Billing Manager

Job Title: Finance Operations & Billing Specialist

Department: Finance & Operations

Business Operations: Canada & United States

Employment Type: Full-time

About the RoleWe are looking for a detail-oriented and technology-savvy Finance Operations & Billing Specialist to support our staffing and recruitment operations in Canada and the United States.

The ideal candidate must have previous experience working with Canadian or US-based staffing agencies, recruitment companies, or businesses managing North American client accounts.

This role requires practical experience with Zoho Invoice, QuickBooks, bookkeeping, client billing, financial records, and expense reconciliation. The candidate must also have excellent written English, be capable of drafting professional business emails, and be highly proficient in using AI tools to improve accuracy, productivity, and operational efficiency.

We are looking for someone who takes ownership, identifies discrepancies before they become problems, and builds organized systems rather than simply completing assigned tasks.

• Key Responsibilities1. Client Billing & Invoice ManagementPrepare and manage client invoices using Zoho Invoice.
• Review timesheets, approved working hours, billing rates, and client agreements before generating invoices.
• Identify discrepancies between client timesheets, approved hours, and invoice amounts.
• Coordinate with operations and scheduling teams to resolve missing or incorrect timesheet information.
• Ensure all invoices are accurate and issued within agreed timelines.
• Manage invoice corrections, additional shifts, adjustments, and supporting documentation.
• Maintain proper client-wise billing records and follow up on outstanding invoices when required.
• 2. Bookkeeping & Financial ManagementMaintain accurate financial records using QuickBooks.
• Categorize business expenses and maintain consistency in the chart of accounts.
• Reconcile bank and credit card transactions.
• Match receipts with transactions and identify duplicate or unusual entries.
• Monitor expenses and identify unexpected increases or financial discrepancies.
• Maintain organized financial records for monthly and year-end reporting.
• 3. North American Staffing Account OperationsUnderstand the billing and documentation requirements of Canadian and US staffing agencies.
• Work with client accounts, timesheets, billing rates, invoice terms, and supporting records.
• Communicate with client representatives and internal operations teams regarding billing discrepancies and missing information.
• Maintain professional communication with clients and vendors across different time zones.
• Ensure financial documentation is properly maintained and easily accessible.
• 4. Professional Business CommunicationDraft clear, professional, and grammatically correct business emails.
• Communicate with clients, vendors, managers, and internal teams.
• Prepare invoice follow-ups, payment reminders, billing clarification requests, and reconciliation emails.
• Handle sensitive financial communication professionally.
• Understand the importance of tone, clarity, accuracy, and timely responses.
• 5. AI & Technology IntegrationUse AI tools such as ChatGPT, Claude, and other relevant AI platforms to improve daily productivity.
• Use AI to draft and refine professional emails, analyze financial information, organize data, and prepare reports.
• Identify repetitive manual tasks that can be automated using AI and available software tools.
• Use AI-assisted Excel and data-processing workflows where appropriate.
• Verify AI-generated financial information rather than blindly relying on it.
• Continuously explore practical ways to reduce manual work and improve operational efficiency.
• 6. Documentation & Process ImprovementMaintain a structured digital filing system for invoices, expenses, payroll records, bank statements, and financial documents.
• Follow standardized document naming and filing procedures.
• Ensure important financial documents are not lost or duplicated.
• Identify weaknesses in existing processes and recommend improvements.
• Establish regular checks to maintain financial accuracy and accountability.
• Mandatory RequirementsPrevious experience working with a Canadian or US staffing agency, recruitment company, or North American client accounts.
• Practical working knowledge of Zoho Invoice.
• Practical working knowledge of QuickBooks.
• Strong understanding of bookkeeping, invoicing, expense categorization, and bank reconciliation.
• Excellent written English and professional email communication skills.
• Strong proficiency in AI tools, particularly ChatGPT or Claude.
• Good Excel and Google Sheets skills.
• Strong attention to detail and the ability to identify financial discrepancies.
• Ability to work independently and take ownership of assigned responsibilities.
• Ability to coordinate with teams and clients operating in Canadian and US time zones.
• Preferred QualificationsExperience managing billing and accounts for temporary staffing or labour supply companies.
• Familiarity with timesheets, hourly billing, overtime, different employee pay rates, and client-specific billing arrangements.
• Experience handling multiple client accounts simultaneously.
• Familiarity with Canadian or US business documentation and invoicing practices.
• Experience improving financial workflows using AI, spreadsheets, or automation tools.

What We Are Looking ForWe are not looking for someone who simply knows how to enter transactions or generate invoices.

We want a candidate who:

• Takes responsibility for financial accuracy.
• Checks information before processing it.
• Identifies unusual transactions and billing discrepancies.
• Writes professional emails without requiring constant corrections.
• Uses AI intelligently to complete work faster and more effectively.
• Can independently manage assigned client accounts.
• Creates systems that prevent recurring mistakes.

Application RequirementsCandidates applying for this position must provide:

1. An updated resume highlighting their experience with Canadian or US staffing agency accounts.
2. Details of their previous experience with Zoho Invoice and QuickBooks.
3. A brief description of how they use AI tools in their daily professional work.
4. An example of a complex billing, bookkeeping, or reconciliation issue they have handled.

Important: Candidates without practical experience handling Canadian or US staffing agency accounts or similar North American client accounts may not be considered.