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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