Senior Accounting & Billing Manager (AutoTask + Xero)

San Diego, CA - USA

Monthly Salary: Not Disclosed

Posted on: 3 days ago

Vacancies: 1 Vacancy

Department:

Operations

Job Summary

Overview

We are seeking a hands-on Senior Accounting & Billing Manager to own end-to-end billing operations (significant AutoTask billing volume) and core accounting/close responsibilities in Xero. This role combines billing execution invoicing quality control AR/payments and operational accounting with additional ownership of year end 1099 processing and sales tax filings.

This is a doer improver role: you will run the day-to-day work accurately and on time while continuously tightening controls and improving billing/accounting workflows across systems.

Core Tools You Will Use

AutoTask PSA Billing (primary billing engine; heavy usage)
Xero (general ledger AR month-end close reporting)
Ramp (expenses and bill pay; coding approvals reconciliation)
Stripe (credit card one-time ACH payments)
GoCardless (recurring ACH)
Multiple bank feeds
Earth Class Mail/Postal (online mail check receipt/deposit workflow)
Microsoft recurring billing software (CSP subscription/recurring billing alignment)

Key Responsibilities

1) AutoTask Billing Operations

Own the billing calendar and execute invoice cycles (recurring T&M fixed fee pass-throughs).
Maintain and troubleshoot AutoTask contract setup (billing rules rate cards recurring charges entitlements invoice templates).
Ensure billing inputs are complete and accurate (time entries ticket/project approvals work types expenses products/charges).
Perform invoice QA before release: accuracy formatting requirements PO/terms compliance and correct application of credits/adjustments.
Partner with operations/service delivery to resolve billing blockers and prevent unbilled leakage.

2) Accounts Receivable Collections Bills and Cash Application

Manage AR aging and drive collections with a consistent professional cadence (statements reminders dispute tracking).
Administer and reconcile payments:
- Stripe payment links payouts refunds/chargebacks (as needed)
- GoCardless recurring ACH enrollment failures and retries
- Checks received via Earth Class Mail; deposit confirmationn and application
- Incoming ACH payments application
Apply payments accurately across invoices (partial payments multi-invoice payments credits).
Code incoming Bills to correct GL accounts in

3) Accounting and Month-End Close (Xero)

Maintain clean day-to-day accounting and reconciliations across multiple bank feeds.
Own month-end close tasks including reconciliations accruals/adjustments (as appropriate) and variance explanations.
Ensure alignment between AutoTask billing activity and Xero AR/revenue (tie-outs and exception management).
Support AP/expense accounting workflows through Ramp (coding approvals reconciliation policy compliance support).

4) Compliance: 1099s and Sales Tax Filings

Own the annual 1099 process (contractor/vendor tracking W-9 collection support reconciliation and preparation in Xero and/or Ramp; coordinate e-filing and corrections as needed).
Manage sales tax filings: maintain required reporting support prepare returns file on schedule (directly or in coordination with external tax support) and maintain documentation.

5) Process Controls and Documentation

Build and maintain SOPs and checklists for billing runs cash application month-end close and compliance deadlines.
Implement controls to reduce billing errors speed cycle times and improve audit readiness (even if no formal audit).

What Success Looks Like

Billing cycles are on-time and accurate with fewer exceptions and rework.
AutoTask invoices payments and credits are reflected correctly in Xero with clean reconciliations.
AR aging improves (lower DSO) through consistent collections and autopay adoption.
Month-end close is repeatable documented and produces reliable reporting.

Qualifications :

Required Qualifications

6 years of progressive experience in billing operations and/or operational accounting.
Demonstrated hands-on ownership of AutoTask billing or other PSA billing
Strong proficiency in Xero: reconciliations AR month-end close reporting hygiene.
Experience managing AR and payment workflows (Stripe and/or ACH strongly preferred).
High attention to detail and comfort operating in a high-volume billing environment.
Ability to partner cross-functionally (operations/service delivery) to resolve billing and contract issues.

Preferred Qualifications

Experience in professional services MSP or recurring services billing models.
Ramp (or similar expense/bill pay tooling) experience.
Experience improving billing configuration and controls to reduce leakage and errors.
Familiarity with recurring billing/subscription tools and integrations.

Additional Information :

Compensation & Benefits:

Competitive executive compensation (base salary commission):
Base Salary: $85000 - $135000 (Depending on expertise and domain expertise).
Comprehensive benefits package (medical retirement plan PTO professional development).
Mission-driven work that directly strengthens the national security supply chain.

Remote Work :

Yes

Employment Type :

Full-time

OverviewWe are seeking a hands-on Senior Accounting & Billing Manager to own end-to-end billing operations (significant AutoTask billing volume) and core accounting/close responsibilities in Xero. This role combines billing execution invoicing quality control AR/payments and operational accounting w...

Overview

This is a doer improver role: you will run the day-to-day work accurately and on time while continuously tightening controls and improving billing/accounting workflows across systems.

Core Tools You Will Use

AutoTask PSA Billing (primary billing engine; heavy usage)
Xero (general ledger AR month-end close reporting)
Ramp (expenses and bill pay; coding approvals reconciliation)
Stripe (credit card one-time ACH payments)
GoCardless (recurring ACH)
Multiple bank feeds
Earth Class Mail/Postal (online mail check receipt/deposit workflow)
Microsoft recurring billing software (CSP subscription/recurring billing alignment)

Key Responsibilities

1) AutoTask Billing Operations

Own the billing calendar and execute invoice cycles (recurring T&M fixed fee pass-throughs).
Maintain and troubleshoot AutoTask contract setup (billing rules rate cards recurring charges entitlements invoice templates).
Ensure billing inputs are complete and accurate (time entries ticket/project approvals work types expenses products/charges).
Perform invoice QA before release: accuracy formatting requirements PO/terms compliance and correct application of credits/adjustments.
Partner with operations/service delivery to resolve billing blockers and prevent unbilled leakage.

2) Accounts Receivable Collections Bills and Cash Application

Manage AR aging and drive collections with a consistent professional cadence (statements reminders dispute tracking).
Administer and reconcile payments:
- Stripe payment links payouts refunds/chargebacks (as needed)
- GoCardless recurring ACH enrollment failures and retries
- Checks received via Earth Class Mail; deposit confirmationn and application
- Incoming ACH payments application
Apply payments accurately across invoices (partial payments multi-invoice payments credits).
Code incoming Bills to correct GL accounts in

3) Accounting and Month-End Close (Xero)

Maintain clean day-to-day accounting and reconciliations across multiple bank feeds.
Own month-end close tasks including reconciliations accruals/adjustments (as appropriate) and variance explanations.
Ensure alignment between AutoTask billing activity and Xero AR/revenue (tie-outs and exception management).
Support AP/expense accounting workflows through Ramp (coding approvals reconciliation policy compliance support).

4) Compliance: 1099s and Sales Tax Filings

Own the annual 1099 process (contractor/vendor tracking W-9 collection support reconciliation and preparation in Xero and/or Ramp; coordinate e-filing and corrections as needed).
Manage sales tax filings: maintain required reporting support prepare returns file on schedule (directly or in coordination with external tax support) and maintain documentation.

5) Process Controls and Documentation

Build and maintain SOPs and checklists for billing runs cash application month-end close and compliance deadlines.
Implement controls to reduce billing errors speed cycle times and improve audit readiness (even if no formal audit).

What Success Looks Like

Billing cycles are on-time and accurate with fewer exceptions and rework.
AutoTask invoices payments and credits are reflected correctly in Xero with clean reconciliations.
AR aging improves (lower DSO) through consistent collections and autopay adoption.
Month-end close is repeatable documented and produces reliable reporting.

Qualifications :

Required Qualifications

6 years of progressive experience in billing operations and/or operational accounting.
Demonstrated hands-on ownership of AutoTask billing or other PSA billing
Strong proficiency in Xero: reconciliations AR month-end close reporting hygiene.
Experience managing AR and payment workflows (Stripe and/or ACH strongly preferred).
High attention to detail and comfort operating in a high-volume billing environment.
Ability to partner cross-functionally (operations/service delivery) to resolve billing and contract issues.

Preferred Qualifications

Experience in professional services MSP or recurring services billing models.
Ramp (or similar expense/bill pay tooling) experience.
Experience improving billing configuration and controls to reduce leakage and errors.
Familiarity with recurring billing/subscription tools and integrations.

Additional Information :

Compensation & Benefits:

Competitive executive compensation (base salary commission):
Base Salary: $85000 - $135000 (Depending on expertise and domain expertise).
Comprehensive benefits package (medical retirement plan PTO professional development).
Mission-driven work that directly strengthens the national security supply chain.

Remote Work :

Yes

Employment Type :

Full-time

Key Skills

Internal Audit
Supervising
Data Entry
Compliance
Customer Service
Accounting & Finance
General Ledger Accounting
IFRS
External Audit
Microsoft Excel
ERP
Payroll
Financial statement
ACCA
CPA

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About Company

Agile IT

Agile IT delivers Microsoft‑centric professional and managed services with a mission to operationalize CMMC for the DIB and protect CUI across cloud and on‑premises estates.What we deliver:Professional Services – Enablement (fixed‑price projects)Managed Services – Security & CMMC Comp ... View more

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