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
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Job brief
We are hiring a Billing Specialist to make sure what we have earned is invoiced correctly and collected on time. You will prepare and send invoices, check them against contracts and orders, apply payments, resolve the disputes that come back, and chase what is overdue until it is settled.
This suits somebody exact with numbers and comfortable on a call about money, who would rather find the reason an error keeps recurring than correct it one invoice at a time.
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
- Has done billing or accounts receivable work in a comparable role
- Understands billing, collections, and the accounting principles underneath both
- Hands-on in billing or ERP software, and quick to learn a new one
- Strong in spreadsheets, lookups and pivot tables included
- Exact with numbers, because a wrong invoice is expensive twice over
- Professional on a difficult call about money owed
- Holds deadlines through high-volume cycles and month-end
- A high school diploma; an accounting or finance qualification 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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