Billing Specialist

• Provide final review of invoices prior to submission to client.
• Invoice review will include ensuring the correct equipment, rates, hours and supplies are used on the job(s).
• Confirm accuracy between system information, received paperwork and billing rates / client history.
• Investigate and resolve billing discrepancies and provide follow up as required.
• Upload invoices into payment portals, where defined by our clients.
• Prepare monthly invoices / billing summaries as required by the client.
• Review purchase order assigned to the service order to ensure billing accuracy.
• Follow up with the customer if PO modifications are required.
• Assist operations on day to day administrative tasks.
• Other administrative duties as assigned.

Billing Administrator

• Own and optimize Zuora Billing, including product catalog management, pricing, subscriptions, invoicing, and payment processes.
• Manage and troubleshoot the Salesforce–Zuora integration to ensure accurate data flow across the quote-to-cash lifecycle.
• Improve billing operations through automation, process enhancements, and data quality initiatives that reduce manual effort.
• Partner closely with Finance to support billing accuracy, revenue recognition, forecasting, and month-end activities.
• Serve as the billing systems expert, resolving complex issues and collaborating with Sales, Customer Success, Support, and Finance teams.
• Analyze billing data, monitor system performance, and identify trends, risks, and opportunities for operational improvement.

Billing Systems Specialist

• Review contracts and collect data for accurate billing
• Analyze data to ensure timely billing for clients with complex invoicing structures
• Responsible for managing billing over $3M/month

Billing Analyst I

• Setting Clients Up for Success Establishing the data foundation that every downstream invoice depends on.
• Getting the setup right at this stage is what prevents problems everywhere else: Opening and configuring new matters and clients accurately, and managing new client onboarding through to go-live.
• Translating Outside Counsel Guidelines (OCGs) into clear billing rules and configurations, covering billable and non-billable items, block-billing restrictions, and invoice format requirements.
• Setting up and validating billing formats, including LEDES files, and resolving format-related rejections such as tax, rounding, and validation errors.
• Configuring phase and task codes, invoice formats, and billing flags accurately and on time, in line with client guidelines.
• Maintaining complete, current billing notes so any team member can follow a client's instructions independently.
• Confirming each client is linked to the correct key client record, with billing flags set correctly from the outset.
• Building and maintaining the documentation that keeps the whole function aligned.
• Owning Rate Accuracy: Owning the accurate setup and timely submission of client rates across every eBilling vendor platform in your portfolio.
• Working from the rates established by the MT Rates team, you will keep each platform fully aligned and in sync.
• Setting up matter-level, timekeeper-specific, and client-specific rates, and managing the annual rate increase cycle across all assigned vendor platforms.
• Maintaining the client list so it reflects the current, correct rate structure for every client.
• Flagging new client onboardings and OCG rate changes to the MT Rates team so nothing falls out of sync.
• Investigating, correcting, and resubmitting rejected rates, resolving the root cause rather than the symptom.
• Anticipating where client guidelines and portal requirements may diverge, and closing those gaps before they surface as rejections.
• Driving Invoice Accuracy and Resolution: Taking end-to-end ownership of your client portfolio's invoicing, with a clear view at all times of what is submitted, pending, or rejected: Reconciling invoices across your portfolio each month, with every invoice accounted for and nothing left untracked.
• Working rejections through to resolution, tracing each one back to its source in the data or setup.
• Identifying recurring rejection patterns and fixing them at the root so they do not return.
• Partnering with billing analysts and the Collections team on outstanding invoices and payment follow-up, including initiating collection inquiries with external clients.
• Supporting the billing team in preparing and submitting client-required status reports and budgets in eBilling systems, working with lawyers and legal assistants.
• Escalating, Communicating, and Improving: Thinking beyond the day-to-day to where the data, systems, and workflows can work better and raising your concerns to leadership when something needs attention: Escalating unresolved, high-risk, or time-sensitive issues to management and billing lawyers as appropriate.
• Acting as the liaison between lawyers, billing analysts, and the Finance team on billing, accounting, and eBilling inquiries.
• Surfacing gaps and missing information upstream before they become downstream rejections.
• Leading, coordinating, or supporting project work on eBilling processes, reporting, and system enhancements.
• Building and maintaining dashboards and reports using Power BI, SQL, and Power Query to support team performance and decision-making.
• Sharing what you learn so the team gets stronger, bringing forward ideas that improve how billing data flows through the firm.
• Performing other related duties as assigned.

Billing Compliance Analyst

• Process and post large batches of invoices for services and procurement, ensuring accuracy and timeliness
• Receive and validate supplier invoices and match against purchase orders
• Generate and export accounts payable (AP) and accounts receivable (AR) batches for D365, maintaining organized backup documentation
• Create client-facing invoices, and submit invoices via billing portals and email, and manage invoice completeness checks
• Assist Project Managers with time entry, invoice adjustments, and service credit allocations
• Create rebill invoices for staff purchases, and set up employee billing accounts
• Validate, open, and close projects in D365, ensuring financial records are properly aligned
• Investigate billing discrepancies and work cross-functionally with Procurement and Operations to resolve exceptions
• Prepare monthly journal entries related to deferred revenue, service credits, and other billing-related items
• Collaborate with the Inventory and Procurement teams to allocate courier charges and resolve return issues
• Provide documentation support during internal and external audits

Billing Operations Coordinator

• Lead and oversee all billing operations, ensuring accurate, timely, and compliant invoicing to Sponsors in accordance with the billing schedule, contract terms and sponsor requirements.
• Review and approve new sales orders and change orders entered in Netsuite to ensure billing terms are understood and the sales order set-up facilitates timely and accurate billing.
• Review credit requests and generate credit notes in the accounting system, ensuring accuracy, and proper authorization.
• Oversee month-end billing close processes, including preparation and review of billing summary reports, analysis of variances, and escalation of outstanding issues to the project managers.
• Manage, mentor, and coach the billings team, fostering a high-performance culture through training, and performance management.
• Establish and enforce billing controls, policies, and standard operating procedures to ensure accuracy, consistency, and continuous improvement across all billing activities.
• Continually seek opportunities to improve automation in the billings function.
• Partner cross-functionally with Project Managers and Finance teams to ensure timely invoice preparation, issue resolution, and alignment on contract terms and deliverables.

Billing Manager

• Reconcile invoices sent to customers with monthly work effort trackers maintained by Project Managers to ensure all delivered work is billed in a timely fashion
• Compare amounts billed to accrued revenue, for large global pharma customers and follow up with Project Managers and resolve any discrepancies
• Assist with the study closeout process by reconciling revenue and billings to ensure all invoices are issued, payments are collected, and all billable costs have been accurately captured and invoiced
• Identify and resolve discrepancies for consideration prior to final closeout
• Prepare and provide billing-related audit confirmations for sponsors, ensuring accuracy, completeness, and timely delivery
• Assist with requests for reconciliation of billing history reports
• Manage billings and collections for assigned accounts and act as back-up for other members of the Billings Team

Billing Analyst

• Generating, finalizing, and distributing invoices to clients based on their agreements and company procedures.
• Accurate set-up and creation of billing contracts for revenue streams based on review of applicable documents.
• Create invoices for daily billings and monthly renewals.
• Handling and processing orders, ensuring accuracy and compliance with billing process.
• Project setup and billing requirements as outlined in the Statement of Work (SOW).
• Monitor and send reminders to project managers on billing milestones not yet billed.
• Preparing billing/collection reconciliations to support internal departments in resolving customer inquiries.
• Prepare quotes required by customers to initiate PO’s and payments.
• Upload invoices to customer portals, maintain up to date portal information.
• Maintain and verify customer contact information, invoicing instructions and other pertinent billing information are noted on the customer account.
• Coordinate the setup of vendor forms, payment methods, and portals with customers to ensure accurate and timely payments.
• Research and resolve a variety of internal inquiries concerning account status.
• Identifying and implementing improvements to billing processes and procedures.
• Perform other administrative duties as assigned.

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