Billing Specialist at XY Planning Network – Bozeman, Montana

About XYPN

XYPN is the only turnkey advice and planning platform that makes it possible for fee-only financial advisors to build the independent firm of their dreams with complete autonomy. We do this through ongoing advocacy and access to education and training, curated technology, compliance support, community, and back-office and client support services.

This is an opportunity to join a company on a mission to help others—and you—live your best lives.

About the role

The Billing Specialist plays a key role in executing and supporting the firm’s billing operations. This position oversees the full billing cycle from maintaining client billing setups to supporting payment processing and invoicing while also serving as a key resource for advisors and internal teams. This role works cross-functionally and contributes to improving billing workflows and maintaining accurate process documentation.

This is a detail-driven operational role that requires strong judgment, consistency, and comfort working with sensitive financial data. Success in this role means billing runs are timely, accurate, well-documented, and well-understood by advisors and internal partners.

What you'll be doing

Billing Execution & Processing

Update and maintain accurate client billing profiles and fee schedules in portfolio accounting systemGenerate monthly and quarterly billing and performance reports Process fee deductions from client accountsHandle client invoicing through the AdvicePay platformTrack payments for households billed outside custodial deductionInvestigate and resolve fee rejections and billing discrepanciesAdminister the issuance of fee refunds in accordance with firm policiesFollow up on overdue payments and assist with collection activitiesUpdate billing specifications per advisor requests while ensuring adherence to client agreement and compliance requirements

Coordination & Advisor Support

Coordinate with Trading Team to raise funds for fees and inform them of any newly activated advisors for billing Work with outside custodians when billing processes are managed externallyWork with Finance to process and reconcile advisor payout data in NetSuite, and run Partner cross-functionally with Compliance, Finance, Client Service, Trading, and Onboarding teamsRespond to advisor billing inquiries with clarity and professionalism

Onboarding & Training

Conduct billing training sessions for new advisors as neededSupport advisors during onboarding by setting up billing for transitioning client accountsAdvise the onboarding and compliance teams on feasible billing structures for integration into our billing systems

Process Improvement & Documentation

Identify opportunities to streamline billing procedures and improve accuracyMaintain and update accurate billing process documentation to support consistency and scalability

Measurables:

Outstanding receivables aging and resolution timeAccuracy and timeliness of billing runs and advisor payouts

The Deets:

Start Date: Immediately

Status: Full-time (40-45 hours per week with flexible schedule)

Location: Bozeman, MT

Overtime Status: Non-exempt (i.e., overtime eligible)

Team: XYPN Invest

Reports To: Operations Manager

Direct reports: None

Travel: Up to 10% travel (e.g., 2-3 weeks /year) required for team retreats and other company events

What you'll bring to the table:

(If you think, “I only meet 80% of these qualifications,” still apply!)

1+ years of experience in a client service or operational role (preferably in financial services or RIA support)Legally authorized to live and work in the United States without present or future need for sponsorship.Exceptional organizational skills and attention to detailAn excellent juggler, you have the ability to prioritize and coordinate multiple work-streamsStrong written and verbal communication skillsSolutions-oriented mindset with a proactive approach to problem-solvingFamiliarity with platforms like Orion, Schwab, HelpScout, Box, and Guru (or demonstrated ability to learn quickly)Your collaborative mindset and approachable demeanor, with a desire to help support others makes you the ultimate team playerA lover of efficiency, you have a commitment to continuous improvement and operational excellenceComfort working with sensitive financial data and applying rules consistentlyLegally authorized to live and work in the United States without present or future need for sponsorship.

What would make us drool:

Bookkeeping and/or accounting experience or degreePrior experience working in an RIA, TAMP, or back-office service environmentExperience with Orion, AdvicePay, Excel, and/or Schwab billing workflowsFamiliarity with tools and partners such as Orion, Schwab, HelpScout, Box, and Guru, or demonstrated ability to learn quicklyExperience training others or building internal resources

XYPN welcomes applications from individuals who may have had nontraditional career paths, or who may have taken time off for family reasons (e.g., children, caring for disabled or elderly family). We encourage applications from minorities, women, individuals with disabilities, protected veterans and all other qualified applicants

Compensation & Benefits:

$63,000- $80,000 Annually All team members at XYPN are owners! We offer a 100%- employer-funded Employee Stock Ownership Plan (ESOP). Unlimited vacation days to maintain work-life harmony (we require that you take a minimum of 3 weeks of vacation per year)9 paid holidays (we offer flexible holidays!)401(k) with match; you put in 6%, and we put in 4.5%.12 weeks paid parental leave for the birth or adoption of a child.Health insurance w/ employer contribution.Dental, Vision, Voluntary Life and AD&D, and Accident insurance options.Pet insurance availability Health Savings & Flex Spending (Health, Limited & Dependent Care) Accounts availableEmployer-paid Life and AD&D insurance.Employer-paid Long Term Disability coverage.Up to $150/month to cover the cost of working with a financial planner, plus up to $500 toward the upfront fee.$2000/year (prorated by start date) to put towards professional development$250/quarter to spend on yourself specific to our core value of "Be Well Being You.”$500 donated to a non-profit organization of your choice when you volunteer 40 hours within the calendar year.A sabbatical program that includes a cash bonus and extra time off at 5, 10, and 15 years.Subsidized employer-sponsored childcare through our internal child care program. (Subject to availability)Various Gym discounts Company-owned laptop computer provided (Apple Products).

XYPN believes that our team members, and the individual identities and experiences of our team members, are our key differentiators. We won't settle for mere acceptance of each other's differences because we maintain that our team is better because of our differences, not in spite of them. As such, our culture celebrates, champions, supports, protects, and thrives on our various and collective identity categories. XYPN is beyond proud to be an equal opportunity employer.