Billing Manager Job Description Templates for Small Businesses
6 templates for the first real billing leader you hire: general, medical, accounts receivable, legal, subscription, and working supervisor. With pay benchmarks and overtime classification notes. Download as DOCX.
The first billing manager job description I ever wrote was a billing specialist posting with the word manager added to the title. It pulled forty applications, almost all from specialists, and not one from a person who had ever owned an aging report. The posting described the work, and the work is not what a manager is hired for.
A billing manager is hired for judgment. Which disputes to concede and which to hold. Where the credit limit sits for a new account. When a recurring error stops being a correction and becomes a process change. None of that appears in a duties list copied from the specialist below them, which is why so many small-business billing searches attract the wrong pile.
At FirstHR we build hiring templates for companies without a dedicated HR person, where the controller or the owner writes the posting between two other jobs. The six below cover a general billing manager, a medical practice revenue cycle lead, a combined billing and collections manager, a law firm billing manager, a subscription billing manager, and the working supervisor role that sits just below all of them.
TL;DR
A billing manager owns the invoice-to-cash cycle as a department: the billing calendar, the team, credit and write-off authority, aging targets, and the numbers reported upward. Most are exempt under the administrative or executive test, and all must clear the $684 per week salary basis. There is no BLS occupation for the title, so benchmark to first-line office supervisors at a $69,500 median. Six templates below.
What a Billing Manager Actually Owns
A billing manager owns an outcome, not a queue. The measurable version of the job is cash collected on time, disputes that do not repeat, aging that stays inside a target, and a billing subledger that reconciles without a scramble at close.
That is a different job from the one directly below it, and the gap is where most postings fail. Four levels commonly share the word billing, and candidates read them as four distinct jobs even when employers use the titles loosely.
Billing specialist or clerk
Individual contributor
Produces invoices, applies payments, and answers routine billing questions. Owns accuracy on the accounts assigned to them. No hiring authority, no rate table ownership, no sign-off on write-offs.
Billing coordinator
Process keeper
Keeps the cycle moving across people and systems: chasing inputs, tracking the calendar, clearing exceptions. Coordinates work without formally supervising the people doing it.
Billing supervisor
Working supervisor
Carries part of the production load and directs the rest of the team. This is the level where overtime classification most often goes wrong, because the title suggests management while the day is still processing.
Billing manager
Owns the outcome
Owns the invoice-to-cash cycle as a department: staffing, procedures, rate tables, dispute authority, aging targets, and the numbers reported upward. Judged on cash collected and errors avoided, not invoices produced.
Decide Which Level You Are Actually Hiring
Before you write a word, answer one question: can this person change how billing works, or only execute it? If they can rewrite the dunning cadence, set the write-off threshold, restructure the rate table, and hire their own staff, you are hiring a manager. If they will run a process someone else designed, you are hiring a senior specialist or a coordinator, and you will get a better result posting it under that name. The compensation conversation at offer stage gets easier too.
If the role you have in mind sits below manager level, the billing specialist templates and the billing coordinator templates describe those jobs properly. Posting the right level is worth more than any amount of polish on the wrong one.
What Belongs in a Billing Manager Posting
A billing manager posting does four jobs: it states scope in numbers, it defines authority, it protects you legally, and it closes the candidate. Most small-business versions do only the first two thirds of the first one, listing systems without volumes and duties without limits.
Whether the role sets credit terms or recommends them
Whether the role hires and reviews staff
What escalates to the controller or owner
The parts that protect you
FLSA classification stated on the posting
Segregation of duties described honestly
Background check notice where money access applies
Equal opportunity statement
The parts that close the hire
Salary or a good-faith range
The metric the role is judged on
What is broken today and what a fix looks like
A named person and a real timeline to apply
The single most valuable line you can add is the authority limit. Saying that the role approves credits and write-offs up to a set dollar amount tells an experienced candidate exactly how much trust the job carries, and it tells you whether your own controls are written down anywhere. Our guide to writing a job description covers the general structure in more depth.
6 Billing Manager Job Description Templates to Download
Download all six as one file or copy them individually. Each follows the same structure: company overview, position summary, key responsibilities, required qualifications, a classification or compliance note, an equal opportunity statement, and how to apply. The bracketed fields are the only parts you need to change.
Download All 6 Billing Manager Job Description Templates
General, medical, billing and AR, legal, subscription, and billing supervisor. All in one download.
Billing Manager, General
Any industry, small team
The standard version: cycle ownership, supervision, dispute authority, subledger reconciliation, and a monthly report to finance.
Medical Billing Manager
Practice or clinic
Revenue cycle from charge capture through appeals, with denial metrics, payer contracts, and protected health information handling written in.
Billing and AR Manager
Invoicing plus collections
For the combined role: dunning cadence, credit holds, days sales outstanding reporting, and a note on first-party collection rules.
Legal Billing Manager
Law firm
Prebills, client billing guidelines, e-billing rejections, realization reporting, and the trust accounting separation that cannot be improvised.
Subscription Billing Manager
Recurring revenue
Plan configuration, proration, usage rating, failed-payment recovery, and processor reconciliation for a business that bills on a schedule.
Billing Supervisor
Working supervisor
The step below manager, with the classification warning stated plainly because this is where exempt status is most often claimed and least often earned.
Template 1: Billing Manager, General Business
The standard version for any industry: cycle ownership from cut-off to statement run, supervision of a small billing team, a stated dispute and write-off authority, subledger reconciliation, and a monthly report to finance leadership.
aging under control, and reports on billing performance to finance leadership.
KEY RESPONSIBILITIES
•Own the monthly billing cycle end to end: [date] cut-off, [date] invoice
release, [date] statement run
•Supervise, schedule, and develop [number] billing staff, including hiring,
training, and performance reviews
•Review invoice batches before release and approve credits, rebills, and
write-offs within a stated authority limit of $_
•Reconcile the billing subledger to the general ledger every [month / period]
and resolve variances with accounting
•Manage accounts receivable aging: run the collections cadence, escalate
accounts past [number] days, and report on days sales outstanding
•Resolve escalated customer billing disputes with [sales / account management]
•Maintain the rate tables, contract terms, and billing rules in [system]
•Document billing procedures and keep them current as contracts change
•Prepare a monthly billing and receivables report for [Controller / Owner]
REQUIRED QUALIFICATIONS
•[Associate degree / bachelor's degree in accounting, finance, or business:
set your real bar, or accept equivalent experience]
•[Number] years in billing, accounts receivable, or revenue operations
•[Number] years supervising staff, or documented lead experience
•Working command of [ERP / accounting system] and spreadsheet reporting
•Track record reducing aging or dispute volume, with numbers you can describe
CLASSIFICATION NOTE (read before posting)
Most billing managers are properly exempt, but the exemption rests on duties
and salary, not on the title. Under the executive exemption the primary duty
must be managing a recognized department while customarily and regularly
directing the work of at least two full-time employees, with real authority
over hiring and firing decisions or recommendations. Under the administrative
exemption the primary duty must be office work directly related to management
or general business operations with the exercise of discretion and independent
judgment on matters of significance. Either way the employee must be paid on a
salary basis of at least $684 per week ($35,568 per year) under the current
federal rule, and some states set a higher floor. A "billing manager" who
mainly processes invoices alongside the team is a working supervisor and is
likely non-exempt. This is general information, not legal advice.
EEO STATEMENT
[Company Name] is an equal opportunity employer and provides reasonable
accommodations for the essential functions of this role.
COMPENSATION AND HOW TO APPLY
Compensation: $_ per year, [bonus structure], [benefits summary]
To apply, email __ with your resume.
Template 2: Medical Billing Manager
For a practice or clinic, built around the revenue cycle rather than the invoice cycle, with denial metrics, payer contracts, and protected health information handling written in. Pair it with the medical billing specialist templates when you staff the team underneath.
Medical Billing Manager Job Description (Practice or Clinic)
Template 3: Billing and Accounts Receivable Manager
For the combined role, where the person who issues the invoice also owns whether it gets paid: dunning cadence, credit holds, days sales outstanding reporting, and a note on first-party collection rules. The credit manager templates cover the version where credit decisions are the primary duty.
Billing and Accounts Receivable Manager Job Description
BILLING AND ACCOUNTS RECEIVABLE MANAGER JOB DESCRIPTION
Company: __ ([City, State])
Reports to: [Controller / Director of Finance]
Direct reports: [number] billing and collections staff
Employment type: Full-time
FLSA status: Exempt (see classification note)
Compensation: $_ per year
ABOUT THIS ROLE
[Company Name] carries roughly $_ in open receivables across [number]
active accounts. We are combining billing and collections under one manager so
that the person who issues the invoice also owns whether it gets paid.
POSITION SUMMARY
The Billing and Accounts Receivable Manager runs invoicing and collections as a
single process, sets and enforces the collections cadence, approves credit terms
within policy, and reports cash forecast and aging to finance leadership.
KEY RESPONSIBILITIES
•Run the billing cycle and the collections cadence on a published calendar
•Set and enforce the dunning sequence: [day 7 reminder, day 30 call, day 60
escalation, day 90 hold or referral]
•Approve or recommend credit limits and payment terms for new accounts within
a stated authority limit
•Place accounts on credit hold and release them under a documented rule, with
[sales / operations] informed
•Own cash application and unapplied cash clean-up
•Report days sales outstanding, aging buckets, bad debt reserve inputs, and a
weekly cash collection forecast
•Decide when to refer an account to [outside collections / counsel] and
maintain that relationship
•Supervise, train, and review [number] billing and collections staff
•Partner with [sales] on contract terms that create avoidable disputes
REQUIRED QUALIFICATIONS
•[Number] years in accounts receivable or billing with collections ownership
•[Number] years supervising staff
•Comfort with a difficult customer conversation and a documented paper trail
Collections carries its own rules. Federal debt collection law is written
primarily for third-party collectors rather than a business collecting its own
consumer accounts, but many states regulate first-party collection conduct
directly, and calling, texting, and emailing customers about money owed also
touches telemarketing and messaging rules. If any of your receivables are
consumer rather than business accounts, confirm your state's requirements and
write a script and a contact-frequency policy before the first call. Keep credit
decisions consistent and documented so a declined account can never look like a
decision made on a protected characteristic. This is general information, not
legal advice.
EEO STATEMENT
[Company Name] is an equal opportunity employer and provides reasonable
accommodations for the essential functions of this role.
COMPENSATION AND HOW TO APPLY
Compensation: $_ per year, [collections bonus], [benefits summary]
To apply, email __ with your resume.
Template 4: Legal Billing Manager
For a law firm: prebill chasing, client billing guidelines, e-billing rejections and appeals, realization reporting by attorney, and the trust accounting separation that cannot be improvised.
Legal Billing Manager Job Description (Law Firm)
LEGAL BILLING MANAGER JOB DESCRIPTION
Firm: __ ([City, State])
Reports to: [Firm Administrator / Managing Partner / Director of Finance]
Direct reports: [number] billing coordinators
Employment type: Full-time
FLSA status: Exempt (see classification note)
Compensation: $_ per year
ABOUT THIS FIRM
[Firm Name] is a [practice area] firm in [City, State] with [number] attorneys
and [number] timekeepers, billing on [hourly, flat fee, contingency, hybrid]
arrangements through [billing system].
POSITION SUMMARY
The Legal Billing Manager runs the monthly prebill and billing cycle, enforces
client billing guidelines and e-billing requirements, manages the timekeeper
rate structure, and keeps trust and operating account activity properly
separated and recorded.
KEY RESPONSIBILITIES
•Run the monthly cycle: time entry close, prebill distribution to billing
attorneys, edits, approval, and final invoice release
•Chase prebill turnaround from partners and report on who is holding the cycle
•Submit and track invoices through [e-billing platforms] and work rejections
and appeals to resolution
•Maintain the timekeeper rate table, matter budgets, and alternative fee
arrangements
•Post client payments and record trust account activity in line with firm
policy and the applicable bar rules
•Produce realization, write-off, and work in progress reporting by attorney
and practice group
•Supervise and train [number] billing coordinators
•Support the annual rate increase cycle and client notification
REQUIRED QUALIFICATIONS
•[Number] years in law firm billing, with [number] years leading a team
•Hands-on experience with [billing system] and [e-billing platform]
•Command of client billing guidelines and e-billing rejection codes
•Understanding of trust accounting rules and the separation of client funds
•Composure when chasing a partner for a prebill three days past due
COMPLIANCE NOTE
Trust accounting is the risk that matters here. Client funds must stay
separate from firm operating funds, records must reconcile on the schedule the
applicable state bar sets, and a shortfall is a disciplinary matter for the
firm's lawyers, not merely an accounting error. Set the posting up honestly: say
whether the billing manager touches the trust account, who reconciles it, and
who reviews that reconciliation. Never give one person the ability to both move
client funds and reconcile the account. Confirm the specific recordkeeping and
reconciliation rules with your state bar. This is general information, not legal
advice.
EEO STATEMENT
[Firm Name] is an equal opportunity employer and provides reasonable
accommodations for the essential functions of this role.
COMPENSATION AND HOW TO APPLY
Compensation: $_ per year, [bonus], [benefits summary]
To apply, email __ with your resume.
Template 5: Subscription and Recurring Billing Manager
For a business that bills on a schedule: plan and price configuration, proration on mid-term changes, usage rating, failed-payment recovery, and processor reconciliation.
Subscription and Recurring Billing Manager Job Description
SUBSCRIPTION AND RECURRING BILLING MANAGER JOB DESCRIPTION
Company: __ ([City, State])
Reports to: [Controller / VP Finance / Head of Revenue Operations]
Direct reports: [number, or "none initially, with a plan to build a team"]
The step below manager, for a working supervisor who carries part of the production load. The classification warning is stated plainly, because this is the level where exempt status is most often claimed and least often earned.
Direct reports: [number] billing specialists or clerks
Employment type: Full-time
FLSA status: [Non-exempt (hourly) / Exempt: decide honestly, see note]
Compensation: $_ per [hour / year]
ABOUT THIS ROLE
[Company Name] needs a working supervisor for a small billing team: someone who
carries part of the invoice load themselves and keeps the rest of the team on
schedule. This is the first step above specialist and the training ground for a
future billing manager.
POSITION SUMMARY
The Billing Supervisor processes a share of the billing workload, assigns and
checks the work of [number] billing specialists, handles the exceptions the team
cannot resolve, and reports cycle status to the Billing Manager.
KEY RESPONSIBILITIES
•Process [percentage] of the invoice volume personally, including the complex
and high-value accounts
•Assign daily work, monitor queues, and keep the billing calendar on schedule
•Review a sample of invoices before release and correct errors at the source
•Handle escalated billing questions from customers and from [sales / service]
•Train new billing specialists and maintain the desk procedures
•Run the exception report and clear held or failed invoices daily
•Cover the Billing Manager during absences
•Recommend process changes where the same error keeps recurring
REQUIRED QUALIFICATIONS
•[Number] years of billing or accounts receivable experience
•Demonstrated accuracy at volume and a habit of checking your own work
•Comfort correcting a peer's work without making it personal
•[ERP / accounting system] experience
•[High school diploma / associate degree: set your real bar]
CLASSIFICATION NOTE (this one matters)
Do not assume this role is exempt. A working supervisor whose primary duty is
still processing invoices generally fails the executive exemption, which
requires management to be the primary duty and requires customarily and
regularly directing the work of at least two full-time employees. Title,
salary, and a couple of direct reports do not by themselves create an
exemption. If most of the day is production work, classify the role as
non-exempt, track hours, and pay overtime past forty hours in a workweek. That
is not a demotion, and it is far cheaper than a back-pay claim. Reassess when
the job genuinely shifts to managing. This is general information, not legal
advice.
EEO STATEMENT
[Company Name] is an equal opportunity employer and provides reasonable
accommodations for the essential functions of this role.
COMPENSATION AND HOW TO APPLY
Compensation: $_ per [hour / year], [overtime eligibility], [benefits]
To apply, email __ with your resume.
Exempt or Non-Exempt: Classifying a Billing Manager
Most billing managers are properly exempt, but the exemption comes from duties and salary, never from the title. Two separate routes exist under the Fair Labor Standards Act, and a small-company billing manager often qualifies on one while failing the other.
The executive exemption requires management as the primary duty plus the customary and regular direction of at least two full-time employees or their equivalent. The administrative exemption instead asks for office work directly related to business operations with discretion and independent judgment on matters of significance, which fits a billing manager with one or two reports far better.
The executive exemption needs two full-time reports
The executive exemption asks four things at once: the primary duty is managing the enterprise or a recognized department, the employee customarily and regularly directs the work of at least two or more other full-time employees or their equivalent, the employee has authority to hire and fire or their recommendations carry particular weight, and the salary basis test is met. Two half-time clerks count as one full-time equivalent, so a billing manager with one full-time specialist and one part-timer does not clear the headcount element on that path. That is not fatal, because the administrative exemption is a separate route, but you cannot claim the executive exemption on a title alone. Write the direct report count into the posting so the answer is on the record from day one. This is general information, not legal advice.
The administrative route is usually the stronger one
Most billing managers at a small company qualify as administrative rather than executive, because the real value of the job is judgment applied to business operations: deciding which disputes to concede, where to set credit terms, when to hold an account, how the rate table should be built, and which recurring error to fix at the source. The regulation asks that the primary duty be office or non-manual work directly related to the management or general business operations of the employer, and that it include the exercise of discretion and independent judgment with respect to matters of significance. A role that only applies detailed instructions to invoice after invoice does not meet that standard, however senior the title sounds. This is general information, not legal advice.
The salary basis test still applies to both
Unlike teachers and a few other categories, billing managers get no exemption from the salary requirement. Under the current federal rule an exempt executive or administrative employee must be paid on a salary basis at a rate of not less than $684 per week, which is $35,568 a year, and the highly compensated employee shortcut sits at $107,432 a year. The 2024 Department of Labor rule that would have raised those numbers was vacated in November 2024 and formally rescinded, so the 2019 levels are what apply. Several states set a higher floor than the federal one, and a few use a multiple of their state minimum wage that moves every January. Check your state before you build the salary into the offer, and remember that improper deductions can defeat the salary basis even when the number is right. This is general information, not legal advice.
Segregation of duties is a hiring decision
The billing manager sits at the point where invoices, credits, write-offs, and cash application meet, which is exactly the combination internal auditors watch. The rule of thumb is simple: the person who can create or adjust a receivable should not also be the person who applies the cash and reconciles the account. At a small company you cannot always separate those, so compensate with review rather than pretending the risk is absent. Set a dollar authority limit for credits and write-offs, require a second signature above it, have someone outside billing review the bank reconciliation, and rotate who opens the mail or the payment portal. Say in the posting which controls exist. Strong candidates read that as a serious finance function, and it filters out anyone hoping the controls are loose.
Anyone who lands outside both tests needs hours tracked and overtime paid past forty in a workweek. If you are weighing a specific role, our breakdown of exempt versus non-exempt classification walks through the tests in order. The reclassification cases that hurt small businesses almost always involve a working supervisor, not a genuine department head.
Controls the Posting Should Name
A billing manager sits where invoices, credits, write-offs, and cash application meet, which makes the role both valuable and sensitive. Naming your controls in the posting is a filter: serious candidates read it as a real finance function, and it removes any ambiguity about what the job may and may not do alone.
Control
What the posting should say
Why it matters
Authority limit
Approves credits, rebills, and write-offs up to a stated dollar amount
Defines the trust level of the job and forces you to decide it before the interview
Second approval
Amounts above the limit require sign-off from the controller or owner
Keeps a single person from erasing a receivable unilaterally
Cash application split
States whether the role applies cash or only issues invoices
Creating and clearing a receivable in the same hands is the classic exposure
Reconciliation review
Names who reviews the bank and subledger reconciliation
A reconciliation nobody reviews is a report, not a control
Credit terms
Sets terms within policy, or recommends them for approval
Two very different jobs; candidates price them differently
Access scope
Lists the systems and the level of access granted
Sets expectations and gives onboarding a checklist to work from
Background check
Employment contingent on a check appropriate to money access
Standard for finance roles and better stated up front than sprung later
In a healthcare setting the control list grows, because the role touches protected health information every day. The HIPAA Privacy Rule requires covered entities to limit uses and disclosures to the minimum necessary, which in practice means role-based access, documented training before system access is granted, and a business associate agreement with any outside billing vendor or clearinghouse.
What to Pay a Billing Manager
There is no Bureau of Labor Statistics occupation called billing manager, so any single number you see quoted for the title comes from a survey that built its own category. Benchmark against the nearest official classifications instead, and treat the range rather than the point estimate as the answer.
The Closest BLS Benchmark
First-line supervisors of office and administrative support workers (SOC 43-1011) is the classification most billing managers at a small company fall into. According to the Bureau of Labor Statistics Occupational Employment and Wage Statistics survey (May 2025), the national median annual wage was $69,500, with the 10th percentile at $45,610, the 25th at $55,950, the 75th at $85,090, and the 90th at $104,710 (U.S. Bureau of Labor Statistics, OEWS national estimates).
Benchmark occupation (BLS SOC code)
National median (BLS OEWS, May 2025)
How it relates to a billing manager
First-line supervisors of office and administrative support workers (43-1011)
$69,500 per year
Closest match for most small-business billing managers
Billing and posting clerks (43-3021)
$48,500 per year
The staff the manager supervises; sets a practical floor
Bill and account collectors (43-3011)
$47,030 per year
Relevant when the role owns collections as well as invoicing
Medical records specialists (29-2072)
$51,140 per year
The coding and records side of a practice billing team
Financial managers (11-3031)
$166,570 per year
A ceiling reference; only controller-level billing leads approach it
A defensible starting range for a small business sits between the 50th and 75th percentile of the supervisor classification, roughly $69,500 to $85,090, adjusted for your local market, invoice complexity, and team size. Push toward the upper end for a medical revenue cycle lead or a law firm billing manager, where the specialized knowledge is scarcer. Publish a good-faith range wherever pay transparency laws apply, and expect to lose applications anywhere you leave pay out.
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Screening and the Skills Test That Actually Predicts
The screening step that separates a billing manager from a senior specialist is not an interview question, it is a work sample. Hand the candidate a messy aging report and ask what they would do first, then listen for whether they reach for process or for individual accounts.
Strong candidates group the problem: they look for a pattern behind the past-due accounts, ask what changed in contract terms or invoice timing, and propose a fix upstream. Weaker candidates start calling customers. Both answers are useful work, but only one is the job you are hiring for. Our billing interview questions cover the technical layer underneath.
Verify Money Access Before the Start Date, Not After
A billing manager touches invoices, credits, cash application, and often the bank portal. Run the background check appropriate to that access and complete it before the start date rather than during the first week, because retrofitting a check after someone already has system access is awkward at best. State the requirement in the posting so nobody is surprised, follow the notice and authorization rules that apply, and keep the decision consistent across candidates. Our guide to running a background check covers the process and the notice steps.
Hiring a Billing Manager Without an HR Department
Small-business billing searches fail in three predictable places: the posting describes the wrong level, the control environment is undefined, and the access sprawl on day one has no owner. Each one has a fix that costs nothing but a decision.
The posting describes a clerk and the job description asks for a leader
The most common failure in a billing manager search is a posting assembled from a billing specialist job description with the word manager pasted on top. It lists invoice production, system names, and attention to detail, and it never states the team size, the authority limit, the aging target, or the decision the person actually owns. Candidates who lead billing functions today read that and correctly conclude the job is a senior specialist role, so they do not apply. The ones who do apply are specialists hoping for a promotion, which may be fine, but you did not design the search that way. Fix it by writing the outcome first: what the invoice-to-cash cycle should look like twelve months from now, and what authority the person needs to get it there.
You cannot separate duties, so you skip controls entirely
Small finance teams hit a real wall: with three people in accounting you cannot fully separate billing, cash application, and reconciliation. The wrong response is to stop thinking about it, which is how a business ends up with one trusted person owning invoices, credits, and the bank reconciliation at once. The practical response is compensating controls: an authority limit above which a second person approves, a monthly review of credits and write-offs by the owner or controller, a bank reconciliation reviewed by someone outside billing, and mandatory time off so someone else runs the cycle at least once a year. State those controls in the job description. They cost nothing to write, they cost very little to run, and they are the difference between a control environment and a hope.
The hire lands and every system, contract, and password lands with them
A billing manager needs more access on day one than almost any other early finance hire: the accounting system, the billing platform, the payment processor, the bank portal in read or approval capacity, customer contracts, rate tables, and in a healthcare setting protected health information as well. Without a structured start that arrives as a week of scattered invitations and no record of who granted what. FirstHR was built for exactly this. The onboarding wizard runs the same sequence for every hire, e-signature handles the confidentiality and acceptable-use acknowledgments, document management stores signed policies and certifications against the employee profile with renewal dates, and training modules cover privacy and controls before system access is granted. Applicant tracking is coming soon to FirstHR. FirstHR is an onboarding and HR platform, not a payroll provider.
Once the offer is signed, the work shifts to a repeatable onboarding checklist that grants access in a defined order and records who approved what. For a finance hire that record is not paperwork for its own sake; it is the first artifact an auditor or an acquirer asks to see. More hiring templates for finance and operations roles sit in our hiring template library.
Key Takeaways
A billing manager owns the invoice-to-cash cycle as a department, judged on cash collected and errors avoided, while a billing specialist is judged on the accuracy of invoices produced.
State scope in numbers near the top of the posting: monthly invoice volume, account count, systems, and team size are what experienced candidates screen on first.
Write the authority limit down. The dollar threshold for credits, rebills, and write-offs tells candidates how much trust the job carries and forces you to define your own controls.
Most billing managers qualify under the administrative exemption rather than the executive one, since the executive route requires customarily and regularly directing at least two full-time employees.
Both exemption routes require a salary basis of at least $684 per week ($35,568 per year) under the current federal rule, and several states set a higher floor.
No BLS occupation matches the title, so benchmark to first-line supervisors of office and administrative support workers at a $69,500 median (BLS OEWS, May 2025) and target the 50th to 75th percentile band.
A finance hire needs more access on day one than almost anyone else you hire. FirstHR runs the same onboarding sequence every time, with e-signature for confidentiality and policy acknowledgments, document storage for signed agreements and certifications with renewal dates attached, and training modules completed before system access is granted. Applicant tracking is coming soon to FirstHR.
Frequently Asked Questions
What does a billing manager do?
A billing manager owns the invoice-to-cash cycle as a department rather than as a queue of invoices. The core duties are running the billing calendar from cut-off to invoice release, supervising billing staff, approving credits, rebills, and write-offs within a stated authority limit, reconciling the billing subledger to the general ledger, managing accounts receivable aging and the collections cadence, resolving escalated customer disputes, maintaining rate tables and contract terms in the billing system, and reporting billing performance upward. The distinction that matters for a job posting is judgment: a billing specialist is measured on the accuracy of the invoices they produce, while a billing manager is measured on cash collected, dispute volume, aging, and errors that never recur. Write the posting around that outcome or you will attract senior specialists rather than managers.
Is a billing manager exempt or non-exempt under the FLSA?
Usually exempt, but the title alone never decides it. Two routes exist. The executive exemption requires that management is the primary duty, that the employee customarily and regularly directs the work of at least two or more full-time employees or their equivalent, that hiring and firing recommendations carry particular weight, and that the salary basis test is met. The administrative exemption requires office work directly related to management or general business operations plus the exercise of discretion and independent judgment on matters of significance, and it is the stronger route for most small-company billing managers. Both require payment on a salary basis of at least $684 per week ($35,568 per year) under the current federal rule, with some states setting a higher floor. A working supervisor who still processes most of the invoices is likely non-exempt regardless of the title on the offer letter. This is general information, not legal advice.
How much does a billing manager make?
There is no Bureau of Labor Statistics occupation called billing manager, so the honest answer is a benchmark range rather than a single figure. The closest classification is first-line supervisors of office and administrative support workers (SOC 43-1011), where the Occupational Employment and Wage Statistics survey (May 2025) put the national median annual wage at $69,500, with the 25th percentile at $55,950 and the 75th at $85,090. Billing and posting clerks (43-3021) earned a median of $48,500, which effectively sets the floor because a manager should sit clearly above the team. Financial managers (11-3031) earned a median of $166,570, which is a ceiling reference reached only by controller-level roles. For a small business, a range roughly between the 50th and 75th percentile of the supervisor classification is a defensible starting point, adjusted for your local market, invoice complexity, and team size.
What is the difference between a billing manager and a billing specialist?
Scope of decision, not seniority of task. A billing specialist produces invoices, applies payments, and answers routine billing questions on assigned accounts, and is judged on accuracy and throughput. A billing manager owns the function: staffing and performance reviews, written procedures, rate table and contract configuration, authority limits on credits and write-offs, the collections cadence, the aging target, and the report that goes to the controller or owner. The practical test is whether the person can change how billing works or only execute it. If the answer is execute, you are hiring a specialist and should say so, because posting a specialist job under a manager title wastes the time of every experienced candidate who reads it and sets up a compensation argument at offer stage.
Do I need a separate medical billing manager job description?
Yes, because the job is materially different. A medical billing manager owns a revenue cycle rather than an invoice cycle: charge capture, coding accuracy, claim scrubbing, payer submission, denial management by reason code, appeals, patient statements, and prior authorization coordination. The metrics differ too, running on clean-claim rate, denial rate, days in accounts receivable, and net collection rate rather than simple aging buckets. The compliance footprint is the biggest difference: the role handles protected health information daily and usually decides who else may see it, which brings role-based access, documented privacy training before system access, signed confidentiality acknowledgments, and business associate agreements with any outside billing vendor or clearinghouse. Use the medical template on this page rather than adapting the general one.
How do I write a billing manager job description that attracts real candidates?
Lead with the scope facts an experienced candidate screens on and put them near the top: monthly invoice volume, number of accounts, the systems in use, team size, and who the role reports to. Then state authority explicitly, including the dollar limit on credits and write-offs and whether the role sets credit terms or recommends them. Name the metric the person will be judged on, whether that is days sales outstanding, denial rate, or billing error rate. Be honest about what is broken today, because a candidate who wants the job wants a problem to solve. Publish a salary or a good-faith range, since pay transparency rules require it in a growing number of states and omitting it costs you applications everywhere else. Close with a named person and a real timeline.
Should a small business hire a billing manager or outsource billing?
Hire when the volume, the complexity, or the control risk justifies a dedicated owner, and outsource when none of those are true yet. The signals that favor hiring are recurring disputes traced to internal process, aging that keeps drifting, contract terms that vary by customer, an owner or controller spending hours a week on billing questions, and a team of two or more already doing billing work without anyone accountable for the outcome. The signals that favor outsourcing are low invoice volume, uniform pricing, and no capacity to supervise a specialist function properly. A middle option works well: hire a billing manager to own the process, the vendor relationship, and the controls, while an outside service handles production. Whichever you choose, someone inside the business must own the numbers. FirstHR handles the onboarding side once you hire. Applicant tracking is coming soon to FirstHR.
