Role Specification
Accounts Receivable Clerk
Invoices out on time, cash applied the day it lands, and collections that actually get paid.
What this role covers
An accounts receivable clerk keeps cash flowing: sending invoices on schedule, applying incoming payments to the right customer and invoice, chasing overdue balances, and keeping the AR aging accurate. For firms and solo bookkeepers that have watched receivables slip because no one owns them, a dedicated AR clerk pays for itself in recovered cash.
The monthly workflow
Core responsibilities
- Customer invoicing on a set cadence (recurring and one-off)
- Cash application and matching to open invoices
- AR aging management and collections follow-up by email and phone
- Customer onboarding and credit terms setup
- Reconciliation of AR subledger to the general ledger
- Dispute and short-pay resolution with customers
A day in the life
- Apply incoming payments to the right customer and invoice the day they land
- Send recurring and one-off invoices on schedule
- Run the AR aging and start the day's collections outreach
- Email (and where needed call) overdue customers with a professional cadence
- Resolve short-pays and disputes, and document the resolution
- Reconcile AR subledger to the GL and flag anything unapplied
The software, in detail
AR runs in QuickBooks Online or Xero for invoicing and the GL, Bill.com for receivables and collections workflows, and tools like Invoiced or Stripe for automated reminders and payment links. We screen for candidates who can build a dunning cadence and keep DSO moving down.
A sample week
| Monday | Apply Friday's incoming payments; send the week's recurring invoices |
| Tuesday | Run AR aging; first collections email wave on 30+ day balances |
| Wednesday | Phone follow-up on the largest overdue balances; dispute resolution |
| Thursday | Onboard new customers and set credit terms; second collections wave |
| Friday | Reconcile AR to GL; tidy unapplied cash; weekly DSO report |
What this role does not cover
Clarity up front saves everyone time. This role does not include:
- ✕Credit decisions and credit limits (your team sets policy; the clerk enforces it)
- ✕Writing off bad debt — your approval is required
- ✕Payment processing setup and merchant account decisions
- ✕Revenue recognition policy (your accountant or CPA owns that)
- ✕Customer onboarding legal/contract review
Why Philippines-based talent excels here
Collections requires persistence and professional tone. Filipino AR clerks are known for a courteous, relationship-first approach that keeps customer goodwill intact while still getting bills paid — a balance that's hard to hire for locally at any price.
The first 90 days
Days 1–30
- →Learns your invoicing templates and terms
- →Takes over recurring invoicing and cash application
- →Begins structured collections cadence on overdue accounts
Days 31–60
- →Full AR ownership including customer communication
- →Reduces average days-sales-outstanding
- →Owns dispute resolution workflow
Days 61–90
- →Steady-state AR capacity
- →Reports on AR metrics weekly
- →Suggests credit-policy improvements
Client niches this role serves
Frequently asked questions
Ready to add a accounts receivable clerk to your team?
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