Accounts Executive

Ailaaj is seeking a commercially savvy and tech-comfortable Accounts Executive to join our expanding finance team. The successful candidate will be responsible for managing the full accounts payable and receivable cycle within our subscription and license-driven cloud-based pharmacy point-of-sale and management system. This role demands accuracy and attention to detail to ensure proper financial reporting and adherence to internal controls. The ideal candidate will support bank and vendor reconciliations, process invoicing, manage expense tracking, and maintain financial records to facilitate smooth financial operations as the company experiences rapid growth. The Accounts Executive will work closely with various teams including payments, technology, operations, customer success, and sales to monitor and enhance financial processes. This includes ensuring revenue recognition complies with relevant accounting standards and supporting SaaS financial metrics reporting. Although this role does not involve managing a team, it requires excellent organizational skills and the ability to collaborate across departments effectively to sustain Ailaajs financial health and operational efficiency.
Responsibilities

• Reconcile all company bank accounts daily and monthly, including operating accounts, payment gateway settlements, and escrow or refund accounts to maintain accurate financial records.
• Verify and match incoming subscription payments, onboarding fees, and implementation receipts against bank transactions, investigating timing differences or payment failures.
• Prepare and present clean monthly bank reconciliation schedules during month-end close, maintaining comprehensive documentation for internal controls and audits.
• Reconcile vendor and supplier statements against the accounts payable ledger, covering SaaS infrastructure vendors, professional services, and general office suppliers.
• Validate invoices from technology vendors and payment processors against contracted rates and service level agreements, resolving discrepancies such as usage-based billing or currency differences.
• Collaborate with technology and operations teams to confirm cloud expenses and software license invoices and maintain an up-to-date vendor master file.
• Process supplier invoices, ensuring correct expense coding across technology, cost of revenue, research and development, and general administrative categories, and manage payment runs within credit terms.
• Track prepaid software licenses and subscription renewals, establishing and managing amortization schedules accordingly.
• Accrue for uninvoiced accounts payable relating to usage-based cloud services at each month-end and handle accounts payable queries and billing disputes with vendors and internal teams.
• Generate and issue invoices to pharmacy clients for subscription licenses, onboarding fees, training services, and hardware components such as POS terminals and scanners.
• Maintain the debtors ledger by applying all incoming payments accurately and managing overdue accounts according to contractual terms.
• Coordinate with sales and customer success teams to resolve disputed invoices, track account status changes, and manage billing for plan upgrades.
• Process credit notes aligned with refund and service level agreement policies for cancellations, downgrades, or service credits.
• Prepare accounts receivable aging reports weekly and monthly, escalating high-risk accounts to finance management for timely intervention.
• Assist in implementing and monitoring automated billing and dunning procedures using billing platforms to ensure timely payment collections.
• Support accurate revenue recognition in compliance with relevant accounting standards by deferring upfront implementation fees and recognizing subscription revenue over contract periods.
• Maintain deferred revenue schedules, reconciling monthly figures to the balance sheet, and provide accurate data for SaaS financial metrics such as Monthly Recurring Revenue, Annual Recurring Revenue, and churn analysis.
• Post journal entries related to accruals, prepayments, deferred revenue, and subscription transactions, participating actively in month-end and year-end financial closes.
• Ensure VAT compliance on SaaS services and hardware sales, including the application of regulations for cross-border digital services where relevant.
• Maintain organized, audit-ready documentation for all accounts payable, accounts receivable, and reconciliation activities to ensure transparency and compliance.