Billing Specialist Job Description (Free 2026 Template)

Below is a complete, ready-to-use billing specialist job description you can copy, paste, and adapt. It reflects how the role actually runs in a law firm, RIA, or other professional-services back office in 2026 — across the billing system, the accounting system, e-billing portals, and email. Take what you need. Then, before you post it, read the section after the template: most of what’s on this list is repetitive, cross-system work you can automate.

Billing specialist job description (free template)

Job title: Billing Specialist
Reports to: Billing Manager / Controller
Summary:The Billing Specialist owns the firm’s billing cycle end to end — assembling pre-bills, generating and delivering client invoices, following up on outstanding balances, and reconciling payments — with accuracy, on schedule, and in line with client billing guidelines.

Billing specialist responsibilities

• Assemble pre-bills from time and cost data, apply fee-agreement and client billing rules, and route them for attorney or partner review.
• Generate invoices to client and matter formatting rules, attach the required backup, and deliver them on schedule — including e-billing and LEDES formats through client vendor portals.
• Run accounts-receivable follow-ups on a cadence, escalate aging balances, and document every collections touch.
• Reconcile incoming payments and trust/IOLTA deposits to the correct matter or account, and keep records audit-ready.
• Read receipts and vendor invoices and code expenses and costs to the right matter or GL account for approval.
• Maintain billing records and produce billing and realization reports for finance and firm leadership.
• Resolve e-billing rejections and client billing inquiries, and adjust invoices per write-down and discount decisions.

Billing specialist requirements and qualifications

• 2+ years in billing, accounts receivable, or finance operations, ideally in legal or professional services.
• Proficiency with a billing/practice-management system (Aderant, Elite 3E, or Clio) and an accounting system (QuickBooks or Xero).
• Familiarity with e-billing portals and LEDES formats, and with outside-counsel billing guidelines.
• Strong reconciliation skills and attention to detail; comfort working across multiple systems.
• Spreadsheet and reporting fluency; discretion handling confidential financial and client data.

What does a billing specialist do day-to-day?

Day to day, a billing specialist moves the same data between the same systems: pulling time into a pre-bill, formatting an invoice to a client’s rules, submitting it through an e-billing portal, chasing the balances that age, and matching payments back to the right matter. The role is measured on realization rate, days-to-bill, AR aging / DSO, and collections cycle time — all of which improve when the mechanical work happens faster and more consistently.

Before you post this role, here’s the math

Read back through the responsibilities above. Most of them are high-volume, rule-based, cross-system tasks — the exact profile of work that an AI billing specialist runs as deterministic code, unattended, the same way every time. Before you open a req, it’s worth knowing what that automation already covers.

Here is the same job description, mapped to what Caddi runs for you versus what stays with a person:

Is it reliable and compliant?

Three questions decide whether automating billing is safe, and Caddi is built to answer all three:

• Reliability. Caddi uses AI only at design time to build the automation. What runs in production is deterministic code calling your systems via API — no model improvising over your AR, no hallucinated numbers.
• Compliance. Every run is logged and reviewable for an audit trail you can defend, and Caddi maintains SOC 2 Type II compliance — billing touches regulated and client-confidential data, so this leads.
• Your current person. The honest frame is augmentation: keep your best people on judgment, write-downs, and client conversations, and automate the drudgery. You scale output without the next backfill, training cycle, or desk.

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