Billing & Accounts Receivable Manager

Description:

Billing & Accounts Receivable Manager Keystone CPAs | Remote | Full-Time
Reports to: Operations Director (works closely with Principals & Controller)

Keystone CPAs is a growing, remote-first accounting and advisory firm serving entrepreneurial clients nationwide. We operate in a Pod-based service model and manage a high volume of recurring and deliverable-based work across multiple Principals. We are hiring a Billing & Accounts Receivable Manager to own and improve our billing and collections process. This role is both operational and strategic and requires the ability to design systems that work across different billing styles.

This position owns firm-wide billing execution and accounts receivable. The Billing & AR Manager will design and maintain a billing system that adapts to four Principals’ schedules while ensuring timely invoicing, accurate records, and consistent collections.This role requires strong judgment, systems thinking, and confidence working cross-functionally.

Core Responsibilities

Billing Execution

• Bill monthly bundled services (tax, bookkeeping, tax planning, etc.)
• Bill deliverables (primarily tax returns) as work is processed and released
• Correct invoices as needed and provide detailed billing explanations to clients and billers
• Identify and communicate opportunities for additional billing
• Gather yearly billing data for preparation of annual engagement letters

Recurring Billing & Payments

• Set up and maintain recurring monthly invoices in CCH
• Set up and manage recurring monthly payments in CPA Charge
• Accept, monitor, and post client payments in CPA Charge and CCH

Accounts Receivable & Collections

• Oversee timely collection of client payments
• Assess finance charges (as instructed) and send monthly statements
• Pull aged AR reports at the beginning of each month
• Maintain detailed AR tracking, including:
  • Reminder communications
  • Payment receipts
  • Clients on monthly payment plans
• Address and escalate potential collection issues
• Place clients on AR Hold when instructed and immediately notify staff working on impacted projects
• Inform billers immediately of any roadblocks in collections

Cross-Functional Coordination

• Work with the Operations Director to deliver weekly billing expectations and updates
• Assist the Operations Director with additional billing activities as requested
• Work closely with the Controller on month-end close
• Communicate consistently with Principals and project teams regarding billing status

Schedule & Busy Season Expectations

Standard Schedule:
Monday–Friday

Busy Season Schedule:
Saturday availability required from 9-2pm pst:

• January – April 15
• September – October 15

What Success Looks Like

• Billing occurs consistently and on time across all Principals
• AR is tracked, communicated, and actively managed
• Clients understand their invoices and payment expectations
• Leadership has clear visibility into billing status and collections
• Cash flow is predictable and controlled

Systems Experience (Preferred):

• CCH
• CPA Charge
• Microsoft Excel
• Bonus: Paylocity, HubSpot

Compensation$65,000 – $85,000 annually, based on experience
Additional consideration may be given for busy-season workload and system design expertise.

Requirements:

Qualifications

• 4+ years experience in billing, AR, or finance operations (professional services preferred)
• Experience managing recurring billing and deliverable-based invoicing
• Strong systems and process design skills
• Comfortable working with senior leadership and pushing for clarity
• High attention to detail and accountability