Software Subscription Renewals, Collections & Accounting Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee the complete software subscription lifecycle, encompassing activations, upgrades, downgrades, cancellations, and plan modifications.

• Monitor contract and subscription expiration dates while actively managing the renewal pipeline.

• Create and dispatch renewal quotes, third-party provider quotes, and monthly invoices for renewals, new sales, and professional services.

• Engage with customers to ensure timely renewal confirmations.

• Generate monthly professional-services invoices based on approved timesheets for all three companies.

• Enroll in customer portals to submit quotes and invoices and acquire renewal purchase orders.

• Update customer billing contacts, payment terms, and purchase-order stipulations.

• Supervise accounts receivable aging and execute outbound collections outreach via phone and email.

• Daily monitor payment inboxes and payment-platform notifications; relay remittance details to Finance.

• Follow up on short, unidentified, or misdirected payments.

• Prepare credit and adjustment requests for Finance evaluation and posting.

• Ensure that quotes and invoices reflect the correct currencies and sales taxes, including US sales tax and Canadian GST/HST/PST.

• Provide Finance with contract information for setup, adjustments, and revenue recognition on multi-period subscriptions.

• Identify potential bad debt and supply account history for reserve and write-off decisions.

• Maintain precise customer account records, renewal status, and collection activities in CRM/billing systems.

• Calculate monthly commissions and submit them to HR or AP for processing.

• Collaborate with Sales and Customer Success on at-risk accounts and retention strategies.

• Escalate high-risk delinquent accounts to management or third-party collections when necessary.

• Produce reports on renewal rates, churn, subscription status, AR aging, and outstanding/collected balances.

• Assist with leadership reviews, audits, and month-end requests.

• Address customer billing inquiries and account verification requests through phone, email, and support tickets.

• Promote process enhancements to boost renewal rates and decrease DSO, including AI-tool opportunities.

• Provide support with related organizational tasks.

⛳️ Requirements

• High school diploma or equivalent is mandatory.

• An Associate's or Bachelor's degree in Accounting, Finance, Business, or a related field is preferred.

• A minimum of 3 years of experience in billing, collections, accounts receivable, or subscription/renewals management, ideally within a software or SaaS environment.

• Practical accounting knowledge, including accounts receivable, invoicing, debits, and credits.

• Highly detail-oriented with a strong commitment to accuracy and thoroughness.

• Comfortable working with numbers, invoices, and financial/account data.

• Excellent, professional communication skills, including direct conversations with customers about payments due.

• Strong organizational abilities and the capacity to manage multiple accounts, companies, and deadlines concurrently.

• Proficiency in Microsoft Excel, including lookups and pivot tables.

• Willingness to learn new billing, CRM, and accounting systems.

• Customer-first mindset, persistence, revenue focus, and professionalism in resolving overdue accounts.

• Authorized to work in the United States.

• Set up for remote work.

• Preferred experience with HubSpot and other subscription billing or CRM platforms such as Salesforce, Zoho, or Chargebee.

• Preferred familiarity with SaaS metrics including renewal rate, churn, and days sales outstanding (DSO).

• Preferred knowledge of Sage Intacct or similar accounting software like NetSuite or QuickBooks.

• Preferred experience billing across multiple companies or currencies, including USD/CAD.

• Preferred understanding of ASC 606 revenue recognition principles for subscription/SaaS contracts and deferred revenue.

• Preferred comfort utilizing AI-powered tools such as AI email drafting, CRM AI functionalities, workflow automation, or Claude.

🏝️ Benefits

• Competitive base salary along with performance incentives linked to renewal and collections objectives.

• Annual bonus for effectively managing churn, promoting renewal revenue growth, and generating sales referrals.

• Comprehensive health, dental, and vision insurance.

• Paid time off and company holidays.

• 401(k) plan with company matching.

• Opportunities for advancement within Accounting, Revenue Operations, or Finance.

• Remote work setup.