Billing Specialist Job at Qualia (Austin)

Job Description

At Qualia, we've built the leading B2B real estate technology that transforms the home buying and selling experience into a simple, secure, and enjoyable process. Our SMB and Enterprise products bring together users from across the real estate ecosystem—homebuyers and sellers, lenders, title and escrow agents, and real estate agents—onto a single shared digital closing platform, providing greater clarity and transparency to real estate transactions. Today, through our business customers across the country, millions of consumers use Qualia to close on homes every year.

Job Responsibility

Day-to-day billing operations: Oversee the billing status of accounts by researching and resolving billing inconsistencies, errors, and edge cases. Process incoming payments, manage billing runs, and ensure invoices are generated accurately — including for customers on non-standard payment plans, split payments, and deferred terms
Invoicing and customer billing materials: Create invoices and custom billing materials for Strategic and High Growth accounts. Review customer payment plans regularly for timely payments and follow up where necessary
Credits and adjustments: Manage the application of bank partner credits, ORT credits, and Qualia credits to customer accounts. Investigate and resolve situations where credits have not been applied correctly, and ensure visibility for customer-facing teams into credit balances and application history
Refunds and concessions: Manage the approval process for concessions and refunds. Issue refunds, collect on failed charges, and review payment disputes in accordance with established approval thresholds
Collections and past-due account management: Own the collections process for overdue accounts, including direct outreach to customers via email and phone. Navigate sensitive payment conversations with professionalism and empathy, working to resolve outstanding balances while preserving strong customer relationships and escalating to Growth Management or Customer Success when needed
Cross-functional collaboration: Serve as the primary point of contact for billing-related support cases from Growth Managers, Customer Success Managers, and Support. Participate in daily billing standups and biweekly case reviews to identify patterns, reduce repeat inquiries, and surface systemic issues
Data quality: Monitor billing data for errors such as duplicate subscriptions, incorrect plan amounts, overstated allotments, and misconfigured charges. Proactively flag issues before they reach customers rather than waiting for inbound reports

Requirements

1-2 years of experience in billing operations, accounts receivable, or a revenue operations role — ideally in a SaaS or subscription-based environment
Experience with subscription billing platforms (Ordway, Zuora, Chargebee, or similar) and familiarity with how billing systems integrate with CRMs and ERPs
Strong command of Excel and Google Sheets
comfortable working with large datasets to investigate discrepancies and build reports
High attention to detail and a low tolerance for unresolved loose ends — you follow issues through to completion
Strong verbal and written communication skills, including the ability to explain complex billing situations clearly to both internal teams and customers
Ability to work well with ambiguity, prioritize across competing requests, and problem-solve independently in a fast-paced environment
Comfort navigating cross-functional relationships — you'll work daily with Deal Desk, Finance, Engineering, and customer-facing teams

Nice to have

Experience with Salesforce, Intacct, Ordway, or Stripe
Familiarity with revenue recognition concepts (ASC 606) and how billing data feeds into accounting processes
Experience with collections or dunning processes
Background in real estate, fintech, or title & escrow

What we offer

comprehensive health plans
401k program
commuter benefits
professional development
parental leave
flexible time off policy
robust online onboarding program
biweekly all hands meetings
variety of internal virtual events

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Billing Specialist

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