Overview
You can batch, post, and export all your transactions when using an accounting system such as QuickBooks or Intacct to ensure your accounting system accurately processes all of your transactions.
Based on your setup, these transactions include invoices, payments, and inventory adjustments. The status of these transactions update once you've batched, posted, and exported them.
Who uses this feature
Administrators, office employees, managers, accountants, and bookkeepers
Applies to all business types
Applies to all trades
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
Things to know
If you plan on tracking inventory in your accounting system, you should export your purchasing transactions, inventory transactions, and invoices frequently to update your quantity on hand in your accounting system, keeping it as current as possible.
Before adding an invoice to a batch, make sure to audit the invoice. To learn how to audit an invoice, see Review invoices before batching.
Unapplied payments are included in the downloaded payment file when you click download to Excel on the Batching screen.
If your batch partially exported, we recommend you unpost your batch, post your batch again, and re-export.
If your batch is partially exported and you remove the items that were not exported, you still need to post the batch and export. This doesn't create duplicate items in your Accounting software.
$0 invoices included in projects don't appear on the Unbatched section of the Accounting tab to be added into a batch.
When a batch is exported, any changes to the batch items, such as the Bill to address, are no longer possible. However, if changes are required, the batch can be unposted.
To change the Bill to address on an exported invoice is to zero out the invoice with an adjustment invoice by editing the job, selecting it as No Charge/Non-Opportunity, and creating a new job with the correct Bill to address.
Invoices only appear in the Accounting tab when the associated job has been completed. Invoices associated with jobs that are still in progress will not appear until the job is completed.
You can batch, post, and export the following transactions:
Invoices
Payments
Vendor Bills
Inventory Transfers
Inventory Adjustments
Inventory Returns
If you are using Accounting Periods, you can automatically mark transactions as closed when they are exported. For more, see Set up Accounting Periods.
Best practice
ServiceTitan recommends you batch, post, and export transactions daily. You typically perform this for invoices from the previous day or in real-time as the day progresses.
Divide this activity into two different tasks performed by separate groups:
The first task is creating batches and reviewing invoices before placing them in the batch. This task can be performed by office employees or dispatchers
The second task is reviewing the invoices in the batches before posting and exporting the batches. The task can be performed by the accounting group.
These workflows ensure that invoices are thoroughly reviewed before posting.
Create a batch
Go to the navigation bar and click Accounting.
In the side menu, click Batch/Export Transactions. The Batch/Export Transactions screen opens.
From the Select a batch dropdown, Create a new batch.
Tip: Select View Posted Batches or View Pending Batches to review batch contents.
Enter a name for the batch and click OK.
Tip: Be consistent when naming your batches. For example, you could use the date, transaction type, and business unit for easier lookup.
Note: Batches can't be renamed.
Add transactions to a batch
You can add transactions to a batch from the Batch/Export Transactions screen. You can also add invoices to a batch from the invoice record.
Note: Invoices appear in the Unbatched section of the Accounting screen only if the job associated with the invoice is completed.
Add transactions to a batch
To add a transaction, such as an invoice, to a batch from an unbatched list:
Go to the navigation bar and click Accounting. The Batch/Export Transactions screen opens.
Click Batch next to the transaction you want to batch.
Note: If Batch does not display next to a transaction, assign a date to the transaction.
If you want to add multiple transactions to a batch:
Click Select All.
Or
Select multiple transactions from the list and then click batch selected.
Tip: You can filter by business unit to batch transactions for a specific business unit.
Post a batch
Once you have added your transactions to the active batch, post the batch. When you post a batch, you’re letting ServiceTitan know the batch is ready to be exported to QuickBooks or Intacct.
In the Select a Batch dropdown, click Post the selected batch.
A confirmation pop-up appears. Click OK.
Export a batch
Once you have created and posted a batch, you’ll be able to export it to QuickBooks or Intacct. You can do this two ways, based on which accounting software you are using:
For QuickBooks, post the batch. Once the batch is posted, click the Batch menu again and select Export to QuickBooks. You must be logged in as an admin user in QuickBooks to be able to export.
For Intacct, post the batch. Once the batch is posted, select Export to Intacct in the Batch Menu dropdown.
Note:
If your ServiceTitan account is set up to export both receipts and bills in Settings > Intacct (as described in Export to Intacct), be sure to export receipts before you export any associated bills. Otherwise, receipt details will not appear on bills in Intacct.
You can't export vendor bills or payment records to QuickBooks Online (QBO), but you can assign GL accounts when reconciling your bank statement to ensure accurate reporting.
Partially exported batch
If your batch partially exported and you have transactions within that batch that did not export successfully:
Unpost the partially exported batch.
Unbatch the items that did not export.
Post and re-export the batch.
FAQ
What is batching and posting?
Batching is a way to organize and gather invoices or payments in ServiceTitan, before you export to QuickBooks. Once you have batched your transactions, you'll post the batch. Once the batch is posted, you'll be able to export it to QuickBooks.
Why can't I see invoices in the Unbatched section of the Accounting screen?
Check the filters located at the top of the Accounting screen and make sure you have all business units and technicians selected.
Why do some invoices not appear under the Unbatched section of the Accounting screen?
Invoices may be missing from the Unbatched section because when a batch is selected, the system filters out business units that are not mapped in Settings > QBD > Business Units Assigned. If certain invoices are not showing, it indicates that the respective business unit is unmapped. To resolve this issue, map the business unit, and the invoices will be included correctly.
Also note that project-related invoices with $0 balance or invoices associated to jobs not yet completed do not appear on this screen.
Why is an invoice not showing up in the Batch/Export Transactions list even when filtered by business unit or invoice number?
An invoice will not appear in the Batch/Export Transactions list if it is a zero-dollar invoice tied to a project. If you want the invoice to appear in the Batch/Export Transactions list, add a zero-dollar task to the invoice.
How do I navigate between unbatched and batched invoices?
Once you have created a batch, two tabs will appear near the top of the screen: Unbatched and Batched.
Click Unbatched to view your unbatched transactions. Click Batched to see the transactions in the active batch.
Can I unbatch an invoice once it's batched?
Yes, you can unbatch an invoice as long as it hasn't been posted. To unbatch an invoice, navigate to the active batch (by clicking Batched). You will see the option to select Unbatch for each transaction. The transaction will now be moved to the Unbatched tab. If a batch is unposted, you can unbatch invoices from it.
How can I find and open an unposted batch?
Navigate to the Accounting screen and click Select a batch.
A dropdown menu will appear. Locate your batch from the list, then click the batch to open it. You'll now be able to add invoices to the batch (if necessary) and post the batch.
How do I find a posted batch?
At the top of the Accounting screen, click the Select a batch dropdown. Select View Posted Batches and search for the posted batch on the following screen.
Can I unpost a batch?
You can unpost a batch, but only if it has not yet been exported to QuickBooks. If the batch has already been exported, you will need to create an adjustment invoice. If the batch has not been exported, you have the option to unpost the batch and make changes to the original invoice. To unpost a batch (only an option if the batch hasn't been exported), complete the following:
Use the search bar on the Accounting screen to locate the batch.
When you see the batch you're searching for, click the batch.
Click Unpost the selected batch from the Select a Batch dropdown.
Can I rename a batch?
As you will not be able to rename a batch, be sure to name each batch carefully.
Can I delete a batch?
In order to maintain accounting standards, ServiceTitan will not allow you to delete a batch. If you accidentally created a batch and you do not want it to show in the batch dropdown menu, you have the following options:
Remove all invoices or payments from the batch
-or-
Post the batch
The batch will no longer appear on the dropdown menu. However, you will be able to find the batch using the search bar.
Can I un-export a batch?
Once a batch is in an exported status, it cannot be reversed. If you need to make a change, we recommend you make changes through an adjustment invoice.
Can I change the batch number on an exported invoice?
You cannot change batch numbers, even if the invoice is not exported.
Why are my transactions not showing up in the batch?
Check if you have any applied filters. For example, if you have the batch filtered by a business unit (BU), make sure to remove the filter if you're looking for all invoices versus those assigned to the selected BU. Additionally, ensure that the job which is tied to the invoice is marked complete.
What can I do if my batch is not exporting?
You can hard refresh and try again. Common errors that prevent exports:
Duplicate invoice numbers
Missing technician for material or equipment.
I can't batch $0 invoices, what can I do to batch these invoices?
Account configuration is required to batch $0 invoices. To update your account, please contact Technical Support for details.
What does the 0 mean next to the batch name?
When the payment is not batched it will show as batched in batch 0 and cannot be found. This means the payment is not yet batched.
Why are transactions not appearing in the Batched section after I batched them?
If you are encountering this issue, clear your browser cache. Check if your transactions are now appearing after clearing the cache. If you are still having issues, contact Technical Support.
What should I do if I cannot see the "Post" and "Export" options in the batch transactions screen?
Try clearing your browser cache. If you are still having issues, please contact Technical Support.
Does the job need to have revenue for the technician to get paid the bonus?
No. Even if the invoice has no balance, as long as the invoice is Posted or Exported, the system will trigger the pay rule.