IP Billing Specialist
Hybrid | Any Tucker Ellis Office Location
The IP Billing Specialist will be responsible for managing the billing lifecycle for the firm's Intellectual Property practice, including patent, trademark, copyright, and other IP matters. This position requires a strong understanding of IP-specific billing requirements, client guidelines, matter structures, timekeeping, electronic billing, and invoice submission processes. The ideal candidate will have a minimum of two years of hands-on IP billing experience within a law firm environment and be comfortable working directly with attorneys, IP professionals, clients, and accounting personnel.
Key Responsibilities
- Manage the end-to-end billing process for Intellectual Property matters, including patent, trademark, copyright, and related IP litigation and transactional matters
- Prepare, review, finalize, and submit monthly invoices for IP matters in accordance with client-specific billing arrangements and deadlines
- Review attorney, patent attorney, paralegal, and other timekeeper entries for accuracy, appropriate billing descriptions, task/activity codes, and compliance with client requirements
- Review IP invoices for compliance with client-specific billing guidelines, including requirements related to patent and trademark prosecution, USPTO-related activities, foreign associates, IP vendors, and other matter-specific charges
- Review and process IP-related costs and disbursements, including filing fees, foreign associate charges, patent and trademark fees, courier expenses, research charges, and other matter-related expenses
- Ensure appropriate billing treatment of client advances, retainers, deposits, flat fees, alternative fee arrangements, and other IP-specific billing arrangements
- Monitor electronic invoices submitted through client billing platforms and resolve rejected, short-paid, or disputed invoices
- Research and correct billing rejections related to LEDES formatting, UTBMS codes, task/activity codes, time entries, expense classifications, invoice narratives, and client billing guidelines
- Establish working relationships with eBilling site vendors; make certain all timekeepers and rates are up to date on the site; submit timekeepers and rates for approval as needed
- Track invoice status and follow up on outstanding IP invoices to ensure timely payment
- Work closely with IP attorneys, paralegals, docketing personnel, and accounting staff to identify and resolve billing discrepancies
- Review client billing guidelines for changes that may impact IP matters and ensure invoices remain compliant with current requirements
- Assist with IP matter billing transfers, write-offs, adjustments, credit memos, and invoice revisions as needed
- Maintain accurate billing records, client billing profiles, matter information, and supporting documentation
- Assist with month-end and year-end IP billing processes, including reporting, reconciliation, and outstanding billing review
- Assist billing attorneys with special reporting and various client specific reports
- Prepare and submit client accruals and other reports
- Communicate with clients regarding invoice questions, billing discrepancies, rejected invoices, and payment issues
- Identify recurring IP billing issues and recommend improvements to billing procedures and workflows
- Maintain a working knowledge of electronic billing systems, client-specific billing requirements, and law firm accounting procedures applicable to IP matters
- Assist with other administrative tasks and special projects as needed
Qualifications
- Minimum of two years of direct Intellectual Property billing experience within a law firm is required
- Demonstrated experience billing patent, trademark, copyright, and/or other Intellectual Property matters
- Experience with Aderant and BillBlast is required
- Strong knowledge of IP billing processes, including billing for patent and trademark prosecution and other IP-related matters
- Experience reviewing and submitting invoices through electronic billing platforms
- Strong understanding of LEDES billing formats, UTBMS codes, task/activity codes, and client-specific billing guidelines
- Experience working with e-billing platforms such as Legal Tracker, CounselLink, Collaborati, BillingPoint, and similar systems
- Experience researching and resolving e-billing rejections and invoice discrepancies
- Strong understanding of law firm timekeeping and billing practices
- Experience processing and reviewing IP-related expenses and disbursements
- Excellent attention to detail and accuracy, particularly when reviewing high-volume and complex IP invoices
- Strong organizational and problem-solving skills with the ability to manage multiple deadlines
- Ability to communicate effectively with attorneys, paralegals, clients, and accounting personnel
- Ability to work independently while also collaborating effectively with a team
- Proficiency with Microsoft Office Suite, particularly Excel
Compensation
Target compensation for this role starts is $80,000 to $110,000/ year. Actual compensation will be determined based on office location, years of experience, relevant skill set, and educational background.
What We Offer
At Tucker Ellis, we value our employees and provide a robust benefits package to support their well-being:
- Day 1 Benefits: Medical, dental, and vision insurance
- Paid Time Off: Accrues immediately, plus paid holidays
- Retirement Plan: 401(k) with profit-sharing contribution
- Monthly Contributions: Technology stipends, plus annual HSA contribution
- Hybrid work flexibility
