Billing & Bookkeeping Specialist

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TYPE OF WORK

Any

SALARY

$500 a month, $10/hour project work

HOURS PER WEEK

10

DATE UPDATED

Sep 14, 2026

JOB OVERVIEW

About the Company
ProTechtion IT is a healthcare-focused managed service provider (MSP) based in Orange County, California. We support medical practices and related organizations with Microsoft 365, infrastructure, security, and day-to-day IT operations. Accurate billing and clean books are essential to how we serve clients and run the business.

The Role
We are hiring a Billing & Bookkeeping Specialist to own our monthly invoicing cycle and QuickBooks Online bookkeeping. The core of this role is converting an accurate user (seat) count into correct monthly invoices, completing a one-time back-billing catch-up for prior periods, and then running the same process on a reliable monthly cadence.
This is a detail-heavy operations role. You will work from contracts, user lists, and service add-ons—not guesswork. Errors in user counts or missed back-billing directly affect cash flow and client trust.

Key Responsibilities
Monthly invoicing from user counts
● Collect and reconcile monthly user/seat counts by client from the sources we designate (agreements, admin portals, technician reports, or exports).
● Compare current counts to the prior month and the contracted minimums or included quantities.
● Flag additions, removals, prorations, and exceptions before invoices go out.
● Prepare and issue monthly invoices that match contracted rates, user counts, and approved add-on services.
● Apply credits, adjustments, and tax treatment correctly when they apply.
Back-billing (initial catch-up, then monthly)
● Complete a structured back-billing project for periods where invoices were incomplete, delayed, or based on outdated user counts.
● Document the period covered, the count used, the rate applied, and the resulting amount for each client.
● Issue catch-up invoices in a client-ready format, with a clear explanation of what is being billed and why.
● After the catch-up is closed, fold any remaining true-ups into the regular monthly cycle so back-billing does not become a recurring emergency.

QuickBooks Online bookkeeping
● Record invoices, payments, credits, and deposits in QuickBooks Online.
● Keep customer records, items/services, and classes or locations consistent with how we bill MSP contracts.
● Match bank and payment activity to open invoices; follow up on unapplied payments.
● Maintain an aging report and a clean accounts-receivable list.
● Support month-end close: outstanding invoices, undeposited funds, obvious coding errors, and a simple billing summary for ownership.

Process, communication, and controls
● Build and follow a written monthly billing calendar (count freeze date, review date, invoice date, follow-up date).
● Send invoices and polite payment reminders; escalate past-due accounts to ownership with facts, not opinions.
● Coordinate with technicians and account owners when a user count looks wrong or a service was added mid-cycle.
● Protect client and financial data. Healthcare clients require careful handling of any information you touch.
● Leave an audit trail: source count, invoice, QBO entry, and any exception notes.

What Success Looks Like
● Every active client is invoiced from a documented user count each month.
● The back-billing catch-up is completed, documented, and then replaced by a steady monthly process.
● QuickBooks Online reflects issued invoices and received payments without a pile of unapplied or uncategorized items.
● Ownership can answer “who owes what, and why” from QBO and a simple billing tracker.

Required Qualifications
● Hands-on experience creating invoices from usage, seats, licenses, or recurring contracts (MSP, SaaS, telecom, staffing, or similar is a strong plus).
● Working proficiency in QuickBooks Online: customers, invoices, payments, credits, bank matching, and basic reports (A/R Aging, Profit & Loss, Balance Sheet).
● High accuracy with numbers, dates, and named line items. You check your work before it leaves.
● Clear written English for invoice notes and client-facing billing explanations.
● Comfort working from spreadsheets and exported user lists.
● Ability to handle confidential financial and client information professionally.

Preferred Qualifications
● Prior MSP, IT services, or healthcare practice operations experience.
● Familiarity with Microsoft 365 licensing or per-user IT service billing.
● Experience cleaning up messy historical billing or doing a one-time AR catch-up.
● Basic understanding of sales tax rules in California (we will define what is taxable).
● Experience with payment processors commonly tied to QBO (ACH, card, etc.).

Position Details
● Type: $500 a month guaranteed at around 40 hours a month. Back billing and Bookkeeping catch up paid at $10.00 an hour.
● Location: remote for a candidate who already works independently in QBO.
● Schedule: Must be available around month-end and the agreed invoice-release window. The first 30–60 days include a concentrated back-billing project.
● Reports to: Company owner.
● Tools: QuickBooks Online, Microsoft 365 / Excel, email, and internal ticketing or shared folders as assigned.

How to Apply

Go to ---------- and fill out the form.

SKILL REQUIREMENT
Accounting Quickbooks Billing
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