Part time AP-Billing Book Keeper-Commonsku,Ramp,Xero

# Part-Time AP & Billing Bookkeeper — commonsku, Ramp and Xero Familiar with the logic of Commonsku Experience in Xero Hours-9am to 6PMEST Must be available but won't be working 100% of those hours. open to full time depending on compensation requirements. We are seeking a highly accurate and trustworthy part-time Accounts Payable and Billing Bookkeeper for a fast-moving B2B promotional-products and commercial-printing business. Our orders are deadline-driven. Vendor payments often need to be processed quickly to secure inventory and release production. This position requires urgency, accuracy and disciplined financial cross-checking. ## Availability and Eligibility * Must be available for an interview **this week between 9:00 a.m. and 5:00 p.m. Eastern Time**. * Must have regular availability during U.S. Eastern business hours. * **Individual applicants only—no agencies, staffing firms or subcontractors.** * We are not accepting applicants currently based in **India or Pakistan** for this position. * Applicants must be able to respond quickly when an urgent payment is holding up production. ## Primary Responsibilities * Enter vendor bills and final costs into commonsku. * Verify vendor invoices against purchase orders. * Verify customer billing for accuracy before invoices are issued. * Vouch vendor bills and customer invoices against supporting documents. * Confirm quantities, prices, setup fees, decoration, freight, taxes and rush charges. * Update actual costs and verify gross margin. * Export approved customer invoices and vendor bills from commonsku to Xero. * Verify that Xero exports are assigned to the correct customer, vendor and accounting category. * Submit and release approved vendor payments through Ramp. * Upload invoices, receipts and payment confirmations to commonsku. * Reconcile commonsku, Ramp and Xero. * Negotiate Net 15, Net 30 or other favorable vendor payment terms. * Respond quickly when payment is preventing production. * Provide daily and weekly reports covering bills, payments, margins and discrepancies. ## Vendor Bill Checklist Before paying a vendor bill, you must: 1. Connect the vendor invoice to the correct commonsku project, sales order and PO. 2. Verify the vendor, invoice number, payment terms and due date. 3. Match the invoice against the approved PO. 4. Verify item numbers, descriptions, quantities and unit costs. 5. Confirm setup, decoration, freight, tax and rush charges. 6. Confirm that all cost changes are documented and authorized. 7. Update final costs in commonsku. 8. Recalculate gross profit and gross margin. 9. Escalate unexpected charges or margins below the required threshold. 10. Confirm customer payment or approved credit terms. 11. Confirm required customer proof or production approval. 12. Attach the vendor invoice and supporting documentation. 13. Enter or export the approved bill to Xero. 14. Enter the approved payment in Ramp. 15. Record the Ramp payment confirmation in commonsku and Xero. 16. Confirm with operations that the order has been released into production. ## Customer Billing Checklist Before issuing or exporting a customer invoice, you must: 1. Match the invoice to the approved customer sales order. 2. Verify the customer’s legal name, billing address and billing contact. 3. Confirm the correct customer PO number, billing code or department. 4. Verify item descriptions, quantities and selling prices. 5. Confirm setup fees, decoration, shipping, taxes and rush charges. 6. Confirm that deposits, previous payments and credits are applied correctly. 7. Include all approved order changes. 8. Verify payment terms and invoice due date. 9. Confirm gross profit and margin using final vendor costs. 10. Confirm the invoice total against all supporting documents. 11. Attach required purchase orders, approvals and delivery documentation. 12. Export the invoice from commonsku to Xero. 13. Verify the Xero customer, invoice number, amount, tax treatment and due date. 14. Confirm that the invoice was not duplicated during export. 15. Verify that the final invoice was sent to the correct customer contact. ## Vouching and Cross-Check Process Every transaction must be traceable across: * The customer sales order in commonsku * The customer invoice * The vendor PO and invoice * The Ramp payment * The Xero accounting record The customer, vendor, order number, PO number, invoice number, amount and payment status must remain consistent across all systems. ## Required Controls * No vendor payment without an invoice and corresponding PO. * No customer invoice without an approved sales order. * No unexplained changes to costs or customer pricing. * No duplicate vendor bills, customer invoices or payments. * New vendors and changes to banking information must be independently verified. * Rush payments must still have complete documentation. * Discrepancies must be placed on hold and escalated immediately. * commonsku, Ramp and Xero must be reconciled regularly. * A daily register must identify payments completed, invoices exported, discrepancies and orders awaiting release. ## Required Experience * Accounts-payable, billing or bookkeeping experience with B2B companies. * Experience vouching invoices against sales orders and purchase orders. * Demonstrated experience with Xero. * Experience with Ramp or a comparable payment platform. * Ability to learn and work accurately in commonsku. * Understanding of gross profit, gross margin and landed costs. * Strong reconciliation and spreadsheet skills. * Experience negotiating vendor payment terms. * Excellent written English and professional communication. * Promotional-products, printing, apparel or manufacturing experience is preferred. ## Trust and References This is a high-trust position involving company financial information and payment systems. Applicants must provide: * At least two professional references from B2B companies. * At least one reference from a former manager, owner or finance leader. * Verifiable experience handling billing, accounts payable and company payments. * Permission to verify employment history and financial responsibilities. ## Performance Standards Success will be measured by: * Accurate vendor bill entry and customer invoicing. * Complete vouching and supporting documentation. * Correct exports from commonsku to Xero. * No duplicate or unauthorized payments. * Same-day handling of approved rush requests. * Accurate margin verification. * Consistent reconciliation between commonsku, Ramp and Xero. * Improved vendor payment terms. * Clear communication with operations and management. ## Application Questions Please answer every question: 1. Describe your B2B accounts-payable and billing experience. 2. What experience do you have with Xero? 3. Have you used Ramp? What functions did you manage? 4. Have you used commonsku or another order-management platform? 5. Explain how you vouch a vendor bill before payment. 6. Explain how you verify a customer invoice before issuing it. 7. A vendor invoice is $350 higher than the PO and production is waiting for payment. What would you do? 8. How do you calculate and verify gross margin? 9. How do you prevent duplicate bills, invoices and payments? 10. Describe a time you negotiated better vendor payment terms. 11. Can you respond quickly to urgent requests during U.S. Eastern business hours? 12. Are you available for an interview this week between 9:00 a.m. and 5:00 p.m. Eastern Time? 13. Please provide two professional B2B references. Applications that do not answer every question will not be considered.