Billing Specialist

IL LLP•Chicago, IL

18d•Hybrid

About The Position

The Billing Specialist assists lawyers with preparing client bills and ensures bills are processed promptly and in accordance with client agreements and accounting standards. The specialist answers billing questions, researches billing issues, and prepares and distributes proformas, invoices, and billing reports for an assigned book of business. The role collaborates with accounting departments including Electronic Billing, Accounts Receivable, Cash Applications, Pricing, Financial Terms Management, Accounts Payable, and Revenue Management. Complex or high-stakes issues are escalated to the Senior Billing Specialist or Billing Manager. The position manages daily billing activities for partners, lawyers, and clients, including proforma generation and edits, timecard summaries, rate updates, client reports, monthly invoice processing, and electronic invoice resolution. It maintains billing records and documentation, applies client billing guidelines and fee terms, and works with colleagues across the billing, finance, and other Firm teams to ensure accurate and timely billing.

Requirements

Bachelor’s degree.
At least two years of billing, accounting, or related professional services experience.
Proficiency in Microsoft Word and Excel.
Understanding of general accounting principles as they apply to billings and accounts receivable.
Strong organizational skills and attention to detail.
Good judgment and strong interpersonal communication skills.
Strong analytical and problem-solving skills.
Ability to work harmoniously and effectively with others.
Ability to preserve confidentiality and exercise discretion.
Ability to work under pressure and manage multiple projects with competing deadlines and priorities.
Ability to communicate professionally and courteously with partners, lawyers, legal secretaries, accounting staff, vendors, and clients while maintaining confidentiality.
Ability to handle multiple tasks in a fast-paced environment.

Nice To Haves

Previous law firm experience.
Implementation of, or exposure to, various client billing agreements.
Experience with 3E or other legal billing systems and electronic billing vendor sites.

Responsibilities

Perform daily billing activities supporting partners, lawyers, and clients, including generating and editing proformas, creating timecard summaries, updating matter and Timekeeper rates, and running requested client reports.
Ensure invoices for an assigned book of business are timely, accurate, and accepted on a monthly basis.
Answer billing questions from lawyers and legal secretaries; follow up with billing partners and others to resolve client billing issues and obtain invoice approval and billing.
Understand and ensure correct implementation of client Outside Counsel Guidelines and fee terms.
Process electronic invoices accurately and efficiently, and resolve invoice rejections or reductions promptly.
Maintain invoice support documentation, electronic submissions and appeals, and unallocated balance records as directed.
Update billing fields, work-in-progress notes, and billing preference notes to keep records current.
Manage billing for an assigned book of business and collaborate with billing, finance, and other Firm groups and departments.
Use billing coordinators and senior billing coordinators effectively to create efficiencies within the billing department.
Escalate complex or high-stakes billing issues to the Senior Billing Specialist or Billing Manager as needed.
Perform other duties as assigned.