ACCOUNTING CLERK

Position Description:

JOB TITLE

:

Accounting Clerk STATUS :

Full Time

REPORTS TO

:

Controller SUMMARY :

The Accounting Clerk is a core member of the QSG Accounting & Finance team, responsible for supporting day-to-day financial operations across accounts payable, accounts receivable, client billing, and vendor licensing administration. This role ensures billing accuracy, timely collections, clean financial records, and proper processing of all software and subscription license changes across the client base. As QSG grows, this position plays a critical operational role in protecting cash flow and maintaining the billing integrity that our clients and internal leadership depend on. The ideal candidate is detail-oriented, systems-minded, and comfortable operating within a fast-paced MSP environment where billing data lives across HaloPSA, QuickBooks Online, and vendor portals.

ESSENTIAL DUTIES AND RESPONSIBILITIES

: The following are representative of the duties and responsibilities for this role. Other duties may be assigned as business needs evolve. Accounts Receivable & Client Billing Generate and distribute client invoices accurately and on time, pulling from HaloPSA service orders, ticket closures, project billing, and managed services agreements Review all invoices for accuracy prior to delivery — verifying labor, hardware, recurring services, and licensing line items against approved quotes and agreements Process billing changes for existing clients, including contract amendments, scope changes, service tier adjustments, and add-on services — ensuring HaloPSA and QuickBooks Online remain in sync Manage recurring billing batches — including monthly managed services invoicing, warranty renewals, and subscription-based service line items Monitor and maintain the AR aging ledger; proactively follow up on outstanding balances via phone and email Coordinate payment receipt, application, and deposit processing; verify ACH, check, and credit card payments against outstanding balances Escalate delinquent accounts to the Controller per the collections protocol; maintain thorough documentation of all collection activity in HaloPSA Licensing Procurement & Vendor Administration Process all software and subscription license changes — including new purchases, upgrades, downgrades, cancellations, and renewals — across vendor portals (Microsoft, SentinelOne, Datto, Jamf, and others as applicable) Reconcile monthly vendor license invoices against the QSG client roster; flag billing discrepancies, unused license overages, and missing adjustments before payment processing Maintain an accurate internal license register, tracking assigned licenses by client, seat count, renewal date, and billing status Coordinate with the technical team to capture seat additions, departures, and role changes as they occur; ensure billing reflects real-time license consumption Manage co-termination schedules and proactively flag upcoming renewals to the Controller and Account Management team with sufficient lead time Process vendor purchase orders and maintain vendor account records; route invoices through AP processing for timely payment Accounts Payable Receive, verify, and enter vendor invoices into QuickBooks Online; confirm coding accuracy against approved GL categories Maintain the AP ledger; prepare and process bi-weekly AP payment runs (ACH, check) following Controller authorization Manage vendor communications related to billing disputes, payment status, and account updates Support monthly bank reconciliation by providing complete AP transaction records to the Controller Financial Records & Reporting Maintain complete and accurate records for all transactions in both HaloPSA and QuickBooks Online; flag and resolve discrepancies at the source Generate routine reports for the Controller and leadership team as requested — including AR aging summaries, collections status, license utilization, and billing adjustments Document all client and vendor communications in the ticketing system (HaloPSA) in accordance with QSG standard operating procedures Support month-end close activities by ensuring all billing entries, adjustments, and reconciliations are completed within the required timeline General & Compliance Adhere to all QSG financial policies, billing procedures, and standard operating procedures Maintain confidentiality of financial data, client information, and vendor pricing at all times Identify process improvement opportunities within the billing and licensing administration workflows and communicate recommendations to the Controller Support the Accounting team during audits, compliance reviews, and special projects as assigned

QUALIFICATION REQUIREMENTS

: To perform this role successfully, an individual must be able to perform each essential duty satisfactorily. The following requirements are representative of the knowledge, skills, and experience required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Required 2+ years of experience in an accounting, billing, or AR/AP role, preferably in a technology services or MSP environment Proficiency with QuickBooks Online (QBO) — must be able to operate independently in QBO for invoicing, payment processing, and basic reporting Demonstrated experience processing subscription or software license billing changes, including seat additions, cancellations, and reconciliation against vendor invoices Strong working knowledge of Microsoft Office — particularly Excel — for reconciliation, reporting, and data validation Highly detail-oriented with a zero-error standard for billing and financial data entry Strong verbal and written communication skills; professional and responsive in client-facing and vendor-facing interactions Ability to manage multiple concurrent workstreams in a fast-paced, deadline-driven environment Preferred Experience with a PSA platform — HaloPSA, ConnectWise, Autotask, or equivalent Prior experience at a Managed Service Provider (MSP) or IT services company Familiarity with Microsoft CSP licensing, SentinelOne, Datto, Jamf, or similar vendor billing portals Associate's or Bachelor's degree in Accounting, Finance, or a related field

PHYSICAL DEMANDS

The physical demands described here are representative of those required to successfully perform the essential functions of this role. Reasonable accommodations may be made for individuals with disabilities. While performing the duties of this role, the employee is regularly required to communicate verbally and in writing, operate standard office equipment, and work for extended periods at a computer workstation. Occasional light lifting (up to 25 lbs.) may be required.

ABOUT QSG

At QSG, we pride ourselves on a collaborative office atmosphere, driven to provide the most reliable Managed Services to every client. We treat each client like the only client.

COMMENTS

This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the duties at any time.