Quarles & Brady LLP is seeking a Billing Coordinator to join our Chicago, Indianapolis, Madison, Milwaukee, Phoenix, or Tampa team. To apply for this position please visit our careers page


The Billing Coordinator is responsible for all aspects of billing for an assigned group of attorneys and clients. The Billing Coordinator is expected to be able to serve as a resource for primary client relationship lawyers and their legal secretaries. This position does not perform any collections.



  • Review newly opened matters for assigned billing attorneys to verify billing rates, billing formats, budgets, fee arrangements and client billing/email addresses
  • Configure and maintain electronic billing profiles with any ebilling vendors including coordination of new matters, timekeeper and rate approvals, budget approvals, required task and activity codes, etc.
  • Launch prebills through the firm's paperless prebill workflow, print and distribute prebills as necessary
  • Revise prebills as directed, carefully, executing adjustments in an accurate and timely manner; verify billing rates and time and disbursement narratives are compliant with client's guidelines
  • Prepare and distribute invoices
  • Create and timely submit electronic invoices with all necessary supporting documentation
  • Monitor and troubleshoot issues to ensure electronic invoices are successfully submitted to clients; ensure revisions to rejected invoices are addressed and resolved timely
  • Analyze short paid invoices and determine the correct course of action to resolve, whether it be to appeal or write off
  • Appeal invoices which have been short paid as directed by the attorney
  • Maintain and update billing notes, documentation of procedures, deadlines, and other client and lawyer preferences related to billing
  • Maintain and update client guidelines in firm's designated repository
  • Assist with obtaining client approval for newly assigned timekeepers
  • Respond to client and attorney billing inquiries promptly and complete
  • Provide requested reports to attorneys, staff or clients
  • Communicate firm's policies and guidelines to attorneys and clients as appropriate
  • Support client and attorney requests for accrual information that is timely and accurate
  • Assist with the application of unidentified cash receipts, ensuring prompt resolution
  • Assist with the disposition of unapplied client credits
  • Suggest improvements for billing process and systems procedures
  • Other duties and responsibilities as assigned



  • Associates degree or equivalent is required
  • Minimum of one to four years of billing or accounting experience; experience with law firm or professional services billing is preferred           
  • Implementation of, or exposure to various client billing agreements
  • Proficiency in Microsoft Office to include Word and Excel
  • Experience with electronic billing and electronic billing vendors
  • Experience with Aderant, Elite or SAP billing platforms a plus
  • Knowledge and understanding of general accounting policies and procedures
  • Knowledge of standard billing processes and practices
  • Ability to calculate figures and amounts such as discounts, percentage and billing rates
  • Strong organizational and time management skills
  • Good common sense and strong judgment
  • Strong attention to detail and exceptional follow through skills
  • Strong analytical and problem solving skills
  • Able to work harmoniously and effectively with others
  • Able to work under pressure
  • Able to manage multiple projects with competing deadlines and priorities
  • Client service oriented with a focus on providing excellent and professional billing assistance to attorneys and clients.
  • Able to collaborate with others within the billing team, finance team and other firm groups and departments
  • Exhibit strong oral and written communication skills by demonstrating tact, diplomacy and discretion when interacting with staff, attorneys and clients
  • High comfort level with new systems and integration
  • Ability to learn new concepts and skills quickly


Equal Opportunity Employer


To apply for this position, please visit our careers page.