Billing Clerk

Deal Biller / Automotive Accounting Clerk

Department: Accounting
Reports to: Office Manager / Controller
Employment Type: Full-Time

Position Summary

The Deal Biller is responsible for accurately and efficiently processing (billing) vehicle sales deals from the sales and finance departments into the dealership's accounting system. This role ensures deals are properly documented, funded, and posted in compliance with dealership policy, OEM (manufacturer) requirements, and state/federal regulations.

Key Responsibilities

• Review completed deal jackets (new, used, wholesale, and lease transactions) for accuracy and completeness before billing
• Post vehicle sales into the dealership's DMS (e.g., CDK, Reynolds & Reynolds, DealerTrack) accurately and in a timely manner
• Verify sale price, rebates, incentives, trade allowances, fees, taxes, and titling information match deal paperwork
• Ensure all required documents are present (buyer's order, credit application, title/registration paperwork, finance/lease contracts, insurance verification, etc.)
• Reconcile new and used vehicle inventory accounts as vehicles are sold
• Track and follow up on outstanding funding from finance companies/lenders to ensure timely payoff and payment receipt
• Process and post rebates, holdbacks, and factory incentives
• Work closely with the sales, finance, and title/DMV departments to resolve discrepancies or missing paperwork
• Prepare and submit paperwork for vehicle title and registration processing
• Maintain accurate records for internal and external audits
• Assist with month-end closing procedures related to vehicle sales and inventory
• Respond to inquiries from sales staff, finance managers, and lenders regarding deal status
• Ensure compliance with dealership policies and applicable state/federal regulations (e.g., Truth in Lending, OFAC, Red Flags Rule)

Qualifications

• High school diploma or equivalent required; associate degree in accounting/business preferred
• 1+ years of experience in automotive dealership accounting or deal billing strongly preferred
• Experience with dealership DMS software (CDK, Reynolds & Reynolds, DealerTrack, Dealertrack DMS, or similar) a plus
• Strong attention to detail and accuracy
• Solid understanding of basic accounting principles
• Ability to work under deadline pressure, especially during month-end close
• Strong organizational and multitasking skills
• Proficiency in Microsoft Excel and general office software
• Excellent communication skills and ability to work cross-functionally with sales and finance teams

Preferred Skills

• Familiarity with vehicle titling and registration processes
• Knowledge of manufacturer incentive and holdback programs
• Prior experience reconciling vehicle inventory schedules

Work Environment

• Office-based role within a dealership accounting department
• Fast-paced environment with regular interaction with sales, finance, and title clerks
• May require extended hours during month-end close