Staff Accountant

Overview

The organization is seeking a Staff Accountant + O2C Conversion Specialist to ensure accuracy across the quote-to-cash cycle, from won quote through collected cash. This role focuses on getting invoices right the first time—reducing corrections and preventing delays.

This position is part of a small, hands-on finance team supporting an asset intelligence platform serving public safety agencies (law enforcement, fire/EMS, and 911 centers). Revenue includes SaaS subscriptions, maintenance, and professional services, with many customers operating under formal purchase orders—making quote, invoice, and PO alignment critical.

Initially, this role will lead O2C conversion work from QuickBooks Online to NetSuite. After conversion is complete, responsibilities shift to owning steady-state O2C operations.

Responsibilities

Quote-to-cash alignment

• Review every won quote before invoicing to confirm it matches the customer’s purchase order, including: account number, product line, product, quantity, price, term, and billing schedule.
• Resolve mismatches between quote, PO, and contract with Sales, Customer Success, and the customer before issuing the invoice.
• Maintain accurate customer master data, including account numbers, bill-to contacts, PO numbers, and invoicing portal requirements.
• Track open POs, PO expirations, and remaining PO balances to support renewals and milestone billing without delays.
• Identify root causes of invoice discrepancies, correct them, and recommend process or system improvements.

O2C conversion (QuickBooks Online to NetSuite)

• Map customers, items, product lines, and billing schedules from QuickBooks Online into NetSuite.
• Convert and validate open AR, active subscriptions, and recurring billing schedules; reconcile converted balances to the source system.
• Help design and improve NetSuite O2C workflows, including sales orders, invoicing, revenue arrangements, and cash application.
• Document the new O2C procedures and train internal users.

Daily invoicing and cash receipts

• Prepare and issue customer invoices, including recurring SaaS and maintenance billings, milestone billings, and credit memos.
• Submit invoices through customer portals and agency procurement systems as required.
• Apply daily cash receipts (lockbox, ACH, wire, check, card) to the correct invoices and customers.
• Investigate unapplied cash and short payments.
• Run collections follow-up for past-due accounts and keep AR aging current.

Close and team support

• Support the Sr. Accountant with month-end close activities, including AR reconciliation, deferred revenue roll forward, unbilled AR, and related journal entries.
• Support the Treasury Analyst with daily cash positioning, bank reconciliations, and cash forecasting inputs.
• Provide audit support for revenue and AR testing.
• Prepare billing, bookings, and AR reporting for management.

Qualifications

Required

• Bachelor’s degree in Accounting, Finance, or a related field.
• 3 to 5 years of accounting experience, with hands-on billing, AR, and cash application.
• Experience with SaaS or subscription billing, including recurring invoices, renewals, co terms, and credit memos.
• Hands-on experience with both an ERP and a CRM system.
• Working knowledge of revenue recognition (ASC 606) and deferred revenue.
• Strong Excel skills, including lookups, pivot tables, and reconciliations.
• Comfort using AI tools (e.g., Claude) to speed up reconciliations, research, and documentation.
• Exceptional attention to detail, including comfort challenging issues when a quote, PO, or invoice doesn’t match.
• Clear written communication with customers, Sales, and internal teams.

Preferred

• NetSuite experience, ideally in billing, SuiteBilling, or Advanced Revenue Management.
• Hands-on involvement in an ERP implementation or data migration, especially QuickBooks Online to NetSuite with Salesforce as the CRM.
• Experience billing government or public sector customers, including PO-driven invoicing, procurement portals, and payment terms.
• Experience with CPQ or CRM tools such as Salesforce or HubSpot.
• Progress toward an MBA or CPA.

Compensation & Benefits

• Pay range: $75,000 - $85,000 USD per year

Location

• Remote
• Working hours aligned to Central time

Reporting

• Reports to the Sr. Accountant / VP Finance and works closely with the VPs of Sales, Operations, and Transformation.