Billing Analyst & Specialist

Salary Range: $55,000.00 To $60,000.00 Annually

The Billing Analyst & Specialist is responsible for ensuring accurate, timely, and complete billing for maintenance, repair, and other field service activities. This position serves as a critical link between operations, field service teams, accounting, and customers, transforming operational data from job management and work-order systems into accurate invoices and billing records.

The ideal candidate is highly analytical, detail-oriented, and comfortable working with large volumes of transactional data. This individual will collect, organize, reconcile, and synthesize information from job management software, work orders, service tickets, purchase orders, and other operational records to determine what services were performed, what should be billed, and how those charges should be accurately reflected on customer invoices and internal billings.

• Review completed work orders, service tickets, job records, and maintenance activities to determine billable services and charges.
• Extract billing-related information from job management, work-order, and field-service software.
• Convert operational/job data into accurate customer invoices and billing transactions.
• Ensure labor, materials, equipment, subcontractor costs, trip charges, service fees, markups, and other applicable charges are accurately captured and applied.
• Prepare recurring, transactional, time-and-materials, and other types of invoices as applicable.
• Verify that invoices contain appropriate supporting documentation and descriptions of work performed.
• Identify missing, incomplete, duplicate, or inconsistent information before invoices are released.
• Process billing adjustments, credits, rebills, and corrections as needed.
• Monitor billing timelines and ensure invoices are generated and submitted within established deadlines.

• Collect and synthesize data from job management software, accounting systems, spreadsheets, work orders, and other operational platforms.
• Analyze completed jobs to reconcile work performed vs. work recorded vs. work billed.
• Develop and maintain reports that identify completed but unbilled work, partially billed jobs, billing discrepancies, and other exceptions.
• Review job-level data for accuracy, completeness, and consistency.
• Reconcile operational data against contracts, customer requirements, purchase orders, and established billing rules.
• Analyze billing trends and identify recurring discrepancies, revenue leakage, process gaps, or opportunities for improved billing accuracy.
• Maintain organized billing records and supporting documentation for audit and reference purposes.

• Work closely with operations and maintenance teams to ensure jobs are properly closed and contain all information necessary for billing.
• Review job notes, technician/service reports, photographs, material usage, labor hours, completion dates, and other documentation.
• Follow up with operations personnel when required information is missing or unclear.
• Ensure billable work is properly coded and categorized.
• Help establish and maintain consistent data-entry and job-closing practices that support accurate billing.
• Identify system or workflow issues that prevent accurate or timely invoicing and recommend improvements.

• Partner with the accounting/accounts receivable team to resolve invoice questions and discrepancies.
• Assist with customer billing inquiries and provide supporting documentation when needed.
• Research disputed invoices and make appropriate corrections or recommendations.
• Track billing exceptions through resolution.
• Support month-end and year-end close activities by…