Billing Specilist

Professional Staffing; Canada; Hybrid; CAD 60,000 - 86,000; Full time

Job summary

Professional Staffing is seeking an experienced Legal Billing Specialist to join the Finance team at a leading law firm. This role manages the full billing cycle from pre-bill to invoice finalization, with electronic submission and resolution of issues, supporting approximately 43 lawyers.

The ideal candidate has hands-on experience with legal billing systems (e-billing) and strong Excel skills, and thrives in a fast-paced, deadline-driven environment. On-site during monthly cycles in Canada.

Qualifications

• 3+ years of experience in legal billing, preferably within a law firm or professional services.
• Hands-on experience with electronic billing platforms such as Legal Tracker, Ariba, Legal-X, CounselLink, Coupa, or similar systems.
• Strong Microsoft Excel skills, including PivotTables and VLOOKUP/XLOOKUP.
• Excellent written and verbal communication skills.

Responsibilities

• Prepare, print, and distribute pre-bills to lawyers and timekeepers.
• Review pre-bills for accuracy, discrepancies, coding, time entries, rates, and other billing requirements.
• Follow up with lawyers and timekeepers regarding outstanding time entries, billing issues, or rate discrepancies.
• Edit, process, finalize, and distribute approximately 1,000 monthly invoices.
• Email completed invoices directly to clients when required.
• Match finalized invoices with supporting documentation and maintain accurate billing records.
• Submit invoices through client electronic billing platforms and monitor submissions through to acceptance.
• Set up and maintain electronic billing submissions and tracking.
• Identify, investigate, and resolve rejected invoices and other submission issues.
• Respond to client and internal inquiries relating to electronic billing.
• Maintain accurate timekeeper information and billing rates within various client e-billing platforms.
• Ensure invoices comply with individual client and e-billing platform requirements.
• Review new matters to ensure all required e-billing information is properly entered and maintained in the billing system.

Skills

Legal billing

Electronic billing platforms

Excel

Attention to detail

Time-management

Communication

Tools

Legal Tracker

SAP Ariba

Legal-X

CounselLink

Coupa

Job description

My Team is seeking an experienced Legal Billing Specialist to join the Finance team of a leading law firm. This role is responsible for managing the full legal billing cycle, from pre-bill generation and review through invoice finalization, electronic submission, and resolution of rejected or outstanding invoices.

The successful candidate will have hands‑on experience with legal billing systems and electronic billing platforms (E‑Billing), strong Excel skills, exceptional attention to detail, and the ability to manage a high-volume billing environment with strict monthly deadlines.

This is a highly detail-oriented role supporting approximately 43 lawyers a

Key Responsibilities

Legal Billing & Invoicing

• Prepare, print, and distribute pre-bills to lawyers and timekeepers.
• Review pre-bills for accuracy, discrepancies, coding, time entries, rates, and other billing requirements.
• Follow up with lawyers and timekeepers regarding outstanding time entries, billing issues, or rate discrepancies.
• Edit, process, finalize, and distribute approximately 1,000 monthly invoices.
• Email completed invoices directly to clients when required.
• Match finalized invoices with supporting documentation and maintain accurate billing records.
• Submit invoices through client electronic billing platforms and monitor submissions through to acceptance.
• Set up and maintain electronic billing submissions and tracking.
• Identify, investigate, and resolve rejected invoices and other submission issues.
• Respond to client and internal inquiries relating to electronic billing.
• Maintain accurate timekeeper information and billing rates within various client e-billing platforms.
• Ensure invoices comply with individual client and e-billing platform requirements.
• Review new matters to ensure all required e-billing information is properly entered and maintained in the billing system.

Experience with platforms such as Legal Tracker, SAP Ariba, Legal-X, CounselLink, Coupa, or similar legal e-billing systems is highly desirable.

Budgets, Accruals & Collections

• Maintain client budgets and accruals for both electronic and traditional billing arrangements.
• Work closely with the Collections team to resolve billing issues and support timely payment of aged invoices.
• Assist with identifying and resolving discrepancies that may delay payment.
• Support the Finance team with other billing‑related projects and duties as required.

Monthly Billing Cycle

The role is particularly important during the firm's monthly billing cycle:

• Day 1: Generate, print, and distribute pre-bills to lawyers.
• Days 2–3: Receive completed pre-bills and begin processing.
• Days 3–9: Review, edit, finalize, and submit invoices.
• By Business Day 9: All invoices must be processed, submitted through applicable e-billing platforms, and/or emailed to clients.

Because of the volume and deadlines, the successful candidate must be comfortable working in a fast-paced, deadline-driven environment.

Qualifications & Experience

• 3+ years of experience in legal billing, preferably within a law firm or professional-services environment.
• Demonstrated experience managing the complete legal billing cycle, from pre-bill generation through final invoice submission and resolution.
• Hands‑on experience with electronic billing platforms such as Legal Tracker, Ariba, Legal-X, CounselLink, Coupa, or similar systems.
• Strong understanding of legal billing requirements, timekeeper rates, client billing guidelines, and e-billing processes.
• Strong Microsoft Excel skills, including PivotTables and VLOOKUP/XLOOKUP.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Exceptional attention to detail and accuracy.
• Proactive approach to identifying and resolving potential billing issues before they become problems.
• Ability to manage a high volume of invoices while consistently meeting tight deadlines.
• Ability to work effectively with lawyers, timekeepers, clients, Collections, and Finance team members.

Personal Attributes

The ideal candidate is:

• Highly organized and detail-oriented.
• Diligent and efficient, with a focus on productivity and accuracy.
• Proactive, anticipating potential billing issues and addressing them before they impact invoice submission or payment.
• Accountable, with the ability to take ownership of the billing process.
• Calm under pressure and comfortable working toward firm monthly deadlines.
• Strong technically, particularly with Excel and electronic billing systems.
• Client-service oriented, with excellent communication and follow-through.

Work Arrangement

On-site requirement: The successful candidate must be available to work 100% on-site during the monthly billing cycle, normally covering the first two weeks of each month, rest of the 2 weeks hybrid ,

Candidates must be eligible to work in Canada