E-Billing Specialist

Overview

The E-Billing Specialist is responsible for managing all aspects of electronic billing processes within a legal firm. This role ensures clients receive timely and accurate invoices through various e-billing platforms while maintaining compliance with client outside counsel billing guidelines. The specialist serves as the primary expert for e-billing systems, matter setup, invoice submission, and resolution of billing issues across the client portfolio.

Responsibilities

• Promote a client service mindset internally and externally in support of e-billing and billing processes.
• Set up new matters on e-billing vendor platforms such as TyMetrix, CounselLink, Legal Tracker, Brightflag, and others; configure settings within the firm’s billing system.
• Obtain, maintain, and enforce outside counsel billing guidelines (OCGs) for all e-billing clients, ensuring attorney time entries and invoice content comply prior to submission.
• Prepare and submit e-bills through applicable vendor platforms promptly; monitor submission status and resolve rejections, reductions, and line-item disputes.
• Coordinate appeals on reduced or rejected invoices by collaborating with attorneys and clients to provide supporting documentation.
• Review pre-bills and final invoices for accuracy, completeness, and compliance with firm policies, engagement letters, and client-specific billing guidelines.
• Edit time entries and expense descriptions to comply with firm and client standards, including client-specific task and activity coding.
• Maintain accurate client, matter, and billing setup data within timekeeping and financial systems, including addresses, designations, budgets, billing notes, and e-billing configurations.
• Review new and amended legal service agreements and outside counsel guidelines to ensure billing compliance; attach and track relevant documents within the client/matter database.
• Coordinate the standard billing process as needed, including processing pre-bills, assisting with edits, adjustments, write-offs, and submitting final invoices.
• Track billing deadlines across all clients and platforms to ensure timely invoice processing and delivery.
• Review and follow up on aging accounts receivable with clients and attorneys; collaborate with accounts receivable and collections teams to escalate collection matters as appropriate.
• Serve as the primary contact for attorneys and staff regarding e-billing requirements, platform issues, and client-specific guidelines.
• Communicate proactively with attorneys regarding missing time, billing discrepancies, or other issues impacting timely invoicing or collections.
• Prepare and distribute billing-related reports as requested by the Revenue Manager, including aging, realization, and e-billing performance summaries.
• Support month-end and quarter-end billing activities and assist with other billing-related projects or tasks as assigned.
• Maintain confidentiality of client and firm financial information and adhere to internal controls and procedures.

Physical Demands

This position requires mobility and the ability to remain stationary throughout the workday, the capability to transport up to 25 pounds, and proficiency in operating a computer and other office equipment.

Competencies

• Customer service mindset
• Analytical ability and attention to detail
• Strong verbal and written communication skills
• Flexibility and adaptability
• Sound judgment and confidentiality
• Teamwork and collaboration
• Time management and project management
• Initiative and self-direction

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent experience in an accounting or finance role.
• Minimum of three years of experience in legal billing, with a focus on e-billing preferred.
• Demonstrated experience with e-billing vendor platforms including TyMetrix, CounselLink, Legal Tracker, Brightflag, and E-Billing Hub.
• Working knowledge of task codes, activity codes, and expense codes as applied in legal e-billing.
• Experience reading, interpreting, and applying outside counsel billing guidelines.
• Familiarity with client/matter database structures, including billing setups, budgets, and designations.
• Strong proficiency with Microsoft Office, especially Excel at an intermediate to advanced level.
• Experience with Aderant, 3E, iManage, or comparable legal billing systems preferred.
• Strong analytical, mathematical, and problem-solving skills.
• Ability to manage high-volume invoice workloads and meet strict billing deadlines.

Compensation & Benefits

• Salary range: $65,000 to $80,000 per year.
• Comprehensive benefits package including medical, dental, and vision insurance.
• Firm-paid life insurance and disability coverage.
• 401(k) plan with employer contribution or match, depending on plan design.
• Generous paid time off and leave programs.
• Paid firm holidays.
• Remote work flexibility.
• Wellness programs and employee assistance program.
• Professional development and growth opportunities.

Location

The firm operates multiple offices throughout Michigan, including Bloomfield Hills, Detroit, Grand Rapids, Holland, Kalamazoo, Lansing, Macomb, Midland, and Muskegon.