The posting
We are seeking a Billing & Collections Manager to own and lead the billing and collections function for our growing litigation practice, including the monthly billing cycle, collections, retainers, and the processes and reporting behind them. Our clients are often navigating one of the most stressful financial periods of their lives, and how we bill and collect is part of how we care for them. This role calls for someone who combines rigorous billing management with genuine empathy, a person who keeps receivables healthy through relationships, clear communication, and follow-through rather than pressure.
In this role, you will:
- Own the firm's end-to-end monthly billing cycle, from pre-bill preparation and review through invoice delivery.
- Serve as the primary point of contact for client billing inquiries, payment arrangements, and account follow-up.
- Manage accounts receivable and lead collections through respectful, empathetic client conversations.
- Oversee retainer replenishments and trust-to-general transfers in coordination with the firm's lawyers and clerks.
- Design, improve, and document the firm's billing processes as the practice grows.
- Maintain confidentiality while handling sensitive client and financial information in compliance with all ethical and professional standards.
- 100% remote work arrangement.
- Flexible work schedule that supports work-life balance.
- Collaborative, supportive, and people-first work environment.
- Work alongside exceptional leaders who value mentorship, autonomy, and professional growth.
- Direct exposure to and collaboration with executives, lawyers, and business leaders.
- Opportunity to own and shape the firm's billing and collections function as the organization grows.
- Continuous learning and development in a highly specialized tax litigation practice.
- Be part of a close-knit team where your contributions have a direct impact on the firm's success.
Key Responsibilities
1. Billing Operations & Monthly Cycle
- Own the monthly billing calendar; prepare, review, and finalize pre-bills in coordination with lawyers and law clerks.
- Review draft bills for accuracy, consistency, and correct allocation of time across related matters before release.
- Generate and deliver accurate, clearly presented invoices on a consistent monthly schedule.
- Track unbilled work-in-progress and follow up internally to ensure time is recorded and billed promptly.
2. Collections & Accounts Receivable Management
- Monitor accounts receivable and conduct timely, structured follow-up on outstanding invoices.
- Approach every collections conversation with patience, empathy, and professionalism, recognizing that many clients are under significant financial and emotional stress.
- Work with clients to establish realistic payment arrangements and see them through to completion.
- Know when to listen, when to problem-solve, and when to escalate an account to a lawyer.
3. Retainers & Trust Coordination
- Monitor retainer balances and coordinate replenishment requests before balances are exhausted.
- Support trust-to-general transfers and account reconciliations in coordination with the firm's bookkeeping function and in accordance with Law Society of Ontario trust accounting requirements.
4. Reporting, Process Ownership & Improvement
- Maintain accurate billing and receivables records in the firm's practice management systems.
- Prepare monthly reporting for firm leadership on billings, collections, realization, aged receivables, and unbilled time.
- Administer the firm's billing review and approval processes, including discount and write-down approvals.
- Identify and implement improvements to billing workflows, templates, and client payment options as the firm grows.
- Train and support timekeepers on billing practices, and help onboard and guide future billing staff as the team expands.
5. Compliance & Confidentiality
- Adhere to professional guidelines and legal requirements regarding confidentiality and client financial information.
- Ensure billing records are maintained, stored, and disposed of in accordance with legal and professional standards.
Qualifications
Experience
- A minimum of 2 years of experience managing billing and collections at a law firm is required, including hands-on responsibility for issuing monthly invoices and collecting fees directly from clients.
- Experience supervising billing staff or owning a firm's billing function end-to-end is an asset.
Technical Skills
- Proficiency with legal billing or practice management software and the Microsoft Office Suite.
- Experience working with Clio is a significant asset.
- Familiarity with trust accounting requirements in a law firm setting is an asset.
- Strong numeracy and accuracy in reconciling accounts.
Soft Skills
- Exceptional empathy and emotional intelligence with the ability to have difficult money conversations while preserving client dignity and strengthening relationships.
- A relationship-based, soft-skills approach to collections. This is not a pressure-tactics role.
- Excellent written and verbal communication skills.
- Strong organizational skills, discretion, and reliable follow-through.
- Calm, patient, and composed under pressure.
