Remote AR & Billing Specialist with AI Tools

The-Darkroo; New York (NY); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Unlimited PTO

Remote-First Culture

Parental Leave

Growth opportunities

Job summary

Darkroom is seeking an AR & Billing Specialist to own billing, collections, accounts payable, creator payments, and cash visibility for 80+ client accounts and around 100 invoices per month. You will report to the SVP of Finance and collaborate with the Finance Ops Manager, account leads, and external bookkeeper.

This fully remote role supports a team in the EST time zone (9 AM–5 PM EST) and emphasizes proactive risk spotting and process improvements with AI automation.

Qualifications

• 2–4 years of experience in accounts receivable, accounts payable, billing, or collections, ideally at an agency, professional services, or SaaS company with US clients.
• Hands‑on experience with QuickBooks Online. Experience with Ramp or a similar AP tool is a plus.
• Strong in Google Sheets or Excel, including lookups, pivot tables, and reconciliations.
• High bar for accuracy; invoices you send are right the first time.
• Confident communicator, polite but firm with US client contacts, by email and on calls.
• Good judgment about people and priorities; know when to push, elevate, or wait.
• Take initiative; raise problems with a proposed fix.
• Experience using Claude or similar AI tools, or eagerness to learn.
• Fluent in written and spoken English.

Responsibilities

• Prepare and issue all client invoices each cycle, including recurring retainers, one-off projects, variable and performance fees, and hourly web-support work.
• Reconcile tracked hours and variable-fee calculations against contracts and scopes before invoices go out.
• Keep the billing schedule current as clients start, change scope, pause, or offboard.
• Own collections execution end to end: follow-up calendar, AR aging, days sales outstanding, and collections strategy.
• Tailor approaches for each account; recommend changes when approaches aren’t working.
• Join daily cash flow check-ins led by Finance Ops Manager.
• Flag at-risk accounts early and suggest actions.
• Prepare weekly cash and AR reports and the monthly cash/collections section.
• Maintain weekly cash forecast with receipts by client/week.
• Run accounts payable in Ramp and manage vendor records.

Skills

Accounts receivable

Accounts payable

Billing

Collections

Tools

QuickBooks Online

Ramp

Excel

Google Sheets

Job description

Darkroom is seeking an AR & Billing Specialist to own billing, collections, accounts payable, creator payments, and cash visibility for 80+ client accounts and around 100 invoices per month. You will report to the SVP of Finance and collaborate with the Finance Ops Manager, account leads, and external bookkeeper.

This fully remote role supports a team in the EST time zone (9 AM–5 PM EST) and emphasizes proactive risk spotting and process improvements with AI automation.