Software Subscription , Collections & Accounting Specialist

Job Title: Software Subscription Renewals, Collections & Accounting Specialist
Company: SMRTR
Location: United States, Remote
Employment Type : Full-time

SMRTR builds software that helps businesses run more efficiently. Together with our sister companies Shea, a SYSPRO ERP partner, and DTEC, a distribution ERP provider, we are part of Solen Software Group. Our customers rely on us every day, and our Subscriptions, Renewals, Collections & Accounting team keeps that relationship healthy, making sure software subscriptions, renewals and services are billed on time and accurately, and that outstanding balances are resolved quickly and professionally.

• Manage the end-to-end software subscription lifecycle, including new activations, upgrades, downgrades, cancellations and plan changes in the billing/CRM system.
• Track upcoming contract and subscription expiration dates and proactively manage the renewal pipeline to minimize lapses and churn.
• Prepare and send renewal quotes, request quotes from third-party providers, and prepare monthly invoices for renewals, new sales and professional services; follow up with customers to secure timely renewal confirmations.
• Prepare monthly professional-services invoices from approved timesheets for all three companies, so no billable hours go unbilled.
• Subscribe to customer portals to submit quotes and invoices and obtain renewal purchase orders.
• Update customer billing contacts, payment terms and PO requirements.
• Monitor accounts receivable aging reports and conduct outbound collections outreach (phone, email) on past-due invoices.
• Monitor the payments inbox and payment-platform notifications (e.g., Pay Stand) daily, and forward remittance details to Finance so payments are applied promptly.
• Follow up with customers on short, unidentified or misdirected payments.
• Prepare credit and adjustment requests for Finance to review and post, in line with company policy.
• Make sure quotes and invoices carry the correct currency and sales tax for each company (US sales tax; Canadian GST/HST/PST), working with Finance.
• Provide Finance with the contract details (terms, start and end dates, pricing, PO requirements) needed for contract set-up, adjustments and revenue recognition on multi-period subscriptions.
• Flag potential bad debt to the Director, Customer Success & Project Management and Finance, and provide account history to support bad-debt reserve and write-off decisions.
• Maintain accurate, up-to-date customer account records in the CRM/billing system, including notes on renewal status and collection activity.
• Calculate commissions monthly and provide them to HR or AP for processing.
• Partner with Sales and Customer Success to flag at-risk accounts and coordinate save/retention efforts before renewal or during collections.
• Escalate high-risk delinquent accounts to management or, when necessary, third-party collections in line with company procedures.
• Generate and work regular reports on renewal rates/churn, subscription status, AR aging, and outstanding/collected balances for leadership review, and support audit and month-end requests.
• Respond to customer billing inquiries and account verification via phone, email and support tickets in a timely, professional manner.
• Support process improvement to increase renewal rates and reduce days sales outstanding (DSO), including identifying opportunities to use AI tools to streamline renewal reminders, collections outreach and account documentation.
• Provide assistance with related tasks or needs of the organization.

• High school diploma or equivalent required;
  Associate's or Bachelor's degree in Accounting, Finance, Business or a related field preferred.
• 3+ years of experience in billing,…