Billing and Accounting Specialist

DocTract is a modern, AI-enabled SaaS Policy Management platform helping organizations manage, govern, review, approve, publish, search, and distribute policies and procedures across their workforce. We serve organizations of all sizes, with particular strength in regulated industries such as healthcare, financial services, higher education, government, energy, and other policy-intensive environments. Our customers use DocTract to replace manual processes, SharePoint-based policy libraries, and legacy Policy Management systems with a modern, easy-to-use platform designed specifically for policy governance. We are growing and looking for a detail-oriented Billing and Accounting Specialist to join our Cary, NC office and help support accurate, timely, and scalable financial operations. About the Role DocTract is seeking a Billing and Accounting Specialist to own core day-to-day billing, renewal invoicing, accounts receivable, payment application, sales tax coordination, and QuickBooks Online accounting operations. This is a hands-on, detail-heavy role for someone who takes pride in accuracy, follow-through, and clean financial records. You will help ensure customer invoices are accurate and sent on time, renewal billing is handled carefully, payments are applied correctly, accounts receivable remains current, and accounting activity is properly documented in QuickBooks Online. This role is not a CFO role, controller role, or passive data-entry role. Month-end close, tax filings, financial statement preparation, and owner-related accounting are handled by an external accounting firm. The focus of this position is practical accounting operations: invoices, renewals, payments, A/R, sales tax support, reconciliations, and clean financial records. What You’ll Achieve Prepare, issue, and send customer invoices accurately and on time. Support renewal billing and renewal invoice preparation. Help track renewal activity and ensure renewal invoices are processed correctly. Review customer orders and billing details for accuracy before invoicing. Identify billing discrepancies, missing information, or inconsistencies before invoices are sent. Coordinate with internal teams to confirm customer billing details, renewal amounts, purchase orders, and billing contacts. Help ensure recurring SaaS billing activity is accurate, timely, and well documented. Support payment follow-up on renewal and customer invoices. Accounts Receivable, Payments & Collections Track incoming customer payments. Apply and reconcile customer payments in QuickBooks Online. Monitor accounts receivable aging. Send professional past-due notices and follow up on outstanding balances. Maintain accurate customer billing and payment records. Respond to routine customer billing questions as needed. Accounting Operations & QuickBooks Online Perform daily accounting and bookkeeping activities in QuickBooks Online. Enter and maintain customer invoices and related transaction records. Attach invoices and supporting documentation to transactions. Assign expenses to appropriate general ledger accounts. Reconcile bank and credit card activity. Support prepaid expense and deferred revenue entries. Assist with accounting data preparation for the external accounting firm. Keep QuickBooks Online accurate, organized, and current. Support accurate sales tax treatment on customer invoices. Work with Avalara-related sales tax workflows. Track taxable and non-taxable transactions. Collect, maintain, and organize tax-exempt certificates. Assist with documentation needed for state registrations, filings, and sales tax review. Accounts Payable & Expense Support Process vendor invoices and recurring bills as needed. Maintain vendor records and payment history. Track and resolve billing discrepancies with vendors. Support accurate expense categorization and documentation. Reporting & Coordination Provide accurate financial data to leadership and the external accounting firm. Support reporting requests and ad-hoc accounting projects. Collaborate with internal teams to ensure billing and financial accuracy. Maintain strong documentation standards and internal process discipline. What You’ll Bring 5+ years of accounting, bookkeeping, billing, or accounting operations experience. Strong hands-on experience with QuickBooks Online. Experience with customer invoicing, accounts receivable, payment application, and collections follow-up. Experience supporting sales tax workflows. Strong attention to detail and accuracy. Ability to review orders, invoices, payments, and customer billing details carefully. Solid understanding of general accounting principles. Strong organizational and time-management skills. Ability to manage multiple priorities and meet deadlines. Strong written and verbal communication skills. Ability to work independently and elevate discrepancies appropriately. Highly Valued Experience in SaaS, technology, or professional services environments. Experience with subscription billing or renewal billing. Experience with Avalara. Familiarity with deferred revenue and prepaid expenses. Familiarity with multi-state sales tax environments. Experience working alongside external accounting firms. Associate’s or Bachelor’s degree in Accounting, Finance, or a related field. Medical, Dental, and Vision Insurance. 401(k) Plan with 401(k) Matching. Paid Time Off and Paid Holidays. Life, Short-Term, and Long-Term Disability Insurance. Why Join DocTract? DocTract is a focused SaaS company with a mature product, strong customer traction, and growing enterprise opportunity. Our platform solves a real operational problem for organizations that need accurate, current, governed, searchable policies and procedures. This role is a strong fit for someone who wants ownership, precision, and meaningful responsibility inside a small, growing SaaS company. You will not be buried in layers of process. You will directly support the billing, renewals, accounts receivable, sales tax, and accounting operations that help the company scale cleanly and serve customers well. If you are an experienced accounting operations professional who is highly accurate, organized, dependable, and comfortable owning SaaS billing, renewals, A/R, and QuickBooks Online activity, we would like to talk with you. #J-18808-Ljbffr DocTract