Billing Specialist

    full-time
    full-time
    remote
    Posted July 8, 2026

    Job Description

    The Billing Specialist is responsible for managing the complete billing and collections lifecycle, including:

    • Pre-billing preparation
    • Invoice generation
    • Payment processing
    • Trust and retainer management
    • Accounts receivable
    • Collections
    • Financial reporting

    This position serves as the financial gatekeeper of the firm by ensuring invoices are accurate, trust accounts remain compliant, and outstanding receivables are actively managed.

    The role requires excellent judgment, exceptional attention to detail, and professional client communication while strictly avoiding legal advice or case strategy discussions.

    Key Responsibilities

    Billing & Invoicing

    • Collect and accurately record client-advanced costs and expenses

    • Generate pre-billing drafts twice monthly for attorney and paralegal review

    • Review time entries for:

      • Completeness
      • Proper narrative detail
      • Billing guideline compliance

    • Generate and distribute final invoices according to client billing arrangements

    • Reconcile incoming payments against invoices

    • Post transactions accurately into the practice management system

    • Maintain organized, audit-ready billing documentation

    • Flag write-offs, discounts, or unusual billing patterns for Director of Operations approval

    Payments, Retainers & Trust Management

    • Process client payments through:

      • Credit cards
      • ACH
      • Checks
      • Trust transfers

    • Monitor trust and retainer balances

    • Initiate replenishment requests before balances fall below required minimums

    • Manage auto-payment and auto-replenishment enrollments

    • Troubleshoot payment failures

    • Contact clients regarding:

      • Late payments
      • Declined payments
      • Missing payments

    • Negotiate standard payment arrangements within approved company guidelines

    • Escalate non-standard payment arrangements for written approval

    • Maintain complete audit trails for all trust transactions

    Accounts Receivable & Collections

    • Monitor Accounts Receivable aging weekly

    • Prioritize collection efforts based on:

      • Outstanding balance
      • Days outstanding

    • Execute the firm's collections process:

      • Courtesy reminders
      • Formal notices
      • Collection letters

    • Notify leadership when accounts exceed one billing cycle without payment

    • Prepare collection letters

    • Document all communication attempts

    • Coordinate delinquent accounts with third-party collection agencies

    • Manage case withdrawal processes resulting from non-payment

    • Coordinate file preparation with assigned attorneys

    Client & Internal Support

    • Respond promptly to billing inquiries
    • Resolve billing disputes
    • Coordinate chargebacks and refund requests
    • Partner with the Bookkeeper or Accounting department to reconcile billing discrepancies
    • Document all billing-related client interactions within the case management system
    • Support month-end and year-end financial close activities

    Reporting & Analytics

    • Produce monthly A/R aging reports by the fifth business day of each month

    • Track and report:

      • Pre-billing completion
      • Invoice accuracy
      • Collections performance

    • Maintain visibility of trust and retainer compliance across active matters

    • Identify trends including:

      • Repeat late payers
      • Disputed invoices
      • Aging receivable concentration

    • Report findings to leadership

    Financial Stewardship & Compliance

    • Ensure trust accounting compliance across all matters
    • Prevent trust balances from falling below required minimums
    • Protect firm cash flow by maintaining healthy Accounts Receivable
    • Help ensure attorneys and paralegals only work on financially compliant matters

    Additional Responsibilities

    • Assist with billing-related special projects
    • Support fee agreement audits
    • Assist with billing software migrations
    • Perform bulk retainer reconciliations
    • Support new client billing setup
    • Recommend process improvements
    • Stay current with applicable state bar trust accounting regulations

    Qualifications

    Required

    • Associate's degree required

    • Bachelor's degree in Accounting, Finance, or Business preferred

    • Minimum two years of professional billing experience

    • Law firm billing experience strongly preferred

    • Experience using accounting and practice management software

    • Working knowledge of:

      • Trust accounting (IOLTA)
      • Pre-billing workflows

    • Strong business writing and proofreading skills

    • Excellent organizational skills

    • High attention to detail

    • Comfortable using AI tools such as ChatGPT or Claude for research, drafting, and workflow efficiency

    Core Competencies

    • Professional communication
    • Financial accuracy
    • Attention to detail
    • Sound judgment
    • Confidentiality
    • Organization
    • Integrity
    • Client service
    • Ownership
    • Regulatory compliance

    Typical Work Day

    • Review overnight payments, declined transactions, and trust balance alerts
    • Process payments and reconcile trust ledger entries
    • Work the Accounts Receivable aging list through client outreach
    • Prepare and finalize pre-billing drafts
    • Respond to client billing inquiries
    • Resolve billing disputes and refund requests
    • Update the case management system
    • Prepare Accounts Receivable and trust compliance reports
    • Escalate exceptions to the Director of Operations

    Typical Workweek

    • Monday

      • Review Accounts Receivable aging
      • Plan weekly collections outreach

    • Tuesday

      • Process payments
      • Monitor trust replenishments

    • Wednesday

      • Prepare pre-billing cycles
      • Provide billing support

    • Thursday

      • Follow up on collections
      • Send escalation letters
      • Resolve billing disputes

    • Friday

      • Reporting
      • Reconciliations
      • Documentation cleanup
      • Weekly planning

    Approximate Time Allocation

    • Billing & Invoicing — 30%
    • Payments & Trust Management — 25%
    • Accounts Receivable & Collections — 25%
    • Client & Internal Support — 20%

    Performance Evaluation

    Performance is reviewed monthly by the Director of Operations.

    Trust account compliance is considered a zero-tolerance metric due to regulatory requirements.

    Key Performance Indicators (KPIs)

    • Complete 24 pre-billing cycles annually (twice per month)
    • Deliver all monthly A/R aging reports by the fifth business day
    • Maintain aged Accounts Receivable below 12% of total outstanding billings
    • Collect at least 15% of outstanding aged Accounts Receivable each week
    • Maintain zero active matters with trust or retainer balances below required minimums for more than 14 days without an approved exception or withdrawal process

    Software & Tools

    • Practice Management Systems (Clio, MyCase, PracticePanther, or similar)
    • Trust accounting software
    • LawPay or similar legal payment processing platforms
    • QuickBooks Online
    • Bill.com or similar Accounts Receivable tools
    • ACH and credit card payment gateways
    • Firm email system
    • VoIP phone system
    • Secure document repository
    • ChatGPT or Claude for workflow productivity

    90-Day Onboarding Plan

    Phase 1: Foundations (Days 1–30)

    During the first month, the Billing Specialist will:

    • Receive system access for billing, trust accounting, and case management platforms
    • Shadow a complete pre-billing cycle
    • Learn trust replenishment procedures
    • Review trust accounting policies
    • Learn collections escalation procedures
    • Complete AI productivity tool orientation

    Phase 2: Guided Ownership (Days 31–60)

    During this phase, the Billing Specialist will:

    • Independently process routine billing under supervision
    • Manage payment processing
    • Begin handling Accounts Receivable outreach for assigned accounts
    • Complete the first independent pre-billing cycle
    • Receive review and coaching from the Director of Operations

    Phase 3: Full Ownership (Days 61–90)

    By the end of the onboarding period, the Billing Specialist will:

    • Assume full ownership of the billing and collections lifecycle
    • Begin full KPI tracking
    • Participate in the first formal monthly performance review
    • Demonstrate independent ownership of daily financial operations

    Work Environment

    • Fully remote independent contractor position
    • Reliable high-speed internet required
    • Quiet, dedicated home office
    • Backup internet and power recommended
    • Work schedule aligned with U.S. business hours
    • Strict confidentiality when handling client financial information
    • Contractor-provided computer meeting company security requirements

    Final Notes

    The Billing Specialist is a critical member of the firm's financial operations, ensuring billing accuracy, protecting trust account compliance, and maintaining healthy cash flow.

    Success in this role is demonstrated through:

    • Accurate and timely billing cycles
    • Strong trust account compliance
    • Healthy Accounts Receivable performance
    • Efficient collections management
    • Excellent client communication
    • Organized financial documentation
    • High standards of confidentiality and regulatory compliance

    About the Company

    Our client is an established legal services firm serving both individual and business clients with a strong emphasis on:

    • Financial discipline
    • Client trust
    • Regulatory compliance
    • Revenue integrity
    • Ethical handling of client funds

    As the firm's caseload continues to grow, the company is expanding its dedicated billing and collections function to:

    • Protect cash flow
    • Maintain trust account compliance
    • Ensure accurate billing practices
    • Allow attorneys and paralegals to remain focused on legal work instead of administrative collections

    Job Summary

    Location

    remote

    Job Type

    full-time

    Department

    Accounting

    Posted Date

    July 8, 2026

    Interested in this position?

    Apply now and take the next step in your career journey.