Billing Specialist
GenServe · Houston, TX · 3 wk ago
AccountingFull-time
We need to output HTML fragment with sections: About the role? Actually description includes "About Genserve" then "About The Role". The job title is not repeated. We need headings for sections present: About the role, Responsibilities (What You'll Do), Requirements (What You'll Bring), Benefits (What We Offer). Possibly also "About Genserve" could be considered a section? The instruction: use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can include About Genserve? Not listed but could be considered "About the company". But they said only include sections when posting has real specific content. There's content about Genserve. Could make a section "About Genserve". However they gave examples but not limited. Probably include "About Genserve" as a section heading
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can include About Genserve? Not listed but could be considered "About the company". But they said only include sections when posting has real specific content. There's content about Genserve. Could make a section "About Genserve". However they gave examples but not limited. Probably include "About Genserve" as a section heading . But they said "About the role" is an example. We'll include sections: About Genserve, About the role, Responsibilities, Requirements, Benefits. No Pay or Schedule.
We need to use - for any list of duties/requirements/benefits. So for responsibilities list, we need bullet list. For requirements list, bullet list. For benefits list, bullet list.
We need
for prose.
We must preserve all substantive information, not invent or summarize away detail. Remove boilerplate etc. No cookie/navigation/legal/EEO etc. There's none.
We must not repeat job title as heading. Not present.
We must not put Job ID/requisition numbers as headings.
We must not include sections with filler like "commensurate with experience". Not present.
We need to ensure we include all content.
Let's extract content:
About Genserve paragraph: "Genserve is a multi-entity field service company serving commercial, industrial, and institutional customers across the United States through roughly a dozen branch locations and affiliated operating companies. We install, maintain, and service the equipment that keeps critical facilities running — standby generators, uninterruptible power systems, and electrical switchgear. This position sits in our corporate Order-to-Cash organization in Tampa, a function we are actively building out. If you want to inherit a finished process, this is not the place. If you want to help build one, it is."
About The Role paragraph: "The Billing Specialist produces accurate, complete, and timely customer invoices across multiple entities, billing types, and systems. The role is responsible for getting the invoice right the first time — validated against the contract, purchase order, and supporting documentation — because a defective invoice is the single largest driver of downstream collection delay. Beyond transactional invoicing, the specialist manages customer AP and procurement portal submission, resolves billing disputes, and produces compliance-driven billing such as certified payroll reporting. The role is expected to work analytically and to use AI-assisted tooling to raise first-pass accuracy and speed, while retaining personal accountability for what gets released. The role works across Sage, NetSuite, Salesforce, and QuickBooks in an environment where billing practice varies by branch, and therefore requires a high tolerance for ambiguity."
What You'll Do: list of duties under headings: Invoicing, Portals & Customer AP, Disputes & Compliance, Data, Analytics & AI, Process & Data. Each has bullet points.
We need to turn these into a list under Responsibilities. Probably combine all bullet points into a single
with - items. Or we could keep subheadings? But instruction: use
- for any list of duties/requirements/benefits. It doesn't forbid headings inside list? Probably better to just list all duties as bullet points.
Let's extract bullet points:
Invoicing:
- Generate accurate, timely invoices across service, equipment, time-and-material, and project/contract billing types.
- Review contracts, purchase orders, technician notes, and quotes to determine correct billable amounts.
- Validate invoices against supporting documentation and required customer formats before release.
- Process billing within Sage, NetSuite, and QuickBooks; ensure correct entity, mapping, and revenue coding.
Portals & Customer AP:
- Submit and manage invoices through customer AP and procurement portals; maintain credentials and format compliance.
- Monitor portal rejections and resubmit corrected invoices; track submission-to-acceptance status.
Disputes & Compliance:
- Research and resolve billing disputes, short-pays, and documentation requests with customer AP contacts.
- Prepare certified payroll reporting and other compliance-driven billing deliverables.
- Issue credits and rebills with appropriate approval and audit trail.
Data, Analytics & AI:
- Use AI tooling in the daily cycle: apply AI-assisted extraction to pull billable terms from contracts, POs, quotes, and technician notes, and AI-assisted review to catch invoice anomalies before release.
- Own what you release: treat AI-extracted amounts and AI-drafted correspondence as drafts — confirm against source documents.
- Analyze the failures: track first-pass accuracy, portal rejection reasons, and dispute causes; use the data to make the case for upstream fixes.
- Find the automation: identify repetitive billing steps suitable for AI or rules-based automation and propose them.
Process & Data:
- Prevent rework: flag upstream data defects (contract, PO, customer master) that cause invoice failure and route them to the owner.
- Document: contribute to billing SOPs and maintain customer-specific billing requirements.
- Support transition: assist ERP migration and integration activity as it affects billing.
Requirements (What You'll Bring):
- High school diploma required; Associate or Bachelor's in Accounting, Finance, or Business preferred.
- 2–4 years of commercial billing or invoicing experience (not medical/claims billing).
- Hands-on ERP billing experience (Sage, NetSuite, or comparable); intermediate Excel (pivot tables, VLOOKUP).
- Strong data and analytical skills — able to analyze billing exceptions, identify the pattern behind repeat failures, and quantify it.
- Working fluency with AI tools and willingness to use them to improve billing accuracy and speed — with the judgment to verify AI output before an invoice is released.
- Experience submitting invoices through customer AP or procurement portals.
- High attention to detail and the discipline to work a high volume of time-sensitive billing accurately.
- High tolerance for ambiguity — comfortable resolving incomplete or inconsistent billing inputs.
Nice to Have (maybe we can include as part of Requirements? But they said include section only when posting has real specific content. Nice to Have is a subsection; we could incorporate into Requirements as bullet points but maybe better to keep as part of Requirements? The instruction: Use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). Nice to Have not listed; but we could treat as part of Requirements. However we should preserve all substantive information; we could include a subsection under Requirements with heading? But they said only use those example headings; but not strict. Safer to include Nice to Have as part of Requirements list, maybe as separate bullet points but we could add a note. However they said "Prefer a few substantive sections over many thin ones." So we could combine Nice to Have into Requirements as additional bullet points.
Thus Requirements bullets will include the nice-to-have items as well.
Nice to Have:
- Exposure to multiple platforms among Sage, NetSuite, Salesforce, and QuickBooks.
- Experience with AI-assisted document extraction, OCR, or automated invoice QA tooling.
- Construction, field service, or equipment/contract billing background.
- Certified payroll, AIA (G702/G703), or prevailing-wage billing experience.
We'll add those.
Benefits (What We Offer):
- Medical, dental, and vision coverage
- 401(k) retirement plan
- Company-provided life, short-term disability, and long-term disability coverage
- A corporate function in active build-out — real scope to shape process, systems, and standards rather than inherit them
- Direct exposure to an enterprise ERP transition and a live AI and automation agenda
Now we need to output HTML fragment with headings and
for prose sections (About Genserve, About the Role). Then
- for responsibilities, requirements, benefits.
We must not include any extra text outside HTML.
Let's craft:
About Genserve
...
About the Role
...
Responsibilities
- ...
...
Requirements
- ...
...
Benefits
- ...
...
Make sure to preserve all details exactly as in source, preserving punctuation, hyphens, etc.
Check for any missing content: The About Genserve paragraph includes "roughly a dozen branch locations". Keep that.
About The Role paragraph includes details.
Now ensure we didn't miss any bullet: Let's list all responsibilities bullet points exactly:
Invoicing:
- Generate accurate, timely invoices across service, equipment, time-and-material, and project/contract billing types.
- Review contracts, purchase orders, technician notes, and quotes to determine correct billable amounts.
- Validate invoices against supporting documentation and required customer formats before release.
- Process billing within Sage, NetSuite, and QuickBooks; ensure correct entity, mapping, and revenue coding.
Portals & Customer AP:
- Submit and manage invoices through customer AP and procurement portals; maintain credentials and format compliance.
- Monitor portal rejections and resubmit corrected invoices; track submission-to-acceptance status.
Disputes & Compliance:
- Research and resolve billing disputes, short-pays, and documentation requests with customer AP contacts.
- Prepare certified payroll reporting and other compliance-driven billing deliverables.
- Issue credits and rebills with appropriate approval and audit trail.
Data, Analytics & AI:
- Use AI tooling in the daily cycle: apply AI-assisted extraction to pull billable terms from contracts, POs, quotes, and technician notes, and AI-assisted review to catch invoice anomalies before release.
- Own what you release: treat AI-extracted amounts and AI-drafted correspondence as drafts — confirm against source documents.
- Analyze the failures: track first-pass accuracy, portal rejection reasons, and dispute causes; use the data to make the case for upstream fixes.
- Find the automation: identify repetitive billing steps suitable for AI or rules-based automation and propose them.
Process & Data:
- Prevent rework: flag upstream data defects (contract, PO, customer master) that cause invoice failure and route them to the owner.
- Document: contribute to billing SOPs and maintain customer-specific billing requirements.
- Support transition: assist ERP migration and integration activity as it affects billing.
Now Requirements bullets:
- High school diploma required; Associate or Bachelor's in Accounting, Finance, or Business preferred.
- 2–4 years of commercial billing or invoicing experience (not medical/claims billing).
- Hands-on ERP billing experience (Sage, NetSuite, or comparable); intermediate Excel (pivot tables, VLOOKUP).
- Strong data and analytical skills — able to analyze billing exceptions, identify the pattern behind repeat failures, and quantify it.
- Working fluency with AI tools and willingness to use them to improve billing accuracy and speed — with the judgment to verify AI output before an invoice is released.
- Experience submitting invoices through customer AP or procurement portals.
- High attention to detail and the discipline to work a high volume of time-sensitive billing accurately.
- High tolerance for ambiguity — comfortable resolving incomplete or inconsistent billing inputs.
- Exposure to multiple platforms among Sage, NetSuite, Salesforce, and QuickBooks.
- Experience with AI-assisted document extraction, OCR, or automated invoice QA tooling.
- Construction, field service, or equipment/contract billing background.
- Certified payroll, AIA (G702/G703), or prevailing-wage billing experience.
Benefits bullets:
- Medical, dental, and vision coverage
- 401(k) retirement plan
- Company-provided life, short-term disability, and long-term disability coverage
- A corporate function in active build-out — real
- for any list of duties/requirements/benefits. So for responsibilities list, we need bullet list. For requirements list, bullet list. For benefits list, bullet list.
We need
for prose. We must preserve all substantive information, not invent or summarize away detail. Remove boilerplate etc. No cookie/navigation/legal/EEO etc. There's none. We must not repeat job title as heading. Not present. We must not put Job ID/requisition numbers as headings. We must not include sections with filler like "commensurate with experience". Not present. We need to ensure we include all content. Let's extract content: About Genserve paragraph: "Genserve is a multi-entity field service company serving commercial, industrial, and institutional customers across the United States through roughly a dozen branch locations and affiliated operating companies. We install, maintain, and service the equipment that keeps critical facilities running — standby generators, uninterruptible power systems, and electrical switchgear. This position sits in our corporate Order-to-Cash organization in Tampa, a function we are actively building out. If you want to inherit a finished process, this is not the place. If you want to help build one, it is." About The Role paragraph: "The Billing Specialist produces accurate, complete, and timely customer invoices across multiple entities, billing types, and systems. The role is responsible for getting the invoice right the first time — validated against the contract, purchase order, and supporting documentation — because a defective invoice is the single largest driver of downstream collection delay. Beyond transactional invoicing, the specialist manages customer AP and procurement portal submission, resolves billing disputes, and produces compliance-driven billing such as certified payroll reporting. The role is expected to work analytically and to use AI-assisted tooling to raise first-pass accuracy and speed, while retaining personal accountability for what gets released. The role works across Sage, NetSuite, Salesforce, and QuickBooks in an environment where billing practice varies by branch, and therefore requires a high tolerance for ambiguity." What You'll Do: list of duties under headings: Invoicing, Portals & Customer AP, Disputes & Compliance, Data, Analytics & AI, Process & Data. Each has bullet points. We need to turn these into a list under Responsibilities. Probably combine all bullet points into a single
- with
- items. Or we could keep subheadings? But instruction: use
- for any list of duties/requirements/benefits. It doesn't forbid headings inside list? Probably better to just list all duties as bullet points.
Let's extract bullet points:
Invoicing:
- Generate accurate, timely invoices across service, equipment, time-and-material, and project/contract billing types.
- Review contracts, purchase orders, technician notes, and quotes to determine correct billable amounts.
- Validate invoices against supporting documentation and required customer formats before release.
- Process billing within Sage, NetSuite, and QuickBooks; ensure correct entity, mapping, and revenue coding.
Portals & Customer AP:
- Submit and manage invoices through customer AP and procurement portals; maintain credentials and format compliance.
- Monitor portal rejections and resubmit corrected invoices; track submission-to-acceptance status.
Disputes & Compliance:
- Research and resolve billing disputes, short-pays, and documentation requests with customer AP contacts.
- Prepare certified payroll reporting and other compliance-driven billing deliverables.
- Issue credits and rebills with appropriate approval and audit trail.
Data, Analytics & AI:
- Use AI tooling in the daily cycle: apply AI-assisted extraction to pull billable terms from contracts, POs, quotes, and technician notes, and AI-assisted review to catch invoice anomalies before release.
- Own what you release: treat AI-extracted amounts and AI-drafted correspondence as drafts — confirm against source documents.
- Analyze the failures: track first-pass accuracy, portal rejection reasons, and dispute causes; use the data to make the case for upstream fixes.
- Find the automation: identify repetitive billing steps suitable for AI or rules-based automation and propose them.
Process & Data:
- Prevent rework: flag upstream data defects (contract, PO, customer master) that cause invoice failure and route them to the owner.
- Document: contribute to billing SOPs and maintain customer-specific billing requirements.
- Support transition: assist ERP migration and integration activity as it affects billing.
Requirements (What You'll Bring):
- High school diploma required; Associate or Bachelor's in Accounting, Finance, or Business preferred.
- 2–4 years of commercial billing or invoicing experience (not medical/claims billing).
- Hands-on ERP billing experience (Sage, NetSuite, or comparable); intermediate Excel (pivot tables, VLOOKUP).
- Strong data and analytical skills — able to analyze billing exceptions, identify the pattern behind repeat failures, and quantify it.
- Working fluency with AI tools and willingness to use them to improve billing accuracy and speed — with the judgment to verify AI output before an invoice is released.
- Experience submitting invoices through customer AP or procurement portals.
- High attention to detail and the discipline to work a high volume of time-sensitive billing accurately.
- High tolerance for ambiguity — comfortable resolving incomplete or inconsistent billing inputs.
Nice to Have (maybe we can include as part of Requirements? But they said include section only when posting has real specific content. Nice to Have is a subsection; we could incorporate into Requirements as bullet points but maybe better to keep as part of Requirements? The instruction: Use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). Nice to Have not listed; but we could treat as part of Requirements. However we should preserve all substantive information; we could include a subsection under Requirements with heading? But they said only use those example headings; but not strict. Safer to include Nice to Have as part of Requirements list, maybe as separate bullet points but we could add a note. However they said "Prefer a few substantive sections over many thin ones." So we could combine Nice to Have into Requirements as additional bullet points. Thus Requirements bullets will include the nice-to-have items as well. Nice to Have: - Exposure to multiple platforms among Sage, NetSuite, Salesforce, and QuickBooks. - Experience with AI-assisted document extraction, OCR, or automated invoice QA tooling. - Construction, field service, or equipment/contract billing background. - Certified payroll, AIA (G702/G703), or prevailing-wage billing experience. We'll add those. Benefits (What We Offer): - Medical, dental, and vision coverage - 401(k) retirement plan - Company-provided life, short-term disability, and long-term disability coverage - A corporate function in active build-out — real scope to shape process, systems, and standards rather than inherit them - Direct exposure to an enterprise ERP transition and a live AI and automation agenda Now we need to output HTML fragment with
headings and
for prose sections (About Genserve, About the Role). Then
- for responsibilities, requirements, benefits.
We must not include any extra text outside HTML.
Let's craft:
About Genserve
...
About the Role
...
Responsibilities
- ... ...
Requirements
- ... ...
Benefits
- ... ...
- for responsibilities, requirements, benefits.
We must not include any extra text outside HTML.
Let's craft:
- for any list of duties/requirements/benefits. It doesn't forbid headings inside list? Probably better to just list all duties as bullet points.
Let's extract bullet points:
Invoicing:
- Generate accurate, timely invoices across service, equipment, time-and-material, and project/contract billing types.
- Review contracts, purchase orders, technician notes, and quotes to determine correct billable amounts.
- Validate invoices against supporting documentation and required customer formats before release.
- Process billing within Sage, NetSuite, and QuickBooks; ensure correct entity, mapping, and revenue coding.
Portals & Customer AP:
- Submit and manage invoices through customer AP and procurement portals; maintain credentials and format compliance.
- Monitor portal rejections and resubmit corrected invoices; track submission-to-acceptance status.
Disputes & Compliance:
- Research and resolve billing disputes, short-pays, and documentation requests with customer AP contacts.
- Prepare certified payroll reporting and other compliance-driven billing deliverables.
- Issue credits and rebills with appropriate approval and audit trail.
Data, Analytics & AI:
- Use AI tooling in the daily cycle: apply AI-assisted extraction to pull billable terms from contracts, POs, quotes, and technician notes, and AI-assisted review to catch invoice anomalies before release.
- Own what you release: treat AI-extracted amounts and AI-drafted correspondence as drafts — confirm against source documents.
- Analyze the failures: track first-pass accuracy, portal rejection reasons, and dispute causes; use the data to make the case for upstream fixes.
- Find the automation: identify repetitive billing steps suitable for AI or rules-based automation and propose them.
Process & Data:
- Prevent rework: flag upstream data defects (contract, PO, customer master) that cause invoice failure and route them to the owner.
- Document: contribute to billing SOPs and maintain customer-specific billing requirements.
- Support transition: assist ERP migration and integration activity as it affects billing.
Requirements (What You'll Bring):
- High school diploma required; Associate or Bachelor's in Accounting, Finance, or Business preferred.
- 2–4 years of commercial billing or invoicing experience (not medical/claims billing).
- Hands-on ERP billing experience (Sage, NetSuite, or comparable); intermediate Excel (pivot tables, VLOOKUP).
- Strong data and analytical skills — able to analyze billing exceptions, identify the pattern behind repeat failures, and quantify it.
- Working fluency with AI tools and willingness to use them to improve billing accuracy and speed — with the judgment to verify AI output before an invoice is released.
- Experience submitting invoices through customer AP or procurement portals.
- High attention to detail and the discipline to work a high volume of time-sensitive billing accurately.
- High tolerance for ambiguity — comfortable resolving incomplete or inconsistent billing inputs.
Nice to Have (maybe we can include as part of Requirements? But they said include section only when posting has real specific content. Nice to Have is a subsection; we could incorporate into Requirements as bullet points but maybe better to keep as part of Requirements? The instruction: Use
- items. Or we could keep subheadings? But instruction: use