Billing & Accounts Receivable Specialist

The Billing & Accounts Receivable Specialist is responsible for centralized billing, pay application processing, and collections for the branches. This role partners closely with Accounting, Branch Administrators, and Operations to ensure accurate, timely invoicing, proper application of payments, and consistent AR follow-up. This position focuses on billing execution and AR management.

Responsibilities

Billing & Invoicing

• Prepare and issue accurate invoices for recurring contracts, completed work tickets, approved change orders, and construction-related billing.
• Verify pricing, quantities, and billing requirements against contracts, work tickets, and client-specific instructions.
• Manage recurring billing schedules and special client billing requirements.
• Coordinate invoice submission through client vendor portals as required.
• Ensure invoices meet all client requirements (PO numbers, billing names, addresses, backup documentation).

Pay Applications (Construction Billing)

• Prepare, submit, and track client pay applications (pay apps), including required supporting documentation such as:
  • Schedules of Values (SOVs)
  • Lien waivers
  • Retainage calculations
  • Client-specific backup and approvals
• Coordinate with Accounting, Operations, and branch teams to ensure pay apps align with contract terms and approved work.
• Monitor pay app status through client portals and follow up on approvals, rejections, or required revisions.
• Track approved but unpaid pay applications and retainage balances.

Accounts Receivable & Collections

• Apply incoming payments (check, ACH, wire, lockbox) accurately in the accounting system.
• Monitor AR aging reports and follow up on outstanding balances.
• Conduct professional outreach regarding past-due invoices and approved but unpaid pay applications.
• Investigate and resolve billing discrepancies, short pays, invoice rejections, and payment issues.
• Maintain accurate documentation related to billing approvals and collections activity.

Reconciliation & Reporting

• Reconcile AR activity to the general ledger and resolve discrepancies.
• Prepare AR and collections reports, including aging and trend analysis.
• Support month-end close activities related to AR and revenue recognition.

Collaboration & Process Support

• Partner with Branch Operations to ensure work tickets are complete and invoice-ready prior to billing.
• Identify and escalate workflow issues that delay invoicing or collections.
• Support the standardization and improvement of billing and AR processes across commercial branches.
• Other duties as required.

Required Skills & Qualifications

• 2–4 years of experience in billing, accounts receivable, or accounting support.
• Construction or service-industry billing experience.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Excel and experience with ERP or accounting systems.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.

Preferred Qualifications

• Experience with pay applications, retainage, lien waivers, and construction billing documentation.
• Familiarity with client/vendor portals and complex billing requirements.
• Experience with Aspire or similar systems.

Perks  

• Paid-Time Off 
• Holiday Pay 
• 401K with company match
• Health, Vision, and Dental Insurance 
• Recognition programs and performance bonuses
• Continuing education and industry involvement opportunities  

About Southern Botanical: A Strong, Stable, and Growing Company

For three decades, Southern Botanical has built a national reputation for creativity, quality, integrity, and extraordinary customer service throughout North Texas and beyond. Behind every signature landscape, you’ll find our total dedication to client satisfaction and the people who achieve it. We've experienced explosive growth as a result and celebrate that success with our team members. To learn more about SoBo, visit us at

Southern Botanical is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

In compliance with federal law, anyone who is offered employment will be required to verify their identity and show proof of eligibility to work in the United States.

Southern Botanical participates in the E-Verify program.