About the Billing Specialist role
A Billing Specialist keeps the money flowing in. They prepare and send invoices, verify charges against contracts and purchase orders, apply incoming payments, and follow up on overdue accounts until they are settled. Their accuracy directly affects cash flow and customer trust, so a good specialist treats every invoice as a small audit: correct amounts, correct terms, correct tax treatment, correct recipient, sent on time and through the right channel.
The role sits between accounting and the customer. Billing Specialists resolve disputes over charges, issue credit memos when something went wrong, and reconcile accounts receivable so the ledger matches reality at all times. In many companies they also maintain customer billing records, support the month-end close, prepare collections reports for finance leadership, and flag recurring billing errors so the root cause gets fixed rather than patched invoice by invoice.
In your posting, name the billing or ERP software you use, your monthly invoice volume, and whether the role includes collections calls or only written follow-up. State whether the specialist supports one product line or the whole company, since that changes the complexity considerably, and mention any billing models the candidate should already know, such as milestone or subscription billing.
Billing Specialist job description template
Job brief
We are looking for a Billing Specialist to manage our invoicing process from end to end. You will generate accurate invoices, apply incoming payments, reconcile customer accounts, and follow up on outstanding balances. You will also work with sales and customer service teams to resolve billing disputes quickly and professionally. To succeed in this role, you should be highly organized, comfortable with billing software and spreadsheets, and persistent enough to chase down every unpaid invoice without damaging the customer relationship.
Responsibilities
- Prepare, verify, and issue invoices in line with contracts, purchase orders, and pricing agreements
- Apply customer payments and keep accounts receivable records accurate and current
- Monitor aging reports and follow up on overdue accounts by email and phone
- Investigate and resolve billing discrepancies and customer disputes
- Issue credit memos, adjustments, and refunds with proper approval and documentation
- Reconcile billing records against the general ledger during month-end close
- Maintain customer billing information, tax details, and payment terms in the billing system
- Prepare regular reports on invoicing volume, collections, and outstanding balances
- Identify recurring billing errors and recommend process improvements
Requirements and skills
- Proven experience as a Billing Specialist, Billing Clerk, or in a similar accounts receivable role
- Working knowledge of billing procedures, collections practices, and basic accounting principles
- Hands-on experience with billing or ERP software and comfort learning new systems
- Strong Excel or Google Sheets skills, including lookups and pivot tables
- High degree of accuracy and attention to detail when handling numbers
- Professional communication skills for resolving disputes with customers
- Ability to manage deadlines during high-volume billing cycles and month-end close
- High school diploma required; an associate degree in accounting, finance, or a related field is preferred
Nice to have
- Experience with subscription or recurring billing models
- Familiarity with sales tax rules or multi-currency invoicing
- Experience supporting audits or SOX-compliant billing processes
- Knowledge of collections regulations such as fair debt practices
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