Senior Billing Specialist

Senior Billing Specialist

The Senior Billing Specialist will play a critical role in the Homecare Homebase (HCHB) finance organization by ensuring customer billing is accurate, complete, timely, and properly reflected across Zuora and downstream accounting systems. Reporting to the Order-to-Cash leader, this role is responsible for executing subscription and services billing, validating contract-to-invoice accuracy, and ensuring credits, rebills, adjustments, and billing corrections are processed with the proper accounting impact in mind.

The ideal candidate is a detail-oriented billing professional with deep, hands-on Zuora billing expertise, strong accounting fundamentals, and sound judgment when processing invoices, credit memos, debit memos, write-offs, cancellations, amendments, renewals, and non-standard billing terms. This person can read contracts, ask the right questions before billing, explain how billing actions impact accounts receivable, revenue, deferred revenue, tax, and the general ledger, and partner cross-functionally to resolve issues before they affect customers or financial close.

Key Responsibilities:

1. End-to-End Billing Operations

• Own day-to-day, weekly, and monthly customer billing activities in Zuora for SaaS subscriptions, implementation fees, professional services, usage or overage charges, renewals, amendments, and one-time charges.
• Review executed contracts, order forms, amendments, renewals, cancellations, and customer requests to determine correct billing treatment before invoices are generated.
• Prepare, validate, and execute bill runs, invoice batches, credit memos, debit memos, rebills, and billing corrections in accordance with the billing calendar and approval policies.
• Ensure invoice data accuracy, including product, rate plan, quantity, term, service period, billing frequency, discounts, payment terms, bill-to and sold-to information, purchase order details, tax treatment, and invoice delivery requirements.
• Proactively identify billing errors, contract discrepancies, missing data, and system issues before invoices are delivered to customers.

2. Zuora Billing Expertise & Data Integrity

• Serve as a hands-on Zuora Billing subject matter expert for customer accounts, subscriptions, amendments, cancellations, ramp deals, rate plans, charge segments, invoice schedules, billing batches, credit memos, and debit memos.
• Maintain accurate customer, subscription, and billing data in Zuora and ensure the system reflects executed contract terms and approved billing policies.
• Troubleshoot Zuora bill run errors, invoice generation issues, credit memo processing issues, billing holds, failed integrations, and downstream ERP discrepancies.
• Partner with Accounting, Revenue Operations, and systems teams to ensure Zuora billing activity aligns with Oracle Fusion and related order-to-cash systems.
• Support Zuora enhancements, testing, data cleanup, and process improvements that improve billing accuracy, controls, and scalability.

3. Credits, Adjustments & Accounting Impact

• Evaluate and process customer credits, service credits, concessions, debit memos, rebills, refunds, cancellations, write-offs, and other billing adjustments in accordance with approval policies and documentation standards.
• Understand and explain the accounting impact of billing activity on accounts receivable, revenue, deferred revenue, contra-revenue, tax, and general ledger account mapping.
• Partner with Revenue Accounting or Technical Accounting before processing credits, adjustments, or non-standard billing items that may affect revenue recognition or financial reporting.
• Maintain clear audit-ready documentation, approvals, support, and rationale for all credits, rebills, write-offs, and adjustments.
• Identify root causes of recurring billing corrections and recommend controls or process changes to prevent repeat issues.

4. Month-End Close, Reconciliations & Controls

• Prepare billing-related month-end close support, including invoice and credit memo summaries, billing exception reports, billing accrual support, and reconciliations as required.
• Reconcile Zuora billing activity to Oracle Fusion and support tie-outs for accounts receivable, deferred revenue, unbilled items, billing holds, and open billing exceptions.
• Research and resolve billing discrepancies, failed bill runs, unprocessed charges, unapplied credits, and other exceptions within established close timelines.
• Support internal and external audit requests with complete, accurate, and timely billing documentation.
• Follow control requirements for approvals, segregation of duties, invoice review, credit memo review, data changes, and billing exception resolution.

5. Cross-Functional Partnership & Customer Support

• Work closely with Sales Operations, Legal, Customer Success, Implementations, Collections, FP&A, Revenue Accounting, and Accounting to resolve order-to-cash issues.
• Translate contract terms and billing requirements into clear actions for internal teams and ensure handoffs are complete before billing is processed.
• Investigate customer billing inquiries and disputes; provide accurate explanations, support, and resolution options in a professional and timely manner.
• Communicate risks, delays, and billing exceptions early so issues are resolved before they affect customers, cash collection, or financial close.
• Support cross-functional deal review for non-standard terms that affect billing setup, invoicing, credits, payment terms, or accounting treatment.

6. Process Improvement & Leadership

• Create, maintain, and improve SOPs, checklists, and controls for Zuora billing, credit memos, debit memos, rebills, amendments, cancellations, and month-end billing reporting.
• Recommend system and process improvements that reduce manual work, billing errors, customer disputes, and rework.
• Lead root-cause analysis for recurring billing issues and partner with systems and operations teams to implement durable fixes.
• Provide quality review, coaching, and support to Billing Specialists; set the standard for accuracy, documentation, accountability, and customer service.
• Help build a scalable billing function focused on operational excellence, compliance, timely execution, and continuous improvement.

Qualifications:

• Bachelor's degree in Accounting, Finance, Business, or a related field preferred; equivalent relevant work experience considered.
• 5+ years of billing, order-to-cash, accounts receivable, revenue operations, or subscription billing experience.
• 3+ years of hands-on Zuora Billing experience required, including subscriptions, amendments, bill runs, invoice schedules, credit memos, debit memos, and billing corrections.
• Experience in a SaaS, software, healthcare technology, or recurring revenue environment strongly preferred.
• Strong accounting fundamentals, including working knowledge of accounts receivable, revenue, deferred revenue, contra-revenue, credits, write-offs, taxes, and general ledger impacts.
• Ability to read and interpret contracts, order forms, renewals, amendments, cancellation terms, non-standard billing terms, and customer-specific billing requirements.
• Experience with Oracle Fusion Cloud or a comparable ERP system preferred.
• Advanced Excel skills and demonstrated experience reconciling large data sets across systems.
• Strong written and verbal communication skills, with the ability to explain billing and accounting issues to accounting and non-accounting stakeholders.
• High attention to detail, strong organization skills, and ability to meet deadlines in a high-volume, month-end close-driven environment.
• Experience supporting audits, maintaining internal controls, and documenting approvals and support for billing transactions preferred.
• Working knowledge of ASC 606 and partnership with Revenue Accounting preferred.

Leadership Competencies:

• Billing Precision: Delivers accurate, timely, and complete invoices and billing adjustments with a strong ownership mindset.
• Zuora Ownership: Demonstrates deep hands-on capability in Zuora and understands how configuration decisions affect billing results.
• Accounting Judgment: Understands how invoices, credits, write-offs, and adjustments affect revenue, AR, deferred revenue, tax, and the GL.
• Controls Mindset: Follows approvals, documentation standards, and audit-ready practices without sacrificing speed or service.
• Customer Orientation: Resolves billing inquiries with professionalism, clarity, and a focus on both accuracy and client experience.
• Cross-Functional Communicator: Partners effectively across Accounting, Sales Operations, Legal, Customer Success, Collections, and FP&A.
• Process Optimizer: Identifies recurring billing issues and improves processes, systems, checklists, and controls to prevent rework.
• Accountable Team Player: