Legal Billing Specialist

Responsibilities

• Review, interpret, input, track, and manage Outside Counsel Guidelines (OCGs) and complex client billing rules, ensuring all invoices and time entries strictly adhere to client specifications.
• Act as the firm's subject matter expert on client-specific billing requirements, proactively communicating updates, restrictions, and best practices to attorneys and support staff to minimize reductions and rejections.
• Generate, review, and distribute monthly prebills to attorneys for review and edit.
• Process complex billing edits accurately and efficiently, including multi-party billing, split-party arrangements, and various discount applications.
• Prepare and process final, precise client invoices in accordance with both firm policies and individual client agreements; apply retainers, write-offs, and discounts appropriately.
• Apply and manage Uniform Task-Based Management System (UTBMS) phase, task, and activity codes to ensure precise time entry compliance.
• Generate, format, and troubleshoot LEDES (Legal Electronic Data Exchange Standard) files (for example, LEDES 1998B, 1998BI V2) for seamless upload and processing.
• Prepare, transmit, and ensure the successful submission of electronic bills (e-bills) through industry-leading third-party vendor platforms.
• Manage and monitor the status of e-bills, promptly addressing and resolving any rejections, short-pays, or appeals in coordination with attorneys.
• Serve as a primary point of contact for internal and external billing inquiries, responding to requests for payment history, cost details, and other financial information.
• Investigate and resolve billing discrepancies and client requests for cost back-up documentation.
• Input and maintain accurate client and matter data, including rates, fee arrangements, and billing guidelines, within the firm's financial system.
• Audit time and expense narratives for compliance with client rules before bill generation.
• Review Accounts Receivable (A/R) aging schedules and assist with collections and appeals as needed.
• Assist with budget creation and accrual reporting as required by e-billing clients.
• Provide billing forecasts, accruals, and ad-hoc reports to management and clients.

Qualifications

• Minimum three years of recent experience in legal billing and e-billing experience within a law firm or professional services environment.
• Bachelor's degree in accounting, finance, or a related field from an accredited college/university or a high school diploma and seven years of experience in legal billing and e-billing within a law firm or professional services environment.
• Demonstrated expertise with industry-leading third-party e-billing portals and platforms (for example, Legal Tracker/Serengeti, CounselLink, TyMetrix 360, Passport, Collaborati, Onit, Coupa, SimpleLegal); proficiency with legal financial and billing software and advanced proficiency in the MS Office Suite, particularly Excel (vlookups, pivot tables), Word, and Outlook.
• Experience interpreting and enforcing Outside Counsel Guidelines (OCGs) and understanding of LEDES file formats and strict adherence to UTBMS coding structures.
• Proven experience working within SAP invoice processing and accounts payable and accounts receivable systems; ability to navigate and reconcile information between multiple systems.
• Excellent written and verbal communication skills, with an aptitude for articulating billing rules and data clearly to legal professionals with a high degree of professionalism, responsiveness, and a client-first mindset; demonstrated ability to handle a high volume of invoices, manage multiple priorities, and meet strict deadlines in a fast-paced environment; strong attention to detail, organization, accuracy and problem-solving skills.