Invoice Analyst

Job Summary

The NetCO Invoice Validation Analyst is responsible for the daily management, review, and approval of network operation invoices. This role acts as a critical financial gatekeeper, ensuring that all incoming invoices from telecom and network providers match internal purchase orders (POs), contract terms, and compliance requirements before payment is authorized. The analyst works closely with Vendor Managers (VMs) and the Source-to-Pay (S2P) team to resolve billing discrepancies, tax issues, and payment failures. This role is similar to an accounts receivable analyst.

Key Responsibilities

1. Daily Queue Management & Intake

• Review new invoices daily via the SAP and Telecom Expense Management System [TEMS] queues, prioritizing actions based on payment due dates and critical supplier status.

• Monitor email and the ticketing system for disconnection notices, past-due notifications, and rejected invoices, ensuring tickets are updated at least once weekly.

• Identify and action invoices requiring immediate attention, such as those associated with disconnection notices, by escalating to Vendor Managers immediately.

2. Invoice Validation (SAP)

• Perform a rigorous "health check" on invoice details, ensuring the invoice number, vendor name, currency, bank account and PO number match internal records.

• Tax Compliance: Ensure taxes and fees (e.g., GST, PST, USF fees) are separated correctly from PO line items and calculate tax vs. surcharges using internal guidelines.

3. Contract Compliance & Line Item Matching (TEMS)

• Validate invoice line items against contract deliverables in the TEMS

• Ensure the billing start date aligns with the service acceptance date; confirm that services are not being billed past their termination date.

• Update TEMS data by adding billing Circuit IDs (CIDs) and other unique identifiers from the invoice to the corresponding deliverables.

• Usage Validation: Calculate and validate variable usage charges (e.g., Colocation Power, IP Transit) against rate tables and minimum commit thresholds. 

4. Issue Resolution

• Dispute Management: Log discrepancies for Special Process vendors into designated issue trackers for Vendor Managers to resolve.

• Ticketing: Initiate tickets for missing invoices, payment failures, funding requests, or master data updates (e.g., vendor name changes).

5. Financial Maintenance

• Conduct "Final PO Health Checks" to identify POs trending to run out of funds or those containing unapplied credit notes.

• Manage the processing of Credit Notes and True-Up invoices, ensuring exchange rates and original invoice references are documented correctly before delegation.

• Track and validate Late Fees; approve valid fees under $1k USD and delegate higher amounts for review.

Required Systems & Tools Proficiency

• Ticketing systems for issue reporting and software/process bug tracking.

• A Bachelor's degree (finance/accounting/other business discipline preferred)

• 4-6+ years experience with payment systems in large multinational companies including accounts payable operations, invoicing procedures, payment terms and accounting techniques 

• Experience with invoice/payment systems like SAP

• Excellent oral/written communication, interpersonal, and analytical skills

• Experience interacting with multiple levels within a company

• Able to work successfully both individually as well as to contribute as a team player

• Advanced level spreadsheets and basic data analytics , Google Sheets preferred

• Outstanding organizational, prioritization, and multitasking skills

• Attention to detail and a sense of urgency

• Ability to meet deadlines on a consistent basis

• Self starter with ability to accept responsibility for projects and see them through to completion

• An understanding of technical concepts related to data center operations and/or network backbone operations preferred

• Telecom experience preferred

• Ticketing systems for issue reporting and software/process bug tracking preferred

Role Insight

To understand this position, it is helpful to view the Invoice Validation Analyst as a financial "Air Traffic Controller." Just as an air traffic controller ensures planes (invoices) land on the correct runway (Purchase Order) safely and on time, the Analyst ensures every charge is directed to the correct budget line. If a "plane" doesn't have the right clearance code (invalid bank account or contract mismatch), the Analyst must divert it (reject or delegate) rather than letting it land, preventing a potential collision (financial loss or compliance breach).