Billing & Accounts Executive - Equipment Rental

We are a heavy equipment rental company operating across multiple project sites in India. We require an experienced Billing & Accounts Executive to manage equipment hire billing, client approvals, Tally receivables, billing disputes and payment follow-up.

The person will take ownership from collecting signed logsheets and approved measurements through invoice submission, client clearance and collection follow-up. Strong practical knowledge of Tally is essential.

Roles & Responsibilities

• Collect and verify client-signed logsheets and obtain approved monthly measurement sheets within billing deadlines.
• Calculate equipment hire charges against machine hours and work order terms, including minimum billing, overtime, breakdown/idle deductions and mobilisation/demobilisation charges, wherever applicable.
• Prepare and record rental invoices in Tally; handle e-invoice generation and verify GST details in coordination with accounts.
• Upload invoices and supporting documents to client portals; obtain submission acknowledgements and track bill acceptance and processing.
• Regularly follow up with the internal HR department for client HR/compliance clearance required to release bills.
• Resolve measurement, rate, deduction and billing disputes promptly through documented emails, calls and WhatsApp follow-ups.
• Maintain and review bill-wise outstanding balances, due dates and ageing reports in Tally; coordinate correct allocation of receipts and advances with accounts.
• Reconcile client ledgers, part payments, short payments, TDS deductions and GST differences; coordinate approved corrections and debit/credit notes with accounts.
• Follow up with client billing, P&M and accounts teams for payment commitments and timely collections.
• Report unbilled revenue, pending measurements, portal submissions, HR clearances, disputed bills and overdue payments; escalate delays with clear next actions.

Candidate Profile

• Preferably 5-10 years relevant experience in billing and accounts with equipment rental, crane hiring, construction equipment or infrastructure companies.
• Hands-on experience in equipment hire billing, Tally and accounts receivable is essential.
• Ability to independently verify logsheets, measurement sheets and rental work order terms.
• Practical knowledge of invoicing, e-invoices, GST/TDS reconciliation, client ledger reconciliation and payment follow-up.
• B.Com or equivalent; proficient in Tally/TallyPrime and MS Excel.
• Strong numerical accuracy, client communication, documentation and persistent follow-up skills.