How to hire an invoice clerk

How to hire an invoice clerk, step by step

Here's a step-by-step invoice clerk hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an invoice clerk job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new invoice clerk
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the invoice clerk you need to hire. Certain invoice clerk roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   An invoice clerk's background is also an important factor in determining whether they'll be a good fit for the position. For example, invoice clerks from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of invoice clerks and their corresponding salaries.

   Type of Invoice Clerk	Description	Hourly rate
   Invoice Clerk	Bookkeeping, accounting, and auditing clerks produce financial records for organizations. They record financial transactions, update statements, and check financial records for accuracy.	$13-20
   Accounts Payable Clerk	An accounts payable clerk is responsible for supporting the accounting department by performing clerical duties to file financial reports timely and accurately. Accounts payable clerks manage and verify invoices documents, reconcile balance spreadsheets, process payments for suppliers and vendors, resolve billing discrepancies, confirm and post account statements, record outstanding credits, and maintain an organized record of transactions... Show more	$14-23
   Accounts Receivable Clerk	An Accounts Receivable Clerk specializes in processing payment records and bill statements of a company or organization. Among the duties include calculating total revenues and unpaid invoices, maintaining financial records and keeping a detailed and organized database, and verifying financial transactions and payment delinquencies... Show more	$13-21

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Customer Service
   • Purchase Orders
   • Vendor Invoices
   • Payroll
   • Credit Card Payments
   • Credit Memos
   • Invoice Processing
   • Customer Accounts
   • Computer System
   • QuickBooks
   • Order Entry
   • BOL
   • Inventory Control

   Check all skills

   Responsibilities:

   • Manage accounts payable (a/p) team, ensuring daily goals are met (500-1000 invoices/day).
   • Manage resident's private information for insurance verification, billing, and eligibility to apply for Medicaid.
   • Invoice, file, sort paperwork, enter data, some payroll, work front desk some.
   • Assist students with completing financial aid, work study, and appeals paperwork as well as doing the FAFSA on-line.
   • Analyze and troubleshot potential problematic discrepancies in financial reports and in-house guest reservations.
   • Scan BOL's over for billing.

   More invoice clerk duties

3. Make a budget

   Including a salary range in your invoice clerk job description is a great way to entice the best and brightest candidates. An invoice clerk salary can vary based on several factors:

   • Location. For example, invoice clerks' average salary in west virginia is 44% less than in alaska.
   • Seniority. Entry-level invoice clerks earn 33% less than senior-level invoice clerks.
   • Certifications. An invoice clerk with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an invoice clerk's salary.

   Average invoice clerk salary

   $36,146yearly

   $17.38 hourly rate

   ---

   Entry-level invoice clerk salary

   $29,000 yearly salary

   Updated December 18, 2025

   Average invoice clerk salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Minnesota	$42,647	$21
   2	New Jersey	$39,970	$19
   3	California	$38,929	$19
   4	New York	$37,511	$18
   5	Washington	$36,537	$18
   6	Texas	$35,459	$17
   7	Nebraska	$33,353	$16
   8	Utah	$33,146	$16
   9	Florida	$31,900	$15
   10	Georgia	$31,133	$15
   11	Tennessee	$29,966	$14

   Average invoice clerk salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Stratford Group	$36,383	$17.49
   2	Security Industry Specialists	$35,816	$17.22
   3	Central Garden & Pet	$35,370	$17.00	1
   4	System One	$34,777	$16.72	7
   5	Kforce	$34,716	$16.69	19
   6	Robert Half	$34,656	$16.66	626
   7	NFI	$34,442	$16.56	5
   8	Accounting Principals	$33,962	$16.33
   9	Randstad North America, Inc.	$33,755	$16.23	26
   10	Kelly Services	$33,225	$15.97	32
   11	SanMar	$32,703	$15.72
   12	Award Staffing	$32,526	$15.64
   13	Lifetime Products	$31,530	$15.16

4. Writing an invoice clerk job description

   An invoice clerk job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of an invoice clerk job description:

   Invoice clerk job description example

   **Overview**
   
   **Hargrove is seeking an Invoice Reconciler and Construction Admin for an oniste opportunity in Rome, GA!**
   
   **Education:** High School Diploma or equivalent is required. Advanced coursework is highly preferred.
   
   **Certification:** No certification is required for this position.
   
   **Experience:** This position requires up to 6 years of experience in providing administrative support, preferably in an industrial engineering environment
   
   Generally responsible for project administration including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout phase. Construction experience and Invoice Reconciling is a plus! Projects are typically outlined with specific guidelines and procedures. This position is also responsible for overall department support, including but not limited to the leader and project managers for the specific discipline assigned to. This work will be performed under general supervision.
   
   **Responsibilities**
   
   Primary responsibilities will include but are not limited to:
   
   + Preparation of project organizational charts.
   
   + Reconciling invoices
   
   + Preparation of project correspondence and transmittals.
   
   + Preparation of project mailings and labels.
   
   + Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook.
   
   + Utilizing technical writing skills to assist in creating and preparing proposals and other technical documents, as well as proofing of technical documents.
   
   + Scheduling project and client meetings and arrangements.
   
   + Preparation and distribution of project meeting notes.
   
   + Preparation of client and project presentations.
   
   + Execution of special projects.
   
   + Providing scanning, copying, faxing, and filing services for project related information.
   
   + Maintaining professional appearance of meeting spaces.
   
   **Qualifications**
   
   + Knowledge and application of company standards.
   
   + Knowledge and application of office administration procedures.
   
   + Proficient in the use of Microsoft Word, Excel, Powerpoint and Outlook.
   
   + Proficient in the use of Newforma, Deltek Vision and other software as needed.
   
   + Extreme attention to detail.
   
   + Excellent proofreading and grammar.
   
   + Ability to communicate effectively, both verbal and written.
   
   + Ability to maintain confidentiality in all areas.
   
   + Ability to work in a fast paced environment with extreme multi-tasking.
   
   + Ability to prioritize effectively.
   
   + Ability to accurately develop reports.
   
   + Ability to maintain effective working relationships with teammates, clients, and vendors.
   
   + Ability to listen and ascertain the needs of leaders, teammates and clients, and proactively approach these needs to meet critical timelines.
   
   + Ability to find and communicate accurate information.
   
   + Ability to work flexible hours as needed.
   
   + Ability to sit, stand or walk for long periods of time.
   
   **Equal Opportunity Employment Statement:**
   
   Hargrove is an Equal Opportunity/Affirmative Action employer. We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.
   
   Hargrove is a drug-free workplace.
   
   The selected candidate must be authorized to work in the United States.
   
   **Job Locations** _US-GA-Cartersville_
   
   **ID** _2022-7629_
   
   **Category** _Administrative_
   
   **Type** _Employee_

   Copy this example

   

5. Post your job

   There are a few common ways to find invoice clerks for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your invoice clerk job on Zippia to find and attract quality invoice clerk candidates.
   • Use niche websites such as efinancialcareers, financialjobsweb.com, careerbank, financial job bank.
   • Post a job on free websites.

6. Interview candidates

   Recruiting invoice clerks requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new invoice clerk

   Once you've decided on a perfect invoice clerk candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   After that, you can create an onboarding schedule for a new invoice clerk. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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