Position Summary:
We are seeking an E-Billing Specialist to join our Los Angeles, Orange County, or New York office. This role manages the billing lifecycle for assigned attorneys and clients, from new business intake and accurate client/matter setup through invoice preparation, electronic submissions, payment follow-up, and resolution of billing discrepancies. The E-Billing Specialist reviews engagement agreements, new matter letters, and client billing guidelines to identify billing requirements early and ensure compliance with firm policies and client-specific instructions before billing begins.
The ideal candidate is highly detail-oriented, organized, and proactive, with excellent follow-through and the ability to prioritize competing demands, remain effective under monthly billing deadlines, and work collaboratively with attorneys, clients, and colleagues across the firm.
Essential Duties & Responsibilities
New Business Intake & Billing Setup
- Review client engagement agreements, new matter letters, and outside counsel/client billing guidelines during the new business intake process to identify billing requirements and special arrangements.
- Verify that client and matter setup accurately reflects approved billing rates, fee arrangements, billing contacts, invoice formats, e-billing instructions, and other client-specific requirements before billing begins.
- Coordinate with attorneys, legal assistants and Finance team to obtain missing information, clarify inconsistent billing instructions, and confirm required approvals prior to billing.
- Ensure applicable firm billing policies and client billing guidelines are incorporated into client/matter records and communicated to the Billing team to prevent errors, rejections, and delays.
- Review changes to engagement terms or client billing requirements and coordinate timely updates to matter setup and billing instructions.
Legal Billing & Invoice Management
- Manage full-cycle legal billing, including prebill preparation, invoice editing, finalization, and distribution.
- Work with attorneys on billing edits, narrative revisions, write-offs, transfers, and client-specific arrangements.
- Prepare and submit invoices through traditional and electronic billing methods.
- Prioritize competing attorney requests and manage monthly billing deadlines to ensure complete, accurate, and timely invoicing.
E-Billing Operations
- Submit invoices through e-billing platforms such as Legal Tracker, CounselLink, Collaborati, Brightflag, Tymetrix 360, Passport, CounselGo, and similar systems.
- Review invoices for compliance with outside counsel guidelines, billing codes, approved rates, and client requirements before submission.
- Monitor invoice status from submission through acceptance and payment; promptly resolve rejections, reductions, appeals, and resubmissions.
- Create, review, and troubleshoot LEDES billing files, including 98B, BI, and XML formats.
- Maintain accurate client, matter, and portal information and document outstanding submission issues and follow-up actions.
E-Billing Client & Matter Administration
- Set up and maintain e-billing client and matter profiles, including client matter IDs, required billing codes, and portal access.
- Coordinate approved timekeeper rates, rate changes, and billing arrangements to ensure accurate setup in firm and client systems.
- Submit and monitor client budgets, accruals, and related reporting requirements; flag approaching limits and missing approvals.
- Support billing for attorneys and clients across firm offices, including occasional international billing needs as assigned.
Accounts Receivable & Client Service
- Proactively monitor accounts receivable for assigned attorneys, including outstanding invoices, aging balances, and e-billing status, to identify delayed payments and issues requiring action.
- Work closely with the Collections Coordinator each month to review accounts receivable for assigned attorneys, prioritize overdue and disputed balances, coordinate follow-up, and escalate unresolved issues as appropriate.
- Investigate short payments, invoice deductions, unapplied amounts, and other discrepancies; document required actions and follow through until outstanding issues are resolved.
- Communicate with attorneys, clients, and e-billing vendors to resolve invoice issues and keep stakeholders informed.
- Prepare and maintain accurate billing, invoice-status, and accounts receivable reports for assigned attorneys and firm leadership.
Process Improvement & Team Collaboration
- Identify recurring billing issues and recommend improvements that reduce rejections, delays, and aged receivables.
- Partner with Billing, Collections, Pricing, and IT to resolve client, system, and process issues.
- Share e-billing knowledge and provide guidance to billing colleagues on platforms and client requirements.
- Maintain current documentation of billing procedures, outside counsel guidelines, and client-specific instructions.
Qualifications & Requirements
- Minimum of 5 years of legal billing experience in a law firm required.
- Substantial hands-on electronic billing experience, including portal management and invoice troubleshooting, required.
- Demonstrated experience applying outside counsel guidelines, managing rejections and appeals, and monitoring invoice status.
- Ability to interpret engagement agreements, new matter letters, and client billing guidelines and apply their requirements to accurate billing setup and processing.
- Experience with client budgets, accrual submissions, timekeeper rates, and e-billing matter maintenance preferred.
- Experience with Aderant Expert, Elite Enterprise, or comparable legal billing systems preferred.
- Proficiency with LEDES billing formats and major e-billing platforms required.
- Strong Microsoft Excel, reconciliation, and reporting skills.
- Exceptional attention to detail, accuracy, ownership, and excellent follow-through skills; ability to track open items proactively through final resolution.
- Proven ability to prioritize multiple tasks, manage high-volume attorney assignments, and perform accurately under the pressure of recurring monthly billing deadlines.
- Excellent written and verbal communication skills; international billing experience is a plus, not a requirement.
Working Conditions
- Professional office environment involving prolonged computer and telephone use.
- Occasional overtime may be required during month-end and other peak billing periods.
- Ability to work independently while collaborating with colleagues across departments and offices.
Compensation & Benefits
- Competitive salary commensurate with experience.
- Comprehensive medical, dental, and vision benefits.
- 401(k) with firm contribution.
- Paid time off and holidays.
- Professional development and career growth opportunities.