Billing Manager

Billing Manager (MUST HAVE Architecture/Engineering Industry Experience)

A multi-disciplinary design firm in the Washington, DC area is seeking an experienced Billing Manager with strong Unanet A/E expertise to join its on-site accounting team in Chantilly, Virginia. The role oversees the billing function for civil engineering, site planning, land surveying, and landscape architecture projects, combining hands-on billing responsibilities with team leadership. The Billing Manager will play a key role in project set-up, monthly invoicing, WIP reporting, and the ongoing migration from Deltek Vision to Unanet A/E, while ensuring accuracy, timeliness, and clear communication with project managers and clients.

Responsibilities

• Set up new projects in Unanet A/E, including entering general project information, establishing budgets, and defining billing terms.
• Manage project set-up, project management, WIP review, billing, and reporting processes within Unanet A/E.
• Save and organize new project contracts, additional work authorizations, and billing-related correspondence in the firm’s project contract database.
• Generate draft invoices (pre-bills) and WIP reports on a monthly basis and distribute them to project managers for review.
• Process and post invoices based on pre-bill markups received from project managers, ensuring compliance with contract billing instructions.
• Prepare special client-requested invoice formats when needed and input invoices into client vendor management systems as required.
• Process billing adjustments and void or reissue invoices as necessary to maintain accurate billing records.
• Generate various post-billing reports for management to support financial analysis and decision-making.
• Supervise project close-out procedures after projects are completed, ensuring all billing and documentation are finalized.
• Periodically update the project number database on the firm’s intranet to maintain accurate project information.
• Advise and assist the accounts receivable/collections accountant on billing-related matters and cash receipts as needed.
• Provide training, guidance, and ongoing support to billing team members to ensure consistent processes and professional development.
• Supervise a team currently consisting of two billing accountants and one accounts receivable/collections accountant.
• Participate directly in the monthly billing process, including assisting with the processing of approximately 225 monthly invoices.
• Execute ad hoc reports and tasks as requested by the CFO and executive management, supporting broader accounting and financial initiatives.
• Support the firm’s transition from Deltek Vision to Unanet A/E by applying prior system experience and adapting processes as needed.

Essential Skills

• Advanced hands-on experience with Unanet A/E billing, including project set-up, WIP review, invoicing, and reporting.
• Prior experience managing or supervising a billing or accounting team, including oversight of cash receipts and billing specialists.
• Proficiency with invoicing processes and WIP reporting in a professional services or A/E industry environment.
• Strong attention to detail and accuracy in all aspects of billing and project set-up.
• Ability to manage multiple priorities and deadlines in a fast-paced, project-driven environment.
• Strong written and oral communication skills for effective interaction with project managers, clients, and internal stakeholders.
• Ability to work both independently and collaboratively as part of a team.
• Some proficiency in Microsoft Excel for reporting and data analysis.
• A/E industry experience, particularly in civil engineering, architecture, or related design services.
• Experience with Deltek Vision or A/E Unanet, with the ability to leverage prior system knowledge during the migration from Deltek Vision to Unanet A/E.

Additional Skills & Qualifications

• Experience processing a high volume of monthly invoices (approximately 225) in a professional services environment.
• Background in architecture, engineering, or related design firm billing processes.
• Experience preparing customized client invoice formats and working within client vendor management systems.
• Comfort with supervising a small accounting team and providing ongoing training and guidance.
• Ability to support accounts receivable and collections activities through close collaboration with the AR/collections accountant.
• Familiarity with maintaining project contract databases and intranet-based project number systems.
• Interest in contributing to process…