Commercial Billing Specialist

Gem Plumbing & Heating; Lincoln (RI); On-site; USD 55,000 - 75,000; Full time

Job summary

Gem Plumbing & Heating in Lincoln, RI, seeks a Commercial Billing Specialist to manage a high volume of commercial invoices for service and project work. You’ll ensure labor, materials, rate sheets, and required documentation are accurate and submitted on time.

You will review invoices for accuracy, apply rate schedules and billing instructions, and coordinate with technicians, dispatch, and accounting to resolve discrepancies and prevent rejections.

Qualifications

• Two to three years of commercial billing, construction/service billing, accounts receivable, or related administrative experience preferred.
• Experience working with customer-specific rate sheets, purchase orders, service agreements, contracts, time-and-material billing, or detailed invoice backup preferred.
• Proficiency with ServiceTitan, Microsoft Outlook, and Microsoft Office, particularly Excel.
• Strong attention to detail, organization, analytical ability, and problem-solving skills.
• Ability to manage a high volume of invoices, customer requirements, competing priorities, and billing deadlines.
• Professional written and verbal communication skills, with the ability to work effectively with customers and internal teams.
• Ability to handle confidential customer, contract, and financial information with sound judgment.

Responsibilities

• Manage a high volume of commercial invoices for assigned customers, including accounts with specialized billing requirements, detailed rate sheets, contract terms, purchase orders, and customer-specific invoicing procedures.
• Review commercial service, maintenance, and project invoices for accuracy, completeness, and compliance with company standards and customer billing requirements.
• Verify that labor hours, labor classifications, labor rates, overtime, materials, equipment, permits, trip charges, service fees, markups, taxes, and other applicable charges are accurately reflected on each invoice.
• Apply customer-specific rate sheets, pricing schedules, material markups, equipment rates, service agreement terms, contract requirements, not-to-exceed limits, and approved billing instructions accurately.
• Confirm that invoices are supported by required documentation, including service tickets, technician notes, time records, estimates, work orders, purchase orders, signed tickets, customer approvals, change orders, lien waivers, and other client-required backup.
• Review purchase orders for accuracy, availability, expiration, balance, and compliance with customer requirements before invoice submission.
• Prepare, process, and submit invoices in the required format, frequency, and delivery method, including through customer billing portals or electronic invoicing systems when applicable.
• Maintain current records of customer-specific billing contacts, rate sheets, purchase orders, billing instructions, invoice formats, contract terms, submission deadlines, portal requirements, and required supporting documentation.
• Manage recurring billing, service agreement billing, progress billing, project billing, time-and-material billing, and other commercial billing processes as assigned.
• Identify missing, duplicate, incorrect, or unsupported charges and coordinate corrections with technicians, dispatch, field leadership, account managers, project managers, sales, and accounting before invoices are submitted.
• Investigate and resolve invoice rejections, rate discrepancies, missing documentation, customer billing questions, disputes, credits, and payment-related issues in a timely and professional manner.
• Partner with Accounting and Accounts Receivable to support accurate invoicing, payment application, account reconciliation, collections follow-up, credit processing, and resolution of outstanding commercial account matters.
• Maintain complete, accurate, and organized billing files and records, including invoice status, required backup, purchase-order information, account correspondence, adjustments, and customer-specific requirements.
• Prepare or assist with reports on billing activity, invoice aging, outstanding balances, invoice rejections, credits, payment trends, billing delays, and revenue leakage.
• Identify recurring billing barriers, account-specific trends, documentation gaps, and process improvement opportunities; recommend solutions to improve accuracy, timeliness, and customer satisfaction.
• Handle confidential customer, contract, and financial information with professionalism and discretion.
• Follow all company policies, accounting controls, contract requirements, and customer billing procedures.
• Perform other duties as assigned to support commercial operations.

Skills

ServiceTitan

Outlook

Excel

Attention to detail

Organization

Communication

Time management

Discretion

Education

High School Diploma or GED

Associate’s degree in accounting/finance/business (optional)

Tools

Microsoft Office

Job description

The Commercial Billing Specialist reviews and processes a high volume of commercial service and project invoices. This role ensures labor, materials, equipment, rate sheets, purchase orders, required documentation, and customer-specific billing requirements are accurate, complete, and submitted on time.

Essential Job Functions

• Manage a high volume of commercial invoices for assigned customers, including accounts with specialized billing requirements, detailed rate sheets, contract terms, purchase orders, and customer-specific invoicing procedures.
• Review commercial service, maintenance, and project invoices for accuracy, completeness, and compliance with company standards and customer billing requirements.
• Verify that labor hours, labor classifications, labor rates, overtime, materials, equipment, permits, trip charges, service fees, markups, taxes, and other applicable charges are accurately reflected on each invoice.
• Apply customer-specific rate sheets, pricing schedules, material markups, equipment rates, service agreement terms, contract requirements, not-to-exceed limits, and approved billing instructions accurately.
• Confirm that invoices are supported by required documentation, including service tickets, technician notes, time records, estimates, work orders, purchase orders, signed tickets, customer approvals, change orders, lien waivers, and other client-required backup.
• Review purchase orders for accuracy, availability, expiration, balance, and compliance with customer requirements before invoice submission.
• Prepare, process, and submit invoices in the required format, frequency, and delivery method, including through customer billing portals or electronic invoicing systems when applicable.
• Maintain current records of customer-specific billing contacts, rate sheets, purchase orders, billing instructions, invoice formats, contract terms, submission deadlines, portal requirements, and required supporting documentation.
• Manage recurring billing, service agreement billing, progress billing, project billing, time-and-material billing, and other commercial billing processes as assigned.
• Identify missing, duplicate, incorrect, or unsupported charges and coordinate corrections with technicians, dispatch, field leadership, account managers, project managers, sales, and accounting before invoices are submitted.
• Investigate and resolve invoice rejections, rate discrepancies, missing documentation, customer billing questions, disputes, credits, and payment-related issues in a timely and professional manner.
• Partner with Accounting and Accounts Receivable to support accurate invoicing, payment application, account reconciliation, collections follow-up, credit processing, and resolution of outstanding commercial account matters.
• Maintain complete, accurate, and organized billing files and records, including invoice status, required backup, purchase-order information, account correspondence, adjustments, and customer-specific requirements.
• Prepare or assist with reports on billing activity, invoice aging, outstanding balances, invoice rejections, credits, payment trends, billing delays, and revenue leakage.
• Identify recurring billing barriers, account-specific trends, documentation gaps, and process improvement opportunities; recommend solutions to improve accuracy, timeliness, and customer satisfaction.
• Handle confidential customer, contract, and financial information with professionalism and discretion.
• Follow all company policies, accounting controls, contract requirements, and customer billing procedures.
• Perform other duties as assigned to support commercial operations.

Required Skills and Experience

• High school diploma or equivalent required; associate's degree in accounting, finance, business, construction management, or a related field is a plus.
• Two to three years of commercial billing, construction/service billing, accounts receivable, or related administrative experience preferred.
• Experience working with customer-specific rate sheets, purchase orders, service agreements, contracts, time-and-material billing, or detailed invoice backup preferred.
• Proficiency with ServiceTitan, Microsoft Outlook, and Microsoft Office, particularly Excel.
• Strong attention to detail, organization, analytical ability, and problem-solving skills.
• Ability to manage a high volume of invoices, customer requirements, competing priorities, and billing deadlines.
• Professional written and verbal communication skills, with the ability to work effectively with customers and internal teams.
• Ability to handle confidential customer, contract, and financial information with sound judgment.

Working Conditions

Environment

• Primarily an office-based position with regular use of computers, phones, company systems, customer billing portals, and office equipment.
• The work environment is generally moderate in noise level and may include frequent interruptions, changing priorities, and deadline-driven work.
• Occasional early morning, evening, weekend, or holiday hours may be required based on workload, billing cycles, month-end deadlines, or business needs.

Physical Abilities

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time, including long periods of sitting, keyboard entry, use of office equipment, use of computer monitor
• Ability to speak concisely and effectively communicate
• Be able to communicate using a computer and phone/smart device
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
• May require physical effort and cardiac endurance while reaching with hands and arms, stooping, kneeling, crouching, standing, walking, balancing, bending, leaning, kneeling, walking, and climbing
• Carrying supplies, up to 25 lbs.