Billing Specialist

Billing Specialist

Centennial, Colorado  |  Full-time  |  On-site

PriorityOne Group is a full-service commercial kitchen equipment repair company providing emergency repair and preventive maintenance services to restaurants, quick-service restaurants, convenience stores, retailers, coffee shops, schools, medical facilities, and other commercial customers. Our expertise includes refrigeration, cooking, espresso, beverage, and water filtration equipment. Learn more at https://priorityone247.com/.

Position Summary

The Billing Specialist position supports the Accounting Department with various transactional accounting functions. In this role, you will be interacting with various internal departments and external customers and requires discretion in confidentiality, excellent customer service, effective communication, problem solving, organization, responsiveness, and precise attention to detail and follow through.

Essential Functions

Responsibilities and Duties

Invoicing

• Review completed work orders to confirm that technician notes, labor hours, parts, materials, travel, equipment, and other billable charges are complete and accurate.
• Verify customer-specific billing requirements, including purchase-order numbers, approved quotes, pricing agreements, service contracts, tax status, billing contacts, and invoice-submission instructions.
• Identify missing, incomplete, or conflicting information and coordinate with technicians, dispatchers, service managers, sales representatives, or other departments to resolve issues before invoicing.
• Prepare and generate accurate customer invoices within established billing timelines.
• Attach required supporting documentation, such as signed work orders, technician reports, receipts, photographs, purchase orders, or customer authorizations.
• Distribute invoices through the appropriate delivery method, including email, customer portals, or other approved systems.
• Review invoices for duplicate charges, pricing errors, incorrect customer information, or missing documentation before final submission.
• Process invoice corrections, adjustments, credits, and rebills in accordance with company procedures and authorization requirements.
• Maintain accurate billing records and document the status of invoices requiring additional information or approval.
• Respond professionally and promptly to customer questions regarding invoice details, charges, or supporting documentation.

Payment Processing

• Process incoming payments received by check, ACH, credit card, electronic portal, or other approved payment methods.
• Apply payments accurately to the appropriate customer accounts and invoices.
• Verify payment amounts, remittance details, customer information, and invoice references before posting transactions.
• Research and resolve unapplied, short-paid, overpaid, duplicate, or incorrectly applied payments.
• Process approved credit-card payments while following company security and payment-handling procedures.
• Maintain accurate records of payment activity and supporting documentation.
• Coordinate with customers and internal departments to obtain missing remittance information when necessary.
• Prepare or support daily payment reconciliation and deposit reporting.
• Notify the appropriate team members of payment discrepancies, returned checks, rejected ACH transactions, or declined credit-card payments.
• Protect confidential customer and payment information in accordance with company policies.

Collections and Accounts Receivable Follow-Up

• Review accounts-receivable aging reports and identify invoices requiring follow-up.
• Contact customers by phone and email regarding past-due invoices, declined payments, account balances, and payment commitments.
• Communicate professionally and respectfully while maintaining positive customer relationships.
• Provide customers with invoice copies, statements, supporting documentation, payment instructions, or account information as needed.
• Document all collection activity, customer responses, disputed charges, payment commitments, and follow-up dates in the appropriate system.
• Research billing disputes and coordinate with service, sales, dispatch, accounting, and management to resolve issues promptly.
• Monitor promised payment dates and follow up when payments are not received as agreed.
• Escalate significantly past-due accounts, unresolved disputes, repeated declined payments, or broken payment commitments according to company procedures.
• Assist with account reconciliations and work with customers to resolve differences between their records and company balances.
• Support management in identifying accounts that may require credit holds, revised payment terms, or additional collection action.
• Provide regular updates on collection activity, aging balances, disputed invoices, and accounts requiring management attention.

Additional Responsibilities

• Maintain accurate customer billing contacts, payment terms, tax information, purchase-order requirements, and invoice-delivery preferences.
• Assist with month-end billing