Billing & Invoice Specialist

USA Talent Solutions; Pittsburgh (Allegheny County); On-site; USD 27,552 - 34,440; Full time

Job summary

USA Talent Solutions is seeking a detail-oriented Billing & Invoicing Specialist to manage the full invoicing cycle for customers in the energy sector. This hybrid role requires strong organizational skills and the ability to manage multiple priorities and customer requirements.

The Specialist will ensure that invoices are accurate and submitted on time while serving as a key point of coordination between internal teams and customer contacts. A minimum of 2 years of relevant experience is preferred.

Qualifications

• Strong attention to detail and ability to catch discrepancies before invoices are submitted.
• Self-starter who can independently manage recurring weekly workflows.
• Experience with invoicing, billing, and accounts receivable.

Responsibilities

• Review weekly field employee timesheets for accuracy.
• Create and manage invoices based on field employee timesheet data.
• Submit invoices and monitor customer purchase orders.

Skills

Attention to detail

Written communication

Self-starter

Adaptability

Education

2+ years relevant experience

Tools

QuickBooks

Customer portals (Coupa, Ariba)

Job description

Schedule: Full-Time | Monday–Friday | 40 Hours/Week

Compensation: $20–25/hour

We are seeking a detail-oriented and proactive Billing & Invoicing Specialist to manage the full invoicing cycle for a portfolio of customers in the energy and field services industry. This role is ideal for someone who thrives in a structured but fast-moving environment, enjoys owning processes from start to finish, and can effectively manage multiple priorities and customer requirements simultaneously.

This is a hybrid position working closely with leadership, accounting, and operations teams. The role follows a recurring weekly billing cadence and requires strong organizational skills, communication, and accountability.

There is occasional Sunday evening involvement to follow up on field employee timesheet submissions prior to Monday morning processing deadlines.

About the Role:

The Billing & Invoicing Specialist is responsible for ensuring invoices are accurate, submitted on time, and fully supported by approved field employee timesheets and active purchase orders. This role serves as a key point of coordination between internal teams, field employees, and customer contacts.

Key Responsibilities:

• Review weekly field employee timesheets in Paycom for accuracy, including:
• Hours worked
• Project allocations
• Mileage documentation (vehicle make/model, odometer start/end, reason for miles)
• Create and manage invoices in QuickBooks based on current field employee timesheet data
• Enter and manage time submissions through customer portals such as Coupa and Ariba
• Submit invoices to customers through various methods including email and customer invoicing portals
• Monitor and track customer purchase orders (POs) and proactively follow up on low balances or missing approvals
• Send field employee timesheets for customer approval and follow up with customer contacts when approvals are delayed
• Maintain invoicing and PO tracking spreadsheets
• Provide weekly status updates on submitted invoices, pending approvals, blocked items, and escalation needs
• Coordinate closely with accounting and leadership regarding invoice accuracy, accounts receivable, and issue resolution
• Support ongoing process improvements and transition to invoice automation tools over time

What We’re Looking For:

• Strong attention to detail and ability to catch discrepancies before invoices are submitted
• Self-starter who can independently manage recurring weekly workflows
• Strong written communication and follow-up skills
• Comfortable communicating directly with customer contacts regarding approvals, POs, and invoicing issues
• Ability to manage multiple customers with different billing requirements and deadlines
• Adaptability and willingness to learn evolving systems and processes

Preferred Qualifications:

• 2+ years of invoicing, billing, accounts receivable, or related experience
• Experience using QuickBooks for invoice creation and managementExperience with customer invoicing portals such as Coupa, Ariba, or similar systems
• Background in oil & gas, energy, staffing, or field services industries
• Experience maintaining PO tracking and billing spreadsheets
• Comfortable learning new systems and automation tools