Accounts Associate
1. Role & Reporting
Role Title: Accounts Associate – Finance & Operations Support
Department: Finance & Accounts
Reports To (Primary):
Finance Manager / Head of Finance / CEO
Works Closely With:
Operations Manager / Head of Operations (orders, pickups, payouts)
Vendor Manager & Vendor Onboarding/Area Manager (vendor wallets, payouts, commissions)
Pricing & Buyback Manager (device buy/sell prices, margins, corporate deals)
B2C Sales & Lead Conversion Team (order status vs payouts)
B2B / Corporate Buyback Team (bulk purchase/sale invoices, collections)
HR (payroll inputs & reimbursements)
Data Analyst (financial data for dashboards & reconciliations)
2. Role Purpose
Record, reconcile and support all money flows in Cashkr – customer payouts, vendor payments, corporate deals, wallets, credits and expenses – so that:
Every transaction is accurately recorded & reconciled
Payouts and invoices are processed on time
Finance & leadership can trust the numbers for decisions and compliance.
3. Key Result Areas (KRAs)
KRA 1 – Transaction Recording & Bookkeeping
Ensure all daily financial transactions (payouts, collections, vendor wallet loads, refunds, corporate deals, expenses) are accurately entered in accounting tools and mapped to the right heads.
KRA 2 – Bank, Wallet & Gateway Reconciliation
Regularly reconcile bank accounts, payment gateways, vendor wallets and credits with system data to identify and resolve mismatches quickly.
KRA 3 – Payouts & Collections Operations
Process customer payouts, vendor payments, in-house associate payments and dealer collections on time, following defined approvals and SOPs.
KRA 4 – Invoicing, Documentation & GST Support
Prepare and maintain invoices, credit notes, purchase bills and supporting documents (especially for corporate buyback and dealer sales) in the correct format for GST and audit.
KRA 5 – Closing Support & Financial Reporting Inputs
Provide clean, timely financial data (summaries, reports, reconciled statements) required for weekly reviews, monthly closing and statutory compliance work done by Finance/CA.
KRA 6 – Controls, Exceptions & Issue Resolution
Track payment/amount issues, highlight discrepancies, and ensure that exceptions are logged, investigated and closed, not left hanging.
4. KPIs (Mapped to KRAs)
1️⃣ Transaction Entry Timeliness & Coverage
Description:
How quickly and completely daily transactions are recorded in books/systems.
Metrics:
% of previous day’s transactions recorded by next working day
Coverage = Recorded transactions ÷ Transactions from bank/gateways/admin reports × 100
Target:
Close to 100% coverage; all routine entries done by next working day.
Data Source:
Bank statements, payment gateway reports, Admin Panel exports, accounting tool.
Review Frequency:
Weekly / Monthly.
Linked KRAs:
KRA 1, KRA 5.
2️⃣ Bank & Gateway Reconciliation Completion
Description:
Whether key accounts are regularly reconciled and clean.
Metrics:
Reconciliation completed for all designated accounts by a fixed monthly date
Number of unreconciled/mismatched entries older than X days
Target:
All major accounts reconciled every month; very low count of old mismatches.
Data Source:
Reconciliation sheets, accounting system, bank and gateway statements.
Review Frequency:
Monthly.
Linked KRAs:
KRA 2, KRA 6.
3️⃣ Payout TAT & Error Rate
Description:
How timely and accurate payouts are.
Metrics:
% of approved payouts (customers, vendors, associates, partners) processed within SLA
Number of payout errors per month (wrong amount, wrong party, duplicate, missing)
Target:
Near 100% on-time payouts; extremely low error count.
Data Source:
Payout request logs, bank/payment reports, complaint/escalation logs.
Review Frequency:
Weekly / Monthly.
Linked KRAs:
KRA 3, KRA 6.
4️⃣ Invoice & Documentation Accuracy
Description:
Quality of invoices and financial documents issued.
Metrics:
Number of invoices/notes needing correction after issue
% of corporate and dealer invoices generated within SLA after deal closure
Target:
Minimal corrections; timely documentation for every deal.
Data Source:
Invoice register, correction logs, feedback from Finance/CA/clients.
Review Frequency:
Monthly.
Linked KRAs:
KRA 4, KRA 5.
5️⃣ GST & Compliance Support Readiness
Description:
Preparedness for GST filings and basic compliance done by Finance/CA.
Metrics:
All required sales and purchase data shared with Finance/CA by agreed date
Number of data corrections requested by CA (wrong GST, missing invoices, etc.)
Target:
100% on-time data handover; reducing corrections over time.
Data Source:
GST working files, mail/communication with CA/Finance.
Review Frequency:
Monthly / Quarterly.
Linked KRAs:
KRA 4, KRA 5.
6️⃣ Exception & Discrepancy Resolution Time
Description:
How quickly financial mismatches are resolved.
Metrics:
Average time from “issue logged” (e.g., missing payment, mismatch, duplicate) → “issue resolved”
Number of open issues older than X days
Target:
Short resolution times and no stale issues.
Data Source:
Exception log (sheet/tool), reconciliation notes.
Review Frequency:
Monthly.
Linked KRAs:
KRA 2, KRA 6.
7️⃣ Reporting SLA Compliance
Description:
Timeliness of regular finance/accounting reports you are responsible for.
Metrics:
% of weekly and monthly reports shared on or before due date
Target:
100% compliance, unless delay is pre-approved.
Data Source:
Email/Slack logs, report calendar.
Review Frequency:
Monthly.
Linked KRAs:
KRA 5.
5. Core Processes / SOPs Owned
The Accounts Associate is owner / co-owner for these SOPs:
Daily Transaction Capture SOP
Download/collect:
Bank statements (current accounts, payout accounts)
Payment gateway reports (UPI, cards, etc.)
Admin Panel exports (orders, customer payouts, vendor credits/wallet loads)
Post entries for:
Customer payouts & refunds
Vendor wallet loads and credits usage (commission)
Dealer payments and receipts
Corporate buyback payments and receipts
Operating expenses and reimbursements
End-of-day checklist:
Confirm that all known transactions are captured.
Bank, Gateway & Wallet Reconciliation SOP
Frequency:
Daily/weekly quick checks; formal month-end reconciliation.
Steps:
Match bank & gateway statements with accounting records.
Reconcile vendor wallet loads vs admin records.
Tag unmatched items and investigate (missing entry, timing difference, wrong amount).
Documentation:
Maintain reconciliation sheets and issue logs.
Payout Processing SOP (Customers, Vendors, Associates)
Inputs:
Approved payout list from Ops/Finance (customers, vendors, in-house pickup associates, other partners).
Checks before processing:
Bank/UPI details, amount, order/ID reference, approval.
Execution:
Process in bank portal/payment system.
Mark status and reference numbers in payouts sheet/system.
Exception handling:
Failed payments, reversed transactions, customer/vendor complaints.
Invoicing & Credit Note SOP
Types of invoices:
Corporate buyback purchase invoices
Device sale invoices to dealers
Any service/commission invoice if applicable
Steps:
Create invoice with correct details (GST, PAN, address, line items, tax).
Get approval if needed.
Share with client/dealer and file copies systematically.
Credit notes / adjustments:
When they are allowed and how to document them.
Refunds, Adjustments & Dispute Handling SOP
When refunds/adjustments are raised (customer or vendor side).
How to verify:
Check order logs, payout records, approvals.
Booking and processing:
Pass entries in accounts and, if needed, trigger payments.
Closing the loop with:
Ops/CX to confirm resolution.
Month-End Closing & GST Support SOP
Month-end checklist:
Complete reconciliations
Freeze key reports (sales, purchases, payouts, wallets).
GST support:
Prepare and share data in required format (sales register, purchase register, tax breakup).
Answer basic queries from Finance/CA.
Documentation & Record Management SOP
Maintain organised digital folders for:
Invoices, credit notes, payment proofs, reconciliations, approvals.
Retention rules:
How long to retain financial records (as per company policy/law, guided by Finance).
6. Weekly & Monthly Reporting
Weekly – “Cash, Payouts & Reconciliation Snapshot”
To:
CEO / Head of Finance
Operations Manager / Head of Operations
Pricing & Buyback Manager (for high-level margin/payout context, if needed)
Data Analyst (for alignment with dashboards)
Format:
Short summary (Slack / Email / Doc) with simple tables or snapshots.
Includes:
Payout Summary:
Total customer payouts, vendor payments, associate payments vs last week.
Key Reconciliation Notes:
Any major mismatches found and current status.
Pending & Exceptions:
Highlight ageing issues that need decision/support.
Next Week Focus:
Any expected heavy-payments week (large corporate buyback, etc.).
Any accounting tasks needing Ops/Finance input.
Monthly – “Accounts & Finance Support Section in Business Review”
To:
CEO, Head of Finance, Head of Operations, Pricing & Buyback Manager, Data Analyst, relevant leads.
Format:
Slides / Doc with numbers and short commentary.
Includes:
Summary of Flows:
Total customer payouts, vendor payments, associate payments.
Dealer collections, corporate payments/collections.
Reconciliations:
Status of bank/gateway/wallet reconciliations.
Number and value of unresolved mismatches (if any).
Invoicing & Compliance:
No. of invoices/credit notes issued (corporate & dealer).
GST data prep status and any repeated issues.
Exceptions & Risk:
Overview of disputes, payment issues, major corrections.
Next Month Priorities:
Process cleanups, documentation improvements, changes requested from Ops/Tech.