Software Subscription Renewals, Collections & Accounting Specialist

Overview

This full-time role supports end-to-end software subscription renewals, collections, invoicing, and related accounting activities. Responsibilities include managing the subscription lifecycle in billing/CRM systems, driving renewal confirmations, preparing customer quotes and invoices, monitoring accounts receivable aging, and coordinating with Finance to ensure accurate billing, currency/tax handling, and timely payment application.

Responsibilities

• Manage the end-to-end software subscription lifecycle, including new activations, upgrades, downgrades, cancellations, and plan changes in the billing/CRM system.
• Track upcoming contract and subscription expiration dates and proactively manage the renewal pipeline to minimize lapses and churn.
• Prepare and send renewal quotes, request quotes from third-party providers, and prepare monthly invoices for renewals, new sales, and professional services; follow up with customers to secure timely renewal confirmations.
• Prepare monthly professional-services invoices from approved timesheets so no billable hours go unbilled.
• Subscribe to customer portals to submit quotes and invoices and obtain renewal purchase orders.
• Update customer billing contacts, payment terms, and PO requirements.
• Monitor accounts receivable aging reports and conduct outbound collections outreach (phone, email) on past-due invoices.
• Monitor the payments inbox and payment-platform notifications (e.g., PayStand) daily, and forward remittance details to Finance so payments are applied promptly.
• Follow up with customers on short, unidentified, or misdirected payments.
• Prepare credit and adjustment requests for Finance to review and post, in line with company policy.
• Ensure quotes and invoices carry the correct currency and sales tax for each company (US sales tax; Canadian GST/HST/PST), working with Finance.
• Provide Finance with contract details (terms, start/end dates, pricing, PO requirements) needed for contract set-up, adjustments, and revenue recognition on multi-period subscriptions.
• Flag potential bad debt to the Director, Customer Success & Project Management and Finance, and provide account history to support bad-debt reserve and write-off decisions.
• Maintain accurate, up-to-date customer account records in the CRM/billing system, including notes on renewal status and collection activity.
• Calculate commissions monthly and provide them to HR or AP for processing.
• Partner with Sales and Customer Success to flag at-risk accounts and coordinate save/retention efforts before renewal or during collections.
• Escalate high-risk delinquent accounts to management or, when necessary, third-party collections in line with company procedures.
• Generate and maintain regular reports on renewal rates/churn, subscription status, AR aging, and outstanding/collected balances for leadership review; support audit and month-end requests.
• Respond to customer billing inquiries and account verification requests via phone, email, and support tickets in a timely, professional manner.
• Support process improvements to increase renewal rates and reduce days sales outstanding (DSO), including identifying opportunities to use AI tools to streamline renewal reminders, collections outreach, and account documentation.
• Assist with related tasks as needed.

Qualifications

Required

• High school diploma or equivalent; Associate's or Bachelor's degree in Accounting, Finance, Business, or a related field preferred.
• 3+ years of experience in billing, collections, accounts receivable, or subscription/renewals management, ideally at a software or SaaS company.
• Working accounting knowledge (accounts receivable, invoicing, debits and credits) to work smoothly with Finance.
• Highly detail-oriented with a demonstrated commitment to accuracy and thoroughness, including catching discrepancies, double-checking figures, and keeping precise records across many accounts.
• Comfort working with numbers, invoices, and financial/account data.
• Clear, professional communication skills, including the ability to have direct conversations with customers about payments owed.
• Strong organizational skills and ability to manage multiple accounts, companies, and deadlines simultaneously.
• Proficiency with Microsoft Excel (lookups, pivot tables) and comfort learning new billing, CRM, and accounting systems.
• Customer-first mindset with persistence, focus on growing revenue, and professionalism when resolving overdue accounts.
• Authorized to work in the United States and set up for remote work.

Preferred (Not Required)

• Experience with HubSpot (CRM, deals, and renewal/billing workflows) and other subscription billing or CRM platforms (e.g., Salesforce, Zoho, Chargebee or similar).
• Familiarity with SaaS metrics such as renewal rate, churn, and days sales outstanding (DSO).
• Familiarity with Sage Intacct or similar accounting software (e.g., NetSuite, QuickBooks).
• Experience billing across more than one company or currency (USD/CAD).
• Familiarity with revenue recognition (ASC 606) for subscription/SaaS contracts and deferred revenue.
• Comfort using AI-powered tools (e.g., AI email drafting, CRM AI features, workflow automation, Claude) to work more efficiently and suggest process improvements.

Compensation & Benefits

• Base salary: USD 65,000–85,000 depending on experience, plus an annual bonus for managing churn, driving renewal revenue growth, and sales referrals.
• Health, dental, and vision insurance.
• Paid time off and company holidays.
• 401(k) with company match.
• Opportunities for growth within Accounting, Revenue Operations, or Finance.

Location

United States (Remote)

Employment Type

Full-time