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Billing Specialist Interview Questions

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Whether you are preparing to interview a candidate or applying for a job, review our list of top Billing Specialist interview questions and answers.

  1. How do you maintain accuracy in your work as a billing specialist? See answer
  2. How do you ensure proper recording of incoming payments? See answer
  3. What accounting software are you familiar with using? See answer
  4. Describe your knowledge of spreadsheet software, specifically Microsoft Excel. See answer
  5. How does your education qualify you for a billing specialist role? See answer
  6. How do your handle stress during busy times, such as end-of-the-month billing runs? See answer
  7. What is your experience in handling work in progress customer accounts? See answer
  8. How do you ensure timely payment of customer invoices? See answer
  9. Describe your experience in invoice collection. See answer
  10. You have several tasks due by the end of the day. How do you organise your time? See answer
  11. As a billing specialist, how do you contribute to the success of the company? See answer
  12. Describe a time you dealt with an aggressive customer for invoice payment. See answer
  13. Describe a time you caught an invoice discrepancy. See answer
  14. Why are you interested in working as a billing specialist for our company? See answer
  15. A department manager asks you to change a customer’s invoice. How do you handle the situation?
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Hire your next Billing Specialist today.

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Hire your next Billing Specialist today.

Post a job
Our mission

Indeed’s Employer Resource Library helps businesses grow and manage their workforce. With over 15,000 articles in 6 languages, we offer tactical advice, how-tos and best practices to help businesses hire and retain great employees.

Read our editorial guidelines

15 Billing Specialist Interview Questions and Answers

How do you maintain accuracy in your work as a billing specialist?

A billing specialist must complete their work accurately while remaining efficient. The goal of the question is to evaluate the candidate's ability to maintain accuracy throughout their tasks. What to look for in an answer:

  • Attention to detail and ability to complete tasks accurately
  • Awareness of the importance of accuracy in the position
  • Desire to complete high-quality work at all times

Example:

"As a billing specialist, I understand how critical accuracy is in my job. I focus on one task at a time, giving it my undivided attention. I review my data entry as I go along and double-check at the end to ensure everything matches and adds up properly."

How do you ensure proper recording of incoming payments?

A billing specialist must code and record incoming customer payments and process them accurately. The goal of the question is to determine the candidate's process for correctly handling incoming payments. What to look for in an answer:

  • Ability to follow company procedures for payment processing
  • Attention to detail to properly code and input payment details
  • Awareness of accounts receivable best practises

Example:

"When a customer sends in payment, I follow the standard operating procedure set out by the department. If there isn't an SOP, I will review the payment against the customer's account to see what invoices they're paying. I'll then code the payment type and apply it to the customer's account in the system."

What accounting software are you familiar with using?

A billing specialist must be computer literate and familiar with accounting software programmes. The goal of the question is to evaluate the candidate's expertise with accounting software. What to look for in an answer:

  • Foundationally solid computer literacy skills
  • Company-specific accounting software experience, if required
  • Experience or interest in learning accounting software programmes

Example:

"I have used several accounting programmes in my previous position, such as Sage, Simply Accounting, and FreshBooks. I also have some experience using the accounting function within an ERP system. For example, I've used SAP and Microsoft Dynamics."

Describe your knowledge of spreadsheet software, specifically Microsoft Excel.

A billing specialist must be familiar with spreadsheet software, typically using Microsoft Excel. The goal of the question is to evaluate the candidate's expertise with Excel functionality, including advanced formulas and tables. What to look for in an answer:

  • Intermediate to advanced knowledge of Microsoft Excel for accounting purposes
  • Solid foundational computer literacy skills
  • Interest in continuing to improve professional knowledge

Example:

"I would consider my knowledge of Excel to be at an intermediate level. I used the programme regularly in my previous positions for various accounting functions. I understand formulas, pivot tables, data extraction, and analysis. One company I worked for used Excel for all of their customer invoicing."

How does your education qualify you for a billing specialist role?

Depending on your company, you may require a billing specialist to have a specific educational background. The goal of the question is to determine the candidate's academic history and how it applies to the position. What to look for in an answer:

  • Completion of company-specific educational requirements, if needed
  • Ability to adapt knowledge to the benefit of the position
  • Awareness of the full scope of duties and responsibilities of a billing clerk

Example:

"After completing my bachelor's degree in business administration, I feel confident in understanding business accounting best practises. I've been able to apply my academic learning in my hands-on work experience by putting theories and principles into practise."

How do your handle stress during busy times, such as end-of-the-month billing runs?

A billing specialist must have positive stress coping strategies to support them during busy times. The goal of the question is to evaluate the candidate's ability to manage stress in the workplace. What to look for in an answer:

  • Positive and productive stress management strategies
  • Ability to remain organised and productive during busy times
  • Ability to ask for help when needed

Example:

"During busy times at work, I tend to handle stress by taking regular breaks when possible. I like to go for a quick walk to clear my head or grab a fresh coffee. If leaving my desk isn't possible, then I tend to use humour to lighten the mood."

What is your experience in handling work in progress customer accounts?

A billing specialist needs to understand the process of handling work in progress (WIP) accounts with invoicing that spans a period. This is often seen in professional billing, such as lawyers or construction and manufacturing. The goal of the question is to evaluate the candidate's expertise with this unique billing situation. What to look for in an answer:

  • Experience or exposure handling work in progress (WIP) billing accounts
  • Attention to detail and accuracy of data entry
  • Critical thinking and analytical skills to determine proper billing amounts

Example:

"I've had several billing specialist positions that required work in progress invoicing. It does take a bit longer to determine the correct invoice amounts of the billing period, but I'm familiar with the basic protocol."

How do you ensure timely payment of customer invoices?

A billing specialist is often the first point of contact for collecting payment from a customer. The goal of the question is to evaluate the candidate's process for timely payment collection. What to look for in an answer:

  • Ability to follow company procedures for collecting payment
  • Interpersonal skills to build rapport with customers
  • Ability to communicate with customers effectively and respectfully

Example:

"As a billing specialist, I keep a close watch on all customer accounts to monitor outstanding or delinquent accounts. By constantly monitoring the accounts receivable report, I can spot potential problems and contact the customer before it becomes serious."

Describe your experience in invoice collection.

A billing specialist needs to work proactively to ensure that all invoice payments are collected before escalating any delinquent accounts to a collections service. The goal of the question is to evaluate the candidate's experience and comfort with managing payment from customers. What to look for in an answer:

  • Communication skills to effectively explain the outstanding invoice amounts
  • Ability to treat all customers with respect and dignity
  • Critical thinking and problem-solving ability to develop possible solutions for customers

Example:

"In my most recent position, I was responsible for collecting outstanding payments from customers who were over 90 days in arrears. Collecting payment is often a delicate situation, and it's important to remain professional, understanding, and respectful."

You have several tasks due by the end of the day. How do you organise your time?

A competent billing specialist must be organised and able to prioritise their day for maximum productivity. The goal of the question is to evaluate the candidate's ability to organise their workload independently. What to look for in an answer:

  • Awareness of urgent and critical tasks that take priority
  • Time management and organisational skills to effectively schedule their day
  • Ability to prioritise tasks without direct supervision

Example:

"When I first get into work in the morning, I review my upcoming deadlines, to-do list, and scheduled events for the day. Based on what I need to accomplish, I organise my schedule to maximise my productivity. I review what information I'm waiting on from other people and then..."

As a billing specialist, how do you contribute to the success of the company?

A billing specialist is crucial to a company's incoming cash flow and successful accounts receivables. The goal of the question is to evaluate the candidate's contribution to the accounting team and overall company. What to look for in an answer:

  • Awareness of the full scope of duties and responsibilities of the position
  • Understanding of the position's importance to company cash flow
  • Desire to contribute positively to the team

Example:

"As a billing specialist, I understand that my position is responsible for invoicing customers and collecting payments. This money coming in impacts the financial stability of the company I work for. As such, I do my best to remain accurate and timely with all invoices and payment processing."

A department manager asks you to change a customer's invoice. How do you handle the situation?

A billing specialist must understand the company's policies and procedures for proper customer invoicing. The goal of the question is to determine the candidate's ability to follow guidelines and bring questions to the attention of their supervisor. What to look for in an answer:

  • Ability to follow company policies and procedures
  • Desire to produce ethical work
  • Critical thinking skills to assess when to question a direct request

Example:

"I've had a similar situation of being asked to modify a customer's invoice. The department manager had no formal documentation that authorised me to change the invoice. Since their request fell outside the proper procedure, I brought the issue to my direct supervisor for approval before making any changes."

Describe a time you dealt with an aggressive customer for invoice payment.

A billing specialist often speaks directly with customers regarding invoicing concerns or payment collection. The goal of the question is to evaluate the candidate's ability to handle difficult customers during interactions successfully. What to look for in an answer:

  • Interpersonal skills to build rapport with customers
  • Communication skills to ask questions and actively listen
  • Ability to remain calm and respectful with demanding customers

Example:

"I had a customer who regularly didn't pay their invoices on time. It became a habit, and I would have to consistently call them for follow-up conversations regarding when we could expect payment. They were aggressive on the phone and even swore at me on numerous occasions. I remained professional and calm with them. And then..."

Describe a time you caught an invoice discrepancy.

A billing specialist creates customer invoices based on numerous criteria and must be accurate with billing. The goal of the question is to evaluate the candidate's ability to catch errors and make necessary corrections. What to look for in an answer:

  • Attention to detail and ability to perform work tasks accurately
  • Desire to produce high-quality work
  • Ability to create a process of review before sending out invoice correspondence

Example:

"Even though I try my best to produce error-free invoices, I can make occasional mistakes. So, I complete one final review before sending out invoices to the customer. I caught a large error that was due to an incorrect decimal point and fixed it quickly before sending."

Why are you interested in working as a billing specialist for our company?

A competent candidate researches the company before attending the interview to understand what the company does and how they would fit into the company culture. The goal of the question is to determine the candidate's interest in learning about the company. What to look for in an answer:

  • Interest in completing research about the company's industry, mission, and values
  • Awareness of the full scope of duties and responsibilities of the job description
  • Ability to communicate how they can contribute to the success of the company

Example:

"I was excited to learn that your company focuses on custom manufacturing for the housing industry. The job provides a unique position, as I'm very familiar with handling work in progress billing in similar environments."

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