ROLE OVERVIEW
The Invoice & Reconciliation Analyst ensures the accuracy of procurement-related financial transactions — matching invoices to purchase orders and receipts, securing timely and accurate approval, and investigating and resolving disputes and exceptions. At roughly 1,000 invoices per month, the role is the financial-control checkpoint of the operation, where errors are caught before they reach the ledger.
KEY RESPONSIBILITIES
1. Invoice Matching & Approval
Execute timely 2-way financial matching for hardware accessories and comprehensive 3-way matching (comparing Purchase Orders, Invoice details, and Goods Receipt Notes) for capitalized hardware assets.
Ensure invoices are compliant with company requirements before they are approved for payment.
Cross-reference software-specific invoices against purchase records, verifying unit prices, license tiers, quantities, software titles, editions, and publisher details against the master asset database to confirm alignment before clearing.
Validate invoice categories across multiple spend areas, including Blanket Purchase Orders (BPOs), standard professional services, software entitlements, and transportation, logistics, and freight charges.
2. Dispute & Exception Resolution
Investigate over-billing, duplicate invoices, and pricing variances; collaborate directly with suppliers to secure credit notes or revised invoices based on regional tax guidelines.
Process inter-departmental cost reallocations (chargebacks), verifying mandatory financial codes and updating the master reallocation ledger.
Investigate and resolve invoice disputes and exceptions within the agreed timeframes, getting to the root cause rather than just clearing the queue.
Audit and process invoices associated with exceptional scenarios, such as out-of-funds POs, overdue invoices, and replacement POs generated due to legal entity modifications or receiving errors.
Manage early/expedited payment requests by obtaining formal business justifications from budget owners and submitting urgent payment requests to corporate finance.
Coordinate with procurement, suppliers and accounts payable to resolve mismatches and price/quantity discrepancies.
3. Reconciliation & Controls
Reconcile procurement financial transactions and maintain audit-ready documentation of matches, exceptions and approvals.
SOX-style controls
Audit and validate complex invoices across multiple spending categories, including Blanket POs (BPOs), standard services, software license allocations, and global transportation/freight charges.
Process inter-departmental cost reallocations (chargebacks) by validating corporate charging criteria, modifying configuration attributes (such as company codes and cost allocations) in the master ledger, and reporting completed updates back to buying teams.
Audit standalone shipping invoices to verify individual delivery charges, preventing freight over-billing and ensuring precise cost allocation.
4. Reporting
Track and report processing accuracy, dispute resolution and turnaround against the agreed service levels.
PERFORMANCE & SERVICE LEVELS
Indicative performance targets for the role; final service levels are confirmed on engagement and measured by location per service line.
Invoice Processing Accuracy: process ≥95% of invoices without errors within 5 business days, matched correctly to POs and receipts and compliant with company requirements.
Dispute Resolution: resolve invoice disputes and exceptions within the agreed timeframe, against a baseline confirmed during transition.
Control Integrity: maintain audit-ready evidence on every transaction, supporting R&R AV PO-accuracy checks where relevant.
Customer Satisfaction (CSAT): sustain a CSAT score of ≥95% (≥4.0–4.5 on a 5-point scale) across surveyed interactions, reflecting accuracy, responsiveness and professionalism on every request handled — measured monthly/quarterly per the cross-functional service levels.
TOOLS & SYSTEMS
SAP for invoice processing and reconciliation; the procurement platform for PO linkage; and the accounts-payable / finance modules used for matching, approval and dispute management.
REQUIRED SKILLS & EXPERIENCE
Mandatory
1–6+ years in accounts payable, invoice processing or financial reconciliation.
Hands-on two-way / three-way matching experience.
SAP AP / finance experience with strong controls and accuracy discipline.
Clear English communication for working disputes with suppliers and internal teams.
Preferred
Exposure to AP automation and exception-management tooling.
Dispute-management and root-cause-analysis experience.
Familiarity with SOX / financial controls and Gartner-grade finance-and-accounting practice.
Skills Required
- 1-6+ years of experience in accounts payable, invoice processing, or financial reconciliation
- Hands-on experience with two-way and three-way invoice matching
- SAP accounts payable or finance experience
- Strong controls and accuracy discipline
- Clear English communication for resolving disputes with suppliers and internal teams
- Exposure to accounts payable automation and exception-management tooling
- Dispute-management and root-cause-analysis experience
- Familiarity with SOX and financial controls
- Familiarity with finance-and-accounting practices
Astreya Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Astreya and has not been reviewed or approved by Astreya.
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Healthcare Strength — Health coverage includes multiple medical plan options plus dental and vision, complemented by FSAs, an EAP, disability and life insurance, and wellness programs. Feedback suggests these offerings provide solid core protection across many roles.
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Wellbeing & Lifestyle Benefits — Client-site amenities at some large tech campuses can add non-cash value such as meals or on-site perks that enhance the day-to-day experience. Wellness Days and access to learning resources and tuition reimbursement further support overall wellbeing.
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Flexible Benefits — Choice among medical plan types and tax-advantaged accounts enables some customization to individual needs. Some roles also offer remote or flexible work, adding practical flexibility to the total package.
Astreya Insights
What We Do
Astreya is the leading IT solutions provider for some of the world's most recognizable and innovative organizations. Our journey started in 2001 in the heart of Silicon Valley and reaches thirty-three countries with over 2200+ IT professionals. We enable businesses to make better decisions, achieve operational efficiency and gain a competitive edge. The Astreya advantage is centered around focus and clear- vision, world-class talent, and innovative technology: Creativity is in our DNA. Our dedicated Software and Service Innovation teams bring best-in-class technology and tools to bear for our clients.
