[Hiring] Software Subscription Renewals, Collections & Accounting Specialist @Solen Software Group

Role Description

The Software Subscription Renewals, Collections & Accounting Specialist is responsible for managing the end-to-end software subscription lifecycle and ensuring timely billing and collections.

• Manage the end-to-end software subscription lifecycle, including new activations, upgrades, downgrades, cancellations, and plan changes in the billing/CRM system.
• Track upcoming contract and subscription expiration dates and proactively manage the renewal pipeline to minimize lapses and churn.
• Prepare and send renewal quotes, request quotes from third-party providers, and prepare monthly invoices for renewals, new sales, and professional services; follow up with customers to secure timely renewal confirmations.
• Prepare monthly professional-services invoices from approved timesheets for all three companies, ensuring no billable hours go unbilled.
• Subscribe to customer portals to submit quotes and invoices and obtain renewal purchase orders.
• Update customer billing contacts, payment terms, and PO requirements.
• Monitor accounts receivable aging reports and conduct outbound collections outreach (phone, email) on past-due invoices.
• Monitor the payments inbox and payment-platform notifications (e.g., PayStand) daily, and forward remittance details to Finance for prompt payment application.
• Follow up with customers on short, unidentified, or misdirected payments.
• Prepare credit and adjustment requests for Finance to review and post, in line with company policy.
• Ensure quotes and invoices carry the correct currency and sales tax for each company (US sales tax; Canadian GST/HST/PST), working with Finance.
• Provide Finance with contract details (terms, start and end dates, pricing, PO requirements) needed for contract set-up, adjustments, and revenue recognition on multi-period subscriptions.
• Flag potential bad debt to the Director, Customer Success & Project Management and Finance, and provide account history to support bad-debt reserve and write-off decisions.
• Maintain accurate, up-to-date customer account records in the CRM/billing system, including notes on renewal status and collection activity.
• Calculate commissions monthly and provide them to HR or AP for processing.
• Partner with Sales and Customer Success to flag at-risk accounts and coordinate save/retention efforts before renewal or during collections.
• Escalate high-risk delinquent accounts to management or, when necessary, third-party collections in line with company procedures.
• Generate and work regular reports on renewal rates/churn, subscription status, AR aging, and outstanding/collected balances for leadership review, and support audit and month-end requests.
• Respond to customer billing inquiries and account verification via phone, email, and support tickets in a timely, professional manner.
• Support process improvement to increase renewal rates and reduce days sales outstanding (DSO), including identifying opportunities to use AI tools to streamline renewal reminders, collections outreach, and account documentation.
• Provide assistance with related tasks or needs of the organization.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, Business or a related field preferred.
• 3+ years of experience in billing, collections, accounts receivable, or subscription/renewals management, ideally at a software or SaaS company.
• Working accounting knowledge (accounts receivable, invoicing, debits, and credits) to work smoothly with Finance.
• Highly detail-oriented, with a demonstrated commitment to accuracy and thoroughness: able to catch discrepancies, double-check figures, and keep precise records across many accounts.
• Comfortable working with numbers, invoices, and financial/account data.
• Clear, professional communication skills, including the ability to have direct conversations with customers about payments owed.
• Strong organizational skills and the ability to manage multiple accounts, companies, and deadlines simultaneously.
• Proficiency with Microsoft Excel (lookups, pivot tables); comfortable learning new billing, CRM, and accounting systems.
• A customer-first mindset paired with persistence, a focus on growing revenue, and professionalism when resolving overdue accounts.
• Authorized to work in the United States; set up for remote work.

Requirements

• Experience with HubSpot (CRM, deals, and renewal/billing workflows) and other subscription billing or CRM platforms (e.g., Salesforce, Zoho, Chargebee or similar).
• Familiarity with SaaS metrics such as renewal rate, churn, and days sales outstanding (DSO).
• Familiarity with Sage Intacct or similar accounting software (e.g., NetSuite, QuickBooks).
• Experience billing across more than one company or currency (USD/CAD).
• Familiarity with revenue recognition (ASC 606) for subscription/SaaS contracts and deferred revenue.
• Comfort using AI-powered tools (e.g., AI email drafting, CRM AI features, workflow automation, Claude) to work more efficiently and suggest process improvements.

Benefits

• Competitive base salary plus performance incentives tied to renewal and collections targets. Base salary of USD 65,000–85,000 depending on experience, plus an annual bonus for managing churn, driving renewal revenue growth, and sales referrals.
• Health, dental, and vision insurance.
• Paid time off and company holidays.
• 401(k) with company match.
• Opportunities for growth within Accounting, Revenue Operations, or Finance.