Billing Analyst

Description

Position Summary

The Billing Analyst produces accurate, complete, and timely customer invoices across multiple entities, billing types, and systems. The role is responsible for getting the invoice right the first time — validated against the contract, purchase order, and supporting documentation — because a defective invoice is the single largest driver of downstream collection delay. The analyst manages customer AP and procurement portal submission, resolves routine billing disputes, and produces compliance-driven billing such as certified payroll reporting. The role is expected to work analytically and use AI-assisted tooling to raise first-pass accuracy and speed, while retaining personal accountability for what gets released. It operates across Sage, NetSuite, Salesforce, and QuickBooks in an environment where billing practice varies by branch, and therefore requires a high tolerance for ambiguity.

Key Responsibilities

Invoicing

• Generate accurate, timely invoices across service, equipment, time-and-material, and project/contract billing types.
• Review contracts, purchase orders, technician notes, and quotes to determine correct billable amounts.
• Validate invoices against supporting documentation and required customer formats before release.
• Process billing within Sage, NetSuite, and QuickBooks; ensure correct entity, mapping, and revenue coding.

Portals & Customer AP

• Submit and manage invoices through customer AP and procurement portals; maintain credentials and format compliance.
• Monitor portal rejections and resubmit corrected invoices; track submission-to-acceptance status.

Disputes & Compliance

• Research and resolve routine billing disputes, short-pays, and documentation requests with customer AP contacts.
• Prepare certified payroll reporting and other compliance-driven billing deliverables.
• Issue credits and rebills with appropriate approval and audit trail.

Data, Analytics & AI

• Use AI tooling in the daily cycle: apply AI-assisted extraction to pull billable terms from contracts, POs, quotes, and technician notes, and AI-assisted review to catch invoice anomalies before release.
• Own what you release: treat AI-extracted amounts and AI-drafted correspondence as drafts — confirm against source documents. The invoice is the analyst’s responsibility, not the tool’s.
• Analyze the failures: track first-pass accuracy, portal rejection reasons, and dispute causes; use the data to make the case for upstream fixes.
• Flag upstream defects: route contract, PO, and customer master data problems to the responsible owner rather than absorbing the rework.

Requirements

Required

• High school diploma required; Associate or Bachelor’s in Accounting, Finance, or Business preferred.
• 2–4 years of commercial billing or invoicing experience (not medical/claims billing).
• Hands-on ERP billing experience (Sage, NetSuite, or comparable); intermediate Excel (pivot tables, VLOOKUP).
• Strong data and analytical skills — able to build the analysis, spot the pattern, and defend a conclusion, not just produce a report.
• Working fluency with AI tools and willingness to use them to raise accuracy and throughput — with the judgment to verify AI output before it is relied on.
• Experience submitting invoices through customer AP or procurement portals.
• High attention to detail and the discipline to work a high volume of time-sensitive billing accurately.
• High tolerance for ambiguity — able to operate and prioritize with incomplete information and undefined process.

Preferred

• Exposure to multiple platforms among Sage, NetSuite, Salesforce, and QuickBooks.
• Experience with AI-assisted document extraction, OCR, or automated invoice QA tooling.
• Construction, field service, or equipment/contract billing background.
• Certified payroll, AIA (G702/G703), or prevailing-wage billing experience.