Purchase Ledger Clerk Job Description
A Purchase Ledger Clerk manages supplier invoices, reconciles statements and runs supplier payments to keep the finance function accurate and compliant.
What does a Purchase Ledger Clerk professional do?
Hire a Purchase Ledger Clerk to process and reconcile supplier invoices, resolve supplier queries and support month‑end close.
Purchase Ledger Clerk job description template
Use this employer-ready example as a starting point, then replace the placeholders and adjust the content so it accurately reflects your vacancy.
Purchase Ledger Clerk / Accounts Payable Clerk
About the role
[Company name] is seeking a Purchase Ledger Clerk to join our finance team in [Location]. You will be responsible for accurately processing supplier invoices, matching purchase orders, managing supplier reconciliations and preparing payment runs. This role reports to the Finance Manager and will support month‑end processes and supplier enquiries. Salary: [Salary or salary range].
Key responsibilities
- Process supplier invoices from receipt to ledger posting, ensuring correct coding and approvals.
- Match invoices to purchase orders and delivery documentation where required.
- Prepare and execute regular payment runs (BACS/CHAPS/other) and maintain payment records.
- Reconcile supplier statements and investigate and resolve discrepancies promptly.
- Respond to supplier queries by email and phone, building professional relationships with suppliers.
- Maintain accurate supplier master data and ensure changes follow company controls.
- Assist with month‑end purchase ledger close, accruals and reconciliation tasks.
- Process employee expenses and supplier credit notes in line with policy.
Essential skills and experience
- Previous experience in a purchase ledger or accounts payable role.
- Good numeracy and attention to detail with ability to post accurate ledger entries.
- Proficient with spreadsheet software (eg Excel) for reconciliations and reporting.
- Comfortable using accounting or purchase‑to‑pay systems and learning new software.
- Clear written and verbal communication skills for dealing with suppliers and internal stakeholders.
- Ability to work to deadlines, prioritise workload and manage routine month‑end tasks.
Desirable
- AAT qualification or equivalent study in bookkeeping/accounting (Level 2 or above).
- Experience with purchase‑to‑pay (P2P) systems or ERP packages such as Sage, Xero, SAP or similar.
- Understanding of VAT basics and simple accounting principles.
- Previous exposure to supplier onboarding and vendor master data controls.
- Experience of managing electronic payment systems and bank reconciliations.
What we offer
- [X] days annual leave (including bank holidays)
- Pension scheme with employer contribution of [amount/percentage]
- Flexible / hybrid working options where agreed
- Training and professional development budget: [details or amount]
- Employee discounts and wellbeing support:
How to apply
Apply with your CV and any additional information requested. Make the interview process, closing date and any assessment stages clear where known.
Use this as a starting point rather than a final advert. The strongest version will reflect the real role, salary, location, systems, responsibilities, benefits and working arrangements.
What is a Purchase Ledger Clerk role?
A Purchase Ledger Clerk (also known as Accounts Payable Clerk) focuses on the purchase ledger function of a finance team. Core duties are processing supplier invoices, running payments, reconciling supplier accounts and resolving queries to ensure suppliers are paid accurately and on time. The role supports month‑end accounting and contributes to audit and compliance activities.
Team
Typically part of a small finance team reporting to the Finance Manager or Accounts Supervisor.
Hours
Often standard office hours; employers may offer part‑time or flexible patterns depending on needs.
Contract type
Commonly permanent, with fixed‑term or temporary roles available during busy periods or cover.
Typical Purchase Ledger Clerk responsibilities
Responsibilities should reflect the real scope of the vacancy rather than every task someone in this profession might ever complete.
Process supplier invoices from receipt
Process supplier invoices from receipt to ledger posting, ensuring correct coding and approvals.
Match invoices
Match invoices to purchase orders and delivery documentation where required.
Prepare
Prepare and execute regular payment runs (BACS/CHAPS/other) and maintain payment records.
Reconcile supplier statements
Reconcile supplier statements and investigate and resolve discrepancies promptly.
Respond
Respond to supplier queries by email and phone, building professional relationships with suppliers.
Maintain accurate supplier master data
Maintain accurate supplier master data and ensure changes follow company controls.
Assist with month‑end purchase ledger close
Assist with month‑end purchase ledger close, accruals and reconciliation tasks.
Process employee expenses
Process employee expenses and supplier credit notes in line with policy.
Purchase Ledger Clerk skills and experience to look for
Keep the essential list focused on what the person really needs to perform the role. Move useful-but-trainable experience into desirable criteria.
Usually worth prioritising
- Previous experience in a purchase ledger or accounts payable role.
- Good numeracy and attention to detail with ability to post accurate ledger entries.
- Proficient with spreadsheet software (eg Excel) for reconciliations and reporting.
- Comfortable using accounting or purchase‑to‑pay systems and learning new software.
- Clear written and verbal communication skills for dealing with suppliers and internal stakeholders.
- Ability to work to deadlines, prioritise workload and manage routine month‑end tasks.
Useful where relevant
- AAT qualification or equivalent study in bookkeeping/accounting (Level 2 or above).
- Experience with purchase‑to‑pay (P2P) systems or ERP packages such as Sage, Xero, SAP or similar.
- Understanding of VAT basics and simple accounting principles.
- Previous exposure to supplier onboarding and vendor master data controls.
- Experience of managing electronic payment systems and bank reconciliations.
See our guide to what to include in a job advert before publishing.
How to write a Purchase Ledger Clerk job advert
Small role-specific details can make the advert much easier for suitable candidates to assess.
Be specific about daily tasks
List the typical invoice volume, payment run frequency and software used so candidates can judge fit quickly.
Distinguish essential from desirable
Make qualifications and system experience desirable rather than essential unless they are mandatory for the role.
Include progression and training
Mention opportunities for AAT study support, cross‑training or internal promotion to attract candidates aiming to develop.
Clarify working pattern
State whether hybrid, part‑time or fixed hours apply and any core hours or week‑end/closing deadlines.
Purchase Ledger Clerk salary considerations
Do not quote a single market figure; pay for purchase ledger roles varies by location, sector, experience and responsibilities. Employers should consider multiple factors when setting a salary.
depending on experience
- Use a genuine range
- Separate variable pay
- Avoid “competitive” alone
- Match salary to seniority
What Purchase Ledger Clerk candidates will want to know
Practical details can influence whether a suitable candidate applies, even when the title and salary are attractive.
What are the core hours and is hybrid working available?
Candidates want to know the working pattern, any core hours, and whether remote days are permitted.
Which accounting system will I be using?
Knowing the software (ERP/P2P) helps candidates assess how much training they'll need and whether their experience matches.
What volume of invoices and number of suppliers will I handle?
Applicants need to gauge workload and whether the role is transactional or more complex.
Is there support for professional training or progression?
Experienced candidates often look for AAT support, study leave or clear routes to accounts assistant/accountant roles.
What controls and segregation of duties are in place?
Candidates with compliance awareness will want reassurance about approval workflows and anti‑fraud controls.
Where to post a Purchase Ledger Clerk job
This role suits candidates found via broad UK job boards, specialist accountancy and finance sites, and professional networks such as LinkedIn. For entry and early‑career appointments, local job sites, college noticeboards and niche finance forums can work well; for experienced hires, target sector‑specific boards or finance‑focused recruitment channels.
Related finance & accounting job descriptions
Recruiting for a slightly different role? These templates may be a closer fit.
Purchase Ledger Clerk job description FAQs
Is an AAT qualification essential for a Purchase Ledger role?
No. AAT or similar study is valuable and often desirable, but many employers hire on experience and train on the job. Make AAT essential only where progression or regulatory duties require it.
What checks should employers complete before hiring?
Perform right‑to‑work checks, obtain references, and consider basic ID and bank verification. For finance roles, standard identity and anti‑fraud checks are common practice.
What day‑to‑day metrics should be included in the advert?
Include invoice processing volumes, payment run frequency, typical days to process an invoice and the number of suppliers managed to set realistic expectations.
Should I advertise as part‑time or full‑time?
Advertise the role to match operational needs. If hours are flexible, state the minimum hours and any core daily/weekly coverage requirements to attract appropriate candidates.
How long does recruitment usually take for this role?
Timelines vary with market conditions; simple hires can complete in 2–4 weeks while senior or specialist posts may take longer. Allow time for screening, shortlisting and references.
Ready to hire a Purchase Ledger Clerk?
Use this template to create your vacancy, or post the role across multiple finance and general job boards to reach suitable candidates quickly.
