Billing Specialist

Role Description

The Billing Specialist plays a critical role in ensuring invoices are created accurately, submitted on time, and comply with each client's billing requirements. This position supports a high-volume billing environment, processing approximately 25–50 invoices per day while maintaining exceptional accuracy and attention to detail.

The ideal candidate has at least 2 years of billing experience, enjoys working with details, communicates professionally with both internal and external partners, and is comfortable managing multiple priorities simultaneously.

This role works closely with Sales, Creator Managers, Business Affairs, Finance, and Accounts Receivable to ensure invoices are issued correctly and customers have everything needed to process payments efficiently.

Key Responsibilities

• Invoice Processing
  • Create and issue customer invoices accurately through QuickBooks Online.
  • Process approximately 25–50 invoices daily while maintaining a high level of accuracy.
  • Review supporting documentation to ensure invoices meet contractual and customer-specific requirements.
  • Verify pricing, campaign details, purchase order numbers, payment terms, and required billing information before submission.
  • Submit invoices through customer-preferred channels, including email and customer payment portals.
• Invoice Maintenance & Adjustments
  • Edit invoices as requested due to campaign changes, customer requirements, purchase order updates, or billing corrections.
  • Reissue revised invoices promptly while maintaining proper documentation.
  • Coordinate with internal teams to resolve billing discrepancies before invoices are sent.
• Customer & Vendor Administration
  • Complete customer vendor forms and onboarding documentation.
  • Maintain customer billing profiles and update billing contacts when necessary.
  • Upload required tax forms, W-9s, banking information, insurance certificates, and supporting documentation when requested.
  • Assist customers with billing setup requirements and maintain vendor compliance documentation.
• Customer Portal Management
  • Upload invoices into customer procurement and payment portals.
  • Monitor invoice submission status and resolve portal errors or rejected invoices.
  • Ensure invoices meet each customer's formatting and documentation requirements.
• Billing Support
  • Respond to customer billing inquiries in a professional and timely manner.
  • Provide invoice copies, supporting documentation, payment confirmations, and revised invoices as requested.
  • Partner with the Accounts Receivable team to resolve billing issues that may delay collections.
• Documentation & Process Improvement
  • Maintain organized billing records and customer documentation.
  • Document customer-specific billing instructions and submission requirements.
  • Identify opportunities to improve billing workflows and increase operational efficiency.
  • Assist in developing standardized billing procedures as the company continues to grow.

Qualifications

• 2+ years of experience in Billing, Accounts Receivable, or a related accounting role.
• Experience processing a high volume of invoices.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills in English.
• Experience using QuickBooks Online preferred.
• Comfortable learning customer procurement and payment portal systems.
• Proficient in Microsoft Excel and Google Sheets.
• Ability to prioritize multiple deadlines in a fast-paced environment.
• Self-motivated, dependable, and able to work independently in a remote setting.

Preferred Qualifications

• Experience working with customer vendor portals and procurement systems.
• Experience in an agency, media, marketing, or professional services environment.
• Familiarity with W-9 forms, vendor onboarding, and customer compliance documentation.
• Experience supporting Accounts Receivable or Finance teams.