PCS Billing Analyst
Hctq Open · verified Oct 22, 2026 At a glance
Mid-level Accounting role at Hctq. Boca Raton · full-time · $60,000–$85,000 base.
financeroles summary, based on the employer's posting.
What you'll do
- Check PCS prebills for accuracy and consistency, then work with attorneys and paralegals to sharpen time entries and client-facing narratives
- Compare prebills with hourly, flat-fee and other engagement terms, flag out-of-scope work, and watch project budgets for billing risks
- Track retainers and trust funds, spot duplicate or non-billable entries, and monitor unbilled work so matters stay on schedule
- Share approved billing details with the billing team and respond to questions from attorneys, paralegals and clients
- Review WIP and billing trends, keep notes on adjustments and client requirements, and support process improvements
What you bring
- At least three years in law firm billing, or as a paralegal or legal assistant regularly entering time and reviewing prebills
- You understand hourly and flat-fee billing, and have used law firm time-and-billing systems such as Expert or another listed system
- You can assess billing data carefully, communicate clearly with legal teams, and handle confidential financial details with sound judgment
- A bachelor’s degree or an equivalent mix of education and relevant experience
Who this fits
This mid-level role suits someone who values detail and ownership and can manage competing deadlines without losing accuracy. You’ll work directly with partners, attorneys and paralegals in a hybrid role based in Boca Raton.
From the employer
Our Private Client Services (PCS) group advises high-net-worth individuals, families, fiduciaries, and family offices on estate planning, wealth preservation, trust and estate administration, and related matters. Our clients expect invoices that are accurate, clear, and handled with discretion.
As the PCS Billing Analyst, you'll be the group's go-to resource for prebill review, billing quality control, fee-arrangement oversight, and billing analysis. You'll conduct the first review of prebills, work with attorneys and paralegals to refine time entries and narratives, and then partner with the finance, who is responsible for final invoice processing. This role works directly with partners and practice leadership, suits someone who likes detail and ownership, and offers a chance to shape how a sophisticated practice presents its work to clients.
Prebill Review & Billing Quality Control
- Perform the initial review of prebills for PCS matters for accuracy, completeness, and consistency with firm standards and client expectations.
- Review and edit time entries and narratives as appropriate, in collaboration with paralegals and attorneys, to improve clarity and convey value to the client.
- Ensure billing narratives clearly reflect the scope, complexity, and value of the services provided, particularly for estate planning and wealth preservation, probate and trust administration, and related PCS matters.
- Identify and address billing inconsistencies, duplicate entries, or non‑billable items prior to invoice preparation.
- Track retainers and trust account funds, apply funds as appropriate.
Fee Arrangement & Profitability Oversight
- Confirm that each prebill aligns with the client's engagement terms (hourly, flat fee, capped, or alternative arrangements) and flag entries that may fall outside the agreed scope.
- Track flat fee projects and alternative fee matters against budget and alert attorneys early to potential write-downs, excess time, or under-billing.
- Partner with attorneys to bring billing and profitability concerns to their attention early, offering data‑driven insights to support informed decision‑making.
Billing Timeliness & Workflow Management
- Monitor unbilled time and matters ready to bill, and follow up with attorneys and paralegals to keep billing cycles on schedule.
- Review the status of matters and projects in our practice management program, Litify. Proactively communicate with attorneys and paralegals as needed.
Collaboration & Communication
Serve as the main prebill review and billing-analysis contact for PCS attorneys and paralegals. Provide approved billing information and instructions to the billing team, who is responsible for directly processing, generating, and issuing invoices.
- Respond to attorney, paralegal and client billing questions and, as directed, help resolve client invoice inquiries.
Reporting & Continuous Improvement
- Assist in analyzing billing data and WIP reports to identify trends related to realization, profitability, and billing cycle time.
- Support departmental initiatives aimed at improving billing efficiency, transparency, and client experience.
- Keep clear notes on billing adjustments, attorney instructions, and client-specific billing requirements.
- 3+ years of law firm experience in billing or as a paralegal or legal assistant with regular responsibility for entering time and reviewing prebills.
- Working knowledge of hourly and flat fee billing arrangements.
- Experience with law firm time and billing systems (we use Expert, Nth Degree and Laurel).
- Exceptional attention to detail with the ability to analyze billing data and identify issues proactively.
- Clear, confident communication with partners, attorneys, and staff.
Discretion and sound judgment in handling confidential client financial information.
- Ability to manage multiple priorities in a deadline‑driven environment while maintaining accuracy.
- Bachelor’s degree or equivalent combination of education and relevant experience.
The salary range for this role is $60,000 - $85,000 and represents the Firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate’s relevant experience, qualifications and location.