Billing Specialist

Billing Specialist

As a Billing Specialist at USA Industries, you will assume a pivotal role in managing the intricate web of financial transactions and invoicing processes essential for the company's daily operations. Reporting to the Accounting Manager, your primary responsibility involves overseeing the billing and invoicing cycle, ensuring accuracy, efficiency, and adherence to company policies and standards, while also maintaining comprehensive reports for reference and analysis.

The Billing Specialist acts as a liaison between customers, inside sales representatives, and the accounting department to ensure proper billing procedures are followed.

In this fast-paced environment where precision and timeliness are paramount, you will leverage your expertise in billing procedures and financial systems to streamline operations and optimize revenue generation. Your role will entail close collaboration with various internal stakeholders, including sales teams and accounting personnel, to gather necessary information and facilitate smooth billing processes. You will interact extensively with customers, addressing inquiries, resolving billing discrepancies, and maintaining positive relationships to ensure satisfaction and retention.

Your attention to detail and analytical skills will be instrumental in generating comprehensive billing reports, offering insights into revenue trends, outstanding payments, and areas for improvement.

Joining USA Industries as a Billing Specialist presents not only the opportunity to excel in a dynamic and challenging role but also the chance to contribute significantly to the company's financial health and operational efficiency. With the support of a collaborative team and access to cutting-edge tools and technologies, you will have the platform to hone your skills, drive process improvements, and play a vital role in achieving our strategic objectives.

Embrace and exemplify company’s core values of Trust, Support, Communication, Collaboration, and Creative Solutions.

• Receive packing slips from the Shipping Department and sales orders from both the Sales and Shipping Departments.
• Thoroughly review orders to ensure all miscellaneous fees, freight charges, and taxes are accurately accounted for. Verify that all information on sales orders and purchase orders matches, including checking for accuracy in addresses and ensuring that purchase order and credit card transactions are correctly applied. Collaborate with the sales team to clarify any discrepancies, such as freight or rental charges related to swap-outs.
• Process billing for both consumables (items sold) and rentals (items rented) to customers. Mark all items that shipped the previous day as shipped in Epicor, enabling the AR Generalist to pull the invoice and the Billing Specialist to send it to the customer.
• Manage both cycle and final billing for rentals, including processing any buyout or damaged goods billing in both Sage and Epicor.
• Ensure proper invoicing within standard policies reflective of customers' requirements.
• Ensure accurate tracking of tools, equipment, or materials associated with rental orders.
• Verify billing accuracy for rentals that have been returned.
• Implement and manage a return window for missing items, adhering to company policies and procedures.
• Collaborate closely with the Accounts Receivable (AR) team to guarantee billing accuracy.
• Send invoices to customers via mail, email, or portal sites according to customer terms.
• Promptly process credit card transactions as needed, including shipments that departed the previous day with a credit card on file and the Billing Department will manage freight and miscellaneous charges.
• Handle partial credit card refunds for over payments, overbilling issues, or early rental returns.
• Assist with PO change orders for both rentals and purchases by liaising with sales for updates, increases, and date expirations.
• Respond to RMAs promptly at the request of the Sales Department. Responsible for creating (RMAs) and sending them to Inside Sales and Shipping/Receiving Once received, the billing specialist will process the RMA.
• Finalize the RMA process meticulously, verifying items received, authorized signatures, and ensuring accurate credits.
• Update customer contact information and addresses regularly to maintain up-to-date records.
• Upload and maintain customers' tax certificates within Avalara for compliance purposes.
• Conduct thorough credit checks on new customers to assess risk. Send a file to…