Debtors Clerk

Job Specification – Debtors Clerk

Company Brand: Lesaka Alternative Digital Products (EASYPAY)

Location: Cape Town / Johannesburg

Workplace Type: Hybrid (4 days onsite, 1 day remote)

Skill Level: Junior / Administrative Level

Reports To: Finance Manager

PURPOSE OF JOB

The Debtors Clerk is responsible for the effective management and administration of the debtors function within Lesaka Alternative Digital Products (EASYPAY), ensuring that all outstanding accounts are accurately maintained, collections are managed within agreed timelines, and client accounts are reconciled and up to date.

The role supports the integrity of the EASYPAY and Prism debtors books by processing invoices, allocating payments, managing age analysis reporting, and following up on overdue accounts in a professional and timely manner.

Working closely with the Finance Manager and broader finance team, the Debtors Clerk plays an important role in maintaining healthy cash flow, minimising credit risk, and delivering excellent client service through accurate and responsive account management.

The Debtors Clerk's responsibilities include the following:

KEY PERFORMANCE AREAS

1. Debtors Book Management

• Maintain and update the EASYPAY and Prism debtors books daily, ensuring accuracy and completeness of all account records.
• Record previous day's payments and update account comments and actions taken on a daily basis.
• Prepare a secondary debtors report excluding credit balances and intercompany accounts for management reporting purposes.
• Generate monthly debtors reports, updating with current payments and relevant commentary.
• Maintain the monthly quote schedule and update with corresponding invoice numbers.
• Ensure debtors records are kept audit-ready and in line with internal financial controls at all times.

2. Collections and Credit Management

• Manage the end-to-end collections process in accordance with the prescribed collection cycle and escalation framework.
• Issue friendly payment reminders on the 3rd of each month, followed by overdue notices on the 10th and final notices on the 17th.
• Follow up proactively on overdue accounts, documenting all communication and actions taken.
• Escalate high-risk or unresolved overdue accounts to the Finance Manager timeously.
• Minimise debtor days and credit exposure through disciplined, consistent collections activity.

3. Invoice and Statement Processing

• Issue monthly statements and invoices to clients.
• Process invoices daily upon request, ensuring accuracy and timely delivery.
• Resend invoices to clients upon request, ensuring all documentation is correct and complete.
• Issue credit notes following written internal approval, maintaining a record of all authorisations.
• Ensure all invoices and credit notes are correctly captured in the accounting system.

4. Payment Allocation and Reconciliation

• Allocate all incoming payments accurately to the correct debtor accounts within the accounting system.
• Investigate and resolve unidentified or misallocated payments timeously, escalating where required.
• Perform regular reconciliations of debtor accounts to ensure balances are accurate and supported.
• Identify and investigate discrepancies between client remittances and payments received.
• Liaise with the banking team and internal stakeholders to resolve payment queries efficiently.

5. Age Analysis and Reporting

• Distribute the full age analysis to management on a weekly basis, ensuring it is accurate and up to date.
• Share age analysis with and coordinate service confirmation for outstanding items.
• Prepare and present debtor status reports highlighting overdue balances, collection progress, and risk accounts.
• Support the Finance Manager in month-end reporting by providing accurate debtors data and commentary.
• Maintain MIS and tracking records to support management decision-making on credit and collections.

6. Client Relations and Query Resolution

• Serve as the primary point of contact for client account and invoice queries, responding professionally and timeously.
• Build and maintain positive working relationships with clients while upholding firm collection timelines.
• Collaborate with internal teams (operations, sales, and finance) to resolve billing disputes and account discrepancies.
• Ensure all client communication is documented and actioned within agreed service standards.

7. Compliance and Internal Controls

• Adhere to EASYPAY's financial policies, internal controls, and authorisation frameworks at all times.
• Ensure all credit note issuances and write-offs are properly authorised and documented.
• Support audit processes by maintaining complete, accurate, and well-organised debtor records.
• Identify and escalate control weaknesses or process gaps to the Finance Manager.

EXPERIENCE

• Minimum 1–3 years' experience in a debtors, accounts receivable, or similar finance administrative role.
• Experience in financial services, fintech, payments, or a high-volume billing environment is advantageous.
• Demonstrated experience managing a debtors book, including collections, reconciliations, and age analysis reporting.
• Experience processing invoices and credit notes within an accounting or ERP system.
• Exposure to multi-currency debtors management (ZAR and USD) is beneficial.
• Experience working with accounting software (e.g., Pastel, Sage, SAP, or similar).

QUALIFICATIONS AND SKILLS

• Matric / Grade 12 – required.
• Certificate or Diploma in Accounting, Bookkeeping, or Finance – advantageous.
• Proficiency in Microsoft Excel (VLOOKUP, pivot tables, data filtering) and Microsoft Office Suite.
• Experience with accounting or ERP systems (Pastel, Sage, SAP, NetSuite, or similar).
• Strong numerical ability and attention to detail.
• Good written and verbal communication skills for professional client and stakeholder engagement.
• Ability to manage multiple accounts and deadlines simultaneously.
• Understanding of basic accounting principles, debtor management, and credit control processes.

WORK BEHAVIOURS AND ATTRIBUTES

• High level of accuracy and attention to detail – takes pride in error-free financial records.
• Organised and deadline-driven, with the ability to manage a structured monthly collections cycle.
• Proactive and solution-oriented – follows up without needing to be reminded.
• Professional and confident in client communication, including when following up on overdue accounts.
• Reliable, accountable, and honest in handling sensitive financial information.
• Collaborative and supportive team member who works well within the broader finance team.
• Adaptable and willing to take on additional tasks in a growing fintech environment.
• Positive attitude and strong work ethic with a willingness to learn and grow.