Billing Operations Specialist

The Role: Want to be a part of our exciting growth journey?

We are looking for a talented, passionate, and motivated individual to join our team as a Billing Operations Specialist, where you will play a critical role in keeping invoicing accurate and ARR movements explained in our Finance team.

The role is full-time and remote, based in the Philippines, working alongside our Revenue Accountant and reporting to our Finance Manager. You will own the billing cycle end to end in Xero, set new customers up correctly from day one, and act as the single point of contact customers come to with a billing query.

The ideal candidate will have hands-on Xero experience in a subscription or SaaS business, genuine attention to detail across high-volume repetitive work, and the confidence to investigate a discrepancy and explain what caused it.

Key Responsibilities:

Invoicing and billing accuracy

• Issue customer invoices accurately and on time, matched to the contract, subscription terms, and any agreed pricing adjustments
• Process credit notes and billing adjustments, with the right authorisation in place before anything is applied
• Keep customer billing records and contract terms current in Xero, so billing data stays clean, complete, and audit-ready
• Give the Finance Manager accurate invoicing data and billing confirmations for revenue recognition each period

ARR movement analysis and contract billing

• Investigate and explain ARR movements (new business, expansion, contraction, and churn) as they show up in billing and invoicing data, with clear commentary on what drove each one
• Check billing schedules against contract terms, subscription changes, and renewal dates, and raise discrepancies with the Finance Manager promptly
• Work with Revenue Operations and Customer Success as deals are signed, upgraded, or renewed, so billing data stays current
• Feed reconciled billing data and movement explanations into the ARR waterfall owned by the FP&A Manager each period

Customer onboarding and query resolution

• Set new customers up in Xero with the correct pricing, payment terms, and contact details
• Act as Traild's single point of contact for invoicing, pricing, and payment queries, resolving routine items yourself and escalating disputed or unusual ones early
• Work with the Accounts Receivable Specialist on payment and collections questions, so the customer gets one coordinated answer rather than being passed between people
• Trace billing discrepancies to root cause with Customer Success and Revenue Operations, so the same issue does not come back next cycle

Systems and process

• Use Xero and related billing systems accurately, maintaining high data integrity in billing and contract setup
• Spot recurring issues and inefficiencies in billing and ARR workflows, and bring improvement ideas to the Finance Manager rather than absorbing the workaround
• Document core billing processes and maintain SOPs written well enough for any team member to follow
• Build capability in AI tools relevant to billing and ARR work, and put at least one practical use case to work in your day
• Support the Finance team with ad hoc tasks and projects

Who You Are:

• 4+ years in billing, accounts receivable, or finance operations, ideally in a subscription or SaaS business
• Hands-on Xero experience, plus strong Excel or Sheets for reconciliation and ARR movement analysis
• A working understanding of invoicing, credit notes, contract and subscription billing terms, and how billing data feeds revenue recognition
• Experience with HubSpot or another CRM for contract and pricing data is well regarded
• Methodical and self-managing: you run the same billing cycle to the same standard every month and catch your own errors before anyone else does
• Curious about why a number moved, and willing to chase it to root cause rather than noting it and moving on
• A clear, calm communicator in writing, able to explain an invoicing or pricing issue to a customer without jargon, including when the answer is not the one they wanted
• Comfortable owning a process rather than only following one: when something is slow or breaking, you say so and propose a better way
• Happy working remotely in a small, distributed team across time zones, with enough overlap to work closely with the Australian finance team
• An accounting, commerce, or finance qualification is preferred, though equivalent practical experience counts
• Strong collaborator with an attitude embracing growth, hands-on execution, adaptability, and the scale-up spirit.