Invoicing Supervisor | Epping, Cape Town | Permanent

Are you an experienced invoicing professional who thrives in a high-volume environment where accuracy, speed and accountability matter? Take ownership of a critical billing function within a fast-moving fresh produce and food distribution business.

Urban Foods is looking for an experienced and hands-on Invoicing Supervisor to oversee the end-to-end invoicing function for its Cape Town operation. Managing a team of three invoicing clerks, you will ensure customer orders are accurately captured, priced, processed and invoiced within strict daily cut-off times.

This is a key coordination role sitting between Sales, Procurement, Warehouse, Dispatch and Finance. You will be responsible for identifying and resolving billing discrepancies, managing customer-specific pricing, monitoring credits and unbilled orders, supporting reconciliations and protecting the business against revenue leakage.

The successful candidate will join an established national fresh produce and food distribution business supplying premium produce, proteins and specialty ingredients to restaurants, hotels and caterers across South Africa. The Cape Town operation is based in Epping and operates in a time-sensitive environment where reliable order processing, accurate billing and responsive customer service are essential.

What You'll Do

• Oversee the complete daily invoicing process for the Cape Town operation

• Ensure approximately 40–60 customer orders are accurately captured and invoiced each day

• Verify pricing, quantities, discounts, credits and customer-specific agreements

• Ensure invoices are generated accurately and within required cut-off times

• Investigate and resolve invoicing discrepancies, pricing variances and credit notes

• Match customer orders, picking slips, delivery notes and invoices

• Monitor unbilled orders and ensure they are processed promptly

• Maintain accurate customer billing records

• Manage and develop a team of three invoicing clerks

• Allocate daily workloads and monitor productivity

• Set and monitor performance standards and KPIs

• Check work for accuracy and address errors promptly

• Train team members on invoicing procedures, systems and processes

• Work closely with Finance and Accounts Receivable on reconciliations and account queries

• Investigate customer billing disputes and resolve discrepancies

• Ensure credit notes and adjustments are correctly authorised and processed

• Support accurate month-end invoicing and reporting

• Identify billing errors and potential revenue leakage

• Coordinate with Sales, Procurement, Warehouse and Dispatch to resolve order discrepancies

• Communicate pricing and billing issues quickly to the relevant departments

• Produce daily and weekly invoicing and performance reports

• Monitor invoicing volumes, errors, credits and outstanding queries

• Use Excel to analyse billing data and identify trends or discrepancies

• Work with ERP and accounting systems to improve billing accuracy and efficiency

• Identify opportunities to streamline or automate invoicing processes

What You Bring

• 3–5+ years' experience in invoicing, billing, accounts administration or a similar environment

• At least 2 years' experience managing or supervising an invoicing or accounts team

• Proven experience managing high-volume invoicing

• Strong understanding of the order-to-invoice process

• Experience processing approximately 40–60 customer orders daily would be advantageous

• Strong Excel skills

• Practical experience with Pastel and Sage 300

• Experience using ERP, accounting or invoicing systems

• Strong numerical and analytical ability

• Excellent attention to detail and accuracy

• Strong communication and problem-solving skills

• Ability to work under tight daily deadlines

• Commercial awareness and an understanding of the impact of billing accuracy on cash flow and revenue

• A hands-on, accountable and process-driven approach

Experience within fresh produce, food distribution, FMCG, wholesale, retail, hospitality supply, restaurant supply or another high-volume B2B environment will be highly advantageous.

What Success Looks Like

• Daily invoicing is completed accurately and within required cut-off times

• Order-to-invoice accuracy remains consistently high

• Billing errors and unnecessary credit notes are reduced

• Customer billing queries are resolved quickly and effectively

• Pricing, discounts and customer-specific agreements are accurately reflected

• Unbilled orders are identified and processed without unnecessary delay

• Revenue leakage is proactively identified and prevented

• Month-end invoicing is completed accurately and efficiently

• The invoicing team operates productively with clear accountability

• Sales, Operations and Finance receive timely and accurate billing information

• Processes are continuously improved to increase efficiency without compromising accuracy