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Billing & AP Specialist


Chicago, IL, US
  • Job Type: Full-Time
  • Function: Accounting/Finance
  • Industry: Technology
  • Post Date: 03/16/2023
  • Website:
  • Company Address: 118 N Peoria St, Chicago, IL

About Crafty

Crafty is a centralized platform for workplaces to manage food, beverage and supplies for their in-office, remote, and hybrid teams across the globe. We provide the services and technology to manage pantry, catering, cafe programs across the globe, as well as remote employee perks in the United States.

Job Description

As the Billing & AP Specialist, reporting to the Accounts Payable Manager, you will join an exceptional team building an agile, adaptive finance organization. We are a finance team that accelerates the growth of Crafty. We support the business cross-functionally by building streamlined financial operations.

Crafty has a significant volume of vendor bill activity; the number of bills paid out weekly can range from 400 to 500+ transactions. The majority of bills are processed through; however, certain bills are processed via vendor payment portals or ACH payments. While the majority of bills are USD, there are a growing number of bills in other currencies. Crafty highly values its relationships with its vendors, and prompt payment and resolution of issues is critical.

Crafty also has a group of preferred vendor partners that deliver goods and services to Crafty clients outside of the Chicagoland and Bay Area.  For most of these partners, Crafty negotiates a revenue share based on contractual terms, that Crafty retains as a fee on each invoice, for allowing these partners to deliver to its clients. 

This role will be responsible for:

Partner Invoice Reconciliation (approximately 70% of the time)

  • Ensure the Partner’s payment properly reflects MSA Terms.
  • Code Partner invoice line items according to the terms in the tracker, and work with the team to resolve any discrepancies.
  • Timely and accurately reconciling all partner invoices in the Partner Invoice Tracker to the corresponding client order Crafty System.
  • Ensure order accuracy in the Crafty System.
  • Ensure the Partner’s revenue share properly reflects MSA or previously agreed to terms.
  • Ensure all incoming Partner bills have been input into the Partner Tracker accurately.
  • Collaborate with the Account Management Team to resolve any order-related issues (substitutions, missing items, etc.).
  • Answer any billing-related questions for our internal Client Services team and External Partners.
  • Collaborate with the Senior Billing Specialist and AP Manager to ensure all hanging orders are resolved by the Crafty System Close each month.
  • Build a firm understanding of the Catering Partner Billing process; ensure all catering partner invoices are entered into the Partner Tracker and accurately reconciled before the Crafty System closes.
  • Communicate with partner representatives to resolve discrepancies, as needed.
  • Assist with Ad-hoc requests as necessary.

Accounts Payable (approximately 30% of the time)

  • Along with the A/P Accountant, timely and accurate processing of all (partner and non-partner) invoices, from internal approval to G/L coding so the invoices can be approved and paid promptly, within negotiated payment terms.
  • Resolve vendor/invoice issues in a timely and appropriate manner.
  • Timely and accurate processing of partner invoices, including internal approval, reconciliation to client invoices, G/L coding, and prompt payment.
  • Monitor the inbox, and the Crafty A/P email account for incoming invoices.
  • Ensure invoices are processed and the inboxes are kept clean (junk mail and duplicates removed) on a timely basis, and that inbox message counts are maintained within the set limits
  • Process incoming invoices based on the vendor, the product or service procured, internal rules, and the company knowledge you will gain over time.
  • Properly code each invoice as to document date, due date, posting date, and general ledger account.
  • Resolve email requests from vendors and internal staff regarding outstanding invoices, etc.
  • Set up new vendors, including securing W-9s and inputting them into
  • Review AP Aging and identify any outstanding invoices over 30 days past due.  The goal is to ensure Crafty remains current across all vendor accounts.
  • Reconciling monthly vendor statements to invoices received and processed in, with follow-up to resolve issues such as missing invoices.
  • Assist with Ad-hoc requests as necessary.

Who we are: 

Crafty’s mission is to help companies craft better workplaces by providing the services and technology to deliver a modern, comprehensive food & beverage program for their employees, no matter where they work.  After operating with a vertically integrated supply chain (i.e., directly fulfilling orders from Crafty-operated distribution centers) in Chicago and the Bay Area, our team launched a third-party fulfillment model that has rapidly scaled our coverage into over 25 markets globally, in just a year’s time.

At Crafty, we have a diverse, high-powered team, comprised of folks in technology, supply chain operations, field operations, sales, account management, and more. Our workplace is dynamic, fast-paced, and just plain fun; we pride ourselves in having an amazing mix of humans who make up our team!

Who You Are:

Candidate with proficient A/P Processing and Billing experience.  Intermediate excel skills paired with Netsuite and experience.

Your superpowers are:

  • Bachelor's Degree in Accounting or Finance
  • Experience with and vendor payment platforms
  • Attention to detail and achieving a high level of accuracy in the work
  • Ability to communicate professionally, clearly, and effectively, primarily via email, with internal staff, vendors, and vendor partners
  • Problem-solving skills  coupled with the ability to identify issues and troubleshoot to resolve issues
  • Thrives in a fast-paced environment of constant change. Positive, resilient, and open to candid feedback. Listens to and considers alternatives.

Must have received or be willing to receive the COVID-19 vaccination by date of hire to be considered. Proof of vaccination required.

You are considered fully vaccinated:

  • 14 days after your dose of an accepted single-dose vaccine
  • 14 days after your second dose of an accepted 2-dose series
  • 14 days after you've received 2 doses of any "mix-and-match" combination of accepted COVID-19 vaccines administered at least 17 days apart.

If you do not meet these requirements, you are NOT considered fully vaccinated.

What we offer:

Our people mean everything to us. When you join Crafty, you’re joining a team of passionate, smart hooligans who work incredibly hard and know how to get things done. Building the structure to support our team as it continues to grow will have a tremendous impact in enabling our growth today and shaping the company that we become. 

Our employees are joining our team, and we are proud to offer a compensation package that includes an option to join our Crafty healthcare plan to cover health, dental, and vision plans, 401k, paid time off, equipment certification courses, and parental leave. And, it goes without saying, but snacks, beverages, and fun Crafty events are a part of that!

Crafty provides equal employment opportunities (EEO) to all employees and applicants for employment without discriminating against race, color, religion, sex, sexual orientation, national origin, age, disability or genetics.