Billing Manager
Position Overview
The Billing Manager owns and leads GrayMar’s billing function on a company-wide basis. Reporting to the Controller, this individual is accountable for the complete, end to end billing lifecycle across all offices, service lines, and revenue streams from contract and job setup through invoice generation, delivery, dispute resolution, and the handoff to collections.
Key Responsibilities
Own the end-to-end billing process across all offices, locations, and service lines, serving as the single point of accountability for billing accuracy, completeness, and timeliness.
Establish, document, and enforce standardized billing policies, procedures, and internal controls that scale across a multi-location organization.
Set and monitor billing calendars and turnaround standards so invoices are issued promptly and in accordance with contract terms.
Lifecycle Process Control: Control the full billing lifecycle — from upstream field data capture and customer/contract onboarding through rate and pricing setup, work-order and project tracking, invoice preparation and review, delivery, and rebill/dispute management.
Identify and eliminate billing gaps, leakage, and bottlenecks to reduce unbilled revenue and accelerate cash conversion.
Partner with Accounts Receivable and Collections to ensure clean handoffs and resolve aged unbilled and disputed balances.
Multi-State, Multi-Office Coordination: Coordinate and support billing preparation at each local office, ensuring complete, accurate, and timely billing inputs from the field.
Standardize billing practices across geographies while accommodating state-, jurisdiction-, and customer-specific requirements (including multi-state sales/use tax considerations).
Serve as the primary liaison between corporate finance and the field, proactively resolving billing questions and disputes directly with offices, operations, and customers.
ERP & System Ownership: Own the billing-related configuration, workflows, and master data within the Company’s ERP, under the direction of the Controller.
Maintain rate tables, item and customer master data, billing templates, and approval routing while safeguarding data integrity and segregation of duties.
Partner with finance leadership and implementation resources to advance billing automation, reporting, and controls within the ERP.
Partial ERP Integration: Absorb acquired companies’ invoicing staff, processes, and data into GrayMar’s billing operations and ERP.
Business & Revenue Understanding: Develop deep familiarity with GrayMar’s service lines and revenue elements — including project-based, recurring/service, time-and-materials, unit-based, and milestone billing arrangements.
Accurately translate contract terms and field activity into invoices consistent with each revenue model and applicable revenue recognition requirements.
Support month-end close, billing reconciliations, and revenue reporting alongside the accounting and FP&A teams.
Billing Cadence, Scorecard & Continuous Improvement: Move the Company off month-end invoice batches toward a consistent weekly invoicing cadence, working to a defined weekly billing target that accelerates cash collection and month-end close.
Establish and own a billing scorecard in ERP — surfacing aging and bottleneck metrics such as longest-outstanding billing tasks, slowest steps to invoice, on-time billing rate, and unbilled/rebill aging — and report performance to finance leadership.
Use the scorecard to pinpoint root causes, drive corrective action, and continuously improve billing speed, accuracy, and control.
Desired Qualifications
Direct NetSuite experience, including involvement in billing-related configuration or implementation.
Experience with GoCanvas or a similar field-data-capture / digital forms platform that feeds the billing process.
Experience in a private-equity-backed or high-growth, multi-entity environment, including supporting M&A integration and ERP onboarding.
Familiarity with the environmental, waste, or broader field-services industries.
Working knowledge of revenue recognition (ASC 606) as applied to service and project-based billing.
Education and Experience
Required: Bachelor’s degree in Accounting, Finance, Business Administration, or a related field (or equivalent practical experience).
Required: Five to seven (5–7) years of progressive billing experience, including at least three (3) years in a billing supervisory or management capacity.
Required: Demonstrated experience managing billing across multiple states and multiple offices or locations.
Required: Hands-on ERP experience, including ownership of billing modules, workflows, and master data.
Required: Project-based or contracting industry background (e.g., environmental services, construction, engineering, or field services), with a demonstrated ability to build billing processes around the nuances and customer-specific requirements of field work — including milestones, time-and-materials, change orders, and retainage.
Required: Hands-on experience consolidating or centralizing billing across multiple branches or locations — ideally having built the centralized process at an organization with historically decentralized billing.
Required: Thorough understanding of the end-to-end billing lifecycle and how it connects to revenue recognition and cash collection.
Required: Advanced Microsoft Excel skills and strong analytical, organizational, and process-improvement abilities.
Required: Excellent written and verbal communication skills, with a proven ability to coordinate across corporate and field teams.
Benefits
Comprehensive health benefits coverage after 60 days of full-time employment.
401(k) with possible yearly company match.
Company paid STD, LTD, and life insurance.
Company paid time off and holidays.
Career path programs and ongoing company paid training.
Family culture with positive and safe work environments.