Karbon Engagement & Billing Manager

Part-Time | Remote | Accounting/Tax Firm

CFOAF is seeking an experienced Karbon Engagement & Billing Manager to own the financial administration of our client engagements from setup through invoicing, payment reconciliation, budget maintenance, and ongoing retainer management.

This is not a role for someone who is interested in learning Karbon.

We are specifically looking for someone who has already worked extensively with Karbon Billing and Engagements and can step into the role with a strong understanding of how billing, work budgets, engagements, invoicing, and payment management function inside a professional accounting or tax firm.

You should be comfortable independently identifying billing discrepancies, maintaining accurate financial information across Karbon and QuickBooks Online, and making sure engagements are financially clean and current.

WHAT YOU WILL OWNKarbon Billing & Engagement Management

You will manage the day-to-day administration of billing and engagements within Karbon, including:

- Creating and maintaining client engagements
- Managing recurring and one-time billing arrangements
- Generating and reviewing invoices through Karbon Billing
- Maintaining accurate billing schedules
- Reviewing unbilled work and work-in-progress
- Identifying missed, delayed, or incorrect billing
- Managing engagement changes when scope or pricing changes
- Ensuring billing information is accurate before invoices are issued
- Troubleshooting Karbon Billing issues
- Maintaining clean and reliable billing records
- Supporting leadership with billing and engagement reporting

You should understand how Karbon Billing actually works in practice , not simply have experience using Karbon workcards or task management. Workcard Budgets & Financial Accuracy

You will be responsible for maintaining accurate budgets and financial information on Karbon workcards.

This includes

- Adding and updating workcard budgets
- Confirming budgets reflect the applicable engagement
- Updating budgets when scope or pricing changes
- Reviewing actual time against budget
- Identifying workcards approaching or exceeding budget
- Flagging unusual budget or time activity for leadership
- Helping ensure the firm can accurately evaluate engagement profitability

Accuracy matters. Our leadership team should be able to look at a workcard and trust the financial information associated with it. QuickBooks Online Invoicing & Payment Reconciliation

Robust QuickBooks Online experience is required.





Responsibilities include

- Reviewing invoices in QBO
- Matching and applying customer payments
- Identifying unapplied or incorrectly applied payments
- Researching discrepancies between invoices and payments
- Reviewing outstanding accounts receivable
- Maintaining accurate customer balances
- Coordinating corrections when invoices or payments are recorded incorrectly
- Reconciling billing information between Karbon and QBO as needed

You should be comfortable investigating discrepancies rather than simply processing transactions.

Retainer Client Management

You will also oversee the billing administration for recurring and retainer clients.

This includes

- Maintaining accurate recurring billing schedules
- Tracking client retainers
- Monitoring retainer balances and usage
- Confirming payments are received and properly applied
- Identifying clients requiring renewal, replenishment, or billing changes
- Updating billing when engagement terms change
- Ensuring recurring clients are billed accurately and consistently
- Preventing clients from quietly falling through billing gaps

The goal is simple: every active engagement should have a clear financial structure, accurate budget, correct invoice status, and identifiable payment status. WHAT WE ARE LOOKING FORRequired Experience

You should have

- Significant hands-on experience with Karbon
- Direct experience using Karbon Billing
- Experience managing Karbon Engagements
- Experience managing billing inside an accounting, CPA, bookkeeping, or tax firm
- Strong QuickBooks Online experience
- Experience creating, reviewing, and managing client invoices
- Experience matching and applying customer payments
- Experience maintaining work or project budgets
- Experience managing recurring or retainer clients
- Strong reconciliation and problem-solving skills
- Excellent attention to detail

This Role Is Likely a Strong Fit If You:
- Notice when financial information does not reconcile
- Investigate discrepancies instead of working around them
- Understand the relationship between engagements, workcards, budgets, invoices, and payments




- Are highly organized and comfortable owning a recurring financial process
- Can work independently without needing constant direction
- Know when something looks financially incorrect and raise it quickly
- Enjoy cleaning up systems and keeping them clean
- Can explain billing issues clearly to leadership
- Are comfortable holding others accountable for information needed to complete billing

THIS ROLE IS NOT A FIT IF:
- You have used Karbon only for workcards, tasks, or workflow management
- You have never worked directly with Karbon Billing
- You would need significant training to understand Karbon Engagements
- Your QBO experience is limited to basic data entry
- You are uncomfortable reconciling invoices, payments, and balances
- You prefer waiting for someone else to identify billing problems

We are happy to teach you CFOAF's processes . We are not looking to teach the fundamentals of Karbon Billing.

SUCCESS IN THIS ROLE A successful Karbon Engagement & Billing Manager will create an environment where:

- Every client who should be billed is billed
- Billing occurs when expected
- Recurring billing is reliable
- Payments are properly matched
- Retainers are actively monitored
- Workcard budgets are current
- Billing discrepancies are identified quickly
- Leadership has visibility into outstanding financial issues
- Karbon and QBO contain accurate, dependable information

POSITION DETAILS Position: Karbon Engagement & Billing Manager

Schedule: Part-Time

Location: Remote

Environment: Accounting / Tax Firm

Because this role directly manages critical financial workflows, we are prioritizing candidates who can demonstrate substantial existing Karbon Billing experience and independently own the function from the beginning.

WHEN APPLYING

Please include a brief response to the following:

1. How many years have you actively used Karbon?
2. Describe specifically how you have used Karbon Billing in a previous role. Have you personally managed Karbon Engagements, invoicing, workcard budgets, or recurring billing? Please describe your responsibilities.
3. Have you managed retainer or recurring-service clients? If so, how did you track billing, payments, and retainer balances?
4. Describe your experience with QuickBooks Online invoicing and matching customer payments.
5. What is your preferred start date (how many days or weeks from the offer date)?

Applicants without direct Karbon Billing experience will not be considered for this position.

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