Torchora
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Key Responsibilities and Required Skills for Billing Administrator

💰 $40,000 - $65,000

FinanceAccountingBillingAccounts Receivable

🎯 Role Definition

The Billing Administrator is responsible for end-to-end billing operations: producing accurate invoices, posting payments, resolving billing disputes, maintaining accounts receivable aging, and ensuring compliance with contract terms and company policies. This role partners with revenue operations, sales, contracts, and customer service teams to ensure timely cash application, accurate revenue recognition inputs, and continuous process improvement. Ideal candidates combine strong technical proficiency in ERP/billing platforms, advanced Excel skills, attention to detail, and the communication skills needed to manage internal and external stakeholders.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Billing Clerk / Billing Specialist
  • Accounts Receivable Clerk
  • Customer Service Representative (with billing duties)

Advancement To:

  • Senior Billing Administrator
  • Billing Supervisor / Billing Manager
  • Accounts Receivable Manager
  • Revenue Analyst / Revenue Operations Manager

Lateral Moves:

  • Collections Specialist
  • Revenue Operations Analyst
  • Contract Administrator

Core Responsibilities

Primary Functions

  • Generate, validate, and distribute customer invoices on a recurring schedule (monthly/quarterly/annual) and ad-hoc, ensuring accuracy against contracts, purchase orders, time/expense entries, pricing matrices, and agreed rates.
  • Review and reconcile billing data between internal systems (CRM, time & expense, project management) and the ERP/billing system to ensure invoice integrity prior to distribution.
  • Post customer payments and adjustments in the accounting system daily, apply cash receipts accurately to invoices, and maintain proper cash application documentation.
  • Manage the accounts receivable aging process by monitoring outstanding invoices, preparing aging reports, and executing follow-up activities to reduce DSO (Days Sales Outstanding).
  • Investigate and resolve billing disputes and chargeback requests end-to-end: research transaction history, coordinate with Sales/Customer Success, propose corrective invoices or credit memos, and document resolutions.
  • Prepare and process credit memos, debit memos, refunds, and billing adjustments in accordance with company policies and approval matrices; ensure proper GL treatment and reconciliation.
  • Maintain and update customer billing information, including billing contacts, billing frequency, invoicing addresses, billing cycles, tax IDs, and payment terms in the ERP or billing platform.
  • Execute month-end and quarter-end billing close activities, including cutoff invoice runs, deferred revenue support, and journal entry preparation for the finance team.
  • Perform daily, weekly, and monthly reconciliations between sub-ledgers and the general ledger, identifying and resolving differences with clear audit trails.
  • Support revenue recognition processes by providing billing schedules, contract billing terms, and exception reporting required by the accounting team and auditors.
  • Develop and maintain standardized billing templates, invoice formats, and descriptive line-item narratives that comply with internal policies and customer contractual requirements.
  • Implement and maintain internal controls for billing workflows—segregation of duties, approvals, access control, and exception handling—to support SOX, internal audit, and external audit requirements.
  • Collaborate with Sales, Contracts, Legal, and Customer Success to review contract terms, billing milestones, discounts, and rate changes to ensure invoices reflect contractual obligations.
  • Execute billing rate validation and price changes for renewals and amendments, including one-time and recurring charges, prorations, and multi-currency conversions where applicable.
  • Maintain billing system configuration and master data hygiene: chart of accounts mapping, tax codes, payment terms, and revenue codes to reduce invoice errors and processing time.
  • Prepare and deliver routine and ad-hoc billing reports and KPIs to leadership—aging reports, DSO reconciliation, billing error rates, unapplied cash, and monthly billing volume.
  • Support collections activities by preparing customer statements, initiating polite but firm collection outreach, coordinating payment plans, and handing off delinquent accounts to Collections/Legal as necessary.
  • Monitor and resolve returned or failed payments (ACH declines, credit card chargebacks), coordinating with payments teams and banks to reprocess payments and minimize write-offs.
  • Lead and participate in billing system implementations, upgrades, and process improvement projects; design test scenarios, validate data migration, and document new processes.
  • Provide high-quality customer service on billing inquiries—respond to email and phone requests, escalate complex issues, and follow through until resolution while maintaining SLA expectations.
  • Track and analyze billing discrepancies, root causes, and trends; propose and implement corrective actions and automation opportunities to reduce manual interventions and error rates.
  • Assist with tax compliance for billing operations: collect and validate tax jurisdiction data, administer sales tax/VAT settings, and support tax audits and filings as required.
  • Maintain comprehensive billing documentation, SOPs, and training materials; onboard and train new billing staff to ensure consistent execution of billing processes.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis related to billing, AR trends, and revenue leakage.
  • Contribute to the organization's billing strategy, including automation roadmaps, process standardization, and vendor/e-invoicing selection.
  • Collaborate with business units to translate billing issues into system requirements and create functional specifications for IT projects.
  • Participate in sprint planning and agile ceremonies during billing system implementations and enhancements, and assist in user acceptance testing (UAT).
  • Provide backup coverage for related accounts receivable and collections tasks during peak periods or team absences.
  • Assist finance and audit teams with documentation requests and audit evidence during internal and external reviews.

Required Skills & Competencies

Hard Skills (Technical)

  • Accounts Receivable & Invoice Processing: Proficient in end-to-end invoicing, credit memos, adjustments, and cash application workflows.
  • ERP / Billing Systems: Hands-on experience with NetSuite, SAP, Oracle Cloud, QuickBooks, Zuora, or similar billing platforms; ability to navigate and configure standard billing modules.
  • Advanced Excel: Strong ability with VLOOKUP/XLOOKUP, INDEX/MATCH, PivotTables, IF statements, and data cleaning for reconciliation tasks.
  • Payment Processing & Gateways: Familiarity with ACH, wire transfers, credit card processing, merchant services, and payment posting best practices.
  • Reconciliation & GL Knowledge: Ability to reconcile sub-ledgers to the general ledger and prepare supporting documentation for journal entries.
  • Revenue Recognition Support: Understanding of contract billing impacts on revenue recognition and ability to provide required billing schedules and backup.
  • Billing Compliance & Tax: Experience applying sales tax, VAT settings in billing systems and supporting tax compliance activities.
  • Data Analysis & Reporting: Ability to produce billing KPIs, aging analysis, trend reports, and root-cause analysis using Excel and/or BI tools.
  • Billing Automation & Integrations: Experience with integrations between CRM/PSA/time systems and billing modules; knowledge of APIs and basic data mapping.
  • Documentation & SOPs: Create and maintain Standard Operating Procedures, billing workflows, and audit-ready documentation.

Soft Skills

  • Attention to Detail: Meticulous approach to prevent billing errors and protect revenue.
  • Communication: Clear, professional written and verbal communication with customers and internal partners; able to explain complex billing issues simply.
  • Customer Service Orientation: Empathetic but firm in resolving disputes and collecting outstanding balances while protecting client relationships.
  • Problem Solving: Analytical mindset to investigate discrepancies, identify root causes, and implement corrective actions.
  • Time Management & Prioritization: Ability to manage high-volume billing cycles, month-end tasks, and ad-hoc priorities under deadlines.
  • Collaboration: Strong ability to work cross-functionally with Sales, Legal, Finance, IT, and Customer Success.
  • Adaptability: Comfortable working through system changes, policy updates, and evolving billing requirements.
  • Integrity & Confidentiality: Handles sensitive financial and customer data with discretion and compliance with company policies.
  • Initiative & Continuous Improvement: Proactively recommends process improvements and automation opportunities.
  • Organization: Maintain meticulous records and follow up to closure on unresolved billing items.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; relevant certifications or coursework in accounting or bookkeeping preferred.

Preferred Education:

  • Associate degree or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.

Relevant Fields of Study:

  • Accounting
  • Finance
  • Business Administration
  • Economics
  • Information Systems (for ERP/billing system roles)

Experience Requirements

Typical Experience Range:

  • 1–5 years in billing, accounts receivable, or revenue operations roles.

Preferred:

  • 3+ years of progressive experience in billing or accounts receivable within SaaS, professional services, telecom, healthcare, or high-volume billing environments.
  • Demonstrated experience with one or more ERP/billing systems (NetSuite, SAP, Oracle, Zuora, QuickBooks).
  • Experience supporting month-end close, reconciliations, and audit requests.
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