Overview
Edit an invoice if a customer changes their mind about a service or piece of equipment, or if a job is complete and needs to be updated.
Who uses this feature
Administrators and accountants
Applies to all business types
Things to know
After invoices are generated, you can't delete them. However, the process differs depending on whether the invoice has been exported or not:
For non-exported invoices:
You can cancel the job associated with the invoice if it's not yet exported.
The job information will still be available on the customer and location profile, but the invoice will be hidden from view on the customer profile.
For exported invoices:
If an invoice is empty and has been exported, it means it was automatically bypassed during the export.
This invoice will remain on the customer profile and can't be removed.
You cannot edit exported invoices.
You can't edit exported invoices. If you need to make updates on the exported invoice, you should create an adjustment invoice. For more, see Create an adjustment invoice.
Invoice actions
See below for the actions you take from an invoice:
Action | Description |
|---|---|
Update invoice details | Edit invoice details, including the invoice date, invoice number, summary, business unit, tax information, and more.
|
Add a payment | Apply a payment to the invoice. If your account is configured for ServiceTitan Payments, click Add a payment to process credit card or check payments. |
Add a service | Add a Pricebook service to the invoice. You can't see this menu item when you view an invoice in a posted or exported batch. |
Add a material | Add materials to an invoice. If your account is configured for chargeable materials, you can select Charge for material to add the material as a billable item on the invoice. You can't see this menu item when you view an invoice in a posted or exported batch. |
Add equipment | Add an equipment item from your pricebook to the invoice by searching by equipment name or equipment code. You can't see this menu item when you view an invoice in a posted or exported batch. |
Add a purchase order | Add a purchase order to the job. Specify the vendor and purchase order amount. |
Add an estimate | Add an estimate to the job. When you sell or convert the estimate, ServiceTitan automatically creates a project which will include the new job and the original job where the estimate was created.
|
Adjust splits | Set technician splits. If there is one technician assigned to the job, the split will default to 100% for that technician. If there are multiple technicians assigned to the job, you may designate splits in any way you choose.
|
Add a payroll adjustment | Use a payroll adjustment to pay a technician an additional amount or create a payroll deduction. To create a deduction, enter a negative amount for the payroll adjustment. When you create a payroll adjustment, this will be added or deducted from your labor costs.
|
Add an adjustment invoice | Adding an adjustment invoice allows you to make changes to an invoice after it has been posted and exported to Quickbooks.
|
Job costing | The job costing flyout provides a quick breakdown of job costs. For more on job costing, see Run the Job Costing tool. |
Add a service to an invoice
Search for and select the invoice you want to add a task to.
Click Add a service.
Enter the service details.
If you want to charge tax on the task, select Taxable.
Note: This requires you to have the Set Tax Status by Invoice Item permission enabled. For more, see Set individual invoice items as taxable.
Click Save.
Edit or delete items from an invoice
If an invoice or a payment has been exported to your accounting software, you won't be able to edit or delete the invoice items or payments. If you need to make edit or delete invoice items or payments, you need to create an adjustment invoice.
Search for and select the invoice you want to edit or delete items from.
Click Edit
to modify or X to delete an item. 
When removing an item from an invoice on a job booked from an estimate, a popup opens asking if work will be performed on a later job. Select Yes to remove the item from the invoice. Go back to the estimate with the same item and book a new job.
Update the business unit on an invoice
If an invoice has been exported to your accounting system, you can't update the invoice business unit.
Search for and select the invoice you want to change the business unit on.
In the side menu, click Update invoice details.
Click the Business Unit dropdown and select a different business unit.
When you're finished, click Save.
FAQ
Can I delete invoices in ServiceTitan?
To maintain accounting standards, ServiceTitan does not allow direct deletion of invoices. If the invoice has not been exported, you can edit it to reduce the balance to $0 and batch it. This effectively voids the invoice.
Or, as long as no other invoices in the batch need to be reflected in your accounting software, you can bypass batching.
If the invoice has already been exported, you can make changes using an adjustment invoice.
Can I edit invoice numbers?
Yes, you can edit invoice numbers. To edit the invoice number on an invoice, search for and go to the invoice record. On the invoice record, click Updated invoice details and enter the new invoice number on the Invoice Number field.
What is the best way to add a tip or gratuity for a technician? I have credit on a customer account intended for a tip.
Currently, ServiceTitan does not have a built-in feature for adding tips or gratuities for technicians. However, you can add a service item in your Pricebook and label for tips and label it "Gratuity" or "Tips." You can then add this to your invoice and apply the existing credit to cover the new service item.
How do I backdate an invoice or adjustment invoice?
If the invoice has not been exported, click Update Invoice Details and change the date. The date on invoices which have been exported cannot be changed.
How do I correct my invoice?
Invoices can be corrected in numerous ways depending on the specific issue you are trying to solve. Some good starting places for help are:
Can I pay out a commission or spiff on chargeable materials?
Yes, you can set up chargeable materials so technicians will earn a commission or a bonus/spiff.
To set up a material item to pay commission and/or bonuses:
Go to the top tool bar and click Settings > Pricebook.
In the side menu, click Materials.
Find the material you want to add commission to and click View/Edit Material.
Click the Commission tab.
Enter the bonus and/or commission amount, as you would with any Pricebook service.
Select Pays Commission if you want the technician to receive commission on this material.
Select Pay tech-specific bonus if you want to pay the default adjustment rate bonus set in the technician's payroll settings.
Note: This allows for a different percent bonus for each technician.
When finished, click Save.
Can I merge multiple invoices into one invoice?
You can merge customer and location profiles but not invoices. The workaround is to manually add the items from one invoice onto the other. Then, delete the items from the duplicate invoice. Finally, you can cancel the duplicate job and select the cancellation reason as a duplicate entry.
How do I handle a pending invoice for a canceled job?
When you cancel a job, the invoice remains pending indefinitely and doesn't appear in the batch transaction screen. To handle a pending invoice for a canceled job, remove any billable items from the invoice and make sure the invoice balance is clear.
Why was my invoice posted on a date different from the job completion date?
Check the job audit trail and see if the job was reopened. The system does not automatically update the invoice date if the job was reopened and a new job completion date was generated. You need to manually update the invoice date to reflect the new date.
How do I change the business unit for a discount fee on an invoice?
To change the business unit for a discount fee on an invoice, go to the invoice record, find the discount task and click Edit. Use the Business Unit field to assign the correct business unit for the discount fee. When finished, click Save.
Note: If you leave this field blank, the business unit assigned to the invoice will serve as the default business unit for the discount fee.
How do I remove equipment costs from my invoice total?
To remove equipment costs from your invoice total, edit the invoice and set the equipment prices to $0 to exclude them from invoice subtotals. This lets you track inventory without charging customers.
Want to learn more?
Visit ServiceTitan Academy and enroll in Editing your Pricebook
See Pricebook