Senior Accounting & Billing Manager (AutoTask + Xero)

Company Description

Agile IT delivers Microsoft‑centric professional and managed services with a mission to operationalize CMMC for the DIB and protect CUI across cloud and on‑premises estates.

What we deliver:

• Professional Services – Enablement (fixed‑price projects)

• Managed Services – Security & CMMC Compliance for Microsoft and on‑premises systems

• Microsoft GCC High Licensing (delivery, onboarding, and lifecycle operations)

• Complementary Partner Services (co‑delivery and vendor management)

Job Description

Overview

We are seeking a hands-on Senior Accounting & Billing Manager to own end-to-end billing operations (significant AutoTask billing volume) and core accounting/close responsibilities in Xero. This role combines billing execution, invoicing quality control, AR/payments, and operational accounting, with additional ownership of year end 1099 processing and sales tax filings.

This is a “doer + improver” role: you will run the day-to-day work accurately and on time, while continuously tightening controls and improving billing/accounting workflows across systems.

Core Tools You Will Use

• AutoTask PSA + Billing (primary billing engine; heavy usage)

• Xero (general ledger, AR, month-end close, reporting)

• Ramp (expenses and bill pay; coding, approvals, reconciliation)

• Stripe (credit card + one-time ACH payments)

• GoCardless (recurring ACH)

• Multiple bank feeds

• Earth Class Mail/Postal (online mail + check receipt/deposit workflow)

• Microsoft recurring billing software (CSP subscription/recurring billing alignment)

Key Responsibilities

1) AutoTask Billing Operations 

• Own the billing calendar and execute invoice cycles (recurring, T&M, fixed fee, pass-throughs).

• Maintain and troubleshoot AutoTask contract setup (billing rules, rate cards, recurring charges, entitlements, invoice templates).

• Ensure billing inputs are complete and accurate (time entries, ticket/project approvals, work types, expenses, products/charges).

• Perform invoice QA before release: accuracy, formatting requirements, PO/terms compliance, and correct application of credits/adjustments.

• Partner with operations/service delivery to resolve billing blockers and prevent unbilled leakage.

2) Accounts Receivable, Collections, Bills and Cash Application

• Manage AR aging and drive collections with a consistent, professional cadence (statements, reminders, dispute tracking).

• Administer and reconcile payments:

  • Stripe payment links, payouts, refunds/chargebacks (as needed)

  • GoCardless recurring ACH enrollment, failures, and retries

  • Checks received via Earth Class Mail; deposit confirmationn and application

  • Incoming ACH payments application

• Apply payments accurately across invoices (partial payments, multi-invoice payments, credits).

• Code incoming Bills to correct GL accounts in Ramp.com

3) Accounting and Month-End Close (Xero)

• Maintain clean day-to-day accounting and reconciliations across multiple bank feeds.

• Own month-end close tasks including reconciliations, accruals/adjustments (as appropriate), and variance explanations.

• Ensure alignment between AutoTask billing activity and Xero AR/revenue (tie-outs and exception management).

• Support AP/expense accounting workflows through Ramp (coding, approvals, reconciliation, policy compliance support).

4) Compliance: 1099s and Sales Tax Filings

• Own the annual 1099 process (contractor/vendor tracking, W-9 collection support, reconciliation, and preparation in Xero and/or Ramp; coordinate e-filing and corrections as needed).

• Manage sales tax filings: maintain required reporting support, prepare returns, file on schedule (directly or in coordination with external tax support), and maintain documentation.

5) Process, Controls, and Documentation

• Build and maintain SOPs and checklists for billing runs, cash application, month-end close, and compliance deadlines.

• Implement controls to reduce billing errors, speed cycle times, and improve audit readiness (even if no formal audit).

What Success Looks Like

• Billing cycles are on-time and accurate