Senior Accounting & Billing Manager; AutoTask + Xero

Position: Senior Accounting & Billing Manager (AutoTask + Xero)
Agile IT delivers Microsoft‑centric professional and managed services with a mission to operationalize CMMC for the DIB and protect CUI across cloud and on‑premises estates. What we deliver:
Professional Services – Enablement (fixed‑price projects) Managed Services – Security & CMMC Compliance for Microsoft and on‑premises systems Microsoft GCC High Licensing (delivery, onboarding, and lifecycle operations) Complementary Partner Services (co‑delivery and vendor management)

For a complete understanding of this opportunity, and what will be required to be a successful applicant, read on.

Overview We are seeking a hands-on Senior Accounting & Billing Manager to own end-to-end billing operations (significant Auto Task billing volume) and core accounting/close responsibilities in Xero. This role combines billing execution, invoicing quality control, AR/payments, and operational accounting, with additional ownership of year end 1099 processing and sales tax filings. This is a “doer + improver†role: you will run the day-to-day work accurately and on time, while continuously tightening controls and improving billing/accounting workflows across systems.

Core Tools You Will Use Auto Task PSA + Billing (primary billing engine; heavy usage) Xero (general ledger, AR, month-end close, reporting) Ramp (expenses and bill pay; coding, approvals, reconciliation) Stripe (credit card + one-time ACH payments) GoCardless (recurring ACH) Multiple bank feeds Earth Class Mail/Postal (online mail + check receipt/deposit workflow) Microsoft recurring billing software (CSP subscription/recurring billing alignment)

Key Responsibilities
1) Auto Task Billing Operations Own the billing calendar and execute invoice cycles (recurring, T&M, fixed fee, pass-throughs). Maintain and troubleshoot Auto Task contract setup (billing rules, rate cards, recurring charges, entitlements, invoice templates). Ensure billing inputs are complete and accurate (time entries, ticket/project approvals, work types, expenses, products/charges). Perform invoice QA before release: accuracy, formatting requirements, PO/terms compliance, and correct application of credits/adjustments.

Partner with operations/service delivery to resolve billing blockers and prevent unbilled leakage.
2) Accounts Receivable, Collections, Bills and Cash Application Manage AR aging and drive collections with a consistent, professional cadence (statements, reminders, dispute tracking). Administer and reconcile payments:
Stripe payment links, payouts, refunds/chargebacks (as needed) GoCardless recurring ACH enrollment, failures, and retries Checks received via Earth Class Mail; deposit confirmationn and application Incoming ACH payments application Apply payments accurately across invoices (partial payments, multi-invoice payments, credits). Code incoming Bills to correct GL accounts in
3) Accounting and Month-End Close (Xero) Maintain clean day-to-day accounting and reconciliations across multiple bank feeds. Own month-end close tasks including reconciliations, accruals/adjustments (as appropriate), and variance explanations. Ensure alignment between Auto Task billing activity and Xero AR/revenue (tie-outs and exception management). Support AP/expense accounting workflows through Ramp (coding, approvals, reconciliation, policy compliance support).
4) Compliance: 1099s and Sales Tax Filings Own the annual 1099 process (contractor/vendor tracking, W-9 collection support, reconciliation, and preparation in Xero and/or Ramp; coordinate e-filing and corrections as needed). Manage sales tax filings: maintain required reporting support, prepare returns, file on schedule (directly or in coordination with external tax support), and maintain documentation.
5) Process, Controls, and Documentation Build and maintain SOPs and checklists for billing runs, cash application, month-end close, and compliance deadlines. Implement controls to reduce billing errors, speed cycle times, and improve audit readiness (even if no formal audit). What Success Looks Like Billing cycles are on-time and accurate, with fewer exceptions and rework. Auto Task invoices, payments, and…