Accounts Receivable Cash Application Specialist

Company Overview

Upchurch is a rapidly growing, full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has grown through both organic expansion and strategic acquisitions, establishing a strong reputation for quality, reliability, and service excellence. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support—helping clients maximize building performance, energy efficiency, and equipment lifespan.

Position Summary

The Service Accounts Receivable (AR) Cash Application Specialist is responsible for accurately and timely applying customer payments — including progress billings, retainage releases, Demand (T&M)invoices, and other service work — to the correct jobs, invoices, and accounts. This role works closely with Service Accounts Receivable (AR), Service Project Coordinators / Project Managers, and Service Billing teams to ensure cash is applied correctly against AIA / pay-app billings, resolve short pays and deductions, and maintain clean, audit-ready AR ledgers in a job-cost / service environment.

PRIMARY OBJECTIVES

•  Accurately and timely apply daily customer cash receipts (ACH, wire, check, lockbox, credit card) to the correct jobs, invoices, and pay applications.

•  Research and resolve payment discrepancies, short pays, retainage withholds, and unapplied cash, coordinating with Service Billers, Service Project Coordinators / Project Managers as needed.

•  Maintain accurate customer / job-level AR aging and support monthly AR reconciliation and cash application close processes.

•  Communicate with customers' Accounts Payable (AP) departments to obtain remittance details and resolve payment application questions.

•  Support month-end close reporting and audit requests while identifying process improvement and automation opportunities to reduce manual cash application.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Cash Application & Processing

•  Process and apply daily cash receipts (ACH, wire, check, lockbox, credit card) to open

  invoices / pay applications across multiple jobs and business units.

•  Match payments to invoices / schedules of values, identifying and researching discrepancies, short pays, retainage withholds, and unapplied cash.

2. Discrepancy Resolution & Reconciliation

•  Coordinate with Service Billers, Service Project Coordinators / Project Managers to resolve payment discrepancies tied to change orders, back-charges, or disputed billings.

•  Reconcile lockbox, bank deposit, and remittance data daily; investigate and clear unidentified/unapplied cash in a timely manner.

•  Track and apply retainage receivable releases separately from progress billing collections.

•  Process credit memos, refunds, and payment reversals as needed.

3. AR Maintenance & Customer Coordination

•  Maintain accurate customer / job-level AR aging; support monthly AR reconciliation and cash application close processes.

•  Assist with lien waiver tracking/coordination as payments are received, where applicable.

•  Communicate with customers' AP departments to obtain remittance details and resolve payment application questions.

4. Close, Reporting, & Compliance

•  Support month-end close: prepare cash application reports, unapplied cash schedules, and AR sub-ledger tie-outs to GL.

•  Identify process improvement opportunities to increase automation and reduce manual cash applications (e.g. lockbox / remittance matching tools, ERP automation).

•  Maintain compliance with internal controls and support internal / external audit requests related to cash receipts.

Qualifications

•  2+ years of experience in cash applications, accounts receivable, or general accounting, ideally within construction, subcontracting, or project-based services.

•  Experience with job-cost/percentage-of-completion accounting environments a strong plus.

•  Familiarity with AIA billing (G702 / G703), schedules of values, and retainage concepts strongly preferred.

•  Proficiency in ERP / accounting systems (e.g. Sage 300 CRE, Viewpoint Vista, Procore, CMiC, or similar construction ERP); strong Excel skills.

•  High attention to detail and accuracy when handling high transaction volumes.

•  Strong organizational and time-management skills; able to meet daily / monthly deadlines.

•  Clear written and verbal communication skills for interacting with customers, Project

  Managers, and internal accounting staff

Benefits:

• Competitive pay based on experience.

• Health, dental, and vision insurance.

• Paid time off and holiday pay.

• Opportunities for professional development and certification assistance.

Equal Employment Opportunity:

Upchurch Companies provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.