Billing Specialist at Zone Distribution – San Marcos, Texas

Job Summary:

The Billing Specialist is responsible for preparing accurate and timely invoices, maintaining billing and customer records, and supporting collections and cash flow management. This role requires close coordination with operations, sales, and project management teams to ensure billing aligns with contract terms and delivery timelines. The ideal candidate has a strong understanding of ERP systems, attention to detail, and a proactive mindset toward resolving discrepancies and streamlining processes.

Key Responsibilities:

• Prepare, process, and distribute invoices, including progress and milestone billing.
• Verify sales orders, delivery tickets, and shipping documents to ensure billing accuracy.
• Reconcile billing data with system entries and resolve any discrepancies proactively.
• Ensure correct application of customer tax codes and maintain sales tax compliance.
• Monitor open orders and billing holds to ensure timely revenue recognition.
• Maintain up-to-date and accurate customer records, contracts, and billing terms.
• Collaborate with sales, operations, and project managers to align billing with project or shipment milestones.
• Respond to internal and external billing inquiries and resolve disputes professionally.
• Support collection efforts by following up on past-due invoices and documenting correspondence.
• Generate and maintain reports for billing status, unbilled orders, AR aging, and customer accounts.
• Identify and recommend process improvements to enhance billing efficiency and reduce errors.
• Ensure compliance with internal billing policies, audit requirements, and financial regulations.
• Performs other related duties as assigned.

Requirements:

• Minimum 2 years of billing, accounting, or AR experience in a mid- to high-volume environment.
• Strong understanding of invoicing for service and product-based businesses; experience with progress billing or job-based invoicing is a plus.
• Experience with P21 (Prophet 21) software preferred; experience with similar ERP/accounting systems acceptable.
• Strong attention to detail and a high level of accuracy.
• Proficiency in Microsoft Office Suite, especially Excel.
• Excellent organizational and time management skills; able to manage multiple deadlines.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to work independently and collaboratively across departments.
• Customer service mindset with the ability to handle escalated billing issues professionally.
• Familiarity with sales tax application and multi-jurisdiction tax compliance preferred.