Pay & Bill Manager

This is an opportunity to take ownership of a critical function within a high-growth recruitment business where contractor volumes and contract revenue continue to scale.

As Pay & Bill Manager, you will play a central role in managing and evolving the end-to-end contractor payroll and client invoicing process across a contractor base of 280–320 and a turnover of approximately £35m-£40m.

Working closely with the Head of International Credit Management and alongside the Head of FP&A, this role offers strong visibility across the finance function and the opportunity to shape processes that directly impact cash flow, accuracy, and operational performance.

This is not a static role. It is suited to someone who wants to improve, streamline and build scalable processes in a fast-paced environment where volume, complexity and expectations are increasing.

Key Responsibilities

Contractor Payroll (Pay)

• Manage the monthly processing of contractor payroll (Inside and Outside IR35, umbrella and limited company contractors)
• Validate and approve contractor timesheets in line with client agreements
• Ensure accurate calculation of pay rates, margins and deductions
• Liaise with umbrella companies and external payroll providers where applicable
• Resolve contractor pay queries in a timely and professional manner
• Ensure compliance with relevant legislation including IR35, AWR and HMRC VAT requirements
• Generate self-bills and import payments into Xero, ensuring accurate reconciliation to company bank payments
• Coordinate payroll for US and European contractors via outsourced partners

Client Invoicing (Bill)

• Oversee accurate and timely invoicing of clients based on approved timesheets
• Manage PO-driven billing processes for consultancy and contractor projects
• Ensure correct charge rates, margins and contractual terms are applied
• Manage consolidated invoicing, self-billing and client-specific billing requirements
• Work closely with Credit Control to minimise billing errors and disputes
• Investigate and resolve invoice queries efficiently

General Finance and Internal Payroll

• Facilitate and calculate monthly internal payroll and commission payments via outsourced provider (IRIS)
• Reconcile contractor and staff payroll payments, including HMRC liabilities
• Process contractor and staff expenses
• Provide support to the Head of FP&A, including holiday cover

Process & Systems Management

• Own and continuously improve pay & bill processes to increase efficiency, scalability and control
• Maintain and optimise use of systems including Bullhorn and Xero
• Ensure data integrity across timesheet, payroll and invoicing platforms
• Support system improvements, upgrades and digitalisation initiatives
• Work closely with Compliance to manage non‑compliance issues and held payments

Compliance & Controls

• Maintain robust audit trails and ensure adherence to internal controls
• Monitor compliance with contractual terms and financial procedures
• Support internal and external audits
• Set and track KPIs including accuracy, turnaround times and query resolution
• Provide training and guidance to consultants and internal stakeholders

Stakeholder Engagement

• Act as the main point of contact for consultants on pay & bill queries
• Build strong working relationships with contractors, clients and internal teams
• Collaborate with Finance, Sales and Operations to ensure smooth end‑to‑end delivery

Key Requirements

Experience

• Proven experience in a pay & bill or contractor payroll role within a recruitment environment
• Strong understanding of timesheet processing, contractor payments and invoicing
• Experience managing high-volume contractor bases in a fast-paced setting
• Knowledge of IR35, AWR and contractor compliance requirements
• Experience using recruitment CRM and finance systems

Skills

• High level of accuracy and attention to detail
• Strong organisational and time management skills
• Ability to manage multiple deadlines and priorities
• Strong problem-solving and query resolution capability
• Confident communication and stakeholder management skills
• Experience in a recruitment or service-led business with turnover of £20m+
• Minimum 3 years’ experience in a Pay & Bill role

KPIs / Success Measures

• Timesheet accuracy and contractor utilisation
• On‑time payroll and invoicing completion
• Reduction in billing errors and disputes
• Query resolution timeContractor and margin reporting accuracy
• Effective management of contractor systems and platforms

Why This Role

• Key role supporting a growing contract revenue stream
• High visibility across finance and operations
• Opportunity to improve and shape core processes
• Direct exposure to senior stakeholders including Head of Credit Management and FP&A

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