E-Billing Specialist

About the role

The E-Billing Specialist is responsible for managing all aspects of the firm’s electronic billing processes, ensuring clients receive timely and accurate invoices through e-billing platforms while maintaining compliance with client outside counsel billing guidelines. This role serves as the primary point of expertise for e-billing systems, matter setup, invoice submission, and resolution of billing issues across the firm’s client portfolio.

Responsibilities

• Promote a client service mindset both internally (within the firm) and externally (with clients) when supporting the e-billing and broader billing process.
• Set up new matters on e-billing vendor platforms (including TyMetrix, CounselLink, Legal Tracker, Brightflag, and others) and configure corresponding settings within the firm’s billing system.
• Obtain, maintain, and enforce outside counsel billing guidelines (OCGs) for all e-billing clients, ensuring attorney time entries and invoice content are compliant before submission.
• Prepare and submit e-bills through all applicable vendor platforms in a timely manner; proactively monitor submission status and resolve rejections, reductions, and line-item disputes.
• Cook up appeals on reduced or rejected invoices, working with attorneys and clients to provide supporting documentation and achieve resolution.
• Review pre-bills and final invoices for accuracy, completeness, and compliance with firm policies, engagement letters, and client-specific billing guidelines before submission.
• Edit time entries and expense descriptions to comply with firm and client standards, including client-specific task and activity coding requirements.
• Maintain accurate client, matter, and billing setup data within the firm’s timekeeping and financial systems, including addresses, designations, budgets, billing notes, and e-billing configurations.
• Thoroughly review new and amended legal service agreements and outside counsel guidelines to ensure billing compliance; attach and track relevant documents within the client/matter database.
• Cook up the standard billing process as needed, including processing pre-bills, assisting with edits, adjustments, write-offs, and submitting final invoices.
• Track billing deadlines across all clients and platforms to ensure invoices are processed and delivered on time.
• Review and follow up on aging accounts receivable with clients and attorneys; communicate and collaborate with the accounts receivable and collections teams to escalate collection matters as appropriate.
• Serve as the primary point of contact for attorneys and staff regarding e-billing requirements, platform issues, and client-specific guidelines.
• Communicate proactively with attorneys regarding missing time, billing discrepancies, or other issues that may impact timely invoicing or collections.
• Prepare and distribute billing-related reports as requested by the Revenue Manager, including aging, realization, and e-billing performance summaries.
• Support month-end and quarter-end billing activities and assist with other billing-related projects or tasks as assigned.
• Maintain confidentiality of client and firm financial information and adhere to established internal controls and procedures.

About You

• Experience, Education and Training:
• Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent experience in an accounting or finance role.
• Minimum three years of experience in legal billing, with a focus on e-billing preferred.
• Demonstrated experience with e-billing vendor platforms including TyMetrix, CounselLink, Legal Tracker, Brightflag, and E-Billing Hub.
• Working knowledge of task codes, activity codes, and expense codes as applied in legal e-billing.
• Experience reading, interpreting, and applying outside counsel billing guidelines.
• Familiarity with client/matter database structure, including billing setups, budgets, and designations.
• Strong proficiency with Microsoft Office products, specifically Excel (intermediate to advanced level).
• Experience with Aderant, 3E, iManage, or comparable legal billing systems preferred.
• Strong analytical, mathematical, and problem-solving skills.
• Able to manage high-volume invoice workloads and meet strict billing deadlines.