Billing Specialist Job at XY Planning Network (Bozeman)

Billing Specialist

XY Planning Network

Location:
United States , Bozeman

Category:
Finance

Contract Type:
Not provided

Salary:

63000.00 - 80000.00 USD / Year

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Job Description:

The Billing Specialist plays a key role in executing and supporting the firm’s billing operations. This position oversees the full billing cycle from maintaining client billing setups to supporting payment processing and invoicing while also serving as a key resource for advisors and internal teams. This role works cross-functionally and contributes to improving billing workflows and maintaining accurate process documentation.

Job Responsibility:

Update and maintain accurate client billing profiles and fee schedules in portfolio accounting system
Generate monthly and quarterly billing and performance reports
Process fee deductions from client accounts
Handle client invoicing through the AdvicePay platform
Track payments for households billed outside custodial deduction
Investigate and resolve fee rejections and billing discrepancies
Administer the issuance of fee refunds in accordance with firm policies
Follow up on overdue payments and assist with collection activities
Update billing specifications per advisor requests while ensuring adherence to client agreement and compliance requirements
Coordinate with Trading Team to raise funds for fees and inform them of any newly activated advisors for billing
Work with outside custodians when billing processes are managed externally
Work with Finance to process and reconcile advisor payout data in NetSuite
Partner cross-functionally with Compliance, Finance, Client Service, Trading, and Onboarding teams
Respond to advisor billing inquiries with clarity and professionalism
Conduct billing training sessions for new advisors as needed
Support advisors during onboarding by setting up billing for transitioning client accounts
Advise the onboarding and compliance teams on feasible billing structures for integration into our billing systems
Identify opportunities to streamline billing procedures and improve accuracy
Maintain and update accurate billing process documentation to support consistency and scalability

Requirements:

1+ years of experience in a client service or operational role (preferably in financial services or RIA support)
Legally authorized to live and work in the United States without present or future need for sponsorship
Exceptional organizational skills and attention to detail
Ability to prioritize and coordinate multiple work-streams
Strong written and verbal communication skills
Solutions-oriented mindset with a proactive approach to problem-solving
Familiarity with platforms like Orion, Schwab, HelpScout, Box, and Guru (or demonstrated ability to learn quickly)
Collaborative mindset and approachable demeanor
Commitment to continuous improvement and operational excellence
Comfort working with sensitive financial data and applying rules consistently

Nice to have:

Bookkeeping and/or accounting experience or degree
Prior experience working in an RIA, TAMP, or back-office service environment
Experience with Orion, AdvicePay, Excel, and/or Schwab billing workflows
Familiarity with tools and partners such as Orion, Schwab, HelpScout, Box, and Guru, or demonstrated ability to learn quickly
Experience training others or building internal resources

What we offer:

100%- employer-funded Employee Stock Ownership Plan (ESOP)
Unlimited vacation days (minimum of 3 weeks of vacation per year)
9 paid holidays (flexible holidays)
401(k) with match (employee 6%, employer 4.5%)
12 weeks paid parental leave for the birth or adoption of a child
Health insurance w/ employer contribution
Dental, Vision, Voluntary Life and AD&D, and Accident insurance options
Pet insurance availability
Health Savings & Flex Spending (Health, Limited & Dependent Care) Accounts available
Employer-paid Life and AD&D insurance
Employer-paid Long Term Disability coverage
Up to $150/month to cover the cost of working with a financial planner, plus up to $500 toward the upfront fee
$2000/year (prorated) towards professional development
$250/quarter to spend on yourself
$500 donated to a non-profit organization of your choice when you volunteer 40 hours within the calendar year
Sabbatical program with cash bonus and extra time off at 5, 10, and 15 years
Subsidized employer-sponsored childcare through internal child care program (Subject to availability)
Various Gym discounts
Company-owned laptop computer provided (Apple Products)

Additional Information:

Job Posted:
January 11, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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