Billing Specialist

The Billing Specialist is responsible for managing the day-to-day billing operations within a fast-paced SaaS environment, ensuring invoices are prepared accurately, processed on schedule, and delivered through the appropriate customer portals. This role plays a key part in maintaining strong relationships with customers by providing accurate invoices, timely communication, resolving billing inquiries, and supporting the cancellation and credit processes. The Billing Specialist must demonstrate exceptional attention to detail, strong organizational skills, and a proactive approach to cross-departmental collaboration with Accounting, Customer Success, AR, and Sales teams. Success in this position is defined by accuracy, responsiveness, and reliability in maintaining the integrity of the company’s billing operations and financial records.

• Invoice Preparation & Processing
  • Generate and review invoices for new, recurring, and adjusted customer contracts in alignment with company policies.
  • Upload invoices to customer portals accurately and in accordance with specific customer formatting requirements.
  • Process billing adjustments, credits, and cancellations with appropriate supporting documentation.
  • Monitor billing schedules to ensure invoices are issued on time and reflect correct pricing, terms, and usage details.
• Customer Communication & Support
  • Serve as the primary point of contact for customer billing inquiries and requests for clarification.
  • Respond promptly and professionally to internal and external questions related to invoices, payment status, and account activity.
  • Support customer cancellations by verifying final balances, issuing credits as applicable, and confirming final invoice processing.
  • Provide clear communication regarding billing cycles, changes, or discrepancies to ensure customer satisfaction and transparency.
• System Management & Documentation
  • Utilize systems including Maxio, Salesforce (SFDC), and NetSuite for contract management, billing creation, and financial reporting.
  • Maintain organized and accurate billing records to support financial audits and month-end close activities.
  • Ensure documentation is updated and consistent across systems for all billing-related transactions.
  • Assist with identifying process inefficiencies and contribute to ongoing system and workflow improvements.
• Internal Collaboration
  • Work closely with Customer Success, Sales, AR, and Revenue teams to verify contract accuracy, pricing terms, and service details prior to invoicing.
  • Coordinate with the Accounts Receivable team to support payment application, dispute resolution, and collections follow-up.
  • Communicate proactively with internal stakeholders to ensure billing alignment and proper handling of special requests or escalations.
  • Participate in team meetings and support billing initiatives and projects as assigned by leadership.
• Reporting & Analysis
  • Prepare billing summaries and exception reports to track invoice status, cancellations, and outstanding customer requirements.
  • Maintain and analyze data in Excel, including PivotTables, VLOOKUPs, and reconciliation reports, to ensure billing accuracy and compliance.
  • Support ad hoc reporting requests for customers as needed.

2+ years of experience in Billing, Accounting, or a related financial operations role, preferably in a SaaS or subscription-based business. Strong attention to detail and ability to process large volumes of transactions with accuracy. Working knowledge of SaaS contracts, recurring revenue, and subscription billing models. Excellent communication and customer service skills. Proficiency in Microsoft Excel (including PivotTables and VLOOKUPs). Proven ability to collaborate effectively across multiple departments to ensure billing accuracy and operational efficiency. Understanding basic accounting principles and billing best practices. Experience with billing or ERP systems such as Maxio, Salesforce, or NetSuite preferred. Demonstrated ability to manage competing priorities in a deadline-driven environment. Experience with customer portals, including invoice uploads and credential management. Comfortable in a fast-paced, collaborative SaaS environment. Associate or Bachelor’s degree in Accounting, Finance, or a related field. Experience may be considered in lieu of degree.