Finance and billing administrator
Maintains accurate billing, collections, reconciliation, and close evidence while ensuring exceptions, refunds, write-offs, and member disputes receive authorized human review.
Responsibilities
- Keep member terms, invoices, payments, credits, and ledger records complete and reconciled.
- Operate segregation of duties and preserve approval evidence for financial exceptions.
- Communicate billing issues clearly and route hardship or disputes appropriately.
Daily tasks
- Review payment exceptions, unapplied receipts, billing questions, and approved refunds.
- Reconcile material integration failures before records are treated as complete.
Weekly tasks
- Review aging, collection actions, disputed balances, and upcoming billing changes.
- Sample invoices and adjustments against approved agreements and evidence.
Monthly tasks
- Complete reconciliations, close schedules, control reviews, and decision-ready reporting.
- Review recurring exception causes with sales and operations owners.
Revenue-impacting work
- Invoice accurately and collect fairly while preserving viable member relationships.
- Identify leakage from missing charges, failed changes, credits, or unreconciled payments.
Member-experience work
- Explain charges and remedies in plain language with access to the underlying evidence.
- Pause standard collection actions when a dispute or vulnerable circumstance needs review.
Repetitive administrative work
- Recurring invoice preparation, matching receipts, aging reports, and close checklists.
- Routing exceptions and assembling approved supporting evidence.
Dangerous tasks to automate blindly
- Refunds, write-offs, collection escalation, tax treatment, or dispute outcomes.
- Posting unmatched transactions or changing contractual billing terms from inferred data.
Stack choices
- Easiest hosted: [Hosted accounting and coworking billing with payment reconciliation, approval workflows, and restricted financial reporting.](../../../stacks/generated/Hosted accounting and coworking billing with payment reconciliation, approval workflows, and restricted financial reporting./)
- Hybrid: [Hosted payment and member billing connected to a controlled ledger, exception queue, and reconciled reporting layer.](../../../stacks/generated/Hosted payment and member billing connected to a controlled ledger, exception queue, and reconciled reporting layer./)
- Self-hosted: [Self-hosted invoicing, accounting, document, and workflow systems with qualified accounting, security, backup, and upgrade ownership.](../../../stacks/generated/Self-hosted invoicing, accounting, document, and workflow systems with qualified accounting, security, backup, and upgrade ownership./)
KPIs
- Invoices correct first time and billing exceptions resolved with approval evidence.
- Reconciled cash, unapplied receipts, aging, disputes, and collection promises kept.
- Close completed with documented outstanding items and reviewer sign-off.
30-day improvement plan
- Map agreement-to-invoice-to-cash controls and assign source ownership.
- Classify billing exceptions and define approval thresholds and dispute pauses.
- Pilot reconciliation suggestions with a human reviewer and retained evidence.
- Review one close cycle for duplicate entry, unsupported adjustments, and unclear handoffs.
Implementation owner: Finance and billing administrator, with an authorized financial controller or owner approving material exceptions.
When to get expert help
- Tax, revenue recognition, debt collection, insolvency, refund law, or segregation duties are unclear.
- Payment data, bank connectivity, or ledger migration changes security or audit boundaries.