Software Subscription Renewals, Collections & Accounting Specialist

SMRTR builds software that helps businesses run more efficiently. Together with our sister companies Shea, a SYSPRO ERP partner, and DTEC, a distribution ERP provider, we are part of Solen Software Group. Our customers rely on us every day, and our Subscriptions, Renewals, Collections & Accounting team keeps that relationship healthy, making sure software subscriptions, renewals and services are billed on time and accurately, and that outstanding balances are resolved quickly and professionally.

• →Manage the end-to-end software subscription lifecycle, including new activations, upgrades, downgrades, cancellations and plan changes in the billing/CRM system.
• →Track upcoming contract and subscription expiration dates and proactively manage the renewal pipeline to minimize lapses and churn.
• →Prepare and send renewal quotes, request quotes from third-party providers, and prepare monthly invoices for renewals, new sales and professional services; follow up with customers to secure timely renewal confirmations.
• →Prepare monthly professional-services invoices from approved timesheets for all three companies, so no billable hours go unbilled.
• →Subscribe to customer portals to submit quotes and invoices and obtain renewal purchase orders.
• →Update customer billing contacts, payment terms and PO requirements.
• →Monitor accounts receivable aging reports and conduct outbound collections outreach (phone, email) on past-due invoices.
• →Monitor the payments inbox and payment-platform notifications (e.g., PayStand) daily, and forward remittance details to Finance so payments are applied promptly.
• →Follow up with customers on short, unidentified or misdirected payments.
• →Prepare credit and adjustment requests for Finance to review and post, in line with company policy.
• →Make sure quotes and invoices carry the correct currency and sales tax for each company (US sales tax; Canadian GST/HST/PST), working with Finance.
• →Provide Finance with the contract details (terms, start and end dates, pricing, PO requirements) needed for contract set-up, adjustments and revenue recognition on multi-period subscriptions.
• →Flag potential bad debt to the Director, Customer Success & Project Management and Finance, and provide account history to support bad-debt reserve and write-off decisions.
• →Maintain accurate, up-to-date customer account records in the CRM/billing system, including notes on renewal status and collection activity.
• →Calculate commissions monthly and provide them to HR or AP for processing.
• →Partner with Sales and Customer Success to flag at-risk accounts and coordinate save/retention efforts before renewal or during collections.
• →Escalate high-risk delinquent accounts to management or, when necessary, third-party collections in line with company procedures.
• →Generate and work regular reports on renewal rates/churn, subscription status, AR aging, and outstanding/collected balances for leadership review, and support audit and month-end requests.
• →Respond to customer billing inquiries and account verification via phone, email and support tickets in a timely, professional manner.
• →Support process improvement to increase renewal rates and reduce days sales outstanding (DSO), including identifying opportunities to use AI tools to streamline renewal reminders, collections outreach and account documentation.
• →Provide assistance with related tasks or needs of the organization.

• High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, Business or a related field preferred.
• 3+ years of experience in billing, collections, accounts receivable or subscription/renewals management, ideally at a software or SaaS company.
• Working accounting knowledge (accounts receivable, invoicing, debits and credits) to work smoothly with Finance.
• Highly detail-oriented, with a demonstrated commitment to accuracy and thoroughness: able to catch discrepancies, double-check figures and keep precise records across many accounts.
• Comfortable working with numbers, invoices and financial/account data.
• Clear, professional communication skills, including the ability to have direct conversations with customers about payments owed.
• Strong organizational skills and the ability to manage multiple accounts, companies and deadlines simultaneously.
• Proficiency with Microsoft Excel (lookups, pivot tables); comfortable learning new billing, CRM and accounting systems.
• A customer-first mindset paired with persistence, a focus on growing revenue, and professionalism when resolving overdue accounts.
• Authorized to work in the United States; set up for remote work.

• Experience with HubSpot (CRM, deals and renewal/billing workflows) and other subscription billing or CRM platforms (e.g., Salesforce, Zoho, Chargebee or similar).
• Familiarity with SaaS metrics such as renewal rate, churn and days sales outstanding (DSO).
• Familiarity with Sage Intacct or similar accounting software (e.g., NetSuite, QuickBooks).
• Experience billing across more than one company or currency (USD/CAD).
• Familiarity with revenue recognition (ASC 606) for subscription/SaaS contracts and deferred revenue.
• Comfort using AI-powered tools (e.g., AI email drafting, CRM AI features, workflow automation, Claude) to work more efficiently and suggest process improvements.

Solen Software Group will never request payment, banking information, or other sensitive personal or financial details during any stage of the recruitment process. All official communication will come from a verified @solensoftwaregroup.com email address. Any outreach outside these standards should be disregarded and reported through our official channels.