Finance Operations Specialist

Crystal Practice Management; Austin (TX); Hybrid; USD 85,000 - 120,000; Full time

Benefits offered by this job

Hybrid work

401(k) matching

Health, dental and vision benefits

Flexible PTO

Growth opportunity

Job summary

Crystal Practice Management is seeking an Accounts Receivable professional to own the end-to-end AR process, from billing inquiries to collections and escalation. You will ensure accurate ARR by reconciling revenue and tying billing to Salesforce, while reviewing vendor and customer invoices for proper terms and signs of agreement.

You will partner with the VP of Finance and AI Automation Lead to support close cycles, coding transactions, and reconciliations.

Qualifications

• 2+ years owning accounts receivable, collections, or customer-facing billing operations.
• Proven ability to collect without damaging the relationship.
• Hands-on reconciliation experience across subscription-to-invoice, bank reconciliations, and CRM-to-billing.
• Experience with end-to-end revenue cycle and tying billing to Salesforce.
• Comfort with AI-assisted dunning and drafting billing replies; ability to improve automation.
• Strong Excel skills with pivot tables and lookups.
• Experience in QuickBooks Online or similar GL; CRM exposure helps.

Responsibilities

• Own AR end-to-end: billing inquiries, collections, and escalation.
• Reconcile revenue and tie billing to Salesforce to keep ARR accurate.
• Check vendor and customer invoices for agreed terms and variances.
• Collaborate with VP Finance and AI Automation Lead on close processes.
• Improve AI-dunning outputs and draft replies; reduce routine questions.
• Correct ledger entries in QuickBooks when issues arise; document CRM data problems.

Skills

AR ownership

Collections

Reconciliation

Billing cycles

Escalation

AI tooling

Excel

Salesforce

QuickBooks

Communication

SaaS exposure

Tools

Salesforce

QuickBooks Online

Job description

The Role

You are the person a practice calls when the invoice does not look right, and the person who calls them when the invoice has not been paid. This role owns Crystal’s accounts receivable end to end: fielding billing questions from Crystal’s subscription customers, running collections, and serving as the escalation point when a billing issue turns complicated, emotional, or expensive. You also own the reconciliations that keep the revenue picture honest, tying billing back to Salesforce so reported ARR is accurate, and checking vendor invoices and customer invoices so nobody is getting billed for something they did not agree to.

You report jointly to the VP of Finance and the incoming Finance Operations and AI Automation Lead, working closely with both to support the finance function and broader operational priorities, who will pull you into whatever the function needs: accounts payable, coding transactions to the right account and department, month-end schedules, reconciliations, and the analysis nobody planned for. The revenue cycle is your anchor. On a finance team this size, though, the useful people are the ones who can take an unfamiliar piece of the close and hand it back finished. You will not be doing it alone: there are people above you who expect to be pulled into the hard calls, and using them early is the job working correctly, not a sign you are struggling.

This is not a queue-clearing seat where you send templated past-due notices and hope. It is not a collections script, either. The right person would rather have one uncomfortable five-minute phone call than send a fourth polite email that changes nothing. You can hold a firm line on a balance without torching a relationship that took years to build, and you can tell the difference between a customer who cannot pay, a customer who is disputing something real, and a customer who is stalling. When Support, Customer Success, or Sales hits a billing problem they cannot solve, it comes to you first. You settle what you can settle, and when something needs a decision above your level, it gets there fast with the account history and your recommendation already attached.

Billing here is already semi-automated. Dunning goes out through our payment processor without anyone pressing a button, and AI agents built in-house draft replies to customer billing questions. That machinery works, and it is nowhere near as good as it is going to be. You will be the person closest to its output, which makes you the person best positioned to improve it: tuning what the agents send, catching where they get it wrong, and pushing more of the routine volume into them so your time goes to the accounts and conversations that need a human. One thing nobody owns today is the tie-out between what customers are billed and what Salesforce says they pay. When that breaks and the problem is on the accounting side, you make the correction in QuickBooks rather than passing it along, checking the entry with the Lead when it is unfamiliar; when it is a CRM data problem, you document it and hand it to Sales Ops.

What Success in This Role Looks Like

• You’ve become the front door for billing, and customers notice. Inquiries get a real answer fast, disputes get resolved instead of aging, and practices stop having to ask twice.
• You can tell the story behind every material dollar in the aging report. Past-due balances have been collected, put on a plan, or written off with a reason attached. Nothing sits at 120 days with “unknown” as its status.
• Collections is a process, not a scramble. There is a documented cadence, a clear escalation path, and a defined point where a friendly reminder becomes a hard conversation. It runs whether or not you are in the office that week.
• You’re the first call, and the right things move up. Support, Customer Success, and Sales bring billing problems to you and get a fast answer on the ones you can settle. The rest reach the person who can decide them early, with context attached, and nobody finds out about a problem two weeks late.
• ARR is a number leadership can quote without hedging. Billing ties to Salesforce every month, the differences get chased down to the account, and nobody discovers a stale subscription record in the middle of a board cycle.
• Nobody gets billed wrong in either direction. Vendor invoices get checked against what Crystal actually agreed to pay, customer invoices get checked against what they actually signed up for, and the variances you find get fixed instead of absorbed.
• The billing agents got better because you were the one using them. You know where the automated dunning lands wrong and which drafted replies still need a human, and you tuned them instead of working around them. Fewer routine questions reach your inbox each quarter than the one before.
• You’re the person the finance team hands things to. AR ties and cash application is current, bills get coded to the right account and department the first time, and when the Finance Operations and AI Automation Lead hands you a schedule or a reconciliation, it comes back finished rather than half done with questions attached.

Qualifications

• 2+ years owning accounts receivable, collections, or customer-facing billing operations. You have carried an aging report, made the calls yourself, and been accountable for cash landing in the bank, not just for sending the invoice.
• A track record of collecting without damaging the relationship. You have walked a customer through a disputed charge, held the line on the balance, and kept them as a customer afterward. References should be able to confirm both halves of that.
• Hands-on reconciliation experience. You have had two systems disagree and been the one who figured out which was wrong. Subscription-to-invoice tie-outs, bank recs, vendor statement reviews, CRM-to-billing comparisons: any of it counts, as long as explaining the variance was your job and not someone else’s.
• Exposure to the full transaction cycle, not just the receivable side. You have entered bills, coded spend to the right account and department, and understand why that coding matters to whoever reads the P&L at month end.
• Judgment about when to push, when to elevate, and when to stop. You know which account needs a payment plan, which needs someone more senior on the phone, and which needs to be written off so everyone can move on. Escalating is a tool you use deliberately, not a last resort or a reflex.
• Active experimentation with AI, plus the instinct to improve a tool rather than route around it. Crystal already runs AI agents for dunning and drafting billing replies. You will be closest to their output, which means noticing when they get it wrong and having a point of view on the fix. Candidates who use Claude or similar tools on real work daily start ahead.
• Strong Excel. Pivot tables, lookups, and clean formula logic. You can build an aging analysis someone else can actually follow.
• Comfortable working inside the accounting system, not just reporting out of it. When a reconciliation breaks because QuickBooks is wrong, you fix QuickBooks: reclass the entry, apply the credit, correct the invoice. Hands-on time in QuickBooks Online or a comparable GL is a strong plus, and the willingness to learn it fast is not optional. Salesforce and comparable CRM exposure helps, though CRM data issues get documented and handed off rather than fixed by you.
• Clear, direct writing and speaking. Your emails get read and answered. Your calls do not require a second call to clarify what you meant.
• SaaS or healthcare technology exposure is a plus but not required.

Personal Attributes

• Warm on the phone, immovable on the number. You can be genuinely kind to a practice manager having a rough week and still get the balance paid this month. Pleasant is not the same as pushover.
• Picks up the phone. Email is where past-due balances go to hide. You would rather make the call today than send three more messages and check back in April.
• Escalates early, with a recommendation attached. You don’t forward a problem with “please advise,” and you don’t sit on a hard one for two weeks trying to be a hero. You do the work, form a view, and bring it up while there are still options.
• Sorts by dollars, not by tidiness. You can tell a $40 variance from a $40,000 one, and you spend the day on the second. The small stuff gets batched, delegated, or dispositioned, not chased all afternoon because it bothered you.
• Allergic to doing it twice. The third time you run the same manual follow-up, it bothers you enough that you go fix it.
• Low ego, high urgency. You will chase a $400 invoice and rebuild the aging report in the same afternoon, and neither one is beneath you.

Benefits

• Competitive compensation based on experience
• Health, dental and vision benefits
• Hybrid work flexibility with in-office collaboration in Austin
• 401(k) with matching company contribution
• Flexible PTO policy
• Ground-floor opportunity in a well-funded, fast-growing healthcare technology company

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.