Billing Specialist

About the role

We're looking for a detail-oriented, solutions-focused Billing Specialist to support the day-to-day billing operations for XYPN Sapphire.

In this role, you'll manage client billing information, process advisory fees, investigate discrepancies, and serve as a resource for advisors and internal teams. You'll work closely with Compliance, Finance, Trading, and Client Service to ensure billing is accurate, timely, and consistent with firm policies.

We're looking for someone who takes ownership of their work, enjoys solving problems, and is always looking for ways to make processes better. As Sapphire continues to grow, you'll play an important role in helping us build efficient, scalable billing operations.

Where We Hire: We’re excited to review applications from across the U.S., but we give priority to candidates residing in the following states: AZ, CA, CO, FL, GA, IL, MN, MT, NC, NE, TX and NY.

What you'll be doing

• Execute monthly and quarterly billing processes, including processing advisory fees, generating reports, and performing quality checks.
• Maintain accurate client billing profiles, fee schedules, and billing configurations in our portfolio accounting system.
• Manage invoicing and payment tracking through AdvicePay, including monitoring outstanding receivables and following up on overdue payments.
• Investigate and resolve billing discrepancies, rejected fees, and payment issues, including processing adjustments and refunds when necessary.
• Review and implement advisor-requested billing changes while ensuring compliance with firm policies and client agreements.
• Coordinate with Trading, custodians, and other partners to facilitate fee deductions and resolve processing issues.
• Partner with Finance to support advisor payout processing, reporting, and reconciliation.
• Support new advisor onboarding by establishing billing configurations and reviewing fee arrangements.
• Serve as a resource for advisors and internal teams, answering billing questions and helping navigate complex billing situations.
• Assist in identifying opportunities to streamline workflows, improve accuracy, and reduce manual work.
• Maintain clear, accurate documentation of billing procedures to support consistency and scalability

The Deets:

Start Date: Immediately

Status: Full-time (40 hours per week with flexible schedule)

Location: Remote and/or Bozeman, MT 

Overtime Status: Non-exempt (i.e., overtime eligible)

Team: XYPN Invest  

Reports To: Revenue Operations Manager

Direct reports: None 

Travel: Up to 10% travel (e.g., 2-3 weeks /year) required for team retreats and other company events

What you'll bring to the table:

(If you think, “I only meet 80% of these qualifications,” still apply!)

• 2+ years of experience in an operational, billing, financial services, or related role.
• Exceptional attention to detail and strong organizational skills, with the ability to manage competing priorities and recurring deadlines.
• Strong analytical and problem-solving skills, including the ability to investigate discrepancies and identify solutions.
• Comfort working with spreadsheets, financial data, and technology, with the ability to quickly learn new systems.
• Clear written and verbal communication skills and a collaborative, service-oriented approach.
• A proactive mindset, strong sense of ownership, and interest in improving processes.
• Ability to handle sensitive financial information and consistently follow established policies and procedures.
• Legal authorization to work in the United States without current or future sponsorship.
• Legally authorized to live and work in the United States without present or future need for sponsorship.

What would make us drool:

• Experience in an RIA, TAMP, or financial services back-office environment.
• Familiarity with advisory billing, fee schedules, or custodian billing processes.
• Experience with Orion, AdvicePay, Schwab, or similar platforms.
• Strong Excel skills or experience with accounting, bookkeeping, or financial reconciliation.
• Experience improving operational processes or training others.

XYPN welcomes applications from individuals who may have had nontraditional career paths, or who may have taken time off for family reasons (e.g., children, caring for disabled or elderly family). We encourage applications from minorities, women, individuals with disabilities, protected veterans and all other qualified applicants

Compensation & Benefits:

• $63,000 - $78,000 annually
• All team members at XYPN are owners! We offer a 100%- employer-funded Employee Stock Ownership Plan (ESOP). 
• Unlimited vacation days to maintain work-life harmony (we require that you take a minimum of 3 weeks of vacation per year)
• 9 paid holidays (we offer flexible holidays!)
• 401(k) with match; you put in 6%, and we put in 4.5%.
• 12 weeks paid parental leave for the birth or adoption of a child.
• Health insurance w/ employer contribution.
• Dental, Vision, Voluntary Life and AD&D, and Accident insurance options.
• Pet insurance availability 
• Health Savings & Flex Spending (Health, Limited & Dependent Care) Accounts available
• Employer-paid Life and AD&D insurance.
• Employer-paid Long Term Disability coverage.
• Up to $150/month to cover the cost of working with a financial planner, plus up to $500 toward the upfront fee.
• $2000/year (prorated by start date) to put towards professional development
• $250/quarter to spend on yourself specific to our core value of "Be Well Being You.”
• $500 donated to a non-profit organization of your choice when you volunteer 40 hours within the calendar year.
• A sabbatical program that includes a cash bonus and extra time off at 5, 10, and 15 years.
• Subsidized employer-sponsored childcare through our internal child care program. (Subject to availability)
• Various Gym discounts 
• Company-owned laptop computer provided (Apple Products).

XYPN believes that our team members, and the individual identities and experiences of our team members, are our key differentiators. We won't settle for mere acceptance of each other's differences because we maintain that our team is better because of our differences, not in spite of them. As such, our culture celebrates, champions, supports, protects, and thrives on our various and collective identity categories. XYPN is beyond proud to be an equal opportunity employer.