Billing Operations Analyst

Twin State Technical Services LTD•Davenport, IA

About The Position

Twin State Technical Services is seeking a detail-oriented, systems-minded Billing Operations Analyst to manage the accuracy and day-to-day execution of billing operations. The role turns contracts, projects, employee time, vendor charges, purchase orders, and recurring services into complete and accurate client invoices. It owns the full billing workflow, including recurring billing, discrepancy investigation, cross-department corrections, client inquiries, accounts receivable monitoring, and maintenance of customer and project information across company systems. The analyst coordinates monthly invoicing from preparation through delivery; reviews invoice details and charges; validates employee time and project billing; reconciles vendor and subscription charges; prepares billing, time, receivables, and exception reports; and supports payment processing and collections. The role also maintains customer, project, contract, and billing data in BigTime, QuickBooks, HaloPSA, SharePoint, and related systems, documents procedures, and identifies ways to reduce errors and improve efficiency. Additional duties include processing daily mail and deposits, supporting employee merchandise-order administration, and assisting with other finance and administrative priorities as business needs require.

Requirements

Bachelor's degree in business, finance, or a related field preferred and/or three to five years of billing, office management, or finance experience providing the knowledge and skills necessary to perform the role.
Experience working with accounting, billing, ERP, PSA, CRM, or ticketing systems.
Ability to interpret contracts, quotes, purchase orders, rate information, and recurring-service charges.
Strong written and verbal communication skills.
Demonstrated accuracy, sound judgment, ownership, and follow-through.
Ability to manage recurring daily, weekly, semi-monthly, and monthly deadlines.
Experience reviewing invoices, researching discrepancies, and resolving billing or account issues.
Strong Excel skills, including sorting, filtering, formulas, reconciliations, and working with exported system data.

Nice To Haves

Experience with QuickBooks, BigTime, HaloPSA, SharePoint, or MSP billing.
An associate or bachelor's degree in accounting, finance, business, or a related field; equivalent relevant experience will be considered.

Responsibilities

Coordinate the monthly invoicing cycle from preparation through client delivery.
Review draft invoices for accuracy, completeness, supporting detail, and consistency with contracts, quotes, purchase orders, project terms, and prior billing.
Validate recurring and nonrecurring charges before invoices are sent.
Investigate billing discrepancies and coordinate corrections with finance, project management, engineering, sales, managed services, and other internal teams.
Maintain customer-specific billing notes, exceptions, and supporting documentation.
Confirm recurring-service clients and completed projects are billed appropriately.
Respond to client billing questions and resolve issues professionally and promptly.
Review employee time entries for accurate client, project, task, billable, and non-billable classifications; coordinate corrections for missing or unclear entries.
Review customer-facing time descriptions for clarity and professionalism.
Prepare recurring time and payroll-related reports for leadership.
Support accurate setup, maintenance, and closure of customer projects in company systems.
Reconcile selected vendor and subscription charges against client billing records, purchase orders, and invoices.
Research differences between vendor costs, quoted client pricing, recurring fees, and invoiced amounts.
Review purchase orders for completeness and appropriate billing treatment.
Prepare billing, time, receivables, and exception reports for leadership.
Maintain accurate supporting records and documentation for billing activity.
Monitor customer balances, follow up on past-due invoices, document collection activity, and escalate unresolved balances appropriately.
Process and record checks, ACH transactions, and credit-card payments; apply payments to the appropriate customer invoices.
Support deposit preparation and reconciliation.
Maintain accurate customer, project, contract, billing, and contact information across BigTime, QuickBooks, HaloPSA, SharePoint, and related systems.
Onboard new customers and projects using approved contracts, scopes, quotes, and billing terms.
Resolve billing-related tickets and follow requests through completion.
Document procedures, recurring exceptions, and process changes.
Identify opportunities to reduce errors, strengthen controls, and improve billing efficiency.
Process daily mail and deposits.
Support employee merchandise-order administration.
Assist with other finance and administrative priorities as business needs require.