Billing Operations Lead

About TaxValet We’re not just a tax company. We’re an emotions company. We believe that the work we do is a reflection of our higher purpose in life. And if the work isn’t fulfilling and enjoyable, what’s the point? At our company, our Core Purpose is to “transform negative emotions into something positive for our clients, partners, and each other”. It just so happens that we do that by eliminating the hassle and stress of sales tax. We are looking for candidates who are enthusiastic and want to work towards our Core Purpose, too. As a fractional sales tax department, TaxValet handles everything for clients, from nexus analysis to permit registrations, filings, audit support, and more. Unlike traditional sales tax software that overpromises and underdelivers, we provide a comprehensive, custom-tailored solution that grows with our clients' businesses. And unlike traditional professional service firms, we offer an all-inclusive solution for a simple, predictable monthly rate with no billable hours. We're a fast-growing, fully remote, financially stable, and profitable business with an AWESOME team of around 100 teammates. We're building a world-class fractional sales tax department, and new team members will be part of the reason why. As a certified B-Corporation, TaxValet is committed to using business as a force for good. This means we consider the impact of our decisions on our team, clients, community, and environment. We're also a "give 1%" organization, dedicating 1% of profit, employee time, and service time to nonprofits. We are a core-value-driven business. That means we hire, promote, and reward based on alignment with our core values: Feel It: We value connecting with the real emotions and experiences of others. We also value respectfully sharing our own real emotions and experiences with others. Shape It: We proactively contribute our ideas and talents by speaking up, challenging the status quo, and taking calculated risks to shape our future. Own It: We take full responsibility for our actions, decisions, and outcomes. We use both successes and failures as opportunities for growth, openly sharing lessons learned. Crush It: We relentlessly pursue exponential impact in our business and life. Question It: Be curious. Ask questions. Seek clarity in the pursuit of continuous improvement and excellence. Create a culture of fearless inquiry. If you're enthusiastic about transforming negative emotions into something positive and want to join the #2 Best Remote Workplaces in America , we'd love to hear from you! Title: Billing Operations Lead (internally known as Billing Operations Specialist) Location: 100% Work from home in the Philippines, specifically in Luzon, Cebu City, Davao City and Iloilo City only Shift: Flexible late shift - Core working hours from 8:30 PM - 1:30 AM PHT (remaining hours can be completed before or after that) About The Role The Billing Operations Specialist is a newly created role at TaxValet. We're consolidating billing work currently spread across several different roles into one owned function. You'll have real ownership to design how this should work in the most efficient and accurate manner, not just execute an existing process. The Billing Operations Specialist owns the end-to-end billing function for TaxValet's clients, from subscription setup and invoicing to refunds and revenue processes within Zoho Billing. This role is responsible for building and continuously improving the systems that make that function run smoothly. Your Qualifications We’re looking for someone who is ready to learn and grow professionally and wants a career (not just a job). We can train you on a lot of things, but here are our non-negotiables: Professional 1-2 years experience using Zoho Billing or similar subscription and invoicing platforms. 1-2 years experience in invoicing, subscription management, or revenue operations preferred. Strong attention to detail and accuracy in billing and financial processes. Excellent organizational and time management skills. Ability to manage multiple billing tasks and deadlines efficiently. Strong communication and problem-solving abilities. Bachelor's Degree in Business, Accounting, Finance, or relevant work experience. Interpersonal This role will involve a LOT of client interaction and communication. Communication is your jam . You’re extremely comfortable in conversations with clients such that the client leaves inspired and resolved. You excel at putting together emails to clients. You are able to put someone at ease who is stressed out and anxious. You don’t hesitate to set clear boundaries and expectations with clients, never afraid to follow up to get what you need to get across the finish line. You are energized by new challenges and problems to solve.You are great at researching (and understanding) complex information. You approach life proactively and don’t sit around waiting to be told what to do. When you read over TaxValet’s core values, you feel excited and inspired at the thought of embodying them day-to-day. You are not afraid to challenge the status quo and speak up when something doesn’t seem right. You’re confident in voicing concerns and advocating for what’s best for the team, clients, and TaxValet as a whole. You bring both a high attention to detail and a curious mind . You know how to follow rules and processes, but you’re also creative and think beyond the standard approach when necessary. You don’t waste time on frivolous activities. You manage an ever-changing calendar with ease due to your excellent time management skills . You’ll need to plan in advance, and also be flexible when changes need to be made. You’re always a team player at heart, and you never hesitate to share your learnings with your team or apply learnings gained from your collaboration with others. It’s natural for you to bring order and clarity to complex and chaotic situations. Please note that the final step before being hired is for you to arrange reference calls with three of your former managers. Your Primary Responsibilities Evaluate and redesign billing workflows and systems as this function scales, identifying and implementing improvements to processes inherited from multiple prior owners. Client Onboarding & Billing Account Setup. You will manage the billing setup process for newly onboarded clients by creating client profiles in Zoho, establishing initial subscriptions, and setting up bank account details to ensure accurate and timely billing activation. Billing Management & Client Invoicing. You will handle client billing operations, including setting up and updating billing subscriptions, reviewing and resolving billing inquiries, and issuing invoices for special projects and services. The role is also responsible for creating credit notes for billing adjustments, managing refunds, and coordinating billing adjustments with clients and internal stakeholders to maintain billing accuracy and client satisfaction. Client Payment Management. You will manage client payment-related processes by maintaining accurate payment records, coordinating payment method and bank account updates, monitoring billing transactions, following up on outstanding balances, and assisting clients with payment-related concerns to ensure timely and accurate payment processing. Billing Review & Reconciliation. You will conduct regular billing reviews and reconciliations to ensure alignment between billing records, permit data, and internal systems. Identify discrepancies, resolve inconsistencies, and maintain accurate and up-to-date billing documentation and records. Subscription & Pricing Updates. You will manage subscription and pricing updates resulting from permit changes, approved discounts, annual price increases, and other billing modifications while ensuring all updates are properly documented and communicated. Internal Coordination & Support. You will collaborate with internal teams to resolve billing concerns, provide updates regarding account and subscription changes, support billing-related inquiries during audits and reviews, and assist with pulling billing reports and financial data as needed. Referral & Commission Tracking. You will maintain and update client referral source information, monitor partner commission eligibility, manage referral expiration dates, and issue applicable referral credits for clients who successfully refer new business. Specific Measures of Success No surprises here! After a year on the job, you’ll be measured by these specific outcomes: Client Onboarding Billing Setup. 100% on time completion of these tasks to ensure a smooth process for new clients while in onboarding. Billing Management & Client Invoicing. Completed invoice and credit notes creation requests within 5 business days Client billing issues are resolved on average within 14 business days. Billing Review & Reconciliation. 100% of clients due for the month have been scrubbed with no irreconcilable differences. Subscription & Pricing Updates. 100% on-time completion of Price Increases and corresponding tasks for existing clients. Referral & Commission Tracking. 100% accuracy of partner referral data entered into the billing system within 30 days of the client’s onboarding start date. 100% of internal/client referral credits applied to the ledger within one billing cycle of onboarding completion. Client Communication. Responds and take action to all tickets received within 2 business days from date of ticket assignment Completion of online education and training. You will complete 3 hours per quarter of educational training. Compensation and Benefits We believe working side-by-side with an awesome team is the greatest benefit there is, but there are other reasons why we love working at TaxValet including: Monthly flat salary - 56,199php 43 days off per year. This includes 22 holidays per year, plus 21 days of PTO per year. Yes, seriously. 3 additional days off per year to volunteer and serve your community 100% Remote work with flexible working hours The ability to participate in the company profit sharing program the year after your hire date (pending passing a financial literacy quiz.) Some intangible benefits include: Don't just take our word for it—see what our employees have to say: We’re proud to have made the top 10 list for Best Remote Workplaces in America by Best Companies Group in 2023, 2025 & 2026 TaxValet has made the Inc 5000 list in 2023, 2024, and 2025 For the past 5 years, we've proudly maintained an impressive eNPS score of over 90! Our team has consistently awarded us a 4.9-star rating on Glassdoor! Come join us and find out why! We encourage ongoing training, and learning and development, through munch and learns, coaching, the chance to work on diverse projects, our continuous education reimbursement program, and more! We believe in and support growth opportunities. We take pride in promoting from within, and we encourage cross-department moves to explore new areas of the business and broaden your skill set. We are proud to have a diverse team of employees where everyone’s voice matters. And we mean that! We have regular processes in place for everyone to share their feedback, thoughts and ideas. Are You Our Next Teammate? We’d love to be in touch. Please apply online with a resume and cover letter. Each application will be reviewed with intention and care. So, the more effort you put in up-front, the higher likelihood we’ll reach out. If there’s a mutual interest, we’ll reach out to you to collect additional information. Thanks, and we’re really looking forward to meeting you. Commitment to Diversity, Equity, and Inclusion We're actively taking steps to make sure our culture is inclusive and that our processes and practices promote equity for all, including people of color, people from working-class backgrounds, women, and members of the LGBTQ+ community. We welcome and encourage applications from people with these identities or members of other historically marginalized groups. Research shows that women and people of color tend not to apply to jobs unless they believe they are 100% qualified and apply to fewer senior-level positions. With that in mind, we encourage you to apply if you're not sure whether you meet our qualifications. We'd love to have the opportunity to consider you.