Billing Specialist

Profile Summary

We are seeking a detail-oriented and independent Billing Specialist with experience in invoicing, billing operations, and account reconciliation, ideally within a payroll, PEO, or service-based environment. The ideal candidate has strong analytical skills, excellent attention to detail, and the ability to manage complex billing scenarios while ensuring accuracy and compliance with client agreements. They should be comfortable working remotely with minimal supervision, communicating effectively in English, and collaborating with internal teams and clients to resolve billing inquiries. Experience with payroll-related billing processes is preferred, but training will be provided for the right candidate.

Job Details

Work Setup: Work from home

Work Schedule: Monday-to-Friday, 8:00 AM to 5:00 PM Central Time

Holidays: To follow U.S. holidays

Key Responsibilities

• Prepare, issue, and send accurate client invoices tied to payroll runs (per-payroll, per-employee, or per-cycle billing models)
• Manage non-standard, exception-based, and "work-around" billing scenarios tied to payroll activity that fall outside standard system templates - off-cycle payroll runs, correction runs, retroactive pay adjustments, mid-cycle employee additions/terminations, and other one-off billing arrangements
• Track outstanding invoices and follow up on overdue accounts (collections support)
• Maintain accurate billing records and client account/employee-count details in the billing system
• Reconcile billed amounts against client contracts, payroll processing agreements, or service-level terms
• Process client payments and apply them accurately to the correct invoices/accounts
• Investigate and resolve billing discrepancies or client billing inquiries related to payroll charges
• Prepare aging reports and billing status updates for internal review
• Support month-end billing close and reporting
• Identify process improvements to increase billing accuracy and efficiency
• Maintain organized, accurate billing documentation

Required Qualifications

• Bachelor's degree in Accounting, Finance, Business, or related field
• 1-3 years of billing, accounts receivable, or related finance/accounting experience
• Demonstrated ability to handle non-standard or manual billing situations tied to payroll activity that don't fit a standard invoicing workflow, using sound judgment to resolve them accurately
• Excellent written and verbal English communication skills
• Proven ability to work independently and manage time effectively in a remote environment
• Strong attention to detail and accuracy in data entry and calculations
• Comfortable working with spreadsheets (Excel/Google Sheets) for tracking and reporting
• Reliable internet connection and a dedicated remote workspace

Preferred Qualifications

We're happy to train the right candidate on the items below - prior experience is a plus but not required.

• Experience with payroll billing models (per-employee, per-payroll-run, or tiered pricing structures)
• Experience with Prism payroll platform
• Experience with collections or accounts receivable follow-up
• Experience working with US-based or international companies
• Comfortable using AI tools (e.g., Claude, ChatGPT, Copilot) to improve efficiency and accuracy in day-to-day billing work

Preferred Attributes

• Comfortable working across time zones
• Self-motivated with strong organizational and follow-up skills
• Eager to learn and grow within a finance/accounting support role