A Billing Specialist plays a crucial role in the financial operations of any organization. This professional is responsible for managing billing processes, ensuring accurate invoicing, and addressing any discrepancies that arise.
They collaborate closely with various departments, such as sales and accounting, to maintain up-to-date billing records and facilitate seamless transactions. A successful Billing Specialist not only possesses strong analytical skills but also demonstrates exceptional attention to detail, communication skills, and proficiency in relevant software.
This template provides a clear outline of the responsibilities and qualifications needed for a Billing Specialist, making it easier for you to attract the right candidates to your team.
As a Billing Specialist, you will manage the complete billing process, from generating invoices to processing payments.
- •Generating, reviewing, and sending invoices in a timely manner.
-Monitoring accounts receivable and resolving any billing disputes.
- •Collaborating with the sales and accounting teams to ensure accurate billing records.
- •Maintaining and updating customer billing information.
- •Performing regular audits to ensure compliance with financial regulations.
- •Assisting in the preparation of financial reports and forecasts.
Candidates for the Billing Specialist position should meet the following qualifications:
- •Associate's degree in finance, accounting, or a related field (Bachelor's preferred).
- •Proven experience in billing or account management.
- •Strong attention to detail and accuracy.
- •Proficiency in billing software and Microsoft Office, particularly Excel.
- •Excellent communication and interpersonal skills.
- •Ability to work independently and manage multiple tasks simultaneously.
Billing Specialists typically work in an office setting, either in-house or remotely. Your work hours will generally align with standard business hours, and you may occasionally need to assist with special projects outside of regular hours.
The role involves sitting for extended periods while using computers and other office equipment.
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Key Responsibilities
Below are 7 prioritized responsibilities, with frequency and measurable expectations, showing how each task supports team and company goals.
- •Process and post invoices accurately (Daily)
- •Enter or upload 50–200 invoices/claims per day depending on company size; verify pricing, tax, and customer terms to maintain ≥99% posting accuracy. Accurate posting speeds collections and prevents revenue leakage.
- •Manage accounts receivable and collections (Daily/Weekly)
- •Monitor aging reports, contact customers with 30–90+ day balances, and reduce Days Sales Outstanding (DSO) by targeted amounts (e.g., 3–5 days per quarter). Timely follow-up improves cash flow and forecast reliability.
- •Reconcile billing ledger and perform monthly close support (Weekly/Monthly)
- •Reconcile totals to the general ledger and bank deposits; complete month-end support within 3 business days of month close. This ensures financial reports match operational results.
- •Resolve billing disputes and denials (Daily/Weekly)
- •Investigate and clear 80–95% of customer disputes within 10 business days by pulling contracts, proof-of-delivery, or claim notes. Fast resolution preserves customer relationships and recovers revenue.
- •Maintain pricing, contract, and master data accuracy (Weekly/As needed)
- •Update customer pricing and contract terms in the billing system; run spot checks to keep pricing error rate under 1%. Correct master data prevents recurring billing mistakes.
- •Support audits and compliance (As needed/Quarterly)
- •Prepare documentation for internal and external audits, ensuring billing policies meet regulatory standards (e.g., HIPAA for healthcare). Good documentation reduces audit findings and fines.
- •Improve processes and report performance (Monthly/Strategic)
- •Track KPIs (invoice cycle time, denial rate, collection %), propose one process improvement per quarter that can cut processing time or error rate by measurable amounts.
Actionable takeaway: Prioritize daily posting and collections, reconcile monthly, and document disputes—these steps directly improve cash flow and reduce errors.
Required Qualifications
Technical skills
- •Billing systems (must): Proficient in systems such as QuickBooks, NetSuite, or Epic; used daily to generate invoices, post payments, and run aging reports. Ability to configure invoices and correct master data.
- •Spreadsheets & reporting (must): Advanced Excel (VLOOKUP, pivot tables, basic macros). Use to reconcile batches, analyze aging buckets, and build KPI dashboards that track DSO and denial rates.
- •EDI and payment platforms (nice-to-have): Experience with EDI 837/835 or payment gateways; helps automate remittances and reduce manual entry by 30–70%.
Soft skills
- •Attention to detail (must): Catch pricing or coding errors that otherwise cause revenue loss. Expect accuracy >99% on postings.
- •Communication (must): Explain billing status to customers and internal teams clearly; handle 10–20 customer calls/emails per day to resolve issues.
- •Problem-solving (must): Trace root causes of recurring denials and implement fixes that lower denial rates by measurable amounts.
Education & certifications
- •High school diploma or equivalent (must); Associate’s degree in accounting or finance preferred.
- •Certifications (nice-to-have): Certified Professional Biller (AAPC CPB) or Certified Billing and Coding Specialist (CBCS) — useful for healthcare billing roles.
Experience requirements
- •2+ years billing/accounting experience (must): Demonstrated work with monthly close processes, reconciliations, and AR collections.
- •Industry-specific experience (nice-to-have): 1–3 years in healthcare, SaaS, or utilities billing where familiarity with CPT/ICD codes, subscription billing, or usage-based invoicing is required.
Actionable takeaway: Hire candidates with strong billing-system skills and Excel, proven accuracy, and 2+ years of hands-on billing experience; prefer industry-specific knowledge and relevant certifications.