We are seeking an experienced Billing and Practice Data Manager to join our team. This role is responsible for overseeing the firm’s billing operations, monitoring WIP, and maintaining practice management data integrity.
The ideal candidate will bring a strong background in billing within a professional services environment, along with hands-on experience using practice management systems, preferably CCH Axcess.
This position plays a key role in ensuring accurate and timely billing, improving WIP visibility, and maintaining reliable practice data. You will work closely with firm leadership and cross-functional teams to support operational efficiency and scalability.
Key Responsibilities
Billing & WIP Oversight
- Generate, review, and analyze billing, invoice, and WIP reports
- Support preparation, review, and finalization of invoices in coordination with billing managers
- Monitor outstanding WIP by running and reviewing WIP/AR Aging reports on a weekly basis
- Monitor time entry completeness and accuracy, including follow-up on missing or delayed time entries, to ensure WIP is captured timely and supports accurate billing
- Identify aging WIP and partner with billing managers to drive timely billing decisions
- Coordinate with billing managers to ensure alignment between WIP, billing, and collections, including identifying items that have not progressed from WIP to invoice or from invoice to payment
- Manage and communicate client hold lists across the firm
- Oversee write-offs, ensuring appropriate documentation and approvals
- Support firm-wide initiatives to reduce WIP and improve billing turnaround time
Practice Data & System Management
- Maintain data integrity within CCH Axcess, including client records and database accuracy
- Create and customize reports in Axcess to support operational and leadership needs
- Generate and analyze firm metrics, including utilization and production reporting
- Ensure accurate setup of new employees in Practice (bill rates, PTO, budgets, etc.)
- Support monthly close processes and reconciliations related to billing and WIP
Process Improvement & Training
- Develop and maintain standard operating procedures (SOPs) for billing and practice management processes
- Train team members on time entry, billing workflows, and system best practices
- Serve as a firm resource for billing-related questions and issue resolution
Cross-Functional Collaboration
- Partner with department leaders to support billing workflows and client-specific requirements
- Collaborate with internal teams to ensure consistency across processes
- Assist with onboarding newly acquired practices into firm systems and workflows
- Support onboarding of new and acquired clients by coordinating billing setup, data integrity, and system configuration to ensure a smooth transition into firm processes
Education and Experience
- Bachelor’s degree in Business, Accounting, Finance, or related field preferred
- 3+ years of billing and/or WIP management experience in a professional services environment
- Prior experience in public accounting strongly preferred
- 2+ years of leadership or supervisory experience preferred
- Strong proficiency in CCH Axcess Practice preferred
- Intermediate to advanced Microsoft Excel skills
Skills and Abilities
- Strong analytical and problem-solving skills with a proactive mindset
- Ability to identify inefficiencies and drive process improvements
- Excellent communication and collaboration skills across all levels of the firm
- High attention to detail with a focus on accuracy and accountability
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Adaptability in a growing and evolving organization
