Billing Operations Analyst

Description

Twin State Technical Services is seeking a detail-oriented, systems-minded Billing Operations Analyst to manage the accuracy and day-to-day execution of our billing operations.

This position plays a critical role in converting contracts, projects, employee time, vendor charges, purchase orders, and recurring services into complete and accurate client invoices. The Billing Operations Analyst will manage recurring billing activities, investigate discrepancies, coordinate corrections across departments, respond to client billing questions, monitor accounts receivable, and help maintain accurate customer and project information across company systems.

This is not a data-entry-only position. The right person will take ownership of the full billing workflow, understand how information connects across systems, question inconsistencies, and carry issues through resolution.

Billing and invoice operations

• Coordinate the monthly invoicing cycle from preparation through client delivery.
• Review draft invoices for accuracy, completeness, appropriate supporting detail, and consistency with contracts, quotes, purchase orders, project terms, and prior billing.
• Validate recurring and nonrecurring charges before invoices are sent.
• Investigate billing discrepancies and coordinate corrections with finance, project management, engineering, sales, managed services, and other internal teams.
• Maintain customer-specific billing notes, exceptions, and supporting documentation.
• Confirm that recurring-service clients and completed projects are billed appropriately.
• Respond to client questions and resolve billing issues professionally and promptly.

Time and project billing controls

• Review employee time entries for accurate client, project, task, billable, and non-billable classifications.
• Identify missing, inconsistent, or unclear entries and coordinate corrections with employees and managers.
• Review customer-facing time descriptions for clarity and professionalism.
• Prepare recurring time and payroll-related reports for leadership.
• Support the accurate setup, maintenance, and closure of customer projects in company systems.

Reconciliations and reporting

• Reconcile selected vendor and subscription charges against client billing records, purchase orders, and invoices.
• Research differences between vendor costs, quoted client pricing, recurring fees, and invoiced amounts.
• Review purchase orders for completeness and appropriate billing treatment.
• Prepare billing, time, receivables, and exception reports for leadership.
• Maintain accurate supporting records and documentation for billing activity.

Accounts receivable and payment support

• Monitor customer balances and follow up on past-due invoices.
• Document collection activity and escalate unresolved balances appropriately.
• Process and record checks, ACH transactions, and credit-card payments.
• Apply payments to the appropriate customer invoices.
• Support deposit preparation and reconciliation.

Systems and process administration

• Maintain accurate customer, project, contract, billing, and contact information across BigTime, QuickBooks, HaloPSA, SharePoint, and related systems.
• Onboard new customers and projects using approved contracts, scopes, quotes, and billing terms.
• Resolve billing-related tickets and follow requests through completion.
• Document procedures, recurring exceptions, and process changes.
• Identify opportunities to reduce errors, strengthen controls, and improve billing efficiency.

Additional responsibilities

• Process daily mail and deposits.
• Support employee merchandise-order administration.
• Assist with other finance and administrative priorities as business needs require.

Requirements

• Bachelor's degree in business, finance, or related field preferred and/or three (3) to five (5) years of billing, office management, or finance which provides the knowledge and skills necessary to perform the required tasks for this position.
• Experience working with accounting, billing, ERP, PSA, CRM, or ticketing systems.
• Ability to interpret contracts, quotes, purchase orders, rate information, and recurring-service charges.
• Strong written and verbal communication skills.
• Demonstrated accuracy, sound judgment, ownership, and follow-through.
• Ability to manage recurring daily, weekly, semi-monthly, and monthly deadlines.
• Experience with QuickBooks, BigTime, HaloPSA, SharePoint, or MSP billing is helpful but not required.
• An associate or bachelor’s degree in accounting, finance, business, or a related field is helpful. Equivalent relevant experience will be considered.
• Experience reviewing invoices, researching discrepancies, and resolving billing or account issues.
• Strong Excel skills, including sorting, filtering, formulas, reconciliations, and working with exported system data.