Job Title: Billing & Sales Order Executive

Location: Malakpet, Hyderabad, Telangana

Department: Billing, Sales Administration & Order Processing

Employment Type: Full-Time

Experience Required: 1–3 Years

Industry: Retail, Showroom Sales, Furniture, Educational Products & Trading

We are looking for a detail-oriented, responsible and computer-savvy Billing & Sales Order Executive to manage daily billing operations, quotation preparation, sales order processing, GST invoicing and order documentation using the company's in-house billing and business management software.

The candidate will be responsible for preparing accurate customer quotations, converting approved quotations into Sales Orders, generating GST invoices, maintaining customer and order records, and coordinating with the showroom sales team, accounts department and dispatch team.

The ideal candidate should have practical experience in billing software, ERP software, GST billing, invoice generation, quotation preparation, sales order processing, inventory-related documentation and MS Excel.

This position requires strong attention to detail, computer proficiency, data entry accuracy and the ability to manage multiple quotations, orders and billing activities efficiently.

Key Roles & Responsibilities

1. Quotation Preparation & Pricing Entries

• Prepare customer quotations using the company's in-house billing and quotation software.
• Enter accurate product codes, product descriptions, quantities, unit prices, discounts and GST details.
• Prepare quotations based on requirements received from showroom sales executives and customers.
• Verify product specifications, pricing and calculations before issuing quotations.
• Make quotation revisions based on customer requirements and management-approved pricing.
• Ensure correct GST calculations and quotation values.
• Share finalized quotations with the sales team or customers as instructed.
• Maintain proper records of quotations generated, revised and pending.

2. Sales Order Processing & Order Management

• Convert approved customer quotations into confirmed Sales Orders using company software.
• Verify product quantities, descriptions, prices, discounts and customer details before processing orders.
• Ensure Sales Orders match customer-approved quotations or purchase orders (PO).
• Obtain management approval for special discounts, pricing changes or order modifications.
• Maintain records of confirmed, pending, revised, cancelled and partially processed Sales Orders.
• Avoid duplicate entries and ensure accuracy in all order-processing activities.
• Coordinate with the sales team to clarify missing information or discrepancies before order confirmation.

3. GST Billing, Invoice Generation & Documentation

• Generate GST tax invoices, sales invoices and other billing documents using company software.
• Verify customer GSTIN, billing address, delivery address and other invoice particulars.
• Ensure correct GST rates, HSN codes wherever applicable, product details and invoice calculations.
• Prepare advance payment receipts, proforma invoices and other billing documents as required.
• Coordinate with the accounts department for payment receipt verification and billing-related clarifications.
• Maintain accurate records of generated invoices, cancelled invoices and billing transactions.
• Ensure proper documentation and filing of all billing records.

4. Sales Team Coordination & Sales Administration

• Work closely with showroom sales executives to prepare quotations accurately and within the required timelines.
• Update the sales team regarding quotation status, order confirmations and pending information.
• Coordinate with management for pricing approvals, discounts and special customer requirements.
• Ensure timely processing of approved customer orders.
• Clarify discrepancies in product codes, descriptions, pricing, quantities and specifications.
• Provide administrative support for daily showroom sales and order-processing activities.

5. Dispatch Documentation & Coordination

• Provide confirmed Sales Orders and required billing documents to the dispatch team.
• Verify product codes, quantities and customer delivery details before document handover.
• Prepare delivery challans, invoices and other dispatch-related documents as required.
• Coordinate with the dispatch team regarding order readiness and documentation requirements.
• Maintain records of dispatched, pending and partially dispatched orders.
• Ensure all dispatch documents are accurate, complete and properly maintained.

6. Customer Database & Order Records Management

• Create and update customer profiles in the company's software.
• Maintain accurate digital records of customer quotations, Sales Orders, invoices and payment details.
• Track pending quotations, approved orders and order-processing status.
• Maintain proper documentation of customer purchase orders and management approvals.
• Organize digital and physical billing records for easy retrieval.
• Ensure data accuracy, confidentiality and proper record maintenance.

7. Daily MIS Reporting & Billing Administration

• Prepare daily reports of quotations generated and processed.
• Maintain records of quotations converted into confirmed Sales Orders.
• Track confirmed orders, pending orders, revised quotations and invoices generated.
• Identify and report billing errors, incorrect entries and order discrepancies.
• Prepare daily billing and sales order processing reports for management.
• Maintain proper documentation of daily billing and administrative activities.

• Minimum Intermediate or Graduate qualification.
• 1–3 years of experience in billing, invoicing, sales administration, quotation preparation or order processing.
• Practical experience with billing software, ERP software or in-house business management software.
• Basic knowledge of GST billing, GST invoices, HSN codes and invoice preparation.
• Good working knowledge of MS Excel, MS Office and email communication.
• Good computer knowledge, typing speed and data entry skills.
• Ability to understand product codes, descriptions, quantities and pricing.
• Strong attention to detail and numerical accuracy.
• Good organizational, documentation and record-management skills.
• Effective communication and coordination with sales, accounts and dispatch teams.
• Ability to work independently and manage multiple billing and order-processing tasks.

Preferred Experience

Candidates with experience in the following areas will be preferred:

• Billing Executive / Accounts Billing Executive
• Sales Order Processing Executive
• GST Billing Executive
• Quotation Preparation Executive
• ERP Operator / ERP Data Entry Executive
• Invoicing Executive
• Sales Coordinator / Sales Administration Executive
• Showroom Billing Executive
• Retail Billing and Inventory Documentation
• Furniture, School Furniture and Educational Products Industry
• Trading, Wholesale and Distribution Businesses

Key Performance Indicators (KPIs)

Performance will be evaluated based on:

1. Accuracy of customer quotations prepared.
2. Speed and turnaround time of quotation preparation.
3. Accuracy of quotation-to-Sales Order conversion.
4. Number of quotations and Sales Orders processed daily.
5. Accuracy of GST invoices and billing documentation.
6. Correct entry of product codes, quantities, prices and GST details.
7. Timely handover of Sales Orders and documents to the dispatch team.
8. Proper maintenance of customer database and order records.
9. Minimum billing errors, duplicate entries and order discrepancies.
10. Timely preparation and submission of daily MIS reports.

Job Responsibility Summary

The Billing & Sales Order Executive will be responsible for the complete quotation, billing and order documentation workflow.

Complete Workflow:

Customer Requirement Received → Quotation Preparation in Company Software → Quotation Revision (If Required) → Final Price Approval → Conversion into Sales Order → Sales Order Verification → Payment Verification Coordination → GST Invoice Preparation → Dispatch Documentation → Record Maintenance → Daily MIS Reporting.

Our Expectations

We are looking for a responsible and accurate professional who can independently manage daily billing, quotation preparation and Sales Order processing activities.

The candidate must ensure that every quotation, Sales Order and invoice is prepared correctly and within the required timelines.

The executive should take complete ownership of billing accuracy, correct software entries, documentation, customer database maintenance and smooth coordination between the showroom sales team, accounts department and dispatch team.

Important Role Clarification: This position is primarily responsible for quotation preparation, Sales Order processing, GST billing, invoicing and documentation. Customer negotiations, sales closing and payment collection are primarily the responsibility of the Showroom Sales Executive, unless specifically assigned by management.