Billing & Debtors Clerk

SUMMARY:
The Billing & Debtors Clerk is the operational engine of the firm's monthly billing cycle. With over 2,000 clients across multiple pricing models, entities and service types, the billing function is one of the most complex and commercially critical administrative functions in the firm.

POSITION INFO:
Purpose of the Role:
Primary task is the detailed monthly timesheet analysis per client:

• Reviewing timesheet data in Excel,
• Classifying time by pricing model,
• Identifying overruns,
• Proposing billing amounts,
• Preparing invoices in Xero for Supervisor review, KAM and Manager confirmation, and final Managing Partner approval.

• Relevant Accounting/Bookkeeping qualification.
• Prior billing, bookkeeping or accounts receivable experience preferred.
• Understand the professional services billing, a strong advantage.
• Must have Xero, and Excel experience.

• Extract timesheet data from the Intraweb system.
• Conduct a detailed timesheet review per client in the monthly billing Excel sheet.
• Propose billing amounts for each client based on the timesheet analysis and the applicable pricing model.
• Identify overruns on all-inclusive and standard clients.
• Carry forward unresolved overruns on the billing sheet until a decision is made - additional billing, separate invoice or written off as a loss leader.
• Circulate billing proposals to the relevant KAM, Account Manager or staff member for confirmation of what was done and what is being charged.
• Incorporate confirmed changes and prepare final invoice drafts in Xero.
• Complete the full billing run. 

• Prepare invoices in Xero accurately.
• Issue standard and all-inclusive invoices at the start of the month and reconcile them in the billing run for overrun identification.
• Process approved invoices for issue after Managing Partner final approval.
• Reconcile Xero invoice records to the billing analysis at all times.
• Process credit notes, adjustments and write-offs as instructed by the Supervisor.

• Make debtors calls to clients with outstanding invoices.
• Check debtor status in Xero before every call.
• Follow up on payment commitments on the agreed date.

• Answer billing and invoice queries from clients and internal staff.
• Escalate queries about pricing disputes, credit requests, overrun decisions and any matter requiring management judgment. 

• Assist specific clients with their own debtors function.
• Assist with salary recovery for the firm. 

• Log monthly billing cycle in Infinity in real time and update Infinity immediately upon completing each step.
• Use Infinity to track the billing cycle status for every client in the run.
• Flag any billing engagement at risk of missing the deadline to the Supervisor. 

• Maintain the confidentiality of all billing, invoicing and debtor information.
• Actively participate in both biannual T&D sessions with a self-driven agenda focused on billing system proficiency and development toward Supervisor level.

• Billing analysis accuracy.
• Pricing model knowledge.
• Overrun identification.
• Xero accuracy.
• Debtor status awareness.
• Debtors call discipline.
• Deadline discipline.
• Infinity discipline.