Billing Manager

Job description:

Billing Operations Manager – MSP/IT

Job Description

Billing Operations ManagerPosition OverviewAccountability / GatekeeperThis role is the gatekeeper between Sales (what was sold), Operations (what was delivered), and Accounting (what is invoiced). No invoice is released until this role certifies that billing is complete, accurate, and aligned to the signed customer contract and approved pricing.

The Billing and Revenue Operations Manager owns the full contract-to-invoice revenue cycle inside Autotask. This single role owns both revenue integrity (what should be billed) and billing execution (that it is invoiced correctly). The role bridges Accounting, Operations, Sales, and Procurement, and supplies month-end reporting for CFO analysis and verification. This is the revenue gatekeeper for the company.

Reporting Structure

• Reports to: CFO, Company Owned Group
• Direct reports: Billing Specialist(s) (if added as volume grows)
• Cross-functional: Operations (billability disputes, ticket review), Sales (contract handoff, QuoteWerks alignment), Procurement (PO and contract alignment), Assistant Controller (billing-to-GL reconciliation)

Core ResponsibilitiesBilling streams owned (unified ownership)

· Subscriptions / recurring managed services — including monthly subscription count updates and quantity changes

· Product & project billing when co-billed — ownership transfers from AR (removes non-collections work from AR)

· Hourly / T&M / block-hour / MIT recurring services — accurate capture, approvals, and billing QA

· Own the standardization of customer contract billing terms, inclusions, and pricing structures across all current and acquired territories (including franchise/acquisition migrations).

· AR handoff and separation of duties: this role owns invoice correctness and release (including product & project co-billing); AR/Collections owns collections, dispute follow-up, and cash application.

• Approve and Post Leadership: Own the weekly or bi-weekly Approve and Post review in Autotask. Review technician time entries against contracts for billability, correct worktype, correct billing category, and reasonable hours. Approve or reject entries. Train the team on billability rules. Resolve billability disputes with Operations.
• Contract Handoff and Setup: Receive signed contracts from Sales. Build and configure recurring service contracts in Autotask from won QuoteWerks quotes. Map quote line items to contract line items. Set billing frequency, term, and renewal dates.
• Service and SKU Definitions: Own the service and SKU definitions in Autotask. Ensure product catalog, billing categories, and rate tables are consistent across all territories and acquisitions.
• Monthly Counts and Quantity Changes: Review and process monthly count changes (user counts, device counts, license quantities) for recurring contracts. Ensure quantity changes are reflected accurately in billing.
• Pricing and Effective Dates: Verify pricing on contracts matches the approved QuoteWerks quote. Manage effective dates for pricing changes, escalations, and contract amendments.
• Contract Changes: Process contract modifications, including upsells, downgrades, renewals, and cancellations. Ensure changes are reflected in the next billing cycle.
• Billing-Ready Certification: Certify that contract data is billing-ready before the monthly batch runs. Verify recurring contract line items match the original quote and that configurations have not drifted.
• Invoice Generation: Run the monthly billing batch in Autotask, including posted time entries, recurring contract items, and one-time charges. Review the batch for completeness and accuracy before release.
• Billing-Cycle Controls: Own the billing calendar and cycle controls. Ensure all time is approved and posted before the batch runs. Track unbilled time and revenue leakage.
• Billing Exceptions: Investigate and resolve billing exceptions, including zero-dollar invoices, missing contracts, misconfigured line items, and duplicate charges.
• Invoice QA: Perform quality assurance review on invoices before delivery to customers. Verify tax treatment, payment terms, and customer billing details.
• Credits and Rebills: Process credit memos, rebills, and adjustments with proper documentation and approval. Coordinate with the Assistant Controller for GL impact.
• Tax Treatment: Ensure sales tax is calculated correctly on each invoice via Avalara integration. Verify tax exemptions and resale certificates are applied where applicable.
• Autotask Billing Code Management: Own billing codes, worktypes, billing categories, and rate tables in Autotask. Maintain data hygiene to ensure accurate billing and reporting.
• Cross-Functional Bridge: Serve as the single point of contact between Accounting, Operations, Sales, and Procurement for all billing-related matters. Resolve disputes, align processes, and enforce standards across the quote-to-cash cycle.
• Month-End Reporting Supply: Produce verified month-end billing and revenue reports for CFO analysis, including billed revenue by territory, unbilled time, contract assets, billing cycle time, approval rate, and revenue leakage metrics. Provide clean, segmented data for the CFO’s pivot analysis.
• Autotask to QBO Sync Verification: Verify that invoices and payments sync correctly between Autotask and QuickBooks Online. Reconcile billing data to the GL with the Assistant Controller.
• Revenue Leakage Control: Identify and report unbilled time, misclassified entries, scope creep, and contract configuration drift. Implement controls to prevent recurring leakage.

What This Role Does NOT Own

• Month-end close (journal entries, accruals, financial statements) - owned by Assistant Controller
• Collections and AR aging management - owned by Senior AR Specialist
• AP processing and vendor payments - owned by AP / Accounting Specialist
• Sales quoting and opportunity management - owned by Sales
• Technical ticket resolution - owned by Operations
• Procurement execution (PO creation, vendor selection) - owned by Procurement & Inventory Lead
• Strategic territory analysis and integration interpretation - owned by CFO

Qualification Requirements

• Education: Bachelor’s degree in Accounting, Finance, or Business Administration required. CPA a plus but not required.
• Experience: 5-7 years of billing and revenue operations experience, with at least 3 years in an MSP or IT services environment using Autotask or a comparable PSA.
• Autotask/Connectwise Expertise: Deep, hands-on expertise in Autotask contract setup, Approve and Post, billing batch generation, worktypes, billing categories, and rate table management. This is the primary tool for the role.
• QuoteWerks Knowledge: Understanding of QuoteWerks CPQ and its integration with Autotask for quote-to-contract handoff.
• Avalara Knowledge: Working understanding of Avalara sales tax calculation and its integration with Autotask billing.
• QuickBooks Online: Familiarity with QBO for invoice sync verification and GL reconciliation coordination.
• Cross-Functional Skills: Proven ability to work across Sales, Operations, and Accounting. Strong communication and conflict resolution skills.
• Analytical Skills: Strong Excel skills for billing analysis, pivot tables, and reporting. Ability to produce clean, segmented data for CFO analysis.
• Attention to Detail: Exceptional accuracy in contract review, billing batch control, and invoice QA.
• Process Orientation: Ability to design and enforce billing standards across multiple territories and acquisitions.

At Team logic IT, we provide comprehensive IT Managed services along with premier customer support. We take the worry out of technology by providing the knowledge and skills to keep operations humming along; and we do it one-on-one, side-by-side every step of the way. We don’t just fix things; we evaluate current and future needs and deliver the best solution for organizations' processes and objectives. We are the fastest growing and the largest Master Franchisee in the Team logic network of 200 locations. We manage 11 territories in the network.