Cash Application Specialist

Location: Kraków, Poland
Working Hours: 10:00–18:00

The Cash Application Specialist is responsible for the accurate and timely application of customer payments to open receivables in the company’s accounting system. This role plays a critical part in maintaining clean accounts receivable records, supporting strong cash flow, and enabling effective credit and collections processes. The specialist will work closely with Credit & Collections, Finance, and Customer Service teams to resolve payment discrepancies and ensure proper allocation of funds.

Job Role and Responsibilities:

CASH APPLICATION PROCESS
•    Accurately apply customer payments (checks, ACH, wire transfers, credit cards and direct debits) to customer accounts in the ERP system in a timely manner.
•    Review and interpret remittance advice to ensure correct allocation of payments against open invoices.
•    Monitor and manage unapplied cash, partial payments, and on-account payments.
•    Identify and resolve payment discrepancies, including short payments, overpayments, duplicates, and unidentified cash.
•    Ensure all cash application entries are properly documented and supported.

RECONCILIATION & REPORTING
•    Reconcile cash receipts to bank statements and system records in collaboration with Finance/Treasury where required.
•    Maintain accurate and up-to-date customer account records.
•    Support month-end close activities related to cash and accounts receivable.
•    Assist with standard reporting, including unapplied cash, exceptions, and aged unapplied items.
•    Investigate and resolve variances in a timely manner, escalating where appropriate.

PROCESS/PROCEDURES
•    Follow established cash application processes, policies, and internal controls.
•    Contribute to continuous improvement of cash application procedures and system usage.
•    Identify recurring issues or process gaps and suggest practical improvements.
•    Escalate complex or high-risk issues to senior team members or management as appropriate.
•    Support system enhancements or process change initiatives when required.

CUSTOMER & INTERNAL RELATIONS
•    Act as a point of contact for internal teams regarding payment application and customer account queries.
•    Liaise with Credit & Collections to clarify payment allocations and support dispute or deduction resolution.
•    Work closely with Billing and Customer Service teams to resolve payment-related issues.
•    Respond professionally and promptly to internal and external inquiries related to payments and account balances.
•    Build and maintain strong working relationships across Finance and Credit functions.

AUDIT
•    Take part in internal and external audit preparation and support activities as required.
•    Maintain compliance with relevant financial regulations, company policies, and internal controls.
•    Ensure accurate record keeping and retention of payment documentation and audit evidence.
•    Assist in responding to audit queries related to cash application and accounts receivable when needed.

Basic Qualifications:

EXPEREINCE & KNOWLEDGE
•    1-3 years of experience in Cash Application, Accounts Receivable, or a similar finance operations role.
•    Good understanding of the end-to-end Order-to-Cash (O2C) or Invoice-to-Cash process.
•    Experience working with high volumes of transactions and meeting processing deadlines.

EDUCATION
•    BA degree in Finance or similar is desirable

TECHNNICAL SKILLS
•    Experience using an ERP system (ideally SAP).
•    Proficiency in Microsoft Excel (e.g., look-ups, filters, basic formulas).
•    Familiarity with bank payment methods including ACH, wires, checks, credit cards and direct debits.

ANALYTICAL & PROBLEM-SOLVING SKILLS
•    Strong attention to detail and accuracy.
•    Ability to investigate and resolve discrepancies methodically.
•    Comfortable handling and reconciling data from multiple sources.

COMMUNINCATION & INTERPERSONAL SKILLS
•    Clear and professional written and verbal communication skills. [Fluent English - at least CEFR B2/C1 level]
•    Ability to work collaboratively with Credit, Collections, Billing, and Finance teams.
•    Confident in handling internal and external payment-related queries.

PERSONAL ATTRIBUTES
•    Organized with good time management skills.
•    Proactive and willing to suggest improvements.
•    Able to work independently while also contributing positively to a team.
•    Adaptable to process or system changes.

DESIRABLE (Not Essential)
•    Knowledge of SOX controls or audited environments.
•    Experience with automated cash application tools or matching systems.

What we offer:
•    Private healthcare including dental care 
•    Life and long-term disability insurance 
•    Social benefits: Gym card (MULTISPORT), Christmas vouchers, vacation and childcare subsidies
•    Allowance for working from home, 
•    Possibility to borrow a screen, a chair, and other IT devices from the office, 
•    Tuition reimbursement, 
•    Referral awards, 
•    Internal career development opportunities in multiple business areas, 
•    Modern office facility in Cracow including parking lot
•    … and up to 4 additional days of vacation