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.
• 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 invoicing or collections.
• Prepare and distribute billing-related reports as requested, 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.
• Maintain confidentiality of client and firm financial information and adhere to internal controls and procedures.

Physical Demands

• Ability to be mobile and stationary throughout the workday.
• Capability to transport up to 25 pounds.
• Proficiency in operating a computer and other office business equipment.

Competencies

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

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent experience in accounting or finance.
• Minimum of three years’ 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.
• 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.
• Employee assistance program.
• Professional development and growth opportunities.

Location

Multiple office locations throughout Michigan, including Bloomfield Hills, Detroit, Grand Rapids, Holland, Kalamazoo, Lansing, Macomb, Midland, and Muskegon.