Billing Clerks

Career summary

#4/2/19 lh

Billing clerks prepare bills and invoices. They add up what a customer owes using calculators or computers. They use purchase orders, bills of lading, sales tickets, hospital records, or charge slips to determine the amount. Then, they prepare the statements, bills, or invoices that are used for billing and recordkeeping.

Clerks may prepare a simple bill or a detailed invoice with codes. Billing clerks enter data in a computer and check for errors before printing the bill. Clerks check them again for accuracy. Billing clerks also make sure that orders are complete and products have been delivered to customers.

As payments are received, billing clerks credit customers' accounts. They use machines to sort transaction documents such as checks. They may bundle items together for processing.

When customers have complaints about their bills, their calls or letters are forwarded to billing clerks. Clerks investigate customers' complaints and resolve the problems. In some companies, billing clerks write checks and compute tax reports. They may also write reports about the status of some or all accounts for managers.

Billing clerks work for many organizations, including:

• Hospitals
• Law firms
• Department stores

In accounting, law, and similar firms, billing clerks calculate client fees. Fees are based on the time it takes to perform a task for a client. Clerks keep track of the hours billed to each client. They keep track of the type of work performed for a client and how much of the job is completed.

In hospitals, computing a bill may require billing clerks to write letters to insurance companies. They process insurance claims and calculate insurance benefits.

Billing clerks who compute trucking rates may use a rate book or an electronic rate database. They consult manuals containing rate, tax, and tariff information. Rate clerks update manuals when rates, rules, or regulations change. They also answer mail and telephone inquiries regarding rates and procedures.

Related careers

This career is part of the Transportation, Distribution, and Logistics cluster of careers.

Related careers include:

• Bill and Account Collectors
• Bookkeeping and Accounting Clerks
• Brokerage Clerks
• Credit Checkers and Authorizers
• Data Entry Keyers
• Executive Secretaries
• File Clerks
• General Office Clerks
• Human Resources Assistants
• Insurance Policy and Claims Clerks
• Legal Secretaries
• Loan Clerks
• Medical Coders and Billers
• New Accounts Clerks
• Payroll and Timekeeping Clerks
• Secretaries
• Tax Preparers

Job duties

Task list

The following list of tasks is specific to billing clerks.

• Calculate how much customers owe. Use computers or calculating machines.
• Prepare bills and invoices using purchase orders, sales tickets, and fee schedules.
• Make sure orders are complete and received by customers.
• Review documents, such as purchase orders, sales tickets, charge slips, or hospital records.
• Operate and maintain machines used to post totals, sort checks, transcribe data, and encode documents.
• Update records when payments are received.
• Sort items for processing or collection.
• Talk with customers, whether by phone or mail, to obtain or give account information. Answer questions about rates and procedures.
• Resolve billing errors.
• Provide information about rates to customers by telephone. Use rate manuals.
• Use computers and typewriters to type labels, memos, and complete credit forms.
• Keep a record of invoices.
• Update manuals when rates are revised.
• May compute tax reports.
• May write financial reports for management.

Common work activities

Billing clerks perform the following tasks. These tasks are common to many careers.

• Process information
• Use computers
• Get information needed to do the job
• Perform administrative tasks
• Communicate with supervisors, peers, or subordinates
• Identify objects, actions, and events
• Document and record information
• Communicate with people outside the organization
• Establish and maintain relationships
• Organize, plan, and prioritize work
• Perform for or work with the public
• Make decisions and solve problems
• Update and use job-related knowledge
• Analyze data or information
• Evaluate information against standards

Work requirements

Working conditions

In a typical work setting, billing clerks:

Interpersonal relationships

• Have a very high level of social interaction. They constantly interact with customers and other clerks.
• Communicate daily by telephone and in person. They also communicate weekly by e-mail, letters, and memos.
• Are placed in conflict situations where customers might be rude or angry on a weekly basis.
• Commonly work as part of a team.
• Are somewhat responsible for the work done by other workers.

Physical work conditions

• Always work indoors in offices.
• Often share the same work space with other clerks.
• May work in noisy offices where the noise level can be distracting.

Work performance

• Must be accurate and fully complete all work. Mistakes or omissions may cause their employers to lose money.
• Repeat the same physical activities when using computers and calculators.
• Make decisions that affect others on a daily basis. They usually determine a course of action without talking to a supervisor first. This depends on the complexity of the problem at hand.
• Are able to set most of their daily tasks and goals without talking to a supervisor first.
• Must meet strict weekly deadlines. This can make the work atmosphere competitive.

Hours/travel

• Usually work 40 hours per week.
• Generally work a set schedule.

Physical demands

Billing clerks frequently:

• Sit for long periods of time.
• Repeat the same movements.
• Use their hands to handle, control, or feel objects, tools, or controls.

It is important for billing clerks to be able to:

• Understand the speech of another person.
• Speak clearly so listeners can understand.
• See details of objects that are less than a few feet away.

It is not as important, but still necessary, for billing clerks to be able to:

• Use fingers to grasp, move, or assemble very small objects.
• See details of objects that are more than a few feet away.
• See differences between colors, shades, and brightness.
• Hear sounds and recognize the difference between them.
• Make quick, precise adjustments to machine controls.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.
• Use one or two hands to grasp, move, or assemble objects.

Skills and abilities

Billing clerks need to:

Communicate

• Listen to others and ask questions.
• Understand spoken information.
• Speak clearly so listeners can understand.
• Read and understand work-related materials.
• Understand written information.
• Write clearly so other people can understand.

Reason and problem solve

• Follow guidelines to arrange objects or actions in a certain order.
• Use reasoning to discover answers to problems.
• Notice when something is wrong or is likely to go wrong.
• Analyze ideas and use logic to determine their strengths and weaknesses.
• Combine several pieces of information and draw conclusions.
• Concentrate and not be distracted while performing a task.
• Develop rules that group items in various ways.

Use math and science

• Choose a mathematical method or formula to solve problems.
• Add, subtract, multiply, and divide quickly and correctly.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.

Work with people

• Be aware of others' reactions and understand the possible causes.
• Change behavior in relation to others' actions.
• Look for ways to help people.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Accounting Technology and Bookkeeping
• Medical Billing and Coding

Other programs of study to consider

• Data Entry and Processing
• Medical Office Support
• Office Support

Training

To work as a billing clerk, you typically need to:

• have a high school diploma or equivalent; and
• complete moderate-term, on-the-job training.

Education after high school

No formal education is required for this job beyond high school. However, you should know how to type, file, and use computers. Courses in office procedures can prepare you for this occupation.

On-the-job training

Most billing clerks learn their skills on the job. Employers provide training on billing procedures and computer software. You work under the supervision of experienced billing clerks while training. Training may last up to one year. The length of training depends on the complexity of the work and the employer.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements. You will be required to take both math and science classes to graduate.

Helpful electives to take in high school that prepare you for this career include:

• Accounting
• Computer Applications
• Office Procedures

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

Employers prefer applicants who have completed high school or have a GED. They also prefer applicants who are familiar with computers. Knowledge of word processing and spreadsheet programs is valuable. Experience working in an office is also helpful. Some employers may test applicants on math and typing skills.

Employers look for applicants who have good math and organizational skills. Billing clerks must be honest and trustworthy because they work with confidential financial information.

Costs to workers

Billing clerks may wish to join a professional union, which may have annual dues.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Billing, Cost, and Rate Clerks 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages vary by employer and location. Large companies usually pay higher wages than small companies. Companies located in large cities also tend to pay higher wages.

Billing clerks who work full time usually receive benefits. Typical benefits include sick leave, paid vacation, and health insurance.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Billing clerks work in almost every industry.

Major employers:

• Doctors' offices
• Hospitals
• Accounting and bookkeeping firms

National outlook

Demand for this occupation will be strong. Job growth will be the strongest in health care. Health clinics and hospitals will hire more billing clerks as they try to treat more patients. In addition, health care providers must bill both patients and insurance companies which means twice as much work as other businesses. Growth in this occupation is limited by the fact that computers are making the billing process easier. A clerk can produce and send out the bills in a significantly shorter amount of time. In addition, workers in other occupations, such as bookkeepers, are adding billing to their list of duties.

Many openings for billing clerks will occur as current workers leave this occupation. This is an entry-level occupation. Many clerks leave it for other work.

Other resources

American Institute of Professional Bookkeepers 
6001 Montrose Road, Suite 500
Rockville, MD 20852
800.622.0121

Institute of Financial Operations 
149 Terra Mango Loop, Suite B
Orlando, FL 32835
877.885.4277
407.351.3322

References

Career cluster

• Transportation, Distribution, and Logistics

Career path

• Conventional (Business Operations)

O*Net  occupation

• Billing, Cost, and Rate Clerks (43-3021.02) 

O*Net job zone 

• Job Zone 2 - Some preparation needed. Some previous work-related skill, knowledge, or experience may be helpful in these occupations, but usually is not needed.

DOT occupations

• Accounts-adjustable Clerk (214.462-010) 
• Audit-machine Operator (216.482-018) 
• Billing Clerk (214.362-042) 
• Billing Typist (214.382-014) 
• Billing-control Clerk (214.387-010) 
• Billing-machine Operator (214.482-010) 
• C.O.D. Clerk (214.382-018) 
• Calculating-machine Operator (216.482-022) 
• Cost Clerk (216.382-034) 
• Demurrage Clerk (214.362-010) 
• Deposit Clerk (241.267-026) 
• Deposit-refund Clerk (214.482-014) 
• Documentation-billing Clerk (214.362-014) 
• Evaluator (249.367-034) 
• Foreign Clerk (214.467-010) 
• Insurance Clerk (214.362-022) 
• Interline Clerk (214.382-022) 
• Invoice-control Clerk (214.362-026) 
• Manager, Traffic II (237.367-030) 
• Medical-voucher Clerk (214.482-018) 
• Personal Property Assessor (191.367-010) 
• Policy-value Calculator (216.382-050) 
• Pricer, Message and Delivery Service (214.467-014) 
• Proof-machine Operator (217.382-010) 
• Rate Analyst, Freight (214.267-010) 
• Rate Reviewer (214.387-014) 
• Rater (214.482-022) 
• Receipt-and-report Clerk (216.382-054) 
• Revising Clerk (214.382-026) 
• Sample Clerk (221.382-026) 
• Services Clerk (214.387-018) 
• Settlement Clerk (214.382-030) 
• Telegraph-service Rater (214.587-010) 
• Tonnage-compilation Clerk (248.387-014) 
• Traffic-rate Clerk (214.362-038) 
• Wharfinger (184.387-010) 

Holland occupational cluster

• Conventional/Enterprising/Realistic

COPSystem

• Clerical