6 free templates by title and setting: analyst, specialist, coordinator, clerk, AR analyst, and medical billing, with the FLSA non-exempt note and salary benchmarks the generic templates skip. Download as DOCX.
A billing analyst generates and reviews invoices, reconciles billing data, resolves discrepancies, and keeps accounts receivable accurate. It is a finance and revenue-cycle role, not a data or business analyst job despite the shared word, and it is one of the most common in-house hires at small medical practices, law firms, and service businesses once billing volume outgrows the side of someone's desk.
At FirstHR, we build for the small businesses making exactly that hire. The six templates below cover the core billing analyst, billing specialist, billing coordinator, billing clerk, accounts receivable analyst, and a medical billing version for a small practice. Each is ready to use, with the FLSA note and salary data the generic templates skip, and the guide to writing a job description covers the fundamentals.
TL;DR
A billing analyst generates and reviews invoices, reconciles billing data, resolves discrepancies, and maintains accounts receivable. It is a finance role, usually non-exempt and overtime-eligible, with a market median near $47,000 (BLS, billing and posting clerks). Titles range from clerk and specialist up to analyst and manager. Download six templates as DOCX, by title and setting, with the FLSA note and a role comparison built in.
What Is a Billing Analyst?
A billing analyst is an accounting-department professional who owns the accuracy of an organization's billing: generating and reviewing invoices, reconciling billing data, resolving discrepancies, posting payments, and maintaining accounts receivable. The role keeps cash flowing and records clean, and it sits in the finance function rather than in data or business analysis, despite the shared word analyst.
The closest federal occupation is billing and posting clerks (SOC 43-3021), which the Bureau of Labor Statistics describes as compiling, computing, and recording billing and other financial data. The role is concentrated in health care and professional, scientific, and technical services. In healthcare, a medical billing analyst adds claims, CPT and ICD-10 coding, denial management, and HIPAA obligations on top of the core billing work.
Clerk, Specialist, Analyst, or Manager?
The billing family is a ladder of seniority, and matching the title to the actual scope sets the right pay and attracts the right candidates. Clerk, specialist, and coordinator are processing roles; analyst and AR analyst carry more ownership; manager is a separate supervisory role.
Title
Level
Focus
Typical pay
Billing clerk
Entry-level
Data entry, invoice processing
$16-$22/hr
Billing specialist
Junior-mid
Hands-on invoicing and payments
$40K-$55K
Billing coordinator
Junior-mid
Billing workflow coordination
$40K-$52K
Billing analyst
Mid
Reconciliation, reporting, AR ownership
$49K-$69K
AR analyst
Mid
Receivables, cash application, aging
$48K-$65K
Billing manager
Senior
Supervises billing staff (often exempt)
$60K-$85K
For the adjacent roles a finance team hires around the same time, the billing specialist and accounts payable templates cover the close neighbors.
The bookkeeper template covers the broader accounting cluster this role sits within.
Billing Analyst Duties and Responsibilities
Billing analyst duties cluster into four areas: invoicing and billing, payments and receivables, reconciliation and accuracy, and records and coordination. A strong job description picks the responsibilities from each area that match your operation rather than listing every possible task.
Invoicing and billing
Generate, review, and send accurate invoices
Apply credits, adjustments, and corrections
Keep the billing cycle on schedule
Payments and receivables
Post payments and apply cash
Monitor aging and follow up on balances
Manage collections and outstanding accounts
Reconciliation and accuracy
Reconcile billing data and resolve discrepancies
Investigate and correct billing errors
Support month-end close and reporting
Records and coordination
Maintain accurate AR and billing records
Coordinate with sales, operations, and customers
Keep billing data current in the system
The emphasis shifts by title: a clerk leans into data entry, an AR analyst into collections and aging, and a medical billing analyst into claims and coding. For a structured way to scope the role, the guide to defining job responsibilities walks through the process.
Which Template Should You Use?
Pick the template by title and setting. The core structure is shared, but each version emphasizes the responsibilities and seniority that fit a specific kind of billing role. Use this guide to choose the closest fit, then adjust.
Billing Analyst
Core role
The universal base: generate and review invoices, reconcile billing data, resolve discrepancies, and maintain AR. The baseline to adapt.
Billing Specialist
Hands-on processing
A near-synonym leaning toward day-to-day invoice preparation, payment posting, and customer billing support. Often the same job by another name.
Billing Coordinator
Workflow coordination
Coordinates the billing cycle across teams: gathering information, preparing invoices, and keeping billing on schedule.
Billing Clerk
Entry-level
The entry-level version with training: data entry, invoice preparation, and payment posting under the billing team's direction.
AR Analyst
Receivables focus
A near-synonym emphasizing the receivables side: cash application, aging, collections, and AR reporting.
Medical Billing Analyst
Healthcare practice
The healthcare version: CPT and ICD-10 claims, denial management, patient billing, and HIPAA, for a small medical or dental practice.
Match the Template to the Role
A mid-level billing role: Billing Analyst. Hands-on invoice processing: Billing Specialist. Coordinating the billing cycle: Billing Coordinator. An entry-level hire with training: Billing Clerk. A receivables and collections focus: AR Analyst. A small medical or dental practice: Medical Billing Analyst. When in doubt for a general business billing hire, the core Billing Analyst version is the baseline to adapt.
6 Billing Analyst Job Description Templates
Download all six as a single Word document or copy individual templates. Each follows the same structure: company summary, job summary, key responsibilities, qualifications, a compensation section, an FLSA note, and how to apply, with an EEO statement. Fill in the brackets and post.
Download All 6 Job Description Templates
Billing analyst, specialist, coordinator, clerk, AR analyst, and medical billing. All in one DOCX.
Template 1: Billing Analyst (Core)
The universal base: generate and review invoices, reconcile billing data, resolve discrepancies, and maintain AR. The baseline to adapt.
Billing Analyst Job Description (Core)
BILLING ANALYST JOB DESCRIPTION (CORE)
Company: __ ([City, State] / Remote)
Reports to: __ (Accounting Manager / Controller / Owner)
Employment type: Full-time
FLSA status: Non-exempt (hourly; overtime-eligible) [confirm by duties]
Compensation: $_____ to $_____ per year; market median near $47,000
ABOUT [COMPANY NAME]
[One or two sentences about your company and the billing operation this role
supports.]
JOB SUMMARY
[Company Name] is hiring a Billing Analyst to generate and review invoices,
reconcile billing data, resolve discrepancies, and keep accounts receivable
accurate. You will own the accuracy of our billing, work with customers and
internal teams on billing questions, and support month-end close.
KEY RESPONSIBILITIES
•Generate, review, and send accurate customer invoices
•Reconcile billing data and resolve discrepancies and disputes
•Maintain accounts receivable records and aging reports
•Post payments, apply credits, and follow up on outstanding balances
•Investigate and correct billing errors and short payments
•Prepare billing reports and support month-end close
•Coordinate with sales, operations, and customers on billing questions
•Maintain billing data accuracy in the accounting or ERP system
REQUIRED QUALIFICATIONS
•Associate's or bachelor's in accounting, finance, or business preferred
•[1-3+] years in billing, accounts receivable, or accounting
•Strong attention to detail and accuracy with numbers
•Comfortable with spreadsheets and accounting or billing software
•Clear communication for resolving billing questions
COMPENSATION (read before posting)
Billing analyst pay varies by industry and experience. Federal data places the
closest occupation's median near $47,000, with title-specific market data running
roughly $49,000 to $69,000. State a salary range and include it where your state
requires it.
Salary range: $_____ to $_____ per year
FLSA CLASSIFICATION NOTE
A billing analyst doing primarily invoicing, data entry, and reconciliation is
usually non-exempt and owed overtime, because the work does not meet the
administrative or professional exemption duties test and pay is typically below the
threshold. Classify by the actual duties, not the title. This is general
information, not legal advice.
HOW TO APPLY
To apply, email __ with your resume.
[Company Name] is an equal opportunity employer.
Template 2: Billing Specialist
A near-synonym leaning toward day-to-day invoice preparation, payment posting, and customer billing support. Often the same job by another name.
Billing Specialist Job Description
BILLING SPECIALIST JOB DESCRIPTION
Company: __ ([City, State] / Remote)
Reports to: __ (Billing Supervisor / Accounting Manager)
Employment type: Full-time
FLSA status: Non-exempt (hourly)
Compensation: $_____ to $_____ per year
JOB SUMMARY
[Company Name] is hiring a Billing Specialist to handle day-to-day billing:
preparing and sending invoices, posting payments, and resolving billing questions.
Billing specialist and billing analyst overlap heavily; this version leans toward
hands-on processing and customer billing support.
KEY RESPONSIBILITIES
•Prepare, review, and send customer invoices accurately and on time
•Post payments and apply adjustments and credits
•Answer customer and internal billing questions
•Research and resolve billing discrepancies
•Maintain accurate billing and accounts receivable records
•Follow up on overdue accounts
•Support reporting and month-end close
REQUIRED QUALIFICATIONS
•High school diploma required; some college in accounting a plus
•[1-2+] years in billing, AR, or bookkeeping
•Detail-oriented, accurate, and organized
•Comfortable with billing or accounting software and spreadsheets
•Good written and verbal communication
COMPENSATION
Billing specialist pay generally runs a bit below billing analyst, often in the
$40,000 to $55,000 range depending on industry and experience. State a salary range
and include it where required.
Salary range: $_____ to $_____ per year
FLSA CLASSIFICATION NOTE
A billing specialist is almost always non-exempt and owed overtime; the work is
routine processing rather than independent judgment over significant matters. This
is general information, not legal advice.
HOW TO APPLY
To apply, email __ with your resume.
[Company Name] is an equal opportunity employer.
Still Using Spreadsheets for Onboarding?
Automate documents, training assignments, task management, and track onboarding progress in real time.
A near-synonym emphasizing the receivables side: cash application, aging, collections, and AR reporting alongside invoicing.
Accounts Receivable (AR) Analyst Job Description
ACCOUNTS RECEIVABLE (AR) ANALYST JOB DESCRIPTION
Company: __ ([City, State] / Remote)
Reports to: __ (Accounting Manager / Controller)
Employment type: Full-time
FLSA status: Non-exempt (hourly) [confirm by duties]
Compensation: $_____ to $_____ per year
JOB SUMMARY
[Company Name] is hiring an Accounts Receivable Analyst to own the receivables side
of billing: invoicing, collections, cash application, and AR reporting. AR analyst
and billing analyst overlap closely; this version emphasizes receivables management
and aging.
KEY RESPONSIBILITIES
•Generate invoices and manage the accounts receivable cycle
•Apply cash, post payments, and reconcile customer accounts
•Monitor aging and follow up on overdue balances
•Resolve billing and payment discrepancies with customers
•Prepare AR aging, DSO, and collections reports
•Support credit decisions and month-end close
•Maintain accurate AR records in the accounting or ERP system
•Coordinate with sales and customers on account status
REQUIRED QUALIFICATIONS
•Associate's or bachelor's in accounting or finance preferred
•[2-3+] years in accounts receivable, billing, or accounting
•Strong analytical and reconciliation skills
•Comfortable with accounting software, ERP, and spreadsheets
•Professional communication for collections and disputes
COMPENSATION
AR analyst pay tracks billing analyst, roughly $48,000 to $65,000 depending on
industry and experience. State a salary range and include it where required.
Salary range: $_____ to $_____ per year
FLSA CLASSIFICATION NOTE
An AR analyst doing primarily processing and reconciliation is usually non-exempt;
a role with genuine independent judgment over significant matters may qualify for
the administrative exemption if the salary test is met. Classify by the real
duties. This is general information, not legal advice.
HOW TO APPLY
To apply, email __ with your resume.
[Company Name] is an equal opportunity employer.
Template 6: Medical Billing Analyst / Specialist
The healthcare version: CPT and ICD-10 claims, denial management, patient billing, and HIPAA, for a small medical or dental practice.
Medical Billing Analyst / Specialist Job Description
MEDICAL BILLING ANALYST / SPECIALIST JOB DESCRIPTION
Company: __ (medical / dental practice)
Location: __
Reports to: __ (Practice Manager / Billing Manager / Owner)
Employment type: Full-time
FLSA status: Non-exempt (hourly)
Compensation: $_____ to $_____ per year
JOB SUMMARY
[Practice Name] is hiring a Medical Billing Analyst to manage our medical billing
and claims: coding review, claim submission, denial management, and patient
billing. This role keeps our revenue cycle accurate and compliant in a small
practice setting.
KEY RESPONSIBILITIES
•Prepare and submit clean claims to payers
•Review coding (CPT, ICD-10) for accuracy before submission
•Work denials, rejections, and appeals to resolution
•Post insurance and patient payments and reconcile accounts
•Manage patient billing, statements, and questions
•Follow up on aging claims and outstanding balances
•Maintain billing records and support reporting
•Protect patient information and follow HIPAA requirements
REQUIRED QUALIFICATIONS
•High school diploma required; medical billing coursework or certificate a plus
•[1-3+] years in medical billing or revenue cycle
•Knowledge of CPT and ICD-10 coding and claims processes
•Familiarity with practice management or billing systems
•Understanding of HIPAA and patient privacy
•[CPB, CPC, or similar certification a plus]
COMPENSATION
Medical billing pay varies by practice and region, generally in the $40,000 to
$58,000 range. State a salary range and include it where required.
Salary range: $_____ to $_____ per year
COMPLIANCE NOTE
This role handles protected health information, so HIPAA privacy and security
obligations apply, and the role is non-exempt and overtime-eligible. This is
general information, not legal advice.
HOW TO APPLY
To apply, email __ with your resume.
[Practice Name] is an equal opportunity employer.
Billing Analyst Salary
Billing analyst pay sits in the mid range for office and administrative roles, varying by industry, region, and experience. Anchor your range to federal data, then adjust for title level and market.
Median Near $47,000 (BLS)
The closest federal occupation, billing and posting clerks, had a median annual wage of $47,170 ($22.68 an hour) in May 2024, with about 429,800 jobs nationally and roughly 42,200 openings a year. Title-specific market data for billing analyst runs higher, generally $49,000 to $69,000, with specialists and clerks lower.
Pay rises with seniority from clerk to specialist to analyst, and tends to run higher in legal and specialized industries. Keep the analyst role distinct from a billing manager, a separate supervisory role. State a range and include it where your state requires it.
Exempt or Non-Exempt?
Billing roles below manager are almost always non-exempt, a compliance point most templates ignore. The answer turns on the actual duties, not the title.
Usually Non-Exempt and Overtime-Eligible
A billing analyst, specialist, coordinator, or clerk doing primarily invoicing, data entry, and reconciliation is usually non-exempt and owed overtime, because the work does not meet the administrative or professional exemption duties test and pay sits below the federal threshold of $684 per week. This matters because billing spikes at month-end and during collections. A higher-level analyst exercising genuine independent judgment could qualify for the administrative exemption if the salary test is met, but most do not. Classify by the real duties. This is general information, not legal advice.
A large company hires billing staff through a finance department with HR support. A small medical practice, law firm, or service business does not; the owner or office manager writes the posting, screens candidates, and onboards the hire, often between everything else. Here is how to write the posting, and make the hire, for that reality.
The smallest businesses outsource billing; in-house hires start higher up the band
At the very smallest sizes, billing is usually handled by a bookkeeper, an office manager, or an outside accounting firm, because the volume does not justify a dedicated hire. In-house billing roles tend to appear once a company has enough invoice volume to keep someone busy, commonly in small medical and dental practices, law firms, accounting and bookkeeping firms, home-health agencies, contracting firms, property management, and small service businesses. If you are writing this job description, you are likely at the point where billing volume has outgrown the side of someone's desk, which is exactly when a dedicated billing role pays for itself.
The title you choose sets the salary and the expectations
Billing clerk, specialist, coordinator, analyst, and AR analyst are often used loosely, but they signal different seniority and pay. Clerk is entry-level and hourly; specialist and coordinator are hands-on processing roles; analyst and AR analyst carry more reconciliation, reporting, and ownership; manager is a separate, supervisory role. Choosing the title honestly, and matching the duties and pay to it, attracts the right candidates and avoids the mismatch of advertising an analyst's responsibilities at a clerk's pay. The comparison table on this page lays out the differences so you can pick the level that fits the work.
Billing is non-exempt, and the overtime is real at month-end
Almost every billing role below manager is non-exempt and owed overtime, because the work is invoicing, data entry, and reconciliation rather than independent judgment over significant matters, and the pay sits below the federal exemption threshold. This matters because billing work spikes at month-end, quarter-end, and during collections pushes, when hours run long. A small employer who classifies the role honestly as non-exempt, tracks hours, and pays the overtime avoids one of the most common wage-and-hour mistakes. Almost no competitor template flags this, which is exactly why a small business that copies a generic posting can get the classification wrong.
From Hiring to Onboarding
The job description is step one. Once a candidate accepts, a billing analyst needs system access and a clear billing process to work from, so onboarding centers on access, process handover, and the standard new-hire paperwork.
Send the offer
Confirm the role, the hourly or salaried pay, the non-exempt classification, and the start date in writing, with the new-hire forms ready to sign.
Grant systems access
Set up access to the billing, accounting, or ERP system and any practice-management software so the new hire can work from accurate data.
Hand over the process
Document the billing cycle, customer or payer list, and reconciliation steps so the role has a clear process from day one.
Store the records
Keep signed forms and billing documentation organized, and for medical billing, handle protected health information per HIPAA.
Once your offer is ready, the offer letter template handles the next step with the non-exempt classification stated, and an onboarding template structures the ramp.
For the standard hire paperwork, the new hire paperwork guide covers the offer, I-9, and tax forms every employee hire requires. FirstHR fits the people side of bringing a billing hire onboard: e-signature for the offer letter and handbook, document management for signed forms and, in a medical practice, HIPAA-sensitive records, an onboarding wizard for a structured first week, task workflows for the new-hire checklist, and an HRIS and self-service portal so the employee record stays accurate. FirstHR is an onboarding and HR platform, not a billing, accounting, or revenue-cycle system, so connect those separately. Applicant tracking is coming soon to FirstHR.
Key Takeaways
A billing analyst generates and reviews invoices, reconciles billing data, resolves discrepancies, and maintains accounts receivable.
It is a finance and revenue-cycle role, not a data or business analyst job, despite the shared word analyst.
Titles form a ladder: clerk and specialist and coordinator are processing roles, analyst and AR analyst carry more ownership, manager is supervisory.
The closest federal occupation reports a median near $47,000, with billing analyst market data generally $49,000 to $69,000.
The role is usually non-exempt and overtime-eligible, which matters at month-end. Classify by the real duties, not the title.
Use the medical billing version for a small practice: it adds CPT and ICD-10 claims, denial management, and HIPAA.
Frequently Asked Questions
What does a billing analyst do?
A billing analyst is an accounting-department professional who generates and reviews invoices, reconciles billing data, resolves discrepancies, and maintains accounts receivable records. Day to day, that means producing accurate customer invoices, posting payments and applying credits, investigating and correcting billing errors and short payments, monitoring accounts receivable aging, following up on outstanding balances, and preparing billing reports to support month-end close. They coordinate with sales, operations, and customers on billing questions and keep billing data accurate in the accounting or ERP system. It is a finance and revenue-cycle role, not a data or business analyst role despite the shared word analyst. In healthcare, a medical billing analyst adds claims submission, CPT and ICD-10 coding review, denial management, and HIPAA obligations.
What is the difference between a billing analyst, specialist, coordinator, and clerk?
These titles describe a ladder of seniority within billing, though they are often used loosely. A billing clerk is the entry-level, hourly role focused on data entry and basic invoice processing. A billing specialist and a billing coordinator are hands-on processing roles, preparing invoices, posting payments, and resolving routine questions, with the coordinator emphasizing workflow coordination across teams. A billing analyst carries more reconciliation, reporting, and ownership of billing accuracy, and an accounts receivable analyst is a close synonym emphasizing the receivables and collections side. A billing manager is a separate, more senior role that supervises billing staff and is often exempt. When writing the job description, pick the title that matches the actual scope and seniority, and set the pay to match, rather than advertising analyst duties at a clerk's pay.
Is a billing analyst the same as a financial analyst or business analyst?
No. Despite the shared word analyst, a billing analyst is a billing and accounts receivable role in the accounting function, focused on invoicing, reconciliation, and receivables. A financial analyst works on budgeting, forecasting, and financial modeling, and a business analyst works on requirements, processes, and systems, often in technology or operations. The closest federal occupation for a billing analyst is billing and posting clerks, not financial or management analysts, and the pay reflects that, with a median near $47,000 rather than the higher financial-analyst bands. When writing or searching for this role, keep the billing and revenue-cycle focus clear so you attract candidates with the right experience rather than financial-modeling or systems-analysis backgrounds.
How much does a billing analyst make?
Billing analyst pay sits in the mid range for office and administrative roles, varying by industry, region, and experience. The closest federal occupation, billing and posting clerks, had a median annual wage of $47,170 in May 2024, with an hourly median of $22.68 and about 429,800 jobs nationally. Title-specific market data runs somewhat higher and varies by source, generally falling in the $49,000 to $69,000 range for billing analyst, with senior billing analysts higher and billing specialists and clerks lower, often $35,000 to $45,000. Pay tends to run higher in legal and specialized industries and lower in entry-level and high-volume settings. When you post the role, anchor your range to the federal median and adjust for your industry and market, and include a pay range where your state requires it. This is general information, not legal advice.
Is a billing analyst exempt or non-exempt under the FLSA?
A billing analyst is usually non-exempt and owed overtime. The work is primarily invoicing, data entry, and reconciliation, which generally does not meet the administrative or professional exemption duties test under the Fair Labor Standards Act, and the pay typically sits below the federal salary threshold of $684 per week ($35,568 a year). Non-exempt means the role is entitled to overtime at one and a half times the regular rate for hours worked over 40 in a workweek, which matters because billing work spikes at month-end and during collections pushes. A higher-level analyst who genuinely exercises independent judgment over significant matters could qualify for the administrative exemption if the salary test is met, but most billing roles do not. The Department of Labor is explicit that job titles do not determine exempt status; the duties and salary must meet the tests. This is general information, not legal advice.
Does a small medical practice need a dedicated medical billing analyst?
It depends on volume, but many small practices do hire one. Healthcare is one of the largest employers of billing staff, and small medical and dental practices commonly bring billing in-house once claim volume justifies it, because clean claims, denial management, and revenue cycle directly affect cash flow. Below that point, practices often outsource to a billing service or assign billing to an office manager. A dedicated medical billing analyst or specialist adds value by reducing denials, speeding up reimbursement, and keeping patient billing accurate, and the role requires knowledge of CPT and ICD-10 coding, claims processes, and HIPAA. The medical billing template on this page is built for a small practice setting. Whether to hire in-house or outsource comes down to claim volume, the cost of denials, and how much control over the revenue cycle the practice wants.
What qualifications should a billing analyst have?
Most billing analyst roles prefer an associate's or bachelor's degree in accounting, finance, or business, though experience is often accepted in place of a degree, especially for specialist and coordinator levels. Employers typically look for one to three or more years in billing, accounts receivable, or accounting, strong attention to detail and accuracy with numbers, comfort with spreadsheets and accounting or billing software, and clear communication for resolving billing questions and disputes. For an AR analyst, add analytical and reconciliation skills and collections experience. For a medical billing analyst, add knowledge of CPT and ICD-10 coding, claims and denial processes, practice management systems, HIPAA, and optionally a billing certification such as CPB or CPC. For a small business, prioritize accuracy, reliability, and relevant industry billing experience over advanced credentials.
What should a billing analyst job description include?
A strong billing analyst job description opens with a clear job summary that signals the billing and accounts receivable focus, then lists responsibilities grouped into invoicing and billing, payments and receivables, reconciliation and accuracy, and records and coordination. It should state qualifications centered on accounting or billing experience, attention to detail, and software comfort, and name any industry-specific needs such as CPT and ICD-10 coding and HIPAA for medical billing. The most valuable additions that generic templates skip are a clear note that the role is typically non-exempt and overtime-eligible, a salary range grounded in market data, and guidance on which billing title and level fits the work. Close with an equal opportunity statement and clear application instructions. This is general information, not legal advice.
