---
title: "Collect a payment"
slug: "collect-a-payment"
updated: 2026-10-15T00:59:37Z
published: 2026-10-15T00:59:37Z
canonical: "help.servicetitan.com/collect-a-payment"
---

> ## 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.

# Collect a payment

## Overview

Use [Payments](/construction/docs/payments-home) to collect payment from your customers, and use [Deposit Workflow](/construction/docs/enable-deposit-workflow) to collect and manage deposits. You can save the collected payments and deposits as customer credit from a sold estimate, project, invoice, customer record, or AR Management. You can apply customer credit to outstanding invoices.

---

### 

#### Who uses this feature

- Accountants and office employees
- Applies to all business types

#### Feature configuration

- Account configuration is not required to collect payments and deposits if you're currently using the ServiceTitan Web Connector with QuickBooks Desktop, QuickBooks Online, or Intacct.
- Permissions for *Payments* are required to use this feature. Please contact the account administrator on your team.

## Things to know

- Adjustment invoices added to an invoice are reflected on the invoice balance when making a payment. For example, if an invoice has a service charge of $1000.00 and an adjustment invoice of -$1000.00, the invoice balance will be $0 and you won't be able to add a payment to this invoice because nothing is owed.
- When collecting a payment as a deposit for an estimate, the payment goes into the customer profile as credit. When the estimate gets booked into a job, apply the credit to the resulting invoice.
- Customer overpayments are available as credit for future payments.
- If you apply a payment to a customer's profile (as opposed to an invoice) and export the payment to a general ledger account, the payment is considered a deposit and will not reduce your accounts receivable.
- Here are accounting terms you should be familiar with to use Payment Collections efficiently:
  - **Existing credit**—A balance in the customer's account created through a payment received from the customer or an overpayment from another invoice. This credit *cannot* be applied to other payments, only to invoices with a positive balance.
  - **Amount applied**—A payment or credit that is already applied to an invoice.
  - **Credit available**—Calculated as the total payment amount minus the amount applied.
  - **Invoice balance**—Calculated as the invoice total minus the sum of the credits that have been applied to that invoice. Each invoice, including adjustment invoices, carries its own balance in the Payment Screen.
- Use this workflow if you have an invoice and you want to charge your customer a fee upfront from the office.

## Collect a payment or deposit

Check out the Collect a payment video to learn more.

[KB - Collect a payment Video](https://fast.wistia.net/embed/iframe/oif07ymtas?web_component=true&seo=true&videoFoam=false)

You have the flexibility to collect payment from:

- invoices
- customer records
- sold estimates
- projects (for deposits, a project must be applied to a customer's profile)
- AR Management

From wherever you choose to collect payments or deposits and to apply credit, the process is the same on the *Collect and Apply Payments* screen.

To collect a payment:

1. [Search](/construction/docs/use-search-in-servicetitan) for and open the invoice, customer, estimate, or project for which you want to collect payment.
2. In the record, click **Collect and apply payment**. The *Collect and Apply Payments* screen opens.
3. Under *Payment Details*, enter the new payment details:
  1. **Payment Type**—Method the customer uses to pay for the invoice
  2. **Amount**—Dollar amount of the payment

> [!NOTE]
> **Note:** When you create a new payment, you can select an outstanding invoice from the *Apply to invoice* section and the full balance of the invoice populates in the *Amount Applied* field.
  3. **Date**—Payment transaction date
  4. **Authorization Code**—Code used to authorize payment if the payment method is a credit card or ACH
  5. **Check Number**—Number on the check
  6. **Business Unit**—Business unit associated with the invoice for which you're making a payment. If there is no invoice, select the business unit that the payment will the deposited into.
  7. **Memo** (optional)—Any additional notes attached to the payment ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-776bzf1g.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
4. Under *Apply Payment*, you can:
  1. **Save a payment or deposit as a credit**—Click **Apply to Customer Profile** to save the payment as a credit. For example, if you're collecting a deposit from a customer for future work, you can save the payment and apply it to an invoice at a later time.
  2. **Apply a payment to an invoice**—Click **Apply to Invoice** to select the invoices you want to apply the payment to.

> [!TIP]
> **Tip:** Use the search bar to find the invoices you're looking for.

![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-b8fb5k0s.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)

> [!TIP]
> **Tip:** If a project has an unpaid invoice, the *Project* number displays in the *Apply to Invoices* screen so you don't have to look elsewhere for the project number.

![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-qu829c0h.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
    1. In the **Amount Applied** field, you can enter the amount you want to apply to each invoice. If you don't enter a specific amount, the payment automatically applies to the invoice for the *Balance Remaining*. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-5vivtuwh.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)

> [!NOTE]
> **Note:** When entering the *Amount Applied*:
      1. If the amount you apply to invoices exceeds the payment amount, the *Amount* field adjusts to the *Amount Applied* total. For example, if the payment amount is $250 but the *Amount Applied* totals $300, the *Amount* field updates to $300.
      2. In the *Amount Applied* field, you cannot save an amount greater than the *Balance Remaining* for that invoice. If you enter an amount greater, it automatically changes to the *Balance Remaining* amount.
5. When you're done entering payment information:
  1. **If you don't use** [**ServiceTitan Payments**](/construction/docs/accept-payments-in-servicetitan)**:**
    1. Click **Save & Batch** to save the payment and batch it at the same time. The *Batch Payment* pop-up opens.
      1. From the dropdown, select an open batch to add the payment to. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-qbvw998g.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
      2. Click **Save**.
    2. Click **Save** to save the payment without batching. You can batch the payment later.
  2. **If you use ServiceTitan Payments:**
    1. Click **Charge & Batch** to process the payment and batch it at the same time. The *Batch Payment* pop-up opens.
      1. From the dropdown, select an open batch to add the payment to. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-7wv4k9f7.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
      2. Click **Charge** to charge the payment without batching. You can batch the payment later.
        1. If you're charging a credit card, the *Charge Credit Card* pop-up opens.
        2. If you're charging a bank account (ACH), the *Charge Bank Account* pop-up opens.
      3. Enter payment details:
        1. **For a credit card:**

**Owner Name**—Name as it appears on the credit card

**Credit Card Number**—Number as it appears on the credit card

**CVC/CVV**—Three-digit card verification code (usually located on the back of the credit card)

**Expiration**—Credit card expiration date

**ZIP Code**—Billing ZIP code for the credit card

**Business Unit**—If you're creating a new payment that isn't applied to an invoice, select a business unit so the payment can be deposited in the right bank account.

**Store card data for future payments**—Select if you plan to use the same credit card in the future.

![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-0t4iqcjx.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
        2. **For ACH:**

**Authorization Method**—Select how you received authorization from your customer to charge their bank account

**Authorization Proof**—Proof in the form of an invoice that the payment is made, or an attachment that you can upload. This can be sent to your merchant to validate that the payment is authorized.

**Name On Check**—Name on the payer account

**Routing Number**—Bank routing number of the payer account

**Account Number**—Bank account number on check

**Confirm Account number**—Re-enter account number

**Check Number**—Number on the check

**Business Unit**—Select a business unit to tie to the merchant account.

**Store account data for future payments**—Select if you want to use this bank account for other payments in the future.

![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-i7xm3sxe.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
      4. When you're done entering the details, click **Charge**. For more details on integrated payments with ServiceTitan, see [Accept payments in ServiceTitan](/construction/docs/accept-payments-in-servicetitan).
    2. Click the **Arrow** icon next to *Charge & Batch* and select **Save & Batch without Charging** if you want to save the payment and batch it without processing the payment. The *Batch Payment* pop-up opens.
      1. From the dropdown, select an open batch to add the payment to.
      2. Click **Save**.
    3. Click **Charge** if you only want to charge your customer for the payment. If you're charging a credit card, the *Charge Credit Card* pop-up opens. If you're charging a bank account (ACH), the *Charge Bank Account* pop-up opens.
      1. Enter payment details:
        1. **For a credit card:**

**Owner Name**—Name as it appears on the credit card

**Credit Card Number**—Number as it appears on the credit card

**CVC/CVV**—Three-digit card verification code (usually located on the back of the credit card)

**Expiration**—Credit card expiration date

**ZIP Code**—Billing ZIP code for the credit card

**Business Unit**—If you're creating a new payment that isn't applied to an invoice, select a business unit so the payment can be deposited in the right bank account.

**Store card data for future payments**—Select if you plan to use the same credit card in the future.

![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-pv1rlo2s.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
        2. **For ACH:**

**Authorization Method**—Select how you received authorization from your customer to charge their bank account

**Authorization Proof**—Proof in the form of an invoice that the payment is made, or an attachment that you can upload. This can be sent to your merchant to validate that the payment is authorized.

**Name On Check**—Name on the payer account

**Routing Number**—Bank routing number of the payer account

**Account Number**—Bank account number on check

**Confirm Account number**—Re-enter account number

**Check Number**—Number on the check

**Business Unit**—Select a business unit to tie to the merchant account.

**Store account data for future payments**—Select if you want to use this bank account for other payments in the future.

![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/collect-a-payment-image-y25p8891.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
      2. When you're done entering the details, click **Charge**. For more details on integrated payments with ServiceTitan, see see [Accept payments in ServiceTitan](/construction/docs/accept-payments-in-servicetitan).
      3. Click the **Arrow** icon next to *Charge* and select **Save without Charging** if you want to save the payment without processing it.

## FAQ

---

### 

#### Can technicians collect deposits during an appointment?

Yes. Any technician can collect payment or a deposit on the invoice attached to the job at any time.

#### What if a customer wants to use their stored credit card or bank account to make a payment?

Tap **Pay**, then tap **Pay Balance**. The stored credit card or bank account will be available as a payment type.

#### Do credit cards need to have a matching location address and billing address?

No, a credit card can have a different location address and billing address.

#### What if a customer wants to update their stored credit card information?

If a customer wants to update their stored credit card information, or if you want to enter a new payment method for the customer, do the following:

1. Go to the Bill To customer (**Search > Customer**).
2. Click **Add Payment Method**. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/payments---faq-image-qbofzr3n.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
3. Select **Credit Card**.
4. Enter or update credit card information.
5. Select **This is the primary payment method** to use this as the primary payment method for recurring billing (membership billing). ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/payments---faq-image-w742hgvs.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)
6. When finished, click **Save**.

#### What if a credit card payment is declined?

If there is a declined payment / failed transaction, you can see this in the *Payments* section on the invoice.

![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/payments---faq-image-ug6qej50.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A47%3A07Z&se=2026-10-31T00%3A47%3A07Z&sr=c&sp=r&sig=OZIPVixnaNKOyrZk22%2B9GwBfLR3fRYiFWOQefoU9TSI%3D)

When a transaction fails:

- The Authorization Code on the payment will be blank.
- You'll see "Failed Payment" under the payment Memo.

> [!NOTE]
> **Note:** In some cases (usually due to unstable internet), the credit may have been applied to the invoice even though the payment failed. If this happens and the payment has been exported, an [adjustment invoice](/construction/docs/create-an-adjustment-invoice) should be created in ServiceTitan and exported to your accounting software for balancing.

#### What does the Transaction not permitted by issuer error message indicate when I collect a Credit Card payment?

The *Transaction not permitted by issuer* error message indicates that the card issuing bank doesn't allow this type of purchase. To solve this issue, the cardholder should contact their bank to clarify why the transaction was declined.

#### Why do I see a negative balance on the customer profile if I have already added a payment to the invoice?

Once ServiceTitan confirms job completion, the payment will zero out any existing negative balance.

#### Can I set up automated texts or emails to customers when a payment fails or is declined?

No. ServiceTitan doesn't currently send automated customer notifications for failed or declined payments. You can notify affected customers manually by email or text.

If you're on memberships, Membership Renewal Protection is a related but different capability: it works to recover failed recurring membership payments (for example, by updating expired card details) rather than notifying the customer that a payment failed. For details, see [Membership renewal protection](https://help.servicetitan.com/v1/docs/membership-renewal-protection).

#### Can I set up automated texts or emails to customers when a payment fails or is declined?

No. ServiceTitan doesn't currently send automated customer notifications for failed or declined payments. You can notify affected customers manually by email or text.

If you're on memberships, Membership Renewal Protection is a related but different capability: it works to recover failed recurring membership payments (for example, by updating expired card details) rather than notifying the customer that a payment failed. For details, see [Membership renewal protection](/v1/docs/membership-renewal-protection).

## Want to learn more?

- See [Payments](/construction/docs/payments-home)
- Visit ServiceTitan Academy to enroll in [Payment Collections](https://servicetitan.docebosaas.com/academy/learn/courses/301/payment-collections-feature-collecting-and-applying-payments)