Invoice​/Billing Specialist

Invoice & Billing Specialist Job Description

As our Accounts Receivable Specialist (ARS), your purpose is to ensure timely and accurate receipt of client payments for services rendered, according to agreed terms. Your role is crucial for maintaining the company’s financial stability, allowing for continued operations and support of client projects.

As our ARS, you take initiative by proactively contacting our clients for overdue payments, identifying and reporting discrepancies, and ensuring the company’s cash flow remains steady.

As our ARS, you demonstrate authenticity through your transparent communication with clients regarding payment terms, addressing discrepancies with empathy, and maintaining integrity in all financial dealings.

As our ARS, you raise the bar by streamlining the collection processes and ensuring client invoicing accuracy.

As our ARS, you finish strong by consistently collecting client invoices on time, even when challenges arise. You use a professional approach when addressing overdue accounts, reducing the risk of bad debt, and maintaining the company’s financial health.

• Manage Collections and Cash Flow – Proactively monitor aging accounts and contact clients with outstanding balances, implement strategies to optimize timely payments and minimize overdue accounts.
• Close Client Accounts – Regularly review and close client accounts, report discrepancies, and provide accurate records for financial reporting.
• Maintain Positive Client Relationships – Communicate transparently with clients regarding their accounts, provide timely responses to payment inquiries, resolve disputes diplomatically, and support ongoing business relationships.
• Support Small Claims and Mechanics Liens – Assist in organizing client records and filing small claims and mechanics liens accurately and timely for the Director of Finance or the Integrator.

• Monitor Aging Reports – Check daily reports to identify overdue accounts and prioritize actions.
• Contact Clients for Payments – Reach out to clients with overdue balances and report requests for payment plans to the Director of Finance.
• Document Client Interactions – Record all client communications regarding collections in the accounting systems to track progress.
• Process Account Adjustments – Make necessary adjustments to client accounts as needed.
• Close Client Accounts – Close accounts in accounting system as requested by the Director of Finance.
• Maintain Positive Client Relationships – Engage in consistent communication with clients that have past‑due invoices to strengthen relationships and encourage timely payments.
• Address Invoice Inquiries – Respond quickly to client questions about their accounts and direct them to the appropriate team member to discuss.
• Clarify Account Statements – Provide easy‑to‑understand explanations of account details.
• Act on Client Feedback – Share client feedback with Director or Finance to enhance service processes and meet expectations.
• Create Collections Reports – Create reports of clients with overdue payments.
• Review Reports – Review collections reports with the Director of Finance.
• Create Custom Reports – Create customized financial reports at the request of the Director of Finance.
• File Small Claims and Mechanics Liens – File small claims and mechanics liens cases for clients with outstanding payments.
• Monitor Small Claims and Mechanics Liens – Monitor and track the status of filed claims and mechanics liens.
• Create Reports – Create detailed reports of active and resolved small claims and mechanics liens.
• Provide Updates – Provide regular updates on collection progress.

• Maintain less than 5% of accounts receivable over 60 days overdue.
• Achieve at least 98% collection rate on outstanding balances.
• Resolve at least 90% of discrepancies within five business days.
• Maintain a client satisfaction score of at least 8/10 regarding billing communication.
• Respond to client payment inquiries within one business day.
• Fulfill 100% of financial report requests on time.
• Provide monthly updates to the Director of Finance on 100% of small claims and mechanics liens.