--- title: "End-to-end guide to project management" slug: "end-to-end-guide-to-project-management" updated: 2026-10-29T15:10:18Z published: 2026-10-29T15:10:18Z canonical: "help.servicetitan.com/end-to-end-guide-to-project-management" --- > ## 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. # End-to-end guide to project management ## Overview This guide helps you understand how to set up, manage, and track all your projects in real-time by using project management. Use the project management workflows in this guide to: - Track progress of each project and their associated phases of completion - Compare budgeted costs with actual expenses - Progressively bill for stages of completion - Report transactional information from a project to-date perspective and compare to information for a specific period of time --- ### #### Who uses this feature - Any business using project management - Primarily for Residential Construction and Commercial Construction business types - Applies to all trades #### Feature configuration - Account configuration is required to use this feature. Please contact [Technical Support](http://go.servicetitan.com/ask) for details. ## Getting started Before you read this article, review the following resources: - [Introduction to project management](/construction/docs/introduction-to-project-management)**:** Learn about some of the base concepts that make up project management at a high level. We recommend that you review this article to get a better understanding of how the feature works, as well as how you can use different components of the feature in your day-to-day workflow. - [Overview of project management setups and workflows](/construction/docs/overview-of-project-management-setups-and-workflows): Pick the setup and workflow best suited for your business. If you aren't sure what setup and workflow works best for your business or are new to project management, we highly recommend you set up project management for our core setup and workflow to help you avoid uncategorized transactions on the *Budget vs Actual* table in project management. - [Core project management setup and workflow](/construction/docs/core-project-management-setup-and-workflow) - Learn how to set up our recommended best practices for project management. Additional recommended workflows build off of this core setup and can introduce more granular cost and revenue tracking for your projects. - [Phased project management setup and workflow](/construction/docs/phased-project-management-setup-and-workflow) - Recommended for any business who completes/runs their projects in phases. This workflow is typically used in the Construction Industry to track their cost types, such as labor, material, and equipment at the more granular phase level. For example, you can use *Rough-in*, *Trim-out*, *Start-up* project labels to get better insights into your company's performance. This workflow also supports progress billing and recording/tracking revenue by phase. ## Best practices - Prevent downstream issues in your project by: - Creating separate items for cost and revenue. - Ensuring all items in your project are correctly labeled to avoid uncategorized budgeted or actual totals. - Using a separate business unit for construction projects. - Ensuring your settings are set to *% of completion method* in *Settings.* - Ensuring your technicians have hourly rates in addition to burden rates to capture costs. - Ensuring timesheets are correct to see accurate costing reflected. - Creating a job type to reflect each portion or phase of work. - When managing projects, it is important to use the correct workflows to ensure your project's financial information is accurate. For example, there are ways both intentional and unintentional where you can double count costs and revenue, inflating project financial information. Double costing is caused by counting the same costs twice. - Double costing can happen when you initiate a booking from the project's sold estimate rather than booking from the project page directly. To learn more about how to identify, navigate, and prevent this issue, see [Manage double costing from booking a job from a sold estimate](/construction/docs/manage-double-costing-from-booking-a-job-from-a-sold-estimate). - When chargeable materials are billed on an Application for Payment and also added to an invoice using Invoice Closeout, both costs and revenue are double counted in the project. To learn more about how to identify, navigate, and prevent this issue, see [Manage double costing from chargeable materials](/construction/docs/manage-double-costing-from-chargeable-materials). - Double counting revenue can occur when you progressively bill and add an Application for Payment in the same project. To learn more about how to identify, navigate, and prevent this issue, see [Manage double counting revenue from combining progress billing with Applications for Payment](/construction/docs/manage-double-counting-revenue-from-combining-progress-billing). ## Use cases Use cases include, but are not limited to: - Equipment change-outs/replacement (Residential Install workflows) - Home remodels - 1+ month projects - Custom homes - Multi-trade projects - Tracking home building - Commercial construction - Warranty/recall on closed projects ## Manage the project record For each project you create and work on, you can access all project information on the project screen. ### Understand the project dashboard The [project dashboard](/construction/docs/understand-project-records) displays an overview of your project, including customer, project, and contract information. ### Update project name 1. In the dashboard header, click the project name and enter a name for the project. ![Project status shows pending scheduling and upcoming site walk details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-w1vy33vi.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. Click **Save** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-fun3033g.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) to save the project name. ![Project status for 'New Home Build' shows pending scheduling and site walk.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-x3q5zbez.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Update Start Date, Target Completion Date, and Completion Date There are a few ways to update your project's information including start date, target completion date, actual completion date, and more. The first time you change a project's status to *Completed*, ServiceTitan sets the *Actual Completion Date* automatically if it's empty, using the date of that status change in your account's time zone. You don't need to enter it manually, but if you do—for example, to record the day the work actually finished—ServiceTitan keeps the date you entered. The date is set once—it doesn't change if the project later moves to another status and back to *Completed*. You can still edit the date by hand using either of the methods below. Project information such as key dates are used in reporting in various ways. For example, the Work In Progress [WIP] - Percentage of Completion Method report uses project start date as the filter criteria, so it is important to ensure your project's information is accurate to enable reporting insight throughout the project or after the project's completion. ![Form fields for project start and end dates in a report interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-k0m3ewcu.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### From the project dashboard 1. [Search for the project](/construction/docs/use-search-in-servicetitan) you want to edit and open the project. 2. On the project dashboard, click the field you want to edit and make changes to the field directly. ![Project management details showing target completion date and actual completion fields.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-urk6yaa0.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Click the **Save** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-5sqzcena.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) icon to save the changes you entered. ![Project management interface showing start and target completion dates with calendar selection.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-3awwz3y2.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### From the project details 1. [Search for the project](/construction/docs/use-search-in-servicetitan) you want to edit and open the project. 2. Click the **Edit** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-rkh6duvc.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) icon to open the *Project Information* panel. ![A cursor clicking on the 'Actions' button in a user interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-mapwynqs.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. After making your changes, click **Save**. ### Add business units You can add one or more business units to a project. Benefits of using business units include: - Faster and easier identification of your project type to help you find your projects in reports and searches - Increased data integrity and reporting accuracy for your projects - Matching of business units associated with your project to all other transactions, including jobs, estimates, invoices, and purchase orders. - Autopopulation of your project business unit with the first sold estimate's business unit ![Project details for Alpine Business Park, currently in progress, billed to Aaron White.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-3gaefkyi.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) Enabling the *Automatically Set Business Unit* option in **Settings > Project Settings > Project Setup** automatically sets the project's business unit with the first sold estimate's business unit. ![Toggle switch for automatically setting the business unit in project management settings.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-iz1fyapu.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Add or edit a project's business units There are two ways to update business units associated with your project: ### Option 1 1. Click the **Select Business Unit** field. ![Project status shows pending scheduling with a prompt to select a business unit.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-f5g7idma.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. Click the checkmark next to each business unit you want to associate with the project. ![Dropdown menu showing selected business unit options including Construction and HVAC categories.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-h6rqalgv.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Click **Save** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-iw8kkfuk.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). > [!NOTE] > **Note:** A project can have multiple business units. ### Option 2 1. Click the **Edit** icon to open the *Project Information* panel. ![A cursor clicking on the 'Actions' button in a user interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-iujil6mi.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. In the *Edit Project* section, click the business unit dropdown and click the checkmark next to each business unit you want to associate with the project. ![Editing project details for a new home build, including business unit selection.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-4qrg7yox.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Click **Save**. > [!NOTE] > **Note:** Editing a project's business unit requires the Edit business unit in the project's permissions. ![Checkbox for editing business unit details on a project management interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-i1mgbotm.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Use project tabs Project tabs allow you to view different aspects of your project. ### Financials From the project side menu, click **Financials** to see financial information about your project. ![Project summary showing budget, expenses, revenue, and actual margin details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-f44fvyom.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Project Summary In the *Project Summary* section, you can find the following information: - **Contract Value**: The total price and tax of all sold estimates, providing a clear financial baseline. - **Actual Billed:** The sum of income items on invoices minus retainage. - **Total Budgeted Expense:** Represents the sum of all estimated costs. - **Cost to Complete:** The remaining budget by subtracting actual expenses from the total budgeted expense. - **Change Orders:** The total price of sold change order estimates, reflecting modifications to the original project scope. - **Cost Adjustments:** The total cost of sold estimates that include only cost items, ensuring accurate tracking of non-revenue expenses. - **Actual Expense:** The total costs incurred on a project, providing a detailed view of spending across key cost categories. - **Actual Margin:** Calculated as *Actual Revenue* minus *Actual Expense*, showing the real profitability of a project. - **Earned Revenue:** The revenue generated based on project progress, calculated by multiplying the percent complete by the contract value. - **% of Work Completed:** Compares *Actual Expense* to *Total Budgeted Expense.* - **Open Invoices:** Shows unpaid invoices that are still outstanding, providing a clear view of amounts due. - **Payments:** Reflect invoices that have been partially or fully paid. - **Budgeted Labor Expense:** The total labor cost based on the quantities estimated for the project. - **Actual Labor Expense:** The total cost of labor based on the actual hours worked on the project. - **Budgeted Labor Hours:** The total estimated labor costs from the project's estimate. - **Actual Labor Hours:** Tracks the real labor costs incurred. ### Invoices The *Invoices* section lists all invoices that have an accounting impact with pricebook items, excluding $0 invoices, to help you manage unpaid invoices. > [!NOTE] > **Note:** You can see that the invoice is assigned to a job because they use the same number. ### Created Payments The *Created Payments* section lists all payments made to date on the project. ![Payment details showing invoice number, amount, method, and status as pending.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-mjz2ssdx.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Application for Payment The *Application for Payment* section lists all applications for payment associated with the project. ![Table displaying payment applications with details like application number, due dates, and balances.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-nkk63pvi.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Jobs & Appointments From the project side menu, click **Jobs & Appointments** to see jobs and appointments scheduled on project. The *Jobs* tab lists all of the jobs assigned to the project. ![Table displaying job appointments with details like job number, type, and technicians.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-gq9kw8mi.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) When booking jobs for construction projects, we recommend you book the job directly through the project instead of through a sold and converted estimate. This is important if you're using the Application for Payment feature to avoid reporting more project revenue than actually earned. In *Jobs & Appointments*, you can: - [Book a job from a project](/construction/docs/manage-and-book-jobs-in-a-project) - [Attach an existing job to a project](/construction/docs/manage-and-book-jobs-in-a-project#attach-an-existing-job-to-a-project) - [Move jobs from one project to another](/construction/docs/manage-and-book-jobs-in-a-project#move-jobs-from-one-project-to-another) ### Task Management From the project side menu, click **Task Management** to see tasks. The Task Management tab lists all tasks associated with the project. ![Task management table showing an open permit assigned to Jamie with a due date.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-1tf1i08n.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Estimates From the project side menu, click **Estimates** to see estimates. The Estimates tab lists all sold and unsold estimates associated with the project. ![Task management table showing an open permit assigned to Jamie with a due date.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-kq8h2x0t.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** There is also a separate table that includes only sold and unbooked estimates. ![Table displaying sold estimates with details like ID, job number, status, and costs.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-apbtp21z.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Purchase Order From the project side menu, click **Purchasing** to see purchase orders. The Purchase Order tab lists all purchase orders for the project. Click a purchase order to view its details. ![Table displaying purchase order details including vendor, date, status, and amount.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-bexdo8jm.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Requisitions From the project side menu, click **Purchasing** to see requisitions. The *Purchasing* tab 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/jobs-appointments-and-projects-1-5a-image-nprxgfkc.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Technicians From the project side menu, click **Technicians** to see technicians assigned to the project. The *Technicians* tab lists all technician activities related to the project. ![Table displaying technicians' driving, working hours, and total time logged for tasks.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-zus2bgmg.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Audit Trail From the project side menu, click **Audit Trail** to see more details associated with the project. The *Audit Trail* tab lists all events, calls, notes, files, and emails for the project. ![History log showing project updates, including rate changes and custom field edits.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-n4prnw0n.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Use Budget vs Actual table The *Budget vs Actual* table shows the budget-versus-actual (BvA) values for a project to date. Use the *BVA* table to manage your budget and track your progress as you generate actuals. The table updates in real-time after refreshing your page. ![Budget overview showing billed amounts, expenses, and margin calculations for a project.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-w8j745hq.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - **Billed**: Revenue for the project. Any task in the project that represents revenue displays in the *Billed* section. You can use project labels to customize the categories shown in the *Billed* section. - **Expenses**: Any task that has a cost associated with it displays in the *Expenses* section. You can use project labels to customize the categories shown in the *Expenses* section. - **Margin $**: Dollar value comparing *Billed* and *Expenses* (doesn't 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 update as you accumulate labor for the project and requisition equipment and materials. Actuals start calculating when you generate an invoice, receive bills, or issue returns. This is the actual amount you spend on a project. > [!NOTE] > **Note:** The Actual value for technicians in the table is calculated by taking the hourly rate for the technicians and multiplying it by the paid hours worked on a job. - **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 more on forecasting, see [Forecast project costs](/construction/docs/forecast-project-costs). For more on the *Budget vs Actual* table, see [Understand Budget vs Actual](/construction/docs/understand-budget-vs-actual). ### Drill down into your Budget vs Actual itemized details The *Itemized Details* section shows the specific records that generate the totals shown in the *Budget vs Actual* section. To open the *Itemized Details* screen, click the **$** or **QTY** value under a line item's *Budget* or *Actual* column. - **Itemized Details For**: Shows if the *Itemized Details* screen is for *Budget* or *Actuals* and *Billed* or *Expenses*. - **# of Items**: Total amount of pricebook items in the *Itemized Details* list. - **Total Amount**: Sum dollar amount of the *Budget* or *Actual* column. - **Project Label**: Project labels assigned to *Billed* or *Expenses* in these items. - **Name column**: Name of the pricebook item. - **Source column**: Project transaction (for example, *Invoice*, *Estimate*, *Purchase Order*, etc.) that contains the item. - **Budget ($) 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 labels assigned to the item. ## Use project statuses After you've configured your base settings, the next step is to configure your project management-specific settings To start, go to the navigation bar and click **Settings** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-g9wdxvsj.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) **> Project Settings.** - **Project Labels Setup:** [Create project labels](/construction/docs/create-project-labels) to attach to expense items to get a visual representation of your expense spending. You can color code your labels and assign labels to categories to help organize your *Budget vs Actual* *(BvA)* table. Labels can be nested under each other to [form a hierarchy of labels](/construction/docs/use-project-labels#use-project-label-hierarchies). The *BvA* table totals expenses for the highest level labels in a single line item. - **Project Label Default Preferences:** You can [set default values for project labels](/construction/docs/assign-default-project-labels-to-expense-items) in ServiceTitan. This process is essential for streamlining the correct allocation of costs and revenue in the project and will reduce the amount of manual entry you need to perform to get valuable information about your business's performance. - **Revenue Recognition:** On the *Project Settings* page, you can [select the default revenue recognition method for your projects](/construction/docs/project-settings-overview#revenue-recognition). There are four methods that you can select: *Sales Basis Method*, *Completed Contract Method*, *Percentage of Completion Method*, and *Cash Basis Method*. Select the *Percentage of Completion* method of revenue recognition to use the Work In Progress [WIP] - Percentage of Completion Method report. The other three methods don't have reporting solutions and aren't recommended. - [**Retainage**](/construction/docs/end-to-end-guide-to-project-management#use-retainage)**:** Use retainage if your customer wants to retain a percentage of the whole cost of the project until it is complete. This ensures they're satisfied with the work before they pay. Your customer can pay the retained amount when you bill the last invoice for the project. The percentage that is retained is usually agreed upon when signing the contract for the job. Before you begin billing your customers with retainage, [complete the required account integration setup](/construction/docs/set-up-retainage-based-on-application-for-payment). This only applies when using the Application for Payment workflow. ### Update project bill-to 1. [Search for the project](/construction/docs/use-search-in-servicetitan) you want to edit and open the project. 2. On the *Project Details* panel under the *Bill To* section click **Edit** ![A simple icon in the shape of a pencil.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-edit.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D), or select **Edit** ![A simple icon in the shape of a pencil.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-edit.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) at the top. ![Contact information for Jimmy Sanford, including service location and billing details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-j3zavyrn.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Use the search bar and type the name of the customer you want as the bill-to for the project. ![Customer billing information for Monica Jones, including address and membership status.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-7o79ud8d.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 4. Click the **Save** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-cpkjngm3.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) icon. > [!NOTE] > **Note:** The bill-to on the project is also the bill-to on invoices and Applications for Payment generated throughout the project. If the project has at least one exported invoice that has period status of *Open*, you can change the *Bill To*. If the accounting period is *Closed*, the *Bill To* stays locked. For more, see [Manage projects](/construction/docs/manage-projects). ### Update project service location If a project was created on the wrong service location, correct it on the project record instead of recreating the project: 1. On the *Project Details* panel under the *Service Location* section click **Edit** ![A simple icon in the shape of a pencil.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-edit.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D), or select **Edit** ![A simple icon in the shape of a pencil.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-edit.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) at the top. 2. Click the **Service Location** dropdown and select the correct address. 3. Click **Save**. > [!NOTE] > **Note:** > > - When you change the service location, ServiceTitan updates the service location on the project and on the job estimates in that project to match. > - You can edit completed and canceled projects unless your ServiceTitan account has the setting that locks transactions on completed and canceled projects turned on. For more, see [Lock completed and canceled projects](/construction/docs/clone-lock-completed-and-canceled-projects). ### Create project statuses There are default statuses for projects in *Settings*, but you can also add custom sub-statuses. To add custom sub-statuses to each of the default statuses provided in *Settings*: 1. Go to the navigation bar and click **Settings** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-9fx5ip50.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). 2. Click **Operations > Project Statuses**. The *Project Statuses* page opens. 3. Find the status for which you want to add a sub-status. 4. Click **Add Substatus**. ![Project statuses with options to add subtasks and manage project workflow effectively.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-nv87zq00.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. Enter the name of the sub-status. ![Project statuses section showing 'Pending Scheduling' and a substatus input field.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-qasdg4ur.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 6. When finished, click **Save**. ![Overview of project statuses including pending, in progress, completed, hold, and canceled.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-lohxwkfy.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** You can edit or remove sub-statuses after creating them. To remove a substatus, click the **Delete** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-ok8at4au.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) icon. ### Update project statuses To update a project status, click the **Edit** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-buq00xdv.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D)icon next to the status and select the status you want. Select a project status to help you track your projects by filtering for specific projects or running reports. For example, use project status to find projects that are completed in the past month or projects that have scheduled jobs but haven't started yet. ![Dropdown menu showing project scheduling options including pending and completed statuses.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-myayb1mq.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!TIP] > **Tip:** You can click the **Arrow >** icon to select the sub-status of the status if you have set it. For more information on how to set a custom sub-status, see [Add custom project sub-statuses](/construction/docs/add-custom-project-sub-statuses). ![Dropdown menu showing phases with a focus on pending scheduling.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-hw5t7qjz.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) You can create an alert that notifies you if the project status changes. This applies to any status and substatuses. For more on alerts, see Use alerts. ### Use project actions From the **Actions** dropdown, you can select any of the following options: - [Book New Job](/construction/docs/manage-and-book-jobs-in-a-project) - [Attach Existing Job](/construction/docs/manage-and-book-jobs-in-a-project#attach-an-existing-job-to-a-project) - [Create Payment](/construction/docs/collect-a-payment) - [Add Invoice](/construction/docs/manage-projects#add-an-invoice-to-a-project) - [Add Application for Payment](/construction/docs/complete-application-for-payment-and-continuation-sheet) - [Build Estimate](/construction/docs/add-an-estimate-to-an-opportunity) - [Add Purchase Order](/construction/docs/create-purchase-orders-2) - [Add Return](/construction/docs/create-a-return) - [Add Requisition](/construction/docs/requisition-items-for-a-job-or-project) - [Add Task](/construction/docs/manage-tasks-and-subtasks) ## Use project labels [Project labels](/construction/docs/use-project-labels) are used to organize expenses in the *Budget vs. Actual* table and to populate the schedule of values used in creating Applications for Payment. By attaching project labels to expenses, you can create a visual representation of your expense spending and also color code labels to further organize your projects. With project labels, you can view expenses by project phase and drill down to see the breakdown of spending within each phase. > [!NOTE] > **Note:** Your account can have as many or as few project labels required for the needs of your business. Labels can represent anything you want to track in your business. Below are examples of different ways for which you can use labels: - Each phase of the project workflow. This allows you to view expenses for each project milestone. For example, *Rough-in*, *Trim-out*, and *Start-up*. - Each labor type used in a project. You can assign labor types to a single labor category and technicians can each have their own project label association. For example, *Apprentice-labor*, *Sheet metal-labor*, *Subcontractor-labor*. - Service, equipment, and material items. You can categorize them by item type. - If you have pricebook service items for labor, discounts, and fees, create labels for each of those items. - If you have a multi-trade business, create a separate label for each trade to track expenses separately. ### Create a project label 1. Go to the navigation bar and click **Settings** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-i7id61fn.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. In the side panel, click **Operations** > **Project Settings**. 3. On the *Create Project Labels* screen that opens, click **Add Label**. ![Create project labels with options for active and deactivated status in a table format.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-6ghob3sn.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 4. When you're done, click **Save**. 5. Enter a label name in the **Project Label** field. 6. Select a color for each new label. 7. Click the **Color** icon to assign a color to the label and click **Apply**. 8. Use your cursor to drag and drop labels in the order you want them. The Order column defines the order in which labels display in the Budget versus Actual table. ### Deactivate a project label To deactivate a label, click **Deactivate** next to the project label. ![List of labor types with an option to deactivate Master Labor highlighted.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-cgx10k1n.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** Deactivated labels may be reactivated at any time by clicking the Deactivated tab and clicking **Activate**. ## Use project label hierarchies You can attach project labels to expense items to show a visual representation of a project's expenses. The *Budget vs Actual (BvA)* table totals expenses for the highest level labels, or parent labels, in a single line item. You can nest labels under each other to form a [hierarchy of labels](/construction/docs/use-project-labels#use-project-label-hierarchies), allowing you to drill down into the lower levels of detail in the *Budget vs. Actual* table. ![Expense breakdown showing categories like Rough In, Materials, and Labor with amounts.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-zcktp3vi.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) Using project label hierarchies allows you to easily identify incurred costs and identify where you may be overspending or where the project may be over budget. Project label hierarchies also increase efficiency throughout a project's billing by improving your project manager's visibility into expenses. ## Use project label defaults After you create project labels, assign project label defaults for your expense types. You can set default labels for pricebook item types and technician labor. You can also assign labels to specific pricebook items, job types, or technicians. The assigned label takes priority over the default label to automate how your expenses are tracked throughout a project. When you add default project labels to an expense type, it's automatically assigned to an item when it's added to a project estimate or invoice. For example, you can set the *Labor* label as the default for all labor service items. To add default labels: 1. Go to the navigation bar and click **Settings** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-k3j0i6xx.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). 2. In the side panel, click **Operations > Project Settings**. ![User navigates to Project Settings in the Pricebook Items section of a software interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-h9rpf95a.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Click the **Default Labels** tab. 4. In the *Pricebook Items* section, click the dropdown for a pricebook item type to assign default labels. ![Dropdown menu showing various labels for pricebook items including materials and equipment.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-7l4uapi0.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. Under *Technician Labor*, select default labels for technician labor hours. 6. When finished, click **Save**. You can also assign labels to individual pricebook items so that they're labeled when added to a project invoice or estimate. Remember, the assigned label takes precedence over the default label. To apply project labels to an existing pricebook item, edit the item: 1. Go to the navigation bar and click **Pricebook**. 2. In the side menu, click **Services**, **Materials**, or **Equipment**, depending on the pricebook item you want to edit. The item table opens. 3. Browse the table or use the search field to find the item you want to edit. You can search by item code, name, or description. 4. For the item you want to edit, on the right side of the item table, click **More** and select **View/Edit Item**. ![Editing job type details for construction, highlighting project label and duration settings.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-project-label-rough-in.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. Click the **Project Label** dropdown and select the labels you want to assign. 6. When finished, click **Save**. ### Assign labels to job types Assign a label to a job type to automatically attribute actuals to that label. When a job of that type is booked on a project, the label applies to all paid timesheet activities and invoice items on the job. 1. Go to the navigation bar and click **Settings** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-kc30jz0d.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). 2. In the side panel, click **Operations** > **Job Types**. 3. Find the job type you want to apply a label to and click **Edit**. 4. Click the **Project Label** dropdown and select the label that corresponds to the appropriate project phase. 5. When finished, click **Save**. > [!NOTE] > **Note:** Project label defaults can be assigned in the default settings and directly to job types, technician profiles, and pricebook items. Project labels cannot be defaulted to estimates, purchase orders or purchase order types, requisitions, or non-purchase order bills. ### Assign labor labels to technicians Assign labels to each technician for their labor type. For example, all apprentice technicians who work on residential new construction should have project labels under **Labor > Apprentice Labor**. > [!NOTE] > **Note:** If you don't apply labels to technicians, timesheet labor costs appear in the Uncategorized section of the Budget vs Actual table. 1. Go to the navigation bar and click **Settings** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-gq2g4evr.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). 2. In the side panel, click **People > Technicians**. 3. Find the technician you want to add a label to and click **Edit**. 4. Click the **Project Label** to assign labels. ![Dropdown menu showing various labor roles including Apprentice Labor and others.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-b00xu6bc.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. When finished, click **Save**. ## Connect project label defaults with project label hierarchies Setting [project label defaults on expenses types](/construction/docs/assign-default-project-labels-to-expense-items), along with setting project labels on your job types and technicians, allows you to automate how expenses are tracked during the course of your projects. Because each job type has a corresponding label defaulted to it and each expense type has a default project label association, any expenses captured go into their corresponding hierarchies. ### Top level hierarchy - **Job Records:** Project labels assigned to a job become the top level, or parent, label of all items associated with this record. For example, a job record has a label of *Rough-in* assigned, so all items on the invoice and timesheets for the job are grouped underneath the *Rough-in* label. ### Second level hierarchy - Pricebook item records (ex: services, materials, equipment) - Purchase order records - Timesheet records See examples of project label hierarchies on the Phase Project Management & Business Unit Management guided setup page. ### Example of phase management setup and workflow hierarchy ![Budget versus actual expenses for various project labels and their financial variances.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-3801dnss.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Example of job-material hierarchy - The *Trim-Out* job type has the trim-out label applied to its settings. ![Editing job type details for 'Trim Out' in construction project management software.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-iflysn6j.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - In *Project Settings*, materials have a *Materials* default label. ![Project settings interface showing default labels for pricebook items, including materials.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-ved3g7m4.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - When a material is added to the *Trim-out* job invoice, the label hierarchy is automatically applied to the item. ![Invoice showing project details for 'Trim Out' and associated material costs.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-mji3ngy8.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Example of job-timesheet hierarchy - The *Trim-out* job type has the *Trim-out* label applied to its settings. ![Editing job type details for 'Trim Out' in construction project management software.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-bb9mcrb2.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - In *Technicians*, the technician has the *Apprentice Labor* project label default applied to their profile. ![Input fields for Daily Revenue Goal and Burden Rate with Project Label selection.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-um145dvj.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - As the technician works the job, the project label default applies to the invoice. You can see technician labor project labels by clicking **Adjust Splits** on the *Invoice* page. ![Invoice details showing job type 'Trim Out' and project label options for selection.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-o3rep0iu.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) As a result, when you go into the *Budget vs Actual Itemized Details*, you can see that each cost was captured through the default labels. ![Itemized details for expenses including materials and labor costs for a project.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-ipihhy08.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) Setting your account up efficiently and using project label defaults allow you to focus on business priorities because your expenses are automatically classified and organized on your *Budget vs Actual* tables. > [!WARNING] > **Caution:** Because each job type has a corresponding label defaulted to it and each expense type has a default project label association, any expenses captured go into their corresponding hierarchies. For example, if a material was consumed on the Trim-out phase, you'd see the expense in **Trim Out > Materials**. ## Start an estimate from the office If a site visit to gather measurements, photos, and other information is required, follow the steps under *Site Visit Required*. If the estimate is being generated from plans or from information already in your database, follow the steps under *No Site Visit Required*. ### Site Visit Required 1. Schedule a **Sales Job** and assign it to a technician, estimator, or salesperson. 2. After the information is collected, open the **Sales Job** from the **Job Actions** drop-down and select **Add an Estimate**. ![Dropdown menu showing various job actions with 'Add an Estimate' highlighted.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-dvqgppjr.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### No Site Visit Required 1. Search and open the location record for the client. 2. Scroll down to the section titled *Opportunities and Estimates* and click **Build Estimate**. ![Opportunities and estimates table showing details of a won opportunity and estimate.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5a-image-v7qyjotg.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Create an estimate > [!NOTE] > **Note:** You can [use existing proposal templates](/construction/docs/end-to-end-guide-to-project-management#create-project-estimates-using-a-template), created in your pricebook, to generate your estimate. Select the ones you want to use and click **Done** to build the estimate with the existing template(s). 1. Enter estimate details in each section as needed: 1. **Customer and Locations**: Confirm that the *Service Location* and *Billing Location* details are correct. 2. **General Details:** Enter general details about the estimate. 1. **Name**: Enter a unique name that will help you identify this estimate. 2. **Project Label**: If you're adding this estimate to a project and the estimate represents a project phase or change order, select a project label. This helps ensure that your expenses are reflected accurately for the project. For more, see Create project labels. 3. **Business Unit**: The BU under which this estimate is reflected in. > [!NOTE] > **Note:** After the estimate is sold, the sales from the estimate report under the selected BU. For best practice, create the estimate under the Construction BU to ensure accurate reporting. 4. **Summary** (optional): Enter a summary for the estimate. This prints on the customer's view of the estimate. 3. **Price Details**: Review follow up and pricing details: > [!NOTE] > **Note:** The fields in the Price Details section are updated as the estimate is built so you don't need to add values when creating the estimate. 1. **Follow Up On**: Enter the date on which you plan to follow up with the customer for this opportunity. For more, see [Use the Follow Up](/construction/docs/use-the-follow-up-screen-1) screen. 2. **Rate Sheet**: If you want to apply a rate sheet to your estimate, select a rate sheet from the dropdown. For more, see [Apply client-specific pricing rate sheets on an invoice or estimate](/construction/docs/apply-client-specific-pricing-rate-sheets-on-an-invoice-or-estimate). 3. **Subtotal**: The total cost of the estimate, excluding taxes, which is calculated after items and tasks are added to the estimate. 4. **Tax**: If your tax is not automatically calculated from your taxable items, enter the dollar amount for the tax that is expected to be collected. 5. **Total**: The total cost of the estimate, which is calculated after items, tasks, and tax are added to the estimate. 4. **Sale Information**: Enter details for how the estimate is sold: 1. **Sold By**: The employee who sold the estimate. 2. **Sold on Date**: The date on which the estimate is sold. 3. **Sold On Time**: The time at which the estimate is sold. > [!NOTE] > **Note:** Sale Information is auto-populated when the estimate status is Sold. 2. When finished, click **Create**. There are two main types of estimates you should consider when beginning to create estimates or bids for projects: a [line item estimate](/construction/docs/create-a-line-item-estimate) or a [rough project estimate](/construction/docs/create-a-rough-project-estimate). ## Understand estimate workflows There are several ways to create estimates for your projects, but there are two main ways you should consider when beginning to create estimates or bids for projects. You can create either a detailed line item estimate or use a rough estimate with summary totals. On a line item estimate, you add the exact services you are charging for and the exact materials and equipment you will be using/installing on the estimate. For example, equipment change-outs, short-term projects, and track home building. On a rough project estimate, you use generic tasks and revenue on the estimate to represent your contract value and costs. This process is typically used to set the budget of a bid on the project to track your actual revenue and expenses against. For example, long-term, large-scale projects or contracts or setting a budget without knowing which specific material or equipment tasks will be used. You can build estimates using both methods together in the same account, generally in different business units. For example, residential install, service, remodel vs. commercial install, and construction. > [!TIP] > **Tip:** For all estimates you create, we recommend not including chargeable material items on your project if you plan to use the AFP workflow to generate your project invoices. Instead, use service tasks to hold the revenue for the chargeable materials. This ensures your non-chargeable materials can be included on job invoices to record inventory consumption and that the service task, which does not have a cost associated, can be used in the AFP workflow. ## Create a line item estimate [Line Item Estimates Video](https://fast.wistia.net/embed/iframe/938mytifn2?web_component=true&seo=true&videoFoam=false) To use the line item estimate method, you need to: - Know what services, materials, and equipment you will be using/consuming on the project. - Have the services, materials, and equipment needed in your current pricebook. ### Benefits - You can use exactly what materials or equipment you have in your pricebook to create the estimate. - If you are using the Purchasing module, you can create a purchase order directly from the estimate using the [Requisitions feature](/construction/docs/requisition-items-for-a-job-or-project) and invoice closeout. ### Example use cases - Equipment changeouts - Short-term projects - Track home building ### Line item estimate workflow Using this method, you create your estimate with the exact services you are selling, as well as materials and equipment that will be consumed when performing the work. Create your estimate and then build out your estimate with the exact line items you need for the project. If you have set up your default project labels correctly, your budget will automatically populate according to your label setup. ![Estimate items for HVAC system installation, including tasks, equipment, and materials costs.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-l2q6r3i3.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Create a rough project estimate [Placeholder Estimates Video](https://fast.wistia.net/embed/iframe/y20528lqst?web_component=true&seo=true&videoFoam=false) To use the rough project estimate method, you need to: - Set default project labels for pricebook items, job types, and technicians to streamline the labeling of expense items in projects. Labels are used to organize expenses in the *Budget vs Actual* table. - Create and assign default labels and project label hierarchies to necessary pricebook items for easier creation of budgets. ### Benefits - You don't know exactly what materials or equipment will be used in order to create the estimate. - You need a quick way to create a budget for a project. - More flexible for scenarios where you need a budget, but don't have all the required information to make a line item estimate. ### Example use cases Long-term, large-scale projects or contracts, setting a budget without knowing which specific material or equipment tasks will be used. ### Rough project estimate workflow Using this method, each item on the estimate is a summary task or material that represents specific costs or revenue you want to reflect on the budget of the project, such as revenue and costs. Create your estimate and then build out your estimate with the rough summary items you created in your pricebook. If you've set up your default project labels correctly, your budget will automatically populate according to your label setup. ![Estimate items including contract value, material, equipment, and labor costs overview.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-rough-estimate-items-screen.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Generate your budget To generate your budget, you first need to mark your estimate as *Sold*. The sold estimate will inform the project's contract summary. The total price and tax of items added to the sold estimate will be represented and the value includes sold change orders. Any unsold estimates won't populate onto the budget on the *BvA*. ### Convert and sell an estimate On the *Estimate* page, you can convert and sell estimates. 1. Click **Sold / Convert**. ![Estimate details showing status, job number, invoice status, and follow-up date.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-pvt85gp3.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. In the pop-up window, select the technician or employee who sold the estimate from the dropdown. 3. Click **Apply**. After the project estimate is sold, the project's *Budget vs Actual* table is populated and updated with the contents of the estimate. In this example, you can see an estimate being sold and how that impacts the project's *Budget vs Actual* table. ![Estimate items for contract value, material costs, and total pricing details displayed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-vp6rqdd3.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) In this estimate using the rough project estimate approach, the revenue and cost items are separated, making it easier to track costs throughout the project. ![Budget versus actual expenses table showing contract value and various costs.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-sj16441x.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The project's *Budget vs Actual* table reflects the project label setup on the estimate. ## Create project estimates using a template You can upload estimates to use as templates through a spreadsheet application like Microsoft Excel or Google Sheets to save time and increase efficiency on the bid creation process for your projects. Creating saved templates allows you to modify and import estimates without having to create them from scratch each time. You can also use estimate templates for new construction, ranging from model homes to standard builds. To build an estimate template for use in your projects you first need to export an existing estimate to use as a template. ### Export an estimate to use as a template Export and modify existing estimates to create a template for future projects: 1. [Search for](/construction/docs/use-search-in-servicetitan) and open the construction estimate you want to export. 2. On the *Estimate* page, click the **Actions** dropdown and select **Export as Template**. The estimate downloads as an XLSX file to your computer. ![Dropdown menu showing actions including export and import template options.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-goop0izq.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Open the estimate template file in a spreadsheet application like Microsoft Excel or Google Sheet. 4. Highlight and delete the values in *Column A*. ServiceTitan automatically associates identifiers to each estimate item after importing the template. > [!NOTE] > **Note:** Importing a template with IDs in Column A causes an error later during the import process. Save time by removing these values from your template before saving it. ![Table displaying work items with IDs, descriptions, quantities, prices, and labels.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-0hdo57u2.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. Save the spreadsheet to your computer as an XLXS file. Template column descriptions include: - **ID**: Unique identifier of the estimate item - **Sku.Id:** Unique identifier of the pricebook item - **Code**: Code of the pricebook item - **Description**: Description of the pricebook item - **Quantity**: Quantity of the pricebook item - **Price**: Price of the pricebook item - **Cost**: Cost of the pricebook item - **Chargeable Material**: Shows if the material is chargeable. 1 is chargeable, 0 is non-chargeable. - **Labels**: Project labels associated with the pricebook item - **Active**: Status of the pricebook item. 1 is active, 0 is inactive. > [!NOTE] > **Note:** When editing an estimate template, note the following: - [Project label hierarchies](/construction/docs/use-project-labels#use-project-label-hierarchies) are added to the template by a semicolon without a space between the labels. For example, Rough In;Labor, Labor;Helper, Trenching;Equipment. - Items on estimate upload templates can't have more than two decimal places in the **Price** or **Cost** fields. For example, a cost of $3.1234 on an item causes an error. Edit the price to two decimal places ($3.12). - If you use the [Application for Payment workflow](/construction/docs/create-a-progress-invoice-based-on-application-for-payment) to invoice for your project's revenue, you can't use chargeable materials on the project's sold estimate. Instead, use service tasks to hold the revenue. See [Manage double costing from chargeable materials](/construction/docs/manage-double-costing-from-chargeable-materials#understand-how-double-costing-from-chargeable-materials-occurs) for more information. ### Import an estimate template After you create a template, you can upload the template on new opportunities to save time and focus on customizing the bid to the needs of your contract. 1. Select one of the following areas to create an estimate for your construction opportunity: - [From a location record](/construction/docs/end-to-end-guide-to-project-management#create-an-estimate) - From the call booking screen - From the call booking screen on a location record 2. Create an estimate. 3. On the *Estimate* page, click the **Actions** dropdown and select **Import from Template**. ![Dropdown menu showing actions like 'Collect/Apply Payment' and 'Import from Template'.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-kz3orvtj.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 4. Upload the XLSX file from your computer. A confirmation message appears that the import has started. > [!NOTE] > **Note:** A notification appears if there are import errors. 5. Open the imported template and use it for your current contract or opportunity. ## Manage change orders If you need to make updates to a project after completion, create [change orders](/construction/docs/create-a-change-order) to make modifications to your project and contract when using the Application for Payment feature. The change order can adjust the contract value and revenue for the project. To create a change order, add a new estimate on the project to capture the changes. Use a change order project label and category so the updates are reflected accurately in the project. > [!NOTE] > **Note:** When creating a change order, note the following: - Change orders apply at the project level. - Projects can have multiple change orders. - An original sold estimate is required to create a change order. - Before you create a change order, make sure you have a change order project label. This allows you to track change orders in the Budget vs Actuals reporting. > [!TIP] > **Tip:** Change orders allow you to retain the information in the original sold estimate and to identify and track changes to the original sold estimate. Don't update the original sold estimate for the project. Instead, create a change order. ### Create a change order 1. Open the project you want to set up a change order for. 2. Click the **Actions** dropdown and select **Build Estimate**. ![Dropdown menu showing various actions including 'Build Estimate' option highlighted.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-argub55v.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Click the **Create New Opportunity** tab. 4. Click the **Business Unit** dropdown and select the business unit (BU) for which you want to create an estimate. 5. When finished, click **+ Build Estimate**. ![Interface for building estimates with options for new construction and template selection.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-d91zjo0z.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** You can also select a template and click **Done** to create an estimate from an existing template. 6. When the change order estimate status is updated to *Sold*, enable the **Change Order** option on the *Estimate* screen. This ensures that the change order is accounted for in the *Application for Payment* summary. You can find change order details in the *Net change* by *Change Orders* and *Change Order Summary* sections. 7. Build the new estimate. 8. If you're adding the change order to an Application for Payment, follow these best practices: 1. Add a project label to all the items in the change order. For more on project labels, see Create project labels. 2. When initiating an Application for Payment, your change order is grouped as one scheduled value named after the *Name* of the estimate. 1. This is different from the logic of how the other scheduled values are updated based on project labels assigned. 2. When an invoice is generated for the change order, service items are added using the same logic as the initial estimate. 3. Actual Billing is reported on the *Budget vs Actual* table based on project labels assigned using the same logic as service items from the initial estimate. 3. When the change order estimate status is updated to *Sold*, enable the **Change Order** option on the *Estimate* screen. This ensures that the change order is accounted for in the *Application for Payment* summary. You can find change order details in the *Net change* by *Change Orders* and *Change Order Summary* sections. ![Payment application showing net change by change orders and summary details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-cg89hb09.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Make cost adjustments While a project is in progress, there may be times where changes or modifications to the contract budget need to be represented in ServiceTitan. Cost adjustments are a form of change orders that can adjust the cost budgets for the project. To create a cost adjustment, add a new estimate on the project to capture the changes. Use a project label to associate the additional costs to the hierarchy you determine so the updates are reflected accurately in the project. You can follow the same steps you use to create a change order when creating a cost adjustment. Ensure the project label you apply to the estimate item reflects where you want the additional cost to reflect on the project. For example, you might underestimate the material budget for the *Rough-in* phase of a project and midway through the phase, you realize that you need to reflect the added cost for materials through a cost adjustment. By building a change order, you can add a non-chargeable material to capture the additional costs you want to add to your budget. The material, based on this example, is labeled *Rough-in - Materials*. ![Estimate document showing project details, materials, and cost adjustment information.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-jd18lkda.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) This action adds $2,000 in budgeted costs to the *Rough-in - Material* category on the *Budget vs. Actual* table. Prior to the cost adjustment, the budgeted total was $200 in costs. ![Budget vs actual expenses table highlighting materials cost and overall project budget.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-qfnxemmu.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The final result reflects the cost adjustment for *Rough-in* materials on the *BvA*. You can drill down into the materials to see that reflected by line item. ![Detailed budget breakdown showing expenses and total amount for materials.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-snd1wtc3.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The itemized details confirm that the cost adjustment was applied the correct way to add additional budgeted costs to this project. You can see that two sold estimates, which is expected because the initial $200 in costs came from the initial sold estimate and the subsequent $2,000 in costs came from the cost adjustment. ## Generate actuals You can [generate actuals](/construction/docs/generate-actuals) from materials and equipment on projects. You can also generate labor actuals from timesheets and labor invoice items. To generate actuals for materials and equipment, add them to an invoice with invoice closeout by creating a purchase order or manually adding them directly to the invoice. ## Use purchase orders to generate and track your actual costs Assigning a PO to a job will associate actuals to that specific job. Then, associated project label hierarchies apply to the job. 1. Find the project for which you want to create a PO. 2. In the side panel, click **Jobs & Appointments**. 3. From the *Jobs* table, select the job for which you want to create a PO. 4. From the dropdown, select **Purchase Order**. ![Dropdown menu displaying various job actions including 'Purchase Order' option highlighted.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-job-actions-purchase-order.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. In the *Purchase order details* fly-out menu, enter PO details. - The **Qty** field in the *ItemsList* table should reflect the amount of materials that are accumulated during the job and the cost should reflect the hourly pay for the subcontractors. - To classify subcontractor labor correctly, we recommend adding project labels to the PO in this order: *Phase*, *Labor*, *Subtype of Labor*. ### Manage purchase orders and bill costs on a project Purchasing and Inventory Modules enhance your efficiency by allowing you to order and procure the necessary items to complete your work. - With the [Purchasing module](/construction/docs/purchasing-module-home), you can add your vendors to procure items for your inventory, as well as create purchase orders to replenish items from those same vendors. - Use the [Inventory module](/construction/docs/inventory-and-purchase-orders-home) to simplify item tracking across multiple trucks and warehouses. The Inventory module provides real-time stock quantity tracking for each location. > [!NOTE] > **Note:** A significant portion of your time dedicated to Inventory Management should be focused on learning how it works and ensuring that you and your team understand how to use it. - Use Inventory Requisition to automate the procurement process to help you maximize the use of your stock items so your liquidity remains high. If you're using the Inventory module, ServiceTitan first checks your existing stock in the requisition warehouse. If items you need aren't in stock, ServiceTitan selects your primary vendor as the procurement source. If you're using the Purchasing module, ServiceTitan automatically selects the primary vendor as the default procurement source for each item. - After a job is complete, use [Invoice Closeout](/construction/docs/review-and-confirm-invoice-closeout) to account for items that were used to complete the work. - From the *Invoice Closeout* screen, you can [return unused items](/construction/docs/return-unused-items-from-a-requisition) directly to a vendor or to your inventory. > [!NOTE] > **Note:** For Intacct integrations: If you use an Intacct integration with ServiceTitan, you may see Accounting System Adjustments on your Budget vs Actual table after receiving bills between ServiceTitan and Intacct. The Accounting System Adjustment line item reflects differences between the bill cost in ServiceTitan and Intacct. If the bill cost is higher in Intacct, the integration sends that amount of difference back to ServiceTitan as the Accounting System Adjustment. This value is exclusive to the Intacct integration and can't be edited in ServiceTitan. ![Highlighted section for accounting system adjustment in a financial document overview.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-f6qhhl9y.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Add payments to a project and apply payments to project invoices On the project page, click **Financials** to see the payments associated with the project. To generate a payment for a project: 1. On the project screen, select one of the following options: 1. From the **Actions** dropdown, select **Create Payment**. ![Menu displaying options with 'Create Payment' highlighted for user selection.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-3ovwiohd.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. From the side menu click **Financials**, go to the **Created Payments** section, then click **Create Payment**. The *Collect and Apply Payments* screen opens. ![Table displaying created payments with invoice numbers, amounts, and payment status.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-p08v1ost.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. Under *Payment on Invoice*, enter the details for the payment you want to collect: > [!NOTE] > **Note:** When you create a new payment, you can select an outstanding invoice from the Which invoice(s) should receive this credit section and the full balance of the invoice populates in the **Amount** field. - **Payment Type**: Method the customer uses to pay for the invoice. - **Amount**: Dollar amount of the payment. - **Date**: Payment transaction date. - **Authorization Code**: Code used to authorize payment if the payment method is credit card or ACH. - **Business Unit**: Business unit associated with the invoice for which you're making a payment. - **Memo** (optional): Any additional notes attached to the payment.![Payment details for Monica Jones including amount, date, and memo information.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-16324ibc.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Apply the payment to the customer profile, or to an outstanding invoice. ![Payment application interface showing invoice details and amount allocated for payment.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-l3qndnq8.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!TIP] > **Tip:** You can search for a specific invoice number using the search bar when applying a payment. You can also filter the columns in the Apply to Invoice section for ease of use. ## Add materials or equipment to an invoice to generate actuals 1. Find the project for which you want to generate actuals. 2. In the side panel, click **Financials**. 3. From the *Invoice* table, select the invoice to which you want to add materials or equipment. 4. Click **Add a material** or **Add equipment**. ![Menu options for updating payment terms, invoice details, and adding equipment or tasks.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-78s2sidh.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. Enter equipment or material details. 6. When finished, click **Save**. You can repeat these steps as needed. ## Generate actuals from labor There are two ways to generate actuals to account for labor: - Generate actuals with technician timesheets - Generate actuals with subcontractor labor ### Generate actuals with technician timesheets To generate actuals with technician timesheets, technicians need to log in and out of the ServiceTitan Mobile app. After technicians log in, they can add parts and purchase orders (POs) to invoices as they use these parts. Things to know when generating actuals with technician timesheets: - Mark an estimate as *Sold* but don't book your labor items into a job to ensure that labor actuals come from technician timesheets. - Technicians need to be signed in to ServiceTitan Mobile, clock in and out of the job, and mark it as *Done for now*. > [!NOTE] > **Note:** If technicians don't mark Done for now, they won't be able to see their next job. - As technicians accumulate timesheet hours, their labor actuals accumulate and attribute to the labels on the job type and the labels applied to their profile in *Settings*. > [!NOTE] > **Note:** Jobs don't need to be completed for the labor actuals to generate in the Budget vs Actual table. - When technicians add items to an invoice, the items have the job type's label added to the labels that are applied to it either on the estimate or the pricebook. It's important to add a phase label to a job type because technicians can't add or modify labels. Technicians can only add POs, materials, and equipment to the invoice. - If you use a PO on a job, it also inherits the job's labels. When you add an item with pricebook labels to a PO, these labels on the item get auto-applied to the PO as well. PO items first receive the job label, followed by the pricebook labels. - If you want to change the labels for a technician's labor, then edit the splits on an invoice. Each split allows the selection of one or more project labels. By default, any labels assigned to a technician in *Settings* are displayed. ### Generate actuals with subcontractor labor Use this method if your technicians don't enter information in the ServiceTitan Mobile app because labor is performed by subcontractors. You can also use this method to generate actuals if timesheets for technicians are managed in the office. You can use materials to account for work that subcontractors perform on a project by creating a subcontractor material and applying labor labels to it. 1. Log labor actuals for subcontractors. 1. [Create a material](/construction/docs/add-materials-to-your-pricebook-1#add-a-material) for each type of subcontractor labor that needs to be tracked in the project. 2. [Apply the labor labels to the materials](/construction/docs/assign-default-project-labels-to-expense-items#assign-project-labels-to-pricebook-items) you created to account for subcontractor labor cost. 2. [Create POs](/construction/docs/create-purchase-orders-2) on the job and add the material that represents subcontractor labor to track the pay and hours that will be paid to subcontractors as the work is completed. You can create a PO for each day of work or you can have a single PO for the aggregate labor costs for the entire phase: 1. Find the project for which you want to create a PO. 2. In the side panel, click **Jobs & Appointments**. 3. From the *Jobs* table, select the job for which you want to create a PO. 4. From the dropdown, select **Purchase Order**. ![Menu options include adding a purchase order and other job-related actions.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-ghbhfuot.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. In the Purchase order details fly-out menu, enter PO details. - The **Qty** field in the *Items List* table should reflect the number of hours that are accumulated during the job and the cost should reflect the hourly pay for the subcontractors. - To classify subcontractor labor correctly, we recommend adding project labels to the PO in this order: *Phase*, *Labor*, *Subtype of Labor*. ![Order details for job number 112923, including project labels and order type.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-pv95zk0w.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** A label doesn't need to be applied to the PO if: > > - The job to which the PO is added already contains a phase label. > - The materials that represent labor and the specific subtype of labor already have applicable labels applied in the pricebook. 6. When finished, click **Create**. ### Manage timesheets on jobs and projects using payroll ServiceTitan's timesheet automation can increase efficiency for your business by: - Saving 30-60 minutes a month in payroll preparation time *per employee* - Increasing convenience through features like payroll sign-off - Improving transparency in pay calculations with real time visibility of the current pay period - Providing the ability to break down activities between drive time, working time, idle time, and non-job events For projects where you have helper technicians, apprentices, or non-managed technicians, you can use features such as [crew management](/construction/docs/manage-crews-in-servicetitan-mobile) for your lead technicians to log timesheets on behalf of their crew. This includes dispatching, arriving, starting and ending meal breaks and closing out technicians in bulk. A crew is all of the technicians on an appointment with a lead technician. To make a technician a lead technician, [edit their profile](/construction/docs/add-and-manage-technician-profiles-1) and add *Lead technician actions* under the **Permissions** tab. You can edit technician timesheets from the office, which allows you to make corrections and changes. For example, if a technician forgets to tap **Arrive** at a job, you can manually edit their timesheet to properly account for job hours. You can edit, delete, or add timesheet entries for any job, regardless of job status. You can also edit timesheets for jobs in progress. To edit timesheets associated with the project, edit them from the job record where the timesheets were created. > [!NOTE] > **Note:** If your account uses Flexible Timekeeping, you can also open the project, click **Employees**, and then click **View Timesheet** to add, edit, or remove the project's timesheet entries. For more, see [Access timesheets](/construction/docs/access-timesheets#coming-st82-edit-timesheets-from-a-project-record). ### Edit a timesheet 1. [Search for](/construction/docs/use-search-in-servicetitan) and open the job with the timesheet you want to edit. 2. In the *Timesheets* section of the job record, click **View Timesheets**. 3. On the timesheet that opens, you can: - Click **Delete** to delete a timesheet event. - Click **Add New Record** to create a new timesheet event. - Click **Edit** to change an existing timesheet event. ![Timesheet entries for job #9358, showing technician details and timestamps for records.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-74ox2njj.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 4. When you add or edit a timesheet event, the *Edit* pop-up opens. Edit the fields as needed: - If this is a new event, click the **Technician** dropdown to select a technician. - Use the calendar and time fields to edit the date and time for **Dispatched On**, **Arrived On**, **Canceled On**, and **Done On**. The date will autofill with today's date. ![Appointment details for technician Rick Ross, including dates and times for service.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-edit-timesheet.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** If the appointment is canceled, leave the **Done On** fields empty. If the appointment is complete, leave the **Canceled On** fields empty. - Click the **Appointment** dropdown and select the job appointment you want to assign the event to. 5. When finished, click **Update**. ## Avoid uncategorized expenses If there is an *Uncategorized* expense in your *Budget vs. Actual* table, this means that an item doesn't have a project label associated with it. Uncategorized expenses don't show where the cost exists, making it more difficult for your project managers to identify and control rising costs. - **Uncategorized budgets**: An estimate item on a sold estimate is missing a project label. - **Uncategorized actuals:** A non-estimate record on the project is missing a project label. ![Budget vs Actual table showing categorized expenses and variances for project management.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-pzx9ugfa.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!TIP] > **Tip:** To avoid uncategorized expenses, associate all estimate and invoice items, purchase orders and bills, and labor with a project label. If you find uncategorized expenses in your project: 1. Click **Uncategorized** in the *Budget vs. Actual* table to see which items don't have a project label. ![Budget overview showing expenses, actual costs, and variances for project categories.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-6nunby56.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. The *Itemized Details* page opens that shows the itemized details for the uncategorized expense. Click the link in the *Source* column to go to the item. For example, the *Work Material* on the invoice doesn't have a project label associated with it, so it is uncategorized on the project's *Budget vs. Actual* table. ![Invoice details showing total amount and uncategorized project label for work material.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-9jkuzo00.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Associate a project label to the item to classify the expense and remove it from the *Uncategorized* row in the *Budget vs. Actual* table. ![Editing job type details for construction, highlighting project label and duration settings.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-1n7ufrgu.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 4. When finished, click **Save**. After you classify the expense, the *Uncategorized* line item no longer appears on the *Budget vs. Actual* table. ![Budget versus actual expenses table highlighting the 'Rough In' project details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-ps05vlze.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Create a project invoice On the project record, click **Financials** to find the invoices associated with the project. The *Invoices* section excludes $0 invoices and lists all invoices that have an accounting impact with pricebook items to help you manage unpaid invoices. To generate a project invoice for a project: 1. On the project page, select one of the following options: 1. From the **Actions** dropdown, select **Add Invoice**. ![Menu options for actions including adding an invoice and creating payments.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-0wyxtqv6.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. From the side menu, click **Financials**, go to the **Invoice** section, and then click **Add Invoice**. ![Invoice management interface displaying pending invoices and an option to add new invoices.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-qe1sq7d5.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. On the *Add Invoice* pop-up window that opens, select a business unit from the **Business Unit** dropdown. 3. Click **Add Invoice**. A blank invoice opens and is not tied to any job, only to the project. > [!NOTE] > **Note:** The invoice date defaults to the date you created the invoice. If you want to update the invoice date, click **Update invoice details** and enter the date in the **Invoice Date** field. 4. Apply payment terms to the invoice as needed: 1. Click **Update payments terms & due dates**. 2. Select a payment term. 3. Click **Save**. For more on payment terms, see [Set or change default payment terms](/construction/docs/set-or-change-default-payment-terms). 5. Adding billing service items as necessary. > [!NOTE] > **Note:** If you want the Budget vs. Actual for Revenue broken out by billing milestones, then the revenue services on the estimate need to be broken down by billing milestones or phases by applying labels with categories that correspond to the milestones or phases. The estimate also needs a label applied corresponding to its phase. 6. Collect payments and apply them to the appropriate invoice. > [!NOTE] > **Note:** Payments don't require labels because they're only displayed in the Project Summary. ## Add invoice to progressively bill without AFP By adding an invoice directly to the project, you can progressively bill customers as you reach specific milestones in a project. Adding an invoice directly to the project enables you to create a non-job invoice and progress bill without the AIA Billing style. 1. Select the project you want to create an invoice for. 2. On the project screen that opens, do one of the following: 1. From the **Actions** dropdown, select **Add Invoice**. ![Menu options for actions including adding an invoice and creating payments.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-add-invoice-progress-billing-without-afp.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. From the side menu, click **Financials**, go to the **Invoice** section, then click **Add Invoice**. ![Invoice management interface showing pending invoice details and an option to add invoices.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5b-image-i6up3gmm.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. From the **Business Unit** dropdown, select a business unit. 4. Click **Add Invoice**. A blank invoice opens and is not tied to any job, only to the project. > [!NOTE] > **Note:** The invoice date defaults to the date you created the invoice. If you want to update the invoice date, click **Update invoice details** and enter the date in the **Invoice Date** field. 5. Apply payment terms to the invoice as needed: 1. Click **Update payments terms & due dates**. 2. Select a payment term. 3. Click **Save**. For more on payment terms, see [Payment terms](/construction/docs/create-payment-terms). > [!NOTE] > **Note:** If you want the Budget vs. Actual for Revenue broken out by billing milestones, the revenue services on the estimate need to be broken down by billing milestones or phases by applying labels with categories that correspond to the milestones or phases. The estimate also needs a label applied corresponding to its phase. 6. Add a service task that you will use to bill the customer. 7. Add project labels to the service task that align with what you are billing for. 8. Collect payments and apply them to the appropriate invoice. Payments don't require labels because they're only displayed in the Project Summary. For more on collecting payments, see [Collect a payment](/construction/docs/collect-a-payment) ## Use progress billing for project revenue Avoid using job invoices to bill for project revenue. In construction projects, job invoices capture costs and material consumption, while Applications for Payment or progress billing capture revenue. ### Progressively bill through the Application for Payment workflow With progress billing through Application for Payment, you bill customers based on the amount of completed work and stored materials. To progressively bill, customers may require you to submit [Applications for Payment and Continuation Sheets](/construction/docs/complete-application-for-payment-and-continuation-sheet). ServiceTitan's Application for Payment workflow automates the creation of your progress invoices while maintaining the AIA-styled approach commonly used in the construction industry. AFP saves you time and effort in your billing workflows by pulling your parent-label hierarchy directly into the Continuation Sheet to facilitate the billing needs of your contract while providing the documents necessary to collect payment for stages of completion. Things to know about Application for Payment: - Information on a continuation sheet is used to generate an application for payment. - Both documents are created at the project level. - Both documents are created at the same time. - A customer approves an *Application for Payment* to indicate approval of the work reported. - Progress invoices are created after the *Application for Payment* is approved. - The Continuation Sheet is sometimes referred to as the schedule of values (SOV). - The AFP reflect industry standard the AIA-style document - The Application for Payment updates based on change orders sold in the project - The *Application for Payment* workflow supports automated retainage, or holdback, based on the settings you decide for your project > [!TIP] > **Tip:** Generate your progress invoice after your Application for Payment is approved. If you generate the invoice before the Application for Payment is approved, don't post or export the invoice. Changes to the Application for Payment automatically update the corresponding invoice if the invoice is not posted or exported. ### Create an Application for Payment The first step in progress billing is to [add an Application for Payment](/construction/docs/create-a-progress-invoice-based-on-application-for-payment) to the project and complete a Continuation Sheet. The Continuation Sheet is used to generate the Application for Payment. Both documents are sent to the customer for approval. To create application for payment: 1. [Search for](/construction/docs/use-search-in-servicetitan) and select the project to which you want to add an *Application for Payment*. 2. From the *Actions* dropdown, click **Add Application for Payment**. ![Menu options for actions including adding applications and invoices, with a cursor pointing.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-85ahxotk.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The Continuation Sheet opens. The top section shows dates covered by the Continuation Sheet, application date, and retainage percent. ![Continuation sheet displaying period dates, application date, and retainage percentage fields.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-iu1zo04c.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** **Period From** is the contract start date on the first Application for Payment. The date is updated after the first application. The bottom section shows project information by project labels or categories and the total project. ![Summary of work completed, scheduled values, and retainage for various project items.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-hv7buqj7.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** All fields on the Continuation Sheet include calculated taxes. ### Update Continuation Sheet You can update a Continuation Sheet to reflect the correct billing period, work done, and material used for the project. ![Continuation sheet detailing work completed, scheduled values, and retainage for various items.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-53zrvoeu.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) To update the Continuation Sheet: 1. In the **Period To** and **Application Date** fields, enter dates. > [!TIP] > **Tip:** You can use the calendar to select a date. > [!NOTE] > **Note:** Application Date defaults to the current date. 2. In the **Retainage %** field, enter a new value, if necessary. > [!NOTE] > **Note:** You can set the retainage percentage at the beginning of a project. You cannot set it after the second Application for Payment is done. To update *Work Completed* and Materials Presently Stored for this period: 1. Select the row you want to update. 2. Click the **Edit** icon. The *Description of Work Items* for that label or category appears. ![Table displaying project work details, including equipment costs and completion percentages.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-2rtzx1z1.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. In the *This Period* column of the *Quantity* tab, enter the value of work done in this period. 4. In the *Materials Presently Stored* column of the *Quantity* tab, enter the value of materials purchased and stored but not yet used. ![A gif showing the Application for Payment process.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/gif-application_payment.gif?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** The project manager typically provides values for Work Completed This Period and Materials Presently Stored. If you want to see prices for a label or category, go to the **Price (USD)** tab. ![Table displaying work items with quantities, prices, and completion details for a project.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-f4u29obq.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) To update *Work Completed* and *Materials Presently Stored* for this period by price: 1. Select the **Enable Edit Using Price** option. ![Form fields for application date and retainage percentage with an edit option highlighted.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-enable-edit-using-price.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. For each item you want to edit, place a checkmark in the **Edit by Price** box. > [!NOTE] > **Note:** You can't edit prices of Items with Inventory Tracking enabled. 3. In the *This Period column* of the *Price (USD)* tab, enter the value of work done in this period as a cash amount. 4. In the *Materials Presently Stored* column of the *Price (USD)* tab, enter the value of materials purchased and stored but not yet used. > [!NOTE] > **Note:** You can't edit prices of Items with Inventory Tracking enabled. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-4jtdryt5.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. Click **Save**. ### Apply percentages in bulk To apply percentages in bulk on a Continuation Sheet, click the **Bulk Actions** dropdown and select an action. ![Continuation sheet displaying billing options and itemized work details for a project.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-8bu4tkln.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - If you select **Bill for Remaining Balance**, it automatically fills out the *Work Completed* for the *This Period* field to get to 100 percent. - If you select **Bill for Remaining Balance Including Retainage**, it automatically fills out the *Work Completed for This Period* field to get to 100 percent and selects the retainage to be collected. - If you select **Bulk Apply**, you can enter the percent you want to apply to all lines. The percentage entered pre-populates the *Work Completed* field of the remaining items that aren't at the percentage that you entered. > [!NOTE] > **Note:** The **%** field may not always be exactly equal to the percentage applied to each line. This happens if some rows are already completed with more than the percentage entered, and the system doesn't support more than two decimal points. To save your changes, click **Apply**. To review the application for payment in a PDF form, click **Review Application for Payment**. ![Spreadsheet showing project details, including costs, completed work, and payment review button.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-ab94mru9.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The *Review Application for Payment* screen opens with a preview of the Application for Payment and the Continuation Sheet. > [!NOTE] > **Note:** The amount in the **Current Payment Due** field includes tax. ![Payment application document detailing contract sums, completed work, and retainage amounts.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-final-afp.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) In *Review Application for Payment*, you can: - Change the business unit by selecting the business unit you want. > [!NOTE] > **Note:** The Business Unit setting populates the contractor name, address, and logo for the document. ![Review application for payment with highlighted business unit selection options.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-wlpye1fo.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - Print the documents by clicking **Print** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-hdiybur7.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). ![Review application for payment with business unit selection and save options visible.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-f6zzld39.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - Email the documents by clicking **Email** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-tq30s85f.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). ![Review application for payment with business unit selection and save options visible.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-c3e7abxg.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) When you click **Email** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-6gvxd1ih.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D), the *Email Application for Payment* opens: 1. Fill in the corresponding fields. 2. Click **Send**. > [!NOTE] > **Note:** A copy of the Application for Payment and Continuation Sheet is attached to the email. After you make changes, you have several options: - You can click **Save** to confirm changes you made. - You can click **Finish and Generate Invoice** to save changes after you reviewed the Application for Payment. - You can click **Discard** if you don't want to save changes you made. > [!NOTE] > **Note:** When you click **Discard**, it doesn't impact changes to project dates. ### Set up an Application for Payment email template 1. Go to the navigation bar and click **Settings** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-k3pzyj5s.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). 2. In the side panel, click **Invoicing > Email**. *Email settings opens.* 3. Click the **Application for Payment** tab. 4. Enter email template details: 1. *From* 2. *Subject* 3. *Body* ![Email settings showing placeholders for customer and business unit information in a template.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-i1gakibe.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. Review the *Preview* section and modify the message as needed. ![Preview of a payment application addressed to John Doe from Good Company, Inc.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-sitr8f75.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 6. When finished, click **Save**. > [!NOTE] > **Note:** In the **Body** field, you can also insert placeholders for commonly used values. Make sure that you use names exactly as shown. For example, use {CustomerName} with no space between Customer and Name. ### View, email, or print Applications for Payment from the project page You can view, email, or print an *Application for Payment* from the project page. 1. [Search for](/construction/docs/use-search-in-servicetitan) the project you want to view and open it. 2. In the *Application for Payment* section, click an **Application #**. ![Table displaying payment applications with due dates, invoices, and balances for three applications.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-pu7wuc7j.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. On the Continuation Sheet that opens, click the **Application for Payment** tab. ![Continuation sheet displaying application details and payment information for construction work.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-it534o5p.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The *Review Application for Payment* opens. You can view, print or email the document. ## Use retainage [Retainage](/construction/docs/set-up-retainage-based-on-application-for-payment) is a percentage of invoice that is not billed until the project is complete and the customer has approved the work. Retainage gives the customer recourse if they aren't satisfied with the work done. Invoicing for retainage allows you to bill accurately as the project progresses, track retainage amount, and collect the cost at the end of project completion. > [!NOTE] > **Note:** "Retainage" is also known as "holdback" in Canada. Things to know about retainage: - Retainage on a project is optional. Customer contracts specify if retainage is required and what the retainage percentage is. - Retainage needs to be set up before creating an *Application for Payment* and must be set up at both the account and project levels. - Progress billing is done at the project level. ### Set up retainage with Application for Payment To deduct retainage from progress invoices, first [set up retainage receivable accounts](/construction/docs/set-up-retainage-based-on-application-for-payment) and import them into ServiceTitan. Next, set up retainage at the account level and the project level. ### Set up retainage receivables accounts - If you use Intacct: - Add a new GL (general ledger) group called *Retainage Receivable*. See [Map pricebook items to Item GL Groups](/construction/docs/intacct-onboarding-step-4-map-pricebook-items-to-item-gl-groups). - Add a new GL account in Intacct called *Retainage Receivable*. See [Map payment types to GL Accounts](/construction/docs/intacct-onboarding-step-5-map-payment-types-to-gl-accounts). - If you use QuickBooks: - Add a new GL account called *Retainage Receivable*. See [Map pricebook items to a QuickBooks general ledger account](/construction/docs/qbd-onboarding-step-3-map-pricebook-items-to-a-quickbooks-general-ledger-account). ### Set up retainage at the account level 1. Go to the navigation bar and click **Settings** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-dincryb4.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). 2. In the side panel, click **Operations > Application for Payment**. The *Application for Payment* screen opens. ![Application for payment setup with fields for retainage items and payment terms.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-5spmfpul.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Complete the following fields: - **Code**: Enter the service **Code** you want associated with a task. - **Name**: Enter **Retainage** or another name if you prefer. - **Item Description**: Enter the task description you want to appear on the invoice. - **General Ledger Account**: Select the GL retainage receivable account from the dropdown. - **Payment Term**: Select a payment term from the dropdown. 4. On the *Application for Payment* screen, click **Save**. ### Set up retainage at the project level 1. [Search for](/construction/docs/use-search-in-servicetitan) and select the project you want to set up retainage for. > [!NOTE] > **Note:** Retainage can only be set at the beginning of a project. You cannot enable retainage after the second Application for Payment has been made. 2. Click **Edit** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-hlxu61wz.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D)to edit the project. The *Edit Project* screen opens. ![Overview of a renovation project with status, project ID, and billing information displayed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-banmsdqg.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Enable the **Enable Retainage** option. ![Editing project details including dates, retainage, and payment terms for renovation.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-iesrrcce.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** The retainage percentage shown is project-level retainage. If you want to change the percentage for your project, enter a value in **Retainage Percentage**. 4. Click **Save**. ### Bill for retainage based on Application for Payment The *Application for Payment* and the *Continuation Sheet* have the information needed to bill for retainage. You need to complete those documents before you can invoice for retainage. To bill for retainage: 1. [Search for](/construction/docs/use-search-in-servicetitan) and select the project you want to progressively bill for. 2. Open the Application for Payment. 3. Select **Collect Retainage** in *Column K* for the *Description of Work* items that are 100% complete that you want to bill for. ![Financial summary showing total completed, balance to finish, and retainage details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-6q3k1coq.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** The entire Application for Payment doesn't need to be 100% complete to bill for retainage. A Description of Work row that is 100% complete can be invoiced for retainage. 4. Click **Next** at the bottom of the Continuation Sheet. The *Document Preview: Application for Payment* opens. > [!NOTE] > **Note:** Columns A through I on the Continuation Sheet are visible to your customer. Retainage Columns J and K are excluded. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-final-afp.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** The Retainage section in the Application for Payment is reduced by the amount of retainage billed. The amount billed displays in the Current Payment Due section. ![Payment application summary including retainage and current payment due details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-rw6j1j5r.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 5. To print the documents, click **Print** in the upper corner of the screen. ![Review application for payment with business unit selection and save options visible.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-ynomdz6l.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 6. To email the documents, click **Email** in the upper right corner of the screen. ![Review application for payment with business unit selection and save options visible.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-xnbom8ul.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The *Email Application for Payment* screen opens. 1. Add an email recipient by entering an email address in the **New email address** field or selecting an email address that appears. ![Email application form showing sender and recipient fields for payment processing.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-g3ac800y.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. Use the existing template or revise the body of the email. ![Email application for payment sent to Jamie Patter from ABC Construction.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-faq0i0m4.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. When finished, click **Send** to attach a copy of the *Application for Payment* and *Continuation Sheet* to the email. 7. After the Application for Payment and Continuation Sheet are approved, click **Finish and Generate Invoice** at the bottom of the *Preview* page. > [!TIP] > **Tip:** Don't generate, post, or export an invoice before the Application for Payment and Continuation Sheet are approved. This is recommended to help you avoid significant rework. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-zeg92ium.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The *Finish and Generate Invoice* popup opens. ![Prompt asking if user is ready to generate an invoice or save progress.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-al3ff1kp.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!TIP] > **Tip:** If the Application for Payment hasn't been approved, click **Save Progress**. Don't generate the invoice until the application is approved. 8. Click **Finish and Generate Invoice**. > [!NOTE] > **Note:** If you update the Application for Payment and click **Finish and Save Invoice**, a confirmation pop-up opens. 9. Click **Finish and Save Invoice**. ![Invoice details showing payment terms, amounts, and tasks for construction project.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-b1gundr0.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The *Invoice* screen opens. > [!NOTE] > **Note:** The invoice date defaults to the date you create the invoice. If you want to change the date, click **Update invoice details** and enter the new date in the **Invoice Date** field. - The warning at the top of the invoice lets you know that changes made to the invoice won't update the related Application for Payment. You need to update the Application for Payment. - The retainage balance should match the retainage amount billed from the Continuation Sheet. ![Payment application document highlighting the current payment due of seven thousand dollars.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-1n66b57o.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - You can also see the invoice on the project page. ![Invoice details showing pending status and total amount for invoice number 161670.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-mgbl3534.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Manage purchase orders and bill costs on a project Purchasing and Inventory Modules enhance your efficiency by allowing you to order and procure the necessary items to complete your work. - With the [Purchasing module](/construction/docs/purchasing-module-home), you can add your vendors to procure items for your inventory, as well as create purchase orders to replenish items from those same vendors. - Use the [Inventory module](/construction/docs/inventory-and-purchase-orders-home) to simplify item tracking across multiple trucks and warehouses. The Inventory module provides real-time stock quantity tracking for each location. > [!NOTE] > **Note:** A significant portion of your time dedicated to Inventory Management should be focused on learning how it works and ensuring that you and your team understand how to use it. - Use Inventory Requisition to automate the procurement process to help you maximize the use of your stock items so your liquidity remains high. If you're using the Inventory module, ServiceTitan first checks your existing stock in the requisition warehouse. If items you need aren't in stock, ServiceTitan selects your primary vendor as the procurement source. If you're using the Purchasing module, ServiceTitan automatically selects the primary vendor as the default procurement source for each item. - After a job is complete, use [Invoice Closeout](/construction/docs/review-and-confirm-invoice-closeout) to account for items that were used to complete the work. - From the *Invoice Closeout* screen, you can [return unused items](/construction/docs/return-unused-items-from-a-requisition) directly to a vendor or to your inventory. > [!NOTE] > **Note:** For Intacct integrations: If you use an Intacct integration with ServiceTitan, you may see Accounting System Adjustments on your Budget vs Actual table after receiving bills between ServiceTitan and Intacct. The Accounting System Adjustment line item reflects differences between the bill cost in ServiceTitan and Intacct. If the bill cost is higher in Intacct, the integration sends that amount of difference back to ServiceTitan as the Accounting System Adjustment. This value is exclusive to the Intacct integration and can't be edited in ServiceTitan. ![Highlighted section for accounting system adjustment in a financial document overview.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-vf5tlk4b.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Collect project payments and deposits Use [Payment Collections](/construction/docs/payments-home) to collect payment from your customers. 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. Payment collections also provide access to the Deposit workflow to collect and manage deposits. ### Collect a payment and deposit directly on a sold estimate In the mobile app when a sold estimate is signed by your customer and you click **Perform Work Later**, the sold estimate record opens so you can collect a deposit. > [!NOTE] > **Note:** This is a technician workflow. 1. From the sold estimate, tap **Pay Deposit**. ![User interface showing options to pay a deposit or complete the process.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-daok605h.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. From the **Choose payment type** dropdown, select a payment type. ![Payment interface showing total, paid, and balance amounts for a deposit.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-u7w13exz.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. Under *Enter amount*, select **Full balance** if your customer wants to pay the full balance of the estimate or select **Enter different amount** if your customer wants to pay an amount other than the full balance. 4. If the payment is by check, enter the check number in the **Check number** field. 5. Tap **Charge** or **Pay** to collect the payment. 6. If you're charging a credit card, collect an authorization signature from your customer and tap **Accept**. 7. When finished, tap **Done**. ![Payment of $2,300 approved, with a total balance of $0.00 displayed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-q7z9we0n.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!NOTE] > **Note:** Any payment in excess of the invoice balance is shown as an overpayment. ![Payment summary showing total, paid amount, and overpayment details for a job.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-xcubkfpa.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Manage documents Documents are forms, media, and attachments that you can add to your project. On the project record, click **Documents** to find all documents attached to a project. ![Project overview displaying documents, forms, and media attachments for management purposes.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-b60dmh6b.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Add a form There are two options to add a form on a project: ### Option 1 1. In the *Documents* section, click **+ Add Form**. ![User interface displaying document management options with highlighted 'Add Form' button.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-8garj5x2.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. On the *Select Form* screen that opens, click **Add** to select a form. ![User selects a form from a list of available options in a dialog box.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-0kwq5j52.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. On the form that opens, set up your form. ![Arrival checklist form with fields for date, technician, customer, phone, and address.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-long-formarrival-checklist.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) > [!TIP] > **Tip:** You can duplicate the form section or delete it. 4. When finished, click **Save**. ### Option 2 1. In the *Documents* section, click **View All**. ![User interface displaying recent documents with a button to view all forms.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-6twwalz4.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. In the *Project Documents* section that opens, click **+ Add Form**. ![Project documents interface showing options to upload files and add forms.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/screenshot-add-form-project.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. On the *Select Form* screen that opens, click **Add** to select a form. 4. On the form that opens, set up your form. 5. When finished, click **Save**. ### Upload files There are two options to upload a file: ### Option 1 1. In the *Documents* section, click **Upload File**. ![Document management interface showing forms, upload options, and recent documents section.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-sasl627g.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. Upload a file from your computer. ### Option 2 1. In the *Documents* section, click **View All**. ![User interface displaying recent documents with a button to view all forms.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-3n2t9lkr.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 2. In the *Project Documents* section that opens, click **Upload File**. ![User interface displaying project documents with options to upload files and forms.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-mzx6iufq.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Manage forms - Edit forms - Send forms or files by email - You can send an email to your customers and include all the necessary information, such as attachments. > [!NOTE] > **Note:** If you want to customize the email text when emailing project documents, go to **Settings > Invoicing > Email** and click the **Document** tab. - Download forms or files - Print forms or files - Delete forms or files You can perform these actions using two different options. ### Option 1 Select the record and view the actions you can perform. ![User selects the Arrival Checklist form from a project management interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-cw7axiyq.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Option 2 1. Select the item you want to edit and click **Edit** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-wy9g8tpb.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). 2. Click the icon and print or delete the record. ![List of forms with options to print or delete selected items.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-u4xog0h3.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ### Filter documents Use the *Created by*, *Date Created*, and *Source* filters to search for a document. ![Table displaying project documents with details like name, type, and creation date.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-70uvvveu.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) You can also search for a document by entering a document name and click **Search** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-5ujcq68h.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). ## Task Management in projects You can use [Task Management](/construction/docs/manage-tasks-and-subtasks) in ServiceTitan to streamline operations and enhance efficiency for tasks your business performs. Task Management is a flexible solution for assigning work to team members and managing action items. You can also report on the status of tasks in their account with [Task Management reporting](/construction/docs/task-management-report-template). Task Management can be used in a variety of ways, including: - Assigning tasks to employees with specific due dates - Ordering parts and filing permits - Reviewing and approving documentation - Resolving customer complaints or handling refunds > [!NOTE] > **Note:** Task Management integrates with [Zapier](/construction/docs/servicetitan-zapier-integration). > [!NOTE] > **Note:** An administrator needs to set up Task Management and add users before office employees can use it. See [Set up task management](/construction/docs/set-up-task-management) for more information. ## Add a client-specific pricing rate sheet to a project With client-specific pricing, you can use rate sheets to set unique prices for customers without having to duplicate pricebook items. It is often used in commercial service and repair when working with high-volume customers who use specialized pricing. Client-specific pricing, or CSP, allows you to set up specific labor rates to automate and calculate labor costs on invoices. With labor automation, you [assign default labor types to technicians](/construction/docs/assign-labor-types-and-client-specific-pricing-rate). When a technician works a job, their labor type and timesheet hours are used with rate sheet labor rates to calculate labor costs on the invoice. There are two ways to set a rate sheet at the project level: ### Option 1 1. From the project's header, find the project you want to assign a rate sheet to. 2. Click the **Edit** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-5q2cyzur.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D)icon next to the **Actions** dropdown. ![Overview of a project status with details and action options highlighted.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-b1yh9o4j.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. In the *Contract Info* section, click the **Rate Sheet** dropdown and select the appropriate rate sheet for the project. ![Editing project details including payment terms and rate sheet options.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-aozqurzs.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 4. Click **Save**. ### Option 2 1. From the project dashboard, find the project you want to assign a rate sheet to. 2. On the *Project Details* side panel in the *Additional Information* section, click the **Edit** icon in the **Rate Sheet** field and select the appropriate rate sheet for the project from the dropdown. ![Editing project details including payment terms and rate sheet options.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-ic24yfpi.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) 3. When finished, click **Save** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-5sagmux6.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D). See [Set up unique prices with client-specific pricing](/construction/docs/client-specific-pricing-overview-and-setup) for more information. ## Run project management reporting ServiceTitan offers multiple reports to track the progress of your projects, uncover cost details, and unlock insights to keep your projects on time and profitable. The most commonly used reports are the Work In Progress [WIP] - Percentage of Completion Method report and the Work in Progress (WIP) Summary 2 report. ### Run the Work In Progress [WIP] - Percentage of Completion Method report Run the [Work In Progress [WIP] - Percentage of Completion Method report](/construction/docs/work-in-progress-wip-report) to calculate the correct amount of recognized revenue for projects based on the Percentage of Completion method. For a project to be included in the WIP report, make sure that *Percentage of Completion* is enabled in the project settings. ![Work in Progress report showing project details and completion percentages for various projects.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-bfi0310a.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) In the Work In Progress [WIP] - Percentage of Completion Method report, projects populate if the **Project Completion Date** field is either blank or after the date that is set in the **As of date** field. > [!NOTE] > **Note:** The **Project Start Date** field on the Project Edit page needs to be filled in to run the Work In Progress [WIP] - Percentage of Completion Method report. ### Run the Work in Progress (WIP) Summary 2 report The Work in Progress Summary 2 report is an end-to-end report built to help Commercial and Construction customers manage in-progress projects, as well as completed projects. The report provides a reporting base for you to be able to review transactional data from a project to-date perspective next to project data for a specific period of time. ![WIP Project Summary form with various transaction and status options displayed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-ts6056qs.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) The Work in Progress Summary 2 report uses multiple filters to give deep financial insight in your projects. Report filters include: - **Transactions From-To (Required):** Reports on project transactions between the two entered dates. The dates entered into the **Transactions From-To** filter connect to KPIs that don't have "TD" in their name. - This filter provides dynamic date options, such as week-to-date, last month, and more to enable scheduling the report for your project managers. - Combine this date filter with the **Transactions As Of Date Options** date filter to report on two time frames simultaneously. - **Transactions As Of Date Options:** Measures costs as of a given date. The date entered into the *Transactions As Of Date Options* connects to the KPIs that have "TD" (To-Date) in their name. - Options include: - **Same as Transaction To Date**: The date entered in the **To** part of **Transactions From-To**. Selecting this option pulls everything prior to that day into the "TD" columns. - **Today**: Today's date. Select this option to view transactions as of today's date. - **Custom Date**: Select this option if you want to measure transactions as of a specific date. If you select this option, include the specified date in the **Transactions As of Date (if custom)** field. - Combine this date filter alongside the **Transactions From-To** to report on two time frames simultaneously. - **Transactions As of Date (if custom):** This filter works with the **Transactions As Of Date Options** filter when the value is set to *Custom Date*. You can enter a date to view transactions as of the entered date. Example: - "As a Project Manager, I need to report on the project's costs from last month compared to the project's costs to date" 1. Set **Transactions From-To** date range to **Last Month**. 2. Set **Transactions As Of Date Options** to Today. 3. Run the report. - **Project Status**: Isolate projects by their status. In the dropdown menu, **Parent statuses** are visible. Sub-statuses aren't searchable but you can filter for any substatus by instead filtering for its parent status. Options include: - *In Progress*: Project is in progress. - *Pending Scheduling*: Project is pending scheduling. - *Scheduled*: Project is scheduled. - *Hold*: Project is on hold. - *Canceled*: Project is canceled. - *Completed*: Project is completed. Examples: - To isolate completed projects, select the *Completed project* status. - To isolate in progress projects, select the *In progress* status. Sync statuses include: - **Invoice Cost Sync Status**: Include invoices by status. - The **Pending/Posted/Exported** option provides the widest view of your data. - Select the **Posted/Exported** option to exclude pending invoices from the data. - Select the **Exported** option to exclude pending and posted invoices from the data. - **Invoice Revenue / Billed Sync Status**: Include invoices by status. - The **Pending/Posted/Exported** option will provide the widest view of your data. Select the **Posted/Exported** option to exclude pending invoices from the data. - Select the **Exported** option to exclude pending and posted invoices from the data. - **Use case:** Best used by Accountants in bookkeeping workflows. See all invoices that have ever been created, or see only the posted/exported invoices - **Vendor Returns Sync Status**: Include returns by status. - The **Pending/Posted/Exported** option provides the widest view of your data. - Select the **Posted/Exported** option to exclude pending returns from the data. - Selecting the **Exported** option to exclude pending and posted returns from the data. - **Vendor Bill Sync Status**: Include bills by status. - The **Pending/Posted/Exported** option provides the widest view of your data. - Select the **Posted/Exported** option to exclude pending bills from the data. - Select the Exported option to exclude pending and posted bills from the data. - **Vendor Costs From**: Include costs associated with bills and receipts. - Select **Bills** to pull your costs from the vendor bills. - Select **Receipts** to pull your costs from the vendor receipts. Examples: 1. To show all results for any transactions, the filters should be set to **Pending/Posted/Exported**. 2. To ensure your accounting system is in sync with the WIP report, set the filters to **Exported**. This ensures that you're only seeing transactions that have been exported to your accounting system. ### Work in Progress (WIP) Summary 2 use cases - **Question**: "Can you show me costs from last month compared to costs to date?" - **Answer**: Set **Transactions from-to** to **Last Month**. Set **Transactions as of date** options to **Today**. - **Setup**: Arrange non-TD KPIs against TD KPIs to see to-date against a specified time frame. > [!NOTE] > **Note:** The **Transactions As Of Date** options connect to the KPIs that have "TD" (To Date) in their name. The **Transactions From-To** filter connects to KPIs that don't have "TD" in their name. ![Form fields for transaction reporting, including date range and sync status options.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-k1o3vpac.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - **Question**: "I need to do my WIP review, and I forgot to do it on the last day of the month. Can I go back and review costs from the previous month, as well as project to date costs at the end of that month?" - **Answer**: Set **Transactions From-To** to **Last Month**. Set **Transactions As Of Date** options to **Same as transaction to date**. This captures information from the previous month and allows you to view the month in isolation against any TD metrics you want. The example below isolates June against June because the **Transactions as of date** option is the same as the **To-date** in transactions **From-to**. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-b8lqpvdz.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) - **Question**: "How can I reconcile explicitly with what's in my accounting software?" - **Answer**: The key here is the **Today** selection on transactions as of along with only exported. Set **Today** as the selection for **Transactions** as of, and set the sync statuses to **Exported**. The transactions **From-to** date filter in this context is negligible because you are tying transactions out with your accounting software. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/jobs-appointments-and-projects-1-5c-image-gfet8fxp.png?sv=2026-02-06&spr=https&st=2026-10-30T23%3A46%3A51Z&se=2026-10-31T00%3A46%3A51Z&sr=c&sp=r&sig=2MXgvSK6EhFk0nIz%2BgZ%2BCv8gM113qo3RHlTtoBV7Jo0%3D) ## Australian formats in projects For Australian customers, projects display dates, times, and currency amounts in the format configured for your account's region. There's no setting for you to change—the format follows your account. If your account is configured for Australia, dates read day/month/year. Date fields, date pickers, and date range filters all accept and display this format, so a date you type is read the way you wrote it. Dates and times are also calculated against your account's local time zone, so anything that depends on the date rolling over at midnight rolls over at midnight where you are. Currency amounts on project totals, job totals, portfolio columns, and contract and retainage fields follow Australian convention. This applies across: - The project dashboard, including key dates - Project creation and editing - Jobs and appointments within a project - The project plan and Gantt chart, across all time scales - Project search and the Project Portfolio, including date range filters - Daily logs on screen - Task management - Project history and job history - Messages - Insurance fields - Job notifications and reminders Things to know - RFI and submittal screens, and change order screens, still show dates in US format. - Weather details aren’t supported currentlly. The daily log PDF printout still shows the log date in US format. Daily logs on screen are correct—this affects only the generated PDF. - Text you enter yourself appears exactly as you typed it and isn't reformatted. This includes daily log notes, history event descriptions, and custom field values. - Your account's regional format applies to your whole account, not to projects alone. > [!NOTE] > **Note:** Your account's regional format is configured by ServiceTitan. If dates in projects don't match your region, contact [Technical Support](https://go.servicetitan.com/#/ask).