Billing Specialist Sample Job Descriptions

What Does a Billing Specialist Do?

A billing specialist handles the preparation, issuance, and verification of invoices to ensure that clients are billed accurately and on time. This role is essential in maintaining the company’s cash flow by ensuring that charges are applied correctly and in accordance with contracts, pricing policies, or service agreements.

Working closely with departments like sales, customer service, and accounts receivable, billing specialists validate account information, investigate discrepancies, and maintain thorough billing records. Their work supports operational accuracy, regulatory compliance, and positive customer relationships.

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Billing Specialist Core Responsibilities

  • Generate and distribute accurate invoices based on customer accounts, contracts, or service usage
  • Verify billing data against purchase orders, time sheets, or service reports
  • Resolve billing discrepancies and communicate adjustments to internal teams or clients
  • Enter, track, and update billing information in ERP or accounting systems
  • Monitor accounts to ensure timely billing and reporting
  • Maintain documentation for audits and compliance
  • Collaborate with accounts receivable to support collections and cash application
  • Provide customer support for billing inquiries

Required Skills and Qualifications

Hard skills

  • Proficiency in invoicing software or ERP systems (e.g., QuickBooks, SAP, Oracle, NetSuite)
  • Knowledge of billing procedures and documentation practices
  • Accurate data entry and recordkeeping
  • Familiarity with general accounting principles

Soft skills

  • High attention to detail and accuracy
  • Strong problem-solving and organizational skills
  • Clear communication, especially when working with clients or cross-functional teams
  • Time management and ability to prioritize billing cycles and deadlines

Educational requirements

  • High school diploma or equivalent required
  • Associate’s or bachelor’s degree in accounting, finance, or business administration is preferred

Certifications

  • Not typically required, but certifications in billing, accounting, or ERP platforms may be beneficial

Preferred Qualifications

  • 2+ years of billing experience in a corporate, healthcare, or legal setting
  • Familiarity with regulatory billing compliance (e.g., HIPAA, CMS), if applicable
  • Experience working in high-volume environments
  • Exposure to contract billing, subscription billing, or usage-based pricing

National Average Salary

Billing specialist salaries vary by experience, industry, organization size, and geography. Click below to explore salaries by local market.

The average national salary for a Billing Specialist is:

$45,630

Sample Job Description Templates for Billing Specialists

Junior Billing Specialist

Position Overview

The Junior Billing Specialist assists with the preparation and entry of customer invoices. This role supports day-to-day billing functions and is ideal for individuals beginning their careers in accounting or finance.

Junior Billing Specialist Responsibilities

  • Input billing data and generate basic customer invoices
  • Validate billing details against purchase orders or contracts
  • Assist with resolving routine discrepancies
  • Maintain organized digital and paper billing records
  • Support month-end billing tasks and audits

Junior Billing Specialist Requirements

Hard skills

  • Basic Excel skills and familiarity with accounting software
  • Understanding of invoicing and general accounting concepts

Soft skills

  • Strong attention to detail
  • Dependability and willingness to learn
  • Good communication and time management

Educational requirements

  • High school diploma required
  • Associate degree in accounting or business preferred

Preferred Qualifications

  • Internship or part-time experience in billing or office administration
  • Exposure to ERP or invoicing platforms (e.g., QuickBooks, NetSuite)

Senior Billing Specialist

Position Overview

The Senior Billing Specialist leads billing operations, ensures accuracy, and oversees the resolution of complex invoicing issues. This role requires in-depth knowledge of billing systems and the ability to manage high-volume or specialized billing tasks.

Senior Billing Specialist Responsibilities

  • Prepare complex and custom invoices based on contracts or service usage
  • Identify and resolve discrepancies or escalated billing issues
  • Implement process improvements to increase efficiency and accuracy
  • Train and mentor junior billing staff
  • Maintain compliance with audit standards and support reporting

Senior Billing Specialist Requirements

Hard skills

  • Proficiency with ERP systems and advanced Excel
  • Knowledge of contract billing, milestone billing, or tiered pricing models

Soft skills

  • Strong analytical and problem-solving skills
  • Leadership and mentoring abilities
  • Excellent written and verbal communication

Educational requirements

  • Bachelor’s degree in accounting, finance, or business

Preferred Qualifications

  • 3+ years of billing experience
  • Familiarity with audit prep and financial reporting standards
  • Experience with automated billing platforms

Medical Billing Specialist

Position Overview

The Medical Billing Specialist manages insurance claims and patient billing in a healthcare environment. This role requires a strong understanding of medical coding, claim submission protocols, and compliance regulations like HIPAA.

Medical Billing Specialist Responsibilities

  • Submit insurance claims using ICD, CPT, and HCPCS codes
  • Verify patient coverage and eligibility
  • Reconcile denied or unpaid claims and resubmit as necessary
  • Prepare patient statements and explain billing information
  • Maintain confidentiality and ensure HIPAA compliance

Medical Billing Specialist Requirements

Hard skills

  • Proficiency in billing software (e.g., Kareo, Athenahealth, Epic)
  • Knowledge of insurance processes and medical coding systems

Soft skills

  • Strong organizational and follow-up skills
  • Clear communication with patients and providers
  • Attention to detail in high-volume environments

Educational requirements

  • High school diploma or equivalent
  • Medical billing certificate preferred

Preferred Qualifications

  • Certified Professional Biller (CPB) or Certified Coding Associate (CCA)
  • 2+ years of healthcare billing experience
  • Familiarity with Medicare, Medicaid, and commercial payers

Legal Billing Coordinator

Position Overview

The Legal Billing Coordinator is responsible for preparing and submitting legal bills in compliance with client guidelines. This role requires precision, legal billing software experience, and familiarity with law firm billing procedures.

Legal Billing Coordinator Responsibilities

  • Prepare, edit, and finalize client invoices using legal billing systems
  • Review time entries for accuracy and compliance with client terms
  • Coordinate with attorneys and paralegals for billable hour tracking
  • Submit invoices via e-billing portals and monitor status
  • Maintain billing files and assist with reporting

Legal Billing Coordinator Requirements

Hard skills

  • Experience with legal billing systems (e.g., Clio, Timeslips, Aderant)
  • Understanding of pre-bills, retainer balances, and client billing formats

Soft skills

  • Strong organizational skills
  • Ability to meet strict deadlines and billing cycles
  • Detail-oriented and confidential with sensitive information

Educational requirements

  • Associate’s or bachelor’s degree preferred

Preferred Qualifications

  • 2+ years of law firm billing experience
  • Familiarity with e-billing systems (e.g., Legal Tracker, CounselLink)
  • Experience handling multiple clients or practice groups

Subscription Billing Analyst

Position Overview

The Subscription Billing Analyst manages recurring billing operations and ensures the accuracy of subscription invoicing. This role is key in SaaS and digital product environments where customer retention and billing automation are central to success.

Subscription Billing Analyst Responsibilities

  • Manage recurring billing and automated invoicing for subscription customers
  • Monitor billing cycles, renewals, and failed transactions
  • Collaborate with finance and customer success on billing adjustments
  • Analyze MRR/ARR trends and provide insights into churn or revenue leakage
  • Ensure pricing accuracy and contract alignment

Subscription Billing Analyst Requirements

Hard skills

  • Experience with subscription billing tools (e.g., Zuora, Chargebee, Stripe)
  • Proficiency in Excel, SQL, or data platforms for trend reporting

Soft skills

  • Strong analytical and critical thinking skills
  • Excellent communication and cross-functional collaboration
  • High attention to billing accuracy and deadlines

Educational requirements

  • Bachelor’s degree in finance, business, or analytics

Preferred Qualifications

  • 2+ years of SaaS or recurring billing experience
  • Knowledge of usage-based and tiered pricing models
  • Familiarity with CRM tools and integration workflows

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