---
title: "Understand project records"
slug: "understand-project-records-1"
tags: ["Area - Jobs, Appts, Projects", "Role - Accountant", "Type - Commercial", "Type - Residential", "Focus - Construction", "Role - Admin"]
updated: 2026-11-05T17:51:10Z
published: 2026-11-05T17:51:10Z
canonical: "help.servicetitan.com/understand-project-records-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Understand project records

## Overview

For each project you create and work on, you can access all project information on the *Project* screen. Below is an overview of each section on the *Project* screen.

> [!NOTE]
> **Note:** Depending on your account's configuration, you might see one or more of the following:
> 
> - *Items and Pricing* instead of *Pricebook*.
> - *Customer* instead of *Homeowner*.
> - *Procurement* instead of *Inventory*.
> 
> The names are different, but everything works the same way. For more, see [Commercial Personalization Platform - FAQ](https://help.servicetitan.com/commercial/docs/commercial-personalization-platform-faq).

---

### 

#### Who uses this feature

- Accountants and managers
- Primarily for Residential Construction and Commercial Construction business types.
- Applies to all trades

#### Feature configuration

- Some financial details, including *Project Summary*, *Budget vs. Actuals*, and *Expense Details*, are only available with Project Management. To update your account, please contact [Technical Support](/commercial/docs/contact-servicetitan-technical-support).

## Things to know

- You can [search](/commercial/docs/use-search-in-servicetitan) for a specific project or use filters to select projects.
- Only sections applicable to your project are displayed in the *Project* section. For example, if the project does not use the Application for Payment, there is no *Application for Payment* section.
- You can add a project name when you edit a project. Project names display in the *Project* section of the *Customer* screen.

## Dashboard

The *Dashboard* displays an overview of your project, including customer, project, and contract information.

![Construction renovation project dashboard showing in-progress status, dates, manager, description, contacts, and zero activity metrics.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/image-1793900041734.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## RFIs

Click RFIs to see requests for information. For more, see [RFIs and Change Order Requests overview](/commercial/docs/rfis-and-change-order-requests-overview).

![RFIs dashboard showing priority and status filters, a Create Task button, and summary cards.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/Screenshot 2026-10-12 at 12.47.10 PM.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## Task Management

Click **Task Management** to see tasks. The *Task Management* section lists all tasks associated with the project. For more, see [Project, work order, and task templates overview](/commercial/docs/project-job-and-task-templates-overview) and [Common use cases for task management](/commercial/docs/common-use-cases-for-task-management).

![Task management table showing an open task assigned to Anna for getting a permit.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/understand-project-records-image-3zlopogw.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## Financials

Click **Financials** to see a project summary if you have *Project Management*. The *Project Summary* section, which is only available with *Project Management*, includes a high-level view of your project. For more, see [Understand project financials.](/commercial/docs/understand-project-financials)

### Budget vs Actual

Click **Financials** to see a budget-versus-actual comparison if you have *Project Management*.

The *Budget vs Actual* section, which is only available with *Project Management*, shows the Budget versus Actual (BvA) values for the project to date. Use this table to manage your budget and track your progress as you generate actuals. The table updates in real-time.

> [!TIP]
> **Tip:** Click the **$** or **QTY** button to see dollars or quantities. You can also use [project labels](/commercial/docs/use-project-labels) to customize itemization in the Billed and Expenses sections for each project.

- **Billed:** Revenue for the project. Any task in the project that represents revenue is in the *Billed* section of the table. You can use project labels to customize the categories shown in the *Billed* section.
- **Expenses:** Any task that has a cost associated with it is in the *Expenses* section of the table. You can use project labels to customize the categories shown in the *Expenses* section.
- **Margin $:** Dollar value comparing *Billed* and *Expenses* (does not include sales tax).
- **Margin %:** Percentage comparing *Billed* and *Expenses*.
- **Budget column:** Value for the budget comes from the estimates that you sold to your customer, including change orders. The budget is an estimate of how much you plan to spend on a particular project.
- **Actual column:** Value for the actuals depends on the costing calculation setting you select in the Costing settings screen. You can select your actuals to be calculated from total purchase orders created and bills generated, purchase orders received and bills generated, or total purchase order bills or non-PO bills generated.
- **Variance column:** *Actual* amount minus *Budget* amount.
- **% of Budget Used column:** *Actual* amount divided by the *Budget* amount.
- **Uncategorized:** If a task, equipment, or material doesn't have a label assigned to it, it displays as *Uncategorized*.
- **Balance to Finish:** Total Budget minus Projected costs (Committed Costs plus Actual). This is how much of your budget remains.
- **Forecasted Cost to Complete (FCTC):** The amount you expect to spend to finish the work for a segment. You enter this value in sandbox mode.
- **Forecasted Cost at Complete (FCAC):** Projected costs plus Forecasted Cost to Complete. This is your estimated total cost when the project is complete.
- **Over/Under Cost:** Total Budget minus Forecasted Cost at Complete. Positive values display in green. Negative values display in red.
- **Forecasted Margin $ and Forecasted Margin %:** Displayed in the *Margin* summary rows. Calculated from forecasting data.

For the full forecasting workflow, see [Forecast project costs](/commercial/docs/forecast-project-costs). For more on the *Budget vs Actual* table, see [Understand Budget vs Actual](/commercial/docs/understand-budget-vs-actual).

![Budget vs Actual report showing revenue, expenses, and project labels with variances.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/budget-vs-actuals.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

### Budget vs Actual Itemized Details

The *Itemized Details* screen, which is only available with *Project Management*, shows individual items in Items and Pricing for each line item in the *Budget vs Actual* section. To open the *Itemized Details* screen, click the **$** or **QTY** value under a line item's **Budget** or **Actual** column.

- **Itemized Details For:** Shows if the *Itemized Details* screen is for *Budget* or *Actuals* and *Billed* or *Expenses*.
- **# of Items:** Total amount of items in Items and Pricing in the *Itemized Details* list.
- **Total Amount:** Sum dollar amount of the *Budget* or *Actual* column.
- **Project Label:** Project labels assigned to *Billed* or *Expenses* present in these items.
- **Name column:** Name of the item in Items and Pricing.
- **Source column:** Project transaction that contains the item.
- **Budget ($) column:** Budget amount for the item in dollars.
- **Actual ($) column:** Actual amount for the item in dollars.
- **Quantity column:** Quantity of the item on the project transaction.
- **Date column:** Date the item was added to the project transaction.
- **Project Labels column:** Project label(s) assigned to the item. ![Budget overview showing labor expenses and project labels for various tasks.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/understand-project-records-image-4xqacx9f.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

### Invoices

Click **Financials** to see invoices.

The *Invoices* section lists all invoices that have an accounting impact with items in Items and Pricing, excluding $0 invoices. This helps you manage unpaid invoices.

> [!TIP]
> **Tip:** In the Work Order # Column, you can see that the invoice is assigned to a work order.

![Invoices table shows one pending invoice totaling $42,500 with no payments and a $42,500 balance.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/image-1793900265280.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

### Created Payments

Click **Financials** to see payments. The *Created Payments* section lists all payments made to date on the project.

![Created Payments table shows one pending $99 mobile check capture payment and a Create Payment button.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/image-1793900400668.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

### Application for Payment

Click **Financials** to see applications for payment. The *Application for Payment* section lists all applications for payment associated with the project.

![Table displaying payment application details including application number, dates, and invoice information.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/understand-project-records-image-in91nzyk.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## Work Orders & Appointments

Click **Work Orders & Appointments** to see work orders and appointments. The *Work Orders* section lists all of the work orders assigned to the project.

![Work orders table showing service order 4865 with appointment dates, technician, and completion status.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/Screenshot 2026-11-05 at 12.40.56 PM.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

> [!TIP]
> **Tip:** We recommend you create one work order per phase of the project to ensure materials and timesheets are attributed to the correct phase in the Budget vs Actual and Expense Detail tables.

The *Appointments* section lists all appointments for the project.

![Appointments table lists service appointment 4865-1, scheduled November 5, 2026, with technician Andy Bernard.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/Screenshot 2026-11-05 at 12.41.29 PM.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## Estimates

Click **Estimates** to see estimates. The *Estimates* section lists all sold and unsold estimates associated with the project.

![All Estimates table lists two sold work orders with sellers, dates, total costs, and totals.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/image-1793900683589.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

> [!NOTE]
> **Note:** There is also a separate table that includes only sold and unbooked estimates.

![Sold, unbooked estimate table showing one sold estimate totaling $7,950 with $859 total cost.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/image-1793900773158.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

### Opportunities

Click **Estimates** to see opportunities. The *Opportunities* section lists all sold and not sold opportunities associated with the project. Click an opportunity to view its details.

![Opportunities section displaying project opportunity with reference number #30877.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/understand-project-records-image-u180ubzr.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## Purchasing

Click **Purchasing** to see purchase orders. The *Purchase Order* section lists all purchase orders for the project. Click a purchase order to view its details.

> [!TIP]
> **Tip:** You can filter the Purchase Order section by clicking the filter![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-filter-alt.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)icon next to the PO #, Vendor, Technician, Date, Status, or Work order # columns.

![Purchasing table lists two pending purchase orders with vendors, dates, work order numbers, and amounts.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/image-1793900911870.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

Click **Add Return** to create a purchase order associated with the project. For more information about returns, see [Create, edit, copy, and cancel a return](/commercial/docs/edit-copy-and-cancel-a-return).

> [!NOTE]
> **Note:** Creating a purchase order associated with the project allows you to get the updated work order tracking to reflect the returns for unused items.

### Requisitions

Click **Purchasing** to see requisitions. The *Requisitions* section lists all requisitions associated with that project created on both the *Project* screen and in other ServiceTitan sections. Click a requisition to view its details.

![Table displaying requisition details including name, technician, date, and status.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-requisitions-project-record.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

### Bills

Click **Purchasing** to see bills. The *Bills* section lists all purchase order bills associated with that project created on both the *Project* screen and in other ServiceTitan sections. Click a bill to view its details.

![Table displaying bills with vendor details, statuses, and due dates for payments.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/understand-project-records-image-nxam8ts9.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## Technicians or Employees

This tab shows who is assigned to the project, along with their timesheets.

If your account does not use Flexible Timekeeping, the tab is called **Technicians**. The *Technicians* section in this tab lists all technician activities related to the project.

![Table displaying technician Harry's driving, working, and total time recorded as 0m.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/understand-project-records-image-6udwvd8l.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

If your account uses Flexible Timekeeping (Timesheet Activities), the tab is called **Employees**. The *Employees* section in this tab lists the timesheet entries for technicians and employees on the project.

With Flexible Timekeeping enabled, you can click **View Timesheet** on the *Employees* tab to add, edit, or remove timesheet entries for the project. For more, see [Access timesheets](/commercial/docs/access-timesheets).

![Employees page shows no records, with a highlighted View Timesheet button and team total of zero hours.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/Screenshot 2026-10-12 at 2.11.02 PM(1).png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## Documents

Click **Documents** to see all forms from underlying work orders, photos, and other attachments for the project. The *Documents* section lists all technician activities related to the project. For more, see [Manage documents](/commercial/docs/manage-projects).

![Document management interface showing recent forms and options to add or upload files.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/understand-project-records-image-f7uj1yg2.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## History

Click **History** to see activities associated with the project. The *History* section lists all events, calls, notes, files, and emails for the project.

![History activity panel showing events, calls, notes, files, email tabs, and a booking confirmation marked sent.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/bdd81e06-4a64-49d9-94a9-49f8ca73f430.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## Change Orders

Click **Change Orders** to see change order requests and budget changes. For more, see [RFIs and Change Order Requests overview](/commercial/docs/rfis-and-change-order-requests-overview).

![Change Orders dashboard showing request tabs, filters, task creation button, and COR cards.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/Screenshot 2026-10-12 at 12.44.38 PM.png?sv=2026-02-06&spr=https&st=2026-11-09T11%3A16%3A56Z&se=2026-11-09T12%3A16%3A56Z&sr=c&sp=r&sig=GK8mjYaDjalsgZ%2B9hptPAIwBS1P7G2f9R0EBUFvdlDE%3D)

## Want to learn more?

- See [Create project estimates](/commercial/docs/add-an-estimate-to-an-opportunity)
- See [Project Job Costing report template](/commercial/docs/project-job-costing-report-template)
- See [Forecast project costs](/commercial/docs/forecast-project-costs)