Jia Niu

1. Invoice Reconciliation and Payment Management:
Reconciled high-volume transport and supplier invoices to ensure each cost had a matching client revenue.

• Accepted costs invoiced to clients
• Rejected costs disputed with carriers
• On-hold costs pending further investigation

This reconciliation process strengthened financial accuracy, cost-to-revenue alignment, and control over disputes and client billing. Prepared supplier payments and coordinated the approval process to ensure timely and accurate disbursements.

2. Dispute Investigation and Resolution:
Identifying discrepancies from multiple causes (dim weight mismatches, fuel surcharges, rate or service, MHP charges). Investigated root causes and provided practical solutions, reducing ongoing disputes.

3. Credit Management

Designed and implemented a Credit Management System in Zoho Creator to lodge credit, process credit note and invoice reconciliation. The system:

• Recorded and tracked disputes from initiation to resolution
• Managed credit approvals with workflow controls
• Reconciled invoice discrepancies by linking disputes to invoices
• Generated reports for management visibility
• Produced CSV files compatible with the Wiise accounting system for seamless upload

4. Customer Enquiries:
Responded to diverse customer enquiries regarding freight and invoice discrepancies. Prepared professional explanations, charge breakdowns, and credit note justifications, ensuring clear communication and improved customer satisfaction.

5. Incoming Invoice & Document Management:
Managed large volumes of incoming invoices, carrier statements, notifications, and payment enquiries. Ensured timely capture, logging, and escalation of financial documents for processing.

6. Workflow & Automation:
Built and maintained a variety of automated workflows to streamline finance operations — including invoice conversion, automated uploading, and billing checks before invoicing the client — reducing manual effort and improving accuracy.

6.1 Carrier Playbook (Excel + Outlook Macros):
Built a centralized workbook consolidating 100+ carrier accounts, invoice schedules, account codes, and workflows. Automated Outlook email categorization (color-coding invoice formats, linking to carrier sheets) to accelerate invoice handling.

6.2 PDF & CSV Data Extraction (Python + Power Query):
Converted multi-page, inconsistent invoice tables in PDFs into clean, structured datasets for reconciliation. Automated extraction and cleaning of invoice data using Python (pdfplumber + regex) and Power Query.

6.3 Invoice Upload Workflows (MachShip):
Designed workflows with regex and Power Query to clean and normalize invoice files for automated upload. Reduced manual handling and errors across multiple carriers.

6.4 Zoho Desk & Creator Integration:
Developed automation functions (Deluge, Zoho Flow) to merge duplicate tickets, update statuses, and sync Desk with Creator forms. Improved visibility of disputes and streamlined ticket management.