Billing Specialist

The Billing Specialist is responsible for preparing, reviewing, and issuing accurate and timely invoices for all completed service, inspection, and repair work. They work closely with the service managers and technicians to ensure work orders are properly closed, billable items are captured, and customer-specific billing requirements are met. This position requires precision, attention to detail, and the ability to navigate various service software platforms and customer portals.

Key Responsibilities:

Invoice Preparation & Review

• Review completed work orders daily for accuracy, completeness, and proper documentation.
• Verify labor hours, trip charges, materials used, and inspection is complete before invoicing.
• Ensure that WOs are coded correctly by service type (inspection, service call, quoted repair, T&M, etc.).
• Apply contract terms, approved quotes, or special pricing agreements when generating invoices.

Work Order Closure Process

• Collaborate with the Service Managers to close out WOs with missing or incomplete info.
• Confirm technician notes, signatures, compliance forms, and photos are attached where required.
• Flag and track any issues that delay invoicing (e.g., customer PO needed, missing tech notes, material not received).

Invoice Submission

• Submit invoices through appropriate channels: email, mail, customer billing portals (e.g., Coupa, ServiceChannel, etc.).
• Format invoices according to customer requirements, combining or splitting by location, line-item detail, supporting documentation, etc.
• Attach inspection reports, deficiency lists, and signed paperwork as needed per account.
• Conduct monthly z-billing 

Customer & Contract-Specific Requirements

• Maintain knowledge of customer-specific billing instructions, such as:
  • Purchase Order (PO) requirements
  • Net terms (e.g., Net 30, Due on Receipt)
  • Invoicing frequencies (e.g., batch weekly, per location)
  • Tax-exempt documentation
• Ensure compliance with JCO and AHJ billing/report timelines for regulated industries.
• Maintain monitoring databases and ensure documentation is up to date
• Partner with the sales team to set up monitoring accounts for new customers 

Internal & External Communication

• Communicate with customers regarding billing questions, disputes, or documentation requests.
• Collaborate with AR or collections team to support payment follow-ups or clarify invoice history.
• Notify Service Manager of billing issues or discrepancies.

Reporting & Accuracy Checks

• Track and report on daily/weekly billing volume and backlog.
• Audit WOs for accuracy to reduce credit memos and re-bills.
• Help monitor gross margin integrity by identifying billing errors (e.g., underbilled parts, missing hours).