Position Overview
We are seeking a highly experienced and proactive Senior Accounts Receivable & Billing Specialist to own and optimize our end-to-end accounts receivable function. This role is critical to maintaining our company's financial health by ensuring accurate billing, timely cash collection, and exceptional customer-facing finance support.The ideal candidate is a detail-oriented professional with a strong background in SaaS/subscription billing and a proven track record of managing AR for U.S. clients. You will be the go-to expert for all billing inquiries, revenue reporting, and sales commission processing, acting as a vital link between our customers, sales partners, and the finance team.
Key Responsibilities
- Accounts Receivable & Cash Collection Management
- End-to-End AR Ownership: Manage the entire AR lifecycle, from invoice generation and distribution to payment application, deduction management, and bank reconciliation.
- Proactive Collections: Implement and execute a structured collections strategy for overdue invoices from U.S. clients using email, phone calls, and system-generated reminders to secure timely payments and reduce Days Sales Outstanding (DSO).
- Billing Operations & Configuration: Ensure 100% accuracy in billing setups within our accounting system, configuring recurring and one-time charges based on contract terms for our subscription-based services.
- Customer Billing Support: Serve as a primary finance contact, resolving complex billing inquiries via email and chat. Expertly explain itemized charges, subscription plans, and contract terms.
- Dispute & Deduction Resolution: Investigate and resolve payment discrepancies, process refunds, and manage overpayments according to company policy.
- Enforcement Actions: Manage late payment penalties and coordinate account suspension procedures for non-payment when necessary.
- Financial Reporting, Analysis & Partner Management
- Sales Commission Administration: Take full ownership of the sales commission process, including data validation, calculation, file preparation, and disbursement.
- Partner Management: Generate detailed partner performance reports, analyze data to track against targets, and resolve billing-related issues.
- Advanced Data Analysis & Reporting: Utilize expert-level Excel/Google Sheets skills to build, maintain, and automate complex financial reports, aging analyses, cash flow forecasts, and management dashboards.
Required Qualifications & Experience
- Bachelor's degree in Accounting, Finance, Commerce, or related field
- 5+ years of progressive experience in Accounts Receivable, Billing, or Finance Support roles
- Minimum 1+ years providing professional customer support via email/chat in a finance context
- Proven experience working directly with U.S. or Canadian clients
- Demonstrable experience managing AR for a SaaS company or subscription-based business model
Technical & Functional Expertise
Accounting Systems & Tools
- Essential: Expert, hands-on proficiency with Xero (non-negotiable requirement)
- Preferred: Experience with QuickBooks, NetSuite, Sage, or similar platforms
- Payment Processors: Practical experience with Stripe, PayPal, Square, or similar gateways
- Support Platforms: Familiarity with Zendesk, Freshdesk, Helpscout, or similar help desk software
Advanced Excel & Google Sheets Proficiency
Lookup & Reference Functions
Core Formula Mastery - Must Demonstrate Expert-Level Competency:
- XLOOKUP / VLOOKUP / HLOOKUP for data matching across multiple datasets
- INDEX(MATCH) combinations for advanced, flexible lookups
- FILTER, SORT, UNIQUE for dynamic data manipulation
- INDIRECT for flexible cell referencing in reporting templates
Logical & Conditional Functions
- Nested IF statements with AND/OR for complex decision logic
- IFS, SWITCH for streamlined conditional evaluations
- IFERROR / IFNA for clean error handling in financial models
Statistical & Summary Functions
- SUMIFS, COUNTIFS, AVERAGEIFS for conditional aggregation
- SUMPRODUCT for weighted calculations and complex array operations
- AGGREGATE for ignoring errors in summary calculations
Date & Time Intelligence
- EDATE, EOMONTH for subscription date calculations
- NETWORKDAYS, WORKDAY for business-day calculations
- DATEDIF for aging calculations and contract duration analysis
Text & Data Manipulation
- TEXT functions for formatting financial data
- CONCATENATE / TEXTJOIN for creating unique identifiers
- LEFT, RIGHT, MID, FIND for parsing invoice numbers and codes
Specialized AR & Billing Applications
- Aging Analysis: Building formulas to categorize receivables into 30-60-90+ day buckets using date functions and conditional logic
- Cash Forecasting: Creating rolling cash collection projections using historical payment pattern analysis
- Commission Calculations: Developing tiered commission structures with nested IF statements or SUMPRODUCT formulas
- Proration Logic: Designing formulas for mid-cycle subscription upgrades/downgrades and partial period billing
- Deduction Tracking: Building reconciliation models to match payments to multiple invoices and track short-pays
- Churn Analysis: Calculating customer retention metrics and renewal probabilities
Reporting & Automation
- PivotTables & PivotCharts: Creating dynamic aging summaries, customer payment analysis, and revenue recognition reports
- Data Validation: Implementing drop-down lists and input restrictions for data integrity
- Conditional Formatting: Using formulas within conditional formatting to highlight overdue accounts, payment trends, and exceptions
- Array Formulas: Leveraging ARRAYFORMULA (Google Sheets) or dynamic arrays (Excel) for automated calculations across entire datasets
- Named Ranges & Structured References: Creating maintainable, readable financial models
- Query Functions: Using QUERY (Google Sheets) or POWER QUERY (Excel) for advanced data transformation and consolidation
Skills: zendesk,accounts receivable,freshdesk,xlookup,xero,quickbooks,netsuite
