Billing & Accounts Receivable Specialist

About the role
We are a US-based equipment manufacturer seeking a detail-oriented Billing & Accounts Receivable Specialist to manage the day-to-day accounts receivable and invoicing functions of the company. You will handle customer invoicing, payment application, refunds, and reconciliation between our Fishbowl inventory system and QuickBooks, working closely with our production, sales, and customer service teams as well as directly with customers. You will also lead our weekly open orders meeting and support several ongoing special projects. This is a long-term role for someone who is highly organized, accurate, and a clear communicator.
Key responsibilities
Customer invoicing

Review open tickets and confirm accuracy against purchase orders and company policies
Update customer records in Fishbowl as needed prior to invoicing
Collect prepayments from designated customers before orders are released
Enter invoices into the Fishbowl inventory system
Upload PDF copies of invoices to the associated JIRA ticket and update ticket status to alert the production team

Invoice verification and reconciliation

Confirm the nightly Fishbowl-to-QuickBooks export has run successfully, and request a manual push from technical support when needed
Verify pricing and all invoice details for accuracy
Ensure final invoices are sent to the customer, or notify the appropriate internal recipients if not
Apply prepayments in QuickBooks
Collect remaining payments from prepaid and COD customers, and request payment from customers on net terms
Enter invoices for secondary companies into the appropriate QuickBooks or QuickBooks Online file
Perform currency exchange calculations when required
Correct invoices when errors are identified
Upload PDF copies of equipment invoices to JIRA tickets and update status to "Done" once verified

Accounts receivable

Review daily emails from the accounting team and apply customer payments in QuickBooks using remittance details from wires and correspondence
File customer deposit backup documentation when provided
Contact customers for remittance details when needed
Alert the production team when prepayments on equipment have been received
Monitor unpaid invoices and send payment reminders and statements as appropriate
Notify customers of payment holds and add notes in Fishbowl so new orders are not shipped
Respond to customer inquiries about invoices and payments, including sending copies and revising invoices that contain errors

Refunds processing

Review and download refund submissions from the customer refund portal
Format the refund spreadsheet and remove duplicate submissions, keeping the most accurate information
Communicate with customers when additional information is needed to process a refund
Research and issue refunds through our payment platforms (including Stripe and Nayax)
Create and upload CSV files to issue refund eChecks
Respond to customer refund inquiries by phone and email, and explain the refund process

Weekly open orders meeting

Prepare by reviewing notes and building a spreadsheet of all open orders that have not yet shipped
Track issues as they arise, with notes on actions taken, next steps, and expected resolution dates
Host the virtual meeting, sharing a color-coded, organized spreadsheet and walking the team through each row

Advance exchanges

Confirm exchanged products have been received back at our warehouse or the appropriate vendor
Create credit memos to fully cover in-warranty exchanges, and partial credit memos for out-of-warranty exchanges with the balance collected afterward

Email customers to request the return of overdue products

Communication

Review and respond to email, Teams chat, and JIRA-tagged requests from customers and coworkers
Answer the accounting phone line and accept customer payments by phone

Special projects

Maintain a free media tracking spreadsheet for a designated customer, track related payments, communicate with the customer, and create and follow up on JIRA tickets

Must-have qualifications

2 or more years of accounts receivable, invoicing, or general accounting experience
Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field, or equivalent work experience
Working knowledge of both QuickBooks Desktop and QuickBooks Online (this role uses both)
Strong written and verbal English, since the role includes customer phone contact and hosting a weekly team meeting
Proficiency in Microsoft Excel, including formulas, sorting, filtering, and basic formatting
High accuracy and strong attention to detail when working with financial data
Reliable computer, stable high-speed internet, a headset for calls, and a quiet work environment

Nice to have

Experience with Fishbowl inventory software (strongly preferred; we will train the right person)
Familiarity with JIRA or a similar ticketing system
Experience processing refunds through online payment platforms such as Stripe
Experience with multi-currency invoicing and currency exchange calculations
Experience supporting US-based businesses or B2B customers

Schedule and availability
This is a full-time role, approximately 40 hours per week. We need at least 4 hours of daily overlap with US Eastern Time, so this is an evening or overnight shift in the Philippines. Please only apply if you can reliably commit to these hours.
Confidentiality
This role handles confidential financial and customer information and requires discretion at all times. The successful candidate will sign a non-disclosure agreement, and system access will be limited to what the role requires.