billing details, billing start date, rate changes from contracted agreement.
● Ensure every line item should be billed as per contract.
● Cross verify any adhoc billing from respective operations coordinators before finalizing the client provisions and seek approval supporting from operations coordinators for dual verification.
● Share billing provisions with accounts
● Coordination with sales team, operations team & support team for any escalation from client.
● Ensure to track & resolve client queries.
What You Need
● Strong Excel skills — you will work with complex multi-sheet workbooks every day
● Strong mathematical aptitude - you will work with complex calculations
● Ability to understand agreements & rate contracts
● Ability to read and interpret GST invoices across varying vendor formats and layouts
● Understanding of warehouse operations — inward, outward, storage, handling,transportation, VAS
● Comfortable chasing vendors and following up without being prompted
● B.Com / M.Com / BBA / MBA in Finance, Accounting, or Supply Chain
Bonus: Tally or ERP exposure, prior accounts payable internship, familiarity with logistics documentation (MIS,LR, POD, e-way bill)
Pay: ₹9,000.00 - ₹10,000.00 per month
Education:
Work Location: In person
