Software Subscription Renewals, Collections & Accounting Specialist

Overview

This full-time, remote role supports the end-to-end software subscription lifecycle, renewals, invoicing, and accounts receivable collections. The position focuses on ensuring subscription billing is accurate and timely, renewal quotes and confirmations are completed, past-due invoices are followed up promptly, and customer/account records remain up to date.

Responsibilities

• Manage the end-to-end software subscription lifecycle in the billing/CRM system, including new activations, upgrades, downgrades, cancellations, and plan changes.
• 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.
• 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 billable hours are not missed.
• 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 and email) on past-due invoices.
• Monitor the payments inbox and payment-platform notifications daily (e.g., PayStand) 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 use the correct currency and sales tax per company (US sales tax; Canadian GST/HST/PST), working with Finance.
• Provide Finance with contract details needed for contract set-up, adjustments, and revenue recognition on multi-period subscriptions (terms, start/end dates, pricing, PO requirements).
• Flag potential bad debt to the Director, Customer Success & Project Management and Finance; 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 and, when necessary, coordinate third-party collections in line with company procedures.
• Generate regular reports for leadership review on renewal rates/churn, subscription status, AR aging, and outstanding/collected balances; support audit and month-end requests.
• Respond to customer billing inquiries and account verification requests via phone, email, and support tickets in a timely and 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 or needs of the organization.

Requirements

• High school diploma or equivalent required; 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 effectively with Finance.
• Highly detail-oriented with a demonstrated commitment to accuracy and thoroughness; ability to catch discrepancies, double-check figures, and keep precise records across many accounts.
• Comfortable 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; 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; set up for remote work.

Preferred Qualifications

• Experience with HubSpot (CRM, deals, 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.
• 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)

Recruitment Disclaimer

• The organization will never request payment, banking information, or other sensitive personal or financial details during any stage of the recruitment process. Official communication will come from a verified email address. Any outreach outside these standards should be disregarded and reported through official channels.