Job brief
We are seeking a detail-oriented Billing Specialist to join our finance team and take ownership of our customer billing operations serving over 5,000 active accounts. In this role, you will ensure accurate invoice processing, manage accounts receivable collections, and serve as the primary point of contact for billing-related customer inquiries. You will work closely with sales, customer service, and accounting teams to streamline our billing processes and maintain strong customer relationships. If you excel at problem-solving, have a keen eye for detail, and enjoy working in a customer-focused environment, this position offers excellent growth opportunities.
Key highlights
- Generate and process customer invoices daily using ERP systems, ensuring accurate pricing, tax calculations, and contract terms compliance
- Manage accounts receivable aging reports and conduct collection activities including phone calls, emails, and payment plan negotiations
- Research and resolve billing disputes by analyzing contracts, service records, and customer communications to determine appropriate adjustments
- Prepare monthly accounts receivable reports showing aging analysis, collection metrics, and bad debt provisions for management review
What is a Billing Specialist?
A Billing Specialist is an accounting professional who manages the complete billing cycle from invoice generation to payment collection. Working with ERP systems like SAP, Oracle, or NetSuite, Billing Specialists ensure accurate customer invoicing, resolve billing discrepancies, and maintain accounts receivable aging reports. Their expertise in revenue recognition principles and customer account management is essential for maintaining healthy cash flow and accurate financial reporting across organizations.
What does a Billing Specialist do?
A Billing Specialist generates and reviews customer invoices daily, processes billing adjustments for service changes or contract modifications, and follows up on overdue accounts through phone calls and email campaigns. They collaborate with sales teams to resolve pricing disputes, work with customer service representatives to address billing inquiries, and prepare detailed aging reports for management review. Using billing software and CRM platforms, they track payment patterns, apply cash receipts to customer accounts, and escalate collection issues to appropriate departments.
Key responsibilities
- Generate and process customer invoices daily using ERP systems, ensuring accurate pricing, tax calculations, and contract terms compliance
- Manage accounts receivable aging reports and conduct collection activities including phone calls, emails, and payment plan negotiations
- Research and resolve billing disputes by analyzing contracts, service records, and customer communications to determine appropriate adjustments
- Collaborate with sales teams to process contract modifications, pricing changes, and credit memo requests in accordance with revenue recognition standards
- Maintain customer account records by updating billing addresses, payment terms, and contact information in CRM and billing systems
- Prepare monthly accounts receivable reports showing aging analysis, collection metrics, and bad debt provisions for management review
- Process cash receipts and apply payments to customer accounts while identifying and resolving payment discrepancies or unapplied cash
- Support month-end close activities by preparing accruals, reviewing unbilled revenue, and ensuring accurate revenue recognition journal entries
Requirements and skills
- Associate's degree in Accounting, Business Administration, or related field with strong foundational knowledge of accounting principles
- 2+ years of experience in billing, accounts receivable, or customer accounting roles with demonstrated collection success
- Proficiency in ERP systems such as SAP, Oracle Financials, NetSuite, or similar platforms for invoice processing and account management
- Advanced Microsoft Excel skills including VLOOKUP, pivot tables, and financial formulas for analyzing aging reports and payment trends
- Strong customer service orientation with excellent phone and email communication skills for resolving billing inquiries professionally
- Knowledge of revenue recognition principles (ASC 606) and experience with contract billing, milestone invoicing, or subscription billing models
- Attention to detail and accuracy when processing high-volume invoices, cash applications, and account reconciliations
- Ability to work with collection agencies, legal departments, and credit management teams on escalated accounts receivable issues
FAQs
What does a Billing Specialist do on a daily basis?
A Billing Specialist handles the complete billing cycle from invoice creation to payment collection. Daily tasks include generating customer invoices in ERP systems, reviewing billing accuracy for pricing and tax compliance, processing customer payments and applying them to accounts, and following up on overdue balances through phone calls and emails. They also research and resolve billing disputes, update customer account information, and prepare aging reports to track collection performance. The role requires constant interaction with customers, sales teams, and internal accounting staff to ensure smooth billing operations.
What skills and qualifications are needed to become a Billing Specialist?
Most Billing Specialist positions require an Associate's degree in Accounting or Business, along with 2+ years of experience in billing, accounts receivable, or customer service roles. Essential technical skills include proficiency in ERP systems like SAP or NetSuite, advanced Excel capabilities for data analysis, and knowledge of revenue recognition principles. Strong communication skills are crucial for customer interactions and dispute resolution. Many employers also value experience with collection procedures, familiarity with credit and collections regulations, and knowledge of payment processing systems and lockbox operations.
Who does a Billing Specialist typically work with?
A Billing Specialist collaborates extensively with sales teams to process contract changes and resolve pricing disputes, customer service representatives to address billing inquiries, and accounting staff for month-end revenue recognition activities. They work closely with credit managers on collection strategies, legal departments on disputed accounts, and IT teams for billing system enhancements. External interactions include regular communication with customers regarding payment issues, collection agencies for delinquent accounts, and auditors during financial reviews. The role serves as a bridge between finance operations and customer-facing departments.
Why is a Billing Specialist important for business operations?
Billing Specialists are crucial for maintaining healthy cash flow and accurate financial reporting. They ensure timely invoice processing which directly impacts revenue recognition and accounts receivable turnover ratios. Their collection activities help minimize bad debt losses and Days Sales Outstanding (DSO), improving working capital management. By resolving billing disputes quickly and professionally, they maintain positive customer relationships and reduce churn. Their accurate record-keeping supports audit compliance and provides management with reliable data for financial planning. In many organizations, effective billing operations managed by specialists can improve cash collection by 15-20% compared to automated-only processes.