Data Billing Associate - Veterinary Software

The Veterinary Software Business Services & Subscription team is looking to add a Billing Data Associate to our growing team to help meet business demands; the role is a combination of a billing coordinator (clerk) and data analyst. This team is part of the Veterinary Software Customer Experience division, a dynamic team that is focusing on improving customer experience across all DEXX software from the time of sale throughout the customer lifecycle with our solutions. 

This Billing Data Associate would focus on performing a variety of activities to support accurate, timely billing for IDEXX software products. This individual would partner with leadership on creating process flows for efficient billing design with new products or changing pricing models. We expect this role to be executed one-time and repeat billing using a variety of platforms (i.e, Excel, SAP, ChargeBee, etc.) on a monthly, quarterly, and annual basis. As processes become established, we anticipate the role to identify, design, and execute continuous process improvement for our team/division. The role would also include an element of providing content pertaining to billing or data management to stakeholders, resolving issues and ensuring customer satisfaction, addressing internal inquiries in a timely fashion, with occasional customer-facing engagement.

Location: The first six weeks will be hybrid on-site, in Westbrook, Maine, for three days per week. Once training is completed, the hybrid requirement is to be on-site in Westbrook, Maine, two days per week.

What you will do:

• Prepare and provide source data to our partner teams for billing uploads and validating the data once the upload is completed in SAP.
• Ensure we are issuing accurate invoices in accordance with company policies and billing schedules.
• As needed, process draft invoices and all related documents to supplement client billing in SAP.
• Prepare final invoices for all billable projects according to contract terms.
• Ensure that appropriate approvals are obtained in accordance with company policies.
• Identifying, researching, and correcting software invoices as requested.
• Reconcile invoice discrepancies and resolve billing issues in collaboration with internal teams.
•  Employees may be required to work during designated blackout periods.

Data and Analytics

• Collect, clean, and validate data from multiple sources to ensure accuracy and consistency.
• Support finance and accounting teams with reporting and data analysis related to billing activities.
• Audit against monthly billing to ensure accuracy of billing against contracts for products and accounts.
• Data Management from numerous systems.
• Provide ad hoc financial analysis and insights to support business decisions.
• You will ensure compliance with audit standards and financial guidelines.

Other IDEXX VETERINARY SOFTWARE projects as assigned (Examples of but not limited to):

• SOP/Documentation
• You will collaborate with leadership and internal stakeholders on billing process design for software products, and process workflow improvements for existing software products and team(s).
• Assist in process improvement initiatives to streamline workflows.
• Assist with month-end and year-end, and annual billing adjustment processes as needed.
• Research and reconcile project-related issues, identify the cause of project variances, and clear when possible.
• Other billing-related data needs as required

What You Need to Succeed:

• Degree in accounting or related business field preferred.
• Advanced proficiency in Microsoft Excel (pivot tables, advanced formulas, modeling) and familiarity with financial systems such as SAP or subscription management platforms like ChargeBee.
• Experience with data visualization tools (Tableau) is a plus.
• A strong deductive reasoning and analytical skills to resolve issues.
• High attention to detail.
• Comfortable with adapting to situations and positively navigating change.
• Process improvement experience and aptitude.
• Ability to work independently and as part of a team.
• The ideal candidate will be able to adjust to changes in the functionality of the role as the position evolves.
• Strong communication skills, with the ability to present complex data clearly.
• Organized with the ability to multi-task. Solid follow through with limited to no supervision.
• Technical record-keeping management skills.
• Personal computer skills, including Microsoft Office.

What you can expect from us: 

• Hourly rates targeting: up to $30/HR

• Opportunity for annual cash bonus

• Benefits Day-One

• On the job training and career advancement opportunities (experience NOT required)

• Additional benefits including but not limited to financial support, pet insurance, mental health resources, volunteer paid days off, foundation donation matching, and much more