Software Subscription Renewals, Collections & Accounting Specialist

Solen-Software-Group; United States; Remote; USD 65,000 - 85,000; Full time

Benefits offered by this job

Health, dental and vision insurance

Paid time off and company holidays

401(k) with company match

Growth opportunities within Accounting

Job summary

SMRTR, part of Solen Software Group, seeks a Software Subscription Renewals, Collections & Accounting Specialist to manage billing, renewals, and collections across multiple entities from a remote US location. You will handle end-to-end subscription lifecycle, invoicing, AR aging, and coordination with Finance, Sales and Customer Success to optimize renewal rates and minimize DSO.

The role requires 3+ years in billing/collections, strong Excel skills, familiarity with CRM/ERP tools, and US work

Qualifications

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• 3+ years in billing, collections, AR or subscription/renewals in SaaS or software.
• Strong accounting knowledge to work with Finance.
• Detail-oriented with accurate record-keeping across many accounts.
• Proficient with Excel (lookups, pivots) and CRM/accounting systems.
• Clear, professional communication with customers about payments owed.

Responsibilities

• Manage end-to-end subscription lifecycle in billing/CRM system.
• Track upcoming expirations and manage renewal pipeline to minimize lapses.
• Prepare and send renewal quotes and monthly renewal invoices.
• Prepare monthly professional services invoices from approved timesheets.
• Monitor AR aging and perform collections outreach.
• Coordinate with Finance on remittance and revenue recognition.
• Provide renewal/collection reports for leadership review.

Skills

Attention to detail

Excel skills

CRM experience

Billing and AR

Communication skills

Time management

Education

High school diploma or equivalent

Associate's or Bachelor's degree in Accounting, Finance, Business

Tools

HubSpot

Salesforce

Zoho

Sage Intacct

NetSuite

QuickBooks

Job description

Job Title: Software Subscription Renewals, Collections & Accounting Specialist
Company: SMRTR
Location: United States, Remote
Employment Type : Full-time

About SMRTR

SMRTR builds software that helps businesses run more efficiently. Together with our sister companies Shea, a SYSPRO ERP partner, and DTEC, a distribution ERP provider, we are part of Solen Software Group. Our customers rely on us every day, and our Subscriptions, Renewals, Collections & Accounting team keeps that relationship healthy, making sure software subscriptions, renewals and services are billed on time and accurately, and that outstanding balances are resolved quickly and professionally.

Key Responsibilities

• Manage the end-to-end software subscription lifecycle, including new activations, upgrades, downgrades, cancellations and plan changes in the billing/CRM system.
• Track upcoming contract and subscription expiration dates and proactively manage the renewal pipeline to minimize lapses and churn.
• Prepare and send renewal quotes, request quotes from third-party providers, and prepare monthly invoices for renewals, new sales and professional services; follow up with customers to secure timely renewal confirmations.
• Prepare monthly professional-services invoices from approved timesheets for all three companies, so no billable hours go unbilled.
• Subscribe to customer portals to submit quotes and invoices and obtain renewal purchase orders.
• Update customer billing contacts, payment terms and PO requirements.
• Monitor accounts receivable aging reports and conduct outbound collections outreach (phone, email) on past-due invoices.
• Monitor the payments inbox and payment-platform notifications (e.g., PayStand) daily, and forward remittance details to Finance so payments are applied promptly.
• Follow up with customers on short, unidentified or misdirected payments.
• Prepare credit and adjustment requests for Finance to review and post, in line with company policy.
• Make sure quotes and invoices carry the correct currency and sales tax for each company (US sales tax; Canadian GST/HST/PST), working with Finance.
• Provide Finance with the contract details (terms, start and end dates, pricing, PO requirements) needed for contract set-up, adjustments and revenue recognition on multi-period subscriptions.
• Flag potential bad debt to the Director, Customer Success & Project Management and Finance, and provide account history to support bad-debt reserve and write-off decisions.
• Maintain accurate, up-to-date customer account records in the CRM/billing system, including notes on renewal status and collection activity.
• Calculate commissions monthly and provide them to HR or AP for processing.
• Partner with Sales and Customer Success to flag at-risk accounts and coordinate save/retention efforts before renewal or during collections.
• Escalate high-risk delinquent accounts to management or, when necessary, third-party collections in line with company procedures.
• Generate and work regular reports on renewal rates/churn, subscription status, AR aging, and outstanding/collected balances for leadership review, and support audit and month-end requests.
• Respond to customer billing inquiries and account verification via phone, email and support tickets in a timely, professional manner.
• Support process improvement to increase renewal rates and reduce days sales outstanding (DSO), including identifying opportunities to use AI tools to streamline renewal reminders, collections outreach and account documentation.
• Provide assistance with related tasks or needs of the organization.

Qualifications

Required

• High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, Business or a related field preferred.
• 3+ years of experience in billing, collections, accounts receivable or subscription/renewals management, ideally at a software or SaaS company.
• Working accounting knowledge (accounts receivable, invoicing, debits and credits) to work smoothly with Finance.
• Highly detail-oriented, with a demonstrated commitment to accuracy and thoroughness: able to catch discrepancies, double-check figures and keep precise records across many accounts.
• Comfortable working with numbers, invoices and financial/account data.
• Clear, professional communication skills, including the ability to have direct conversations with customers about payments owed.
• Strong organizational skills and the ability to manage multiple accounts, companies and deadlines simultaneously.
• Proficiency with Microsoft Excel (lookups, pivot tables); comfortable learning new billing, CRM and accounting systems.
• A customer-first mindset paired with persistence, a focus on growing revenue, and professionalism when resolving overdue accounts.
• Authorized to work in the United States; set up for remote work.

Preferred (Not Required)

• Experience with HubSpot (CRM, deals and renewal/billing workflows) and other subscription billing or CRM platforms (e.g., Salesforce, Zoho, Chargebee or similar).
• Familiarity with SaaS metrics such as renewal rate, churn and days sales outstanding (DSO).
• Familiarity with Sage Intacct or similar accounting software (e.g., NetSuite, QuickBooks).
• Experience billing across more than one company or currency (USD/CAD).
• Familiarity with revenue recognition (ASC 606) for subscription/SaaS contracts and deferred revenue.
• Comfort using AI-powered tools (e.g., AI email drafting, CRM AI features, workflow automation, Claude) to work more efficiently and suggest process improvements.

What We Offer

• Competitive base salary plus performance incentives tied to renewal and collections targets. Base salary of USD 65,000–85,000 depending on experience, plus an annual bonus for managing churn, driving renewal revenue growth and sales referrals.
• Health, dental and vision insurance.
• Paid time off and company holidays.
• 401(k) with company match.
• Opportunities for growth within Accounting, Revenue Operations or Finance.

Recruitment Disclaimer

Solen Software Group will never request payment, banking information, or other sensitive personal or financial details during any stage of the recruitment process. All official communication will come from a [e-mail] email address. Any outreach outside these standards should be disregarded and reported through our official channels.

We thank all applicants for their interest in joining Solen Software Group. Only candidates selected for an interview will be contacted.