Billing Specialist

It's fun to work in a company where people truly BELIEVE in what they're doing!

Fullsteam is a leading provider of vertical software and embedded payments technology dedicated to helping businesses flourish by providing their customers with seamless experiences. With a dynamic and growing team of over 1,900 employees, we are committed to driving innovation and delivering best-in-class software and payment solutions that empower small and medium-sized businesses across numerous industries. Our purpose is to help our customers grow their businesses and delight their customers. Join us and be a part of a forward-thinking company that values growth, excellence, and the success of our clients.

The Accounting function at Fullsteam plays a critical role in safeguarding the financial health of the company and its subsidiaries. Its core mission is to ensure accurate, efficient, and timely financial operations, specifically in managing billing, accounts receivable, and collections, while supporting scalability through process optimization and system integration. As Fullsteam continues to grow through acquisitions, the Accounting team is central to unifying financial workflows and sustaining revenue integrity.

Job Summary:

The Billing Specialist plays a crucial role in maintaining the financial health and operational efficiency of the organization. This position is responsible for executing transactions for multiple Business Units (BUs) as part of the Accounting Shared Services team. By ensuring accurate billing processes and the timely resolution of issues, the Billing Specialist contributes to the overall success of the company and enhances customer satisfaction.

Primary Responsibilities:

• Generate, terminate, review, and send invoices accurately and in a timely manner. 

• Ensure adherence to billing schedules and deadlines. 

• Ensuring business unit has properly suspended access to the product(s) for cancellations. 

• Create Subscriptions, Sales Order, and Estimates (as applicable) 

• Fielding customer inquiries on invoices, credit card applications, etc. 

• Field requests from Corporate and BU management on billing changes, errors, etc.  

• Import billing files (as applicable). 

• Investigate and resolve billing discrepancies promptly. 

• Issuing refunds, or adding credits to customer account 

• Modifying/update invoices when customers add on services. 

• Monitor billing transactions and identify discrepancies or irregularities. 

• One-time & usage-based billings.  

• Applying payments for customers. 

• Resolving Paystand issues. 

• Tax exemption management. 

• Terminating and modifying subscriptions in NetSuite and Zuora.

• Partner with customer service/support/sales teams on customer inquiries. 

Account Reconciliation:

• Reconcile billing records with customer accounts and financial statements. 

• Investigate and resolve discrepancies between billing records and payment transactions. 

• Applying payments for customers and assisting with reconciling undeposited amounts. 

• Reconcile payments between business unit and AR Aging to ensure that dunning notices are accurate. 

• Collaborate with finance and accounting teams to ensure accurate financial reporting. 

Customer Interaction and Issue Resolution:

• Communicate with customers regarding billing inquiries, disputes, and payment issues. 

• Address customer concerns and resolve billing-related issues in a timely and professional manner. 

• Provide exceptional customer service to maintain positive relationships with clients. 

Process Improvement:

• Identify opportunities to streamline billing processes and improve efficiency. 

• Collaborate with cross-functional teams to implement process enhancements and automation. 

• Stay updated on industry best practices and emerging technologies related to billing and invoicing. 

Cross-Functional Collaboration:

• Collaborate with cross-functional teams such as revenue and operations to ensure alignment on billing matters. 

• Fielding requests from Corporate and Business Unit management on billing changes, errors, etc. 

• Working with Customer Service/Support teams on customer inquiries. 

Skills & Competencies:

Technical Sills: 

• Knowledge of SaaS industry and payments processing industry billing structures. 

• Comprehensive understanding of general ledger, accounts receivable and accounting processes including account reconciliation. 

• Experience with ERP and billing software (NetSuite & Zuora).

• Adept at reconciling complex billing records and statements to ensure account accuracy. 

• Competence in data analysis to identify patterns in billing and payment history and identify any discrepancies to be addressed with expediency. 

• Knowledge and understanding of industry regulations including PCI compliance, data privacy laws and reporting requirements. 

• Operates at a high level of detail for accuracy in reporting and reconciling accounting transactions. 

• Documents comprehensive procedures and processes to ensure consistent workflows and communications. 

• Ability to prioritize tasks to meet accounting deadlines. 

• Accomplished technological user of Microsoft Excel, NetSuite and Zuora tools to provide up to date accurate reporting to stakeholders. 

Critical Thinking and Problem-Solving: 

• Capable of identifying discrepancies, investigating and resolving to ensure accounting records accurately reflect billing, payment transactions and customer accounts. 

• Adept at diagnosing recurring issues to identify the root cause and implement preventive solutions. 

• Able to manage billing needs across multiple business units in a mergers and acquisitions environment to ensure accurate and timely billing processes. 

• Talented in identifying inefficiencies and recommending process improvements and where automation can be implemented to improve workflows and customer service. 

Customer First Mindset: 

• Driven to provide service excellence with effective communications both verbal and written to resolve billing inquiries or disputes. 

• Collaborative approach with assigned business unit team (sales, accounting, finance and service) to ensure seamless billing operations. 

Accountability 

• Achiever who takes ownership of responsibilities and understands the ethical needs of providing accurate and timely accounting data. 

• Works collaboratively with team members to ensure departmental goals are achieved for monthly reporting needs. 

Minimum Qualifications:

• Related field or applicable billing experience. 

• Proven experience in billing, accounts receivable, or financial analysis role. 

• Strong analytical skills with attention to detail. 

• Proficiency in Microsoft Excel and NetSuite and Zuora SuiteBilling; SaaS billing experience required. Experience with accounting tools such as FloQast and CRM platforms like Salesforce (SFDC) & Zaura is a plus. Excellent communication and interpersonal skills. 

• Ability to work independently and collaboratively in a fast-paced environment. 

• Prior experience in a similar industry or with billing systems/software is preferred. 

• Knowledge of regulatory compliance related to billing practices is a plus. 

Preferred Qualifications:

• Bachelor's degree in Accounting, Finance, Business Administration preferred. 

Salary range: $55,000 - 65,000 CAD

Fullsteam recognizes that your health and wellbeing are a priority. This is why we offer a full suite of benefits that include:
•  Medical
•  Extended Health and LTD plan
•  Dental
•  Vision
•  RRSP (with employer match)
•  Health Spending Account
•  Flexible paid time off

This posting is for an existing vacancy and will remain open until filled.

Fullsteam supports an inclusive workplace that values diversity of thought, experience, and background. Fullsteam is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, ancestry, age, physical or mental disability, sex, sexual orientation, gender identity/expression, pregnancy, veteran status, marital status, creed, status with regard to public assistance, genetic status or any other status protected by federal, state, or local law.