Billing Specialist

Position Type: Full-Time
Department: Accounting
Reports To: Accounting Manager

Position Overview

We are seeking a detail-oriented Billing Specialist to support accurate and timely customer invoicing within a growing industrial services organization.

This position works closely with operations, field personnel, sales, and accounting to ensure completed work is properly translated into customer invoices using approved field tickets, purchase orders, customer rate schedules, and supporting documentation.

A key part of this role will involve helping improve and standardize the company’s billing workflow within its operational and accounting systems. The ideal candidate is comfortable learning new technology, working through process gaps, and helping create scalable, reliable billing procedures.

This role is well suited for someone who is organized, dependable, responsive, and comfortable working in a fast-paced environment where billing accuracy directly impacts customer satisfaction and cash flow.

Key Responsibilities

• Prepare, review, and process customer invoices accurately and on time based on completed field work, approved tickets, purchase orders, rate sheets, and customer billing requirements.
• Support the setup, refinement, and ongoing use of the company’s invoicing and accounting systems.
• Help develop billing workflows, approval processes, documentation standards, and invoice formatting.
• Validate billing information between operational systems, accounting software, field documentation, and customer records.
• Work with operations, dispatch, field technicians, sales, and accounting to confirm job details, technician time, equipment charges, travel, per diem, consumables, and other billable items.
• Review customer-specific billing requirements including purchase orders, rate schedules, invoice submission instructions, supporting documentation, and portal requirements.
• Identify and resolve billing discrepancies, missing information, pricing inconsistencies, and documentation gaps before invoices are submitted.
• Support month-end billing close by ensuring completed and billable work is invoiced or properly identified for accrual.
• Coordinate with Accounts Receivable regarding invoice questions, customer disputes, payment issues, and collections support.
• Help standardize billing practices across locations and service lines.
• Maintain accurate customer billing records and support internal controls related to invoice review, edits, approvals, and document retention.
• Assist with accounting, administrative, and special projects as needed.

Qualifications

• 2–4 years of billing, Accounts Receivable, accounting, or administrative finance experience.
• Experience with invoicing processes involving field tickets, work orders, purchase orders, rate sheets, time-and-material billing, or customer-specific billing requirements.
• Experience in industrial services, field services, construction, oil and gas, inspection, manufacturing, or technical services preferred.
• Hands-on experience with accounting or ERP software strongly preferred.
• Experience with field service management systems, order-to-cash platforms, CRM systems, or similar business software preferred.
• Strong attention to detail with the ability to identify errors, missing information, and inconsistencies.
• Ability to manage a high volume of transactions, deadlines, and follow-up items.
• Proficiency in Microsoft Excel, including sorting, filtering, reconciliations, and basic reporting.
• Comfortable learning new systems and supporting process improvements.
• Strong written and verbal communication skills.
• Reliable and able to take ownership of recurring daily, weekly, and monthly billing responsibilities.
• High school diploma or equivalent required.
• Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.

Skills & Competencies

• Billing Accuracy: Carefully validates field tickets, job details, rates, purchase orders, and supporting documentation before invoicing.
• Systems Agility: Comfortable learning and working within accounting, ERP, and operational software platforms.
• Process Improvement: Able to identify workflow gaps and help develop more consistent and efficient billing processes.
• Organization & Follow-Through: Effectively manages billing queues, unresolved items, customer requirements, and deadlines.
• Cross-Functional Collaboration: Works effectively with operations, field teams, sales, accounting, and customers to resolve billing issues.
• Customer Service: Understands the importance of accurate and timely invoicing to customer relationships and cash flow.
• Adaptability: Comfortable working in a growing organization with evolving systems, processes, and business needs.

Preferred Experience

• Experience billing for industrial services, inspection services, oilfield services, maintenance, construction, or other technician-based field services.
• Familiarity with customer billing portals, purchase order compliance, sales tax exemption documentation, and master service agreements.
• Experience supporting software implementation, workflow testing, data cleanup, or process documentation.
• Exposure to multi-location or acquisition-driven organizations.
• Familiarity with technician-based inspection or field service documentation is a plus.

Work Environment

• Primarily office-based role with frequent collaboration across accounting, operations, sales, administration, and field leadership.
• Standard weekly office hours with some flexibility required during month-end close and high-volume billing periods.
• Occasional extended hours may be required to meet customer billing deadlines or support system changes and testing.

• Maintain accurate customer billing records and support internal controls around invoice review, edits, approvals, and documentation retention.

• Perform additional accounting, administrative, and special project duties as assigned.

Job Requirements

• Minimum of 2 to 4 years of billing, accounts receivable, accounting, or administrative finance experience.

• Experience with invoicing processes involving field tickets, work orders, purchase orders, rate sheets, time and materials billing, or customer-specific billing rules.

• Experience in industrial services, field services, construction, oil and gas, inspection, manufacturing, or technical services preferred.

• Hands-on QuickBooks experience strongly preferred.

• Experience with FieldFX, Salesforce, ERP systems, field service management systems, or order-to-cash platforms strongly preferred.

• Strong attention to detail and ability to identify errors, missing information, and inconsistencies in billing data.

• Highly organized and able to manage a high volume of transactions, deadlines, and follow-up items.

• Proficiency with Microsoft Excel, including sorting, filtering, reconciliations, and basic reporting.

• Comfortable learning new systems and helping implement new workflows in a growing business.

• Strong written and verbal communication skills.

• Reliable, consistent, and able to take ownership of recurring daily, weekly, and monthly billing responsibilities.

• High school diploma or equivalent required; associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.

Skills and Competencies

• FieldFX Implementation Mindset — comfortable learning, testing, refining, and helping implement the invoicing module in a new order-to-cash system.

• Billing Accuracy — consistently validates field tickets, job details, rates, purchase orders, and supporting documentation before invoicing.

• Systems Agility — able to work in QuickBooks today while supporting FieldFX adoption and future ERP changes.

• Organization and Follow-Through — manages billing queues, unresolved items, customer requirements, and deadlines without losing track of details.

• Cross-Functional Collaboration — works effectively with operations, field teams, sales, accounting, and customers to resolve billing issues quickly.

• Customer Service Orientation — understands that accurate, timely invoices support customer trust, cash flow, and long-term relationships.

• Adaptability — thrives in a fast-paced, growing company with evolving systems, processes, and acquisition-related change.

Preferred Additions / Enhancements

• Prior experience billing for NDT, inspection, oilfield services, industrial maintenance, construction services, or other technician-based field services.

• Familiarity with customer billing portals, purchase order compliance, sales tax exemption documentation, and master service agreements.

• Experience supporting software implementation, workflow testing, data cleanup, or process documentation.

• Exposure to multi-location or acquisition-driven business environments.

• Understanding of common NDT service lines such as RT, MT, PT, UT, UTT, PAUT, visual inspection, weld inspection, and related field documentation requirements.

Working Conditions

• Based at headquarters  with standard weekly office hours, with flexibility required during month-end close, high-volume billing periods, and FieldFX implementation milestones.

• Primarily office-based role with frequent collaboration across accounting, administration, operations, sales, and field leadership.

• Occasional extended hours may be required to meet customer billing deadlines or support system implementation and testing.