Billing & Collections Manager

The Billing and Collections Leader is responsible for overseeing all aspects of client billing, invoicing, and collections for the firm’s accounting, tax, and advisory services. This role ensures that client engagements are billed accurately and promptly, collections are managed effectively, and firm cash flow is optimized. The ideal candidate will have strong knowledge of accounting firm operations, including engagement letters, time and expense tracking, retainers, and progress billing.

• Manage and oversee the full client billing cycle, from engagement setup to invoice generation and distribution.
• Review engagement letters to confirm billing terms, fee structures, and retainer requirements.
• Coordinate with partners and managers to ensure billable time and expenses are reviewed and approved for invoicing in a timely manner.
• Prepare and issue accurate client invoices in accordance with firm policies and professional standards.
• Monitor fixed-fee, retainer, and time-and-material engagements to ensure proper revenue recognition.
• Resolve billing discrepancies in collaboration with engagement teams and clients.

• Lead the firm’s collections process to maintain healthy cash flow and minimize aged receivables.
• Monitor AR aging reports, follow up with clients on overdue balances, and escalate collection concerns as needed.
• Develop and execute collection strategies that balance firmness with maintaining strong client relationships.
• Coordinate with partners and client service teams to address client billing or payment concerns.
• Recommend and process write-offs or adjustments in accordance with firm policy and approval limits.

• Prepare monthly reports on billing status, collections progress, AR aging, and key performance indicators.
• Analyze billing and collections data to identify trends and recommend process improvements.
• Work with leadership to improve the firm’s billing and collection policies, procedures, and systems.
• Support implementation of automation or workflow enhancements in the firm’s practice management or accounting software.
• Supervise and develop billing and collections staff, providing training, feedback, and mentorship.
• Collaborate closely with partners, managers, and administrative staff to ensure smooth financial operations.
• Foster a culture of accountability, efficiency, and client service excellence.

• Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
• 5–8 years of experience in billing, collections, or accounts receivable management, with at least 3 years leading a similar position in a public accounting or professional services firm.
• Prior experience supervising or managing a small team preferred.
• Ability to manage remote staff
• Strong understanding of professional services billing models (hourly, fixed-fee, retainer, progress billing).
• Familiarity with CPA firm engagement and compliance requirements.
• Familiarity with Practice Engine strongly preferred and technologically proficient.
• Excellent communication, negotiation, and client service skills.
• Analytical mindset with high attention to detail and accuracy.
• Ability to handle sensitive financial information with discretion.