Invoice walkthrough

Overview

The invoice record contains details about the invoice such as customer details, payments, technicians, and tasks. You can also make edits to the invoice record. This walkthrough will familiarize you with each section of the invoice.

Invoice details for Callie Fornia, including tasks, equipment, and payment summary.

Who uses this feature

Administrators, office employees, managers, accountants, and bookkeepers
Applies to all business types
Applies to all trades

Feature configuration

Account configuration is required to use this feature. Please contact Technical Support for details.
Invoices permissions are required to use this feature. Please contact the account administrator on your team.

Invoice header

Job details for a clogged drain, including status, invoice date, and payment terms.

The invoice header includes:

Invoice # (at the top)	By default, the invoice number matches the job number. You can also click Invoice Details to enter your own invoice number.
Job #	The job tied to the invoice. The Job # is created by ServiceTitan. To maintain best accounting practices, you cannot delete an invoice or change which invoice is tied to which job. Note: If you need to have multiple invoices tied to the same job, you can create a Project.
Completed On	The job status is In Progress, Completed On, or Canceled. The Completed On date and time shows when a service was performed. This date and time is generated either when you click Complete Job or when the technician taps Finish.
Job Type	The type of job performed at a service location.
Business Unit	Business unit assigned to the job.
Status	There are three invoice statuses: Pending, Posted, and Exported.
Invoice Date	The date that the office has confirmed that work is complete. This is also the date that drives most accounting reports since it is when the revenue earned on a job is recorded. You can configure your account so the invoice date defaults to the job completion date. If this configuration is not set up, the invoice date remains blank until you fill it out.
Batch	If the invoice is batched, this displays the batch number. If the invoice has not yet been batched, this displays Unbatched.

Invoice actions

On the invoice record, there is an actions menu on the left side of your screen. This menu allows you to:

Customer and job details

The customer and job details section of the invoice record shows information such as customer name, billing and service address, job and invoice summary, and invoice total.

The customer and job details includes:

Job Summary	Entered when booking a job. Use the job summary to provide details about the job, customer, or location site.
Bill To	Bill To customer name and billing address. If a customer has a balance for other invoices, the total balance displays in a blue box next to the Bill To name. After the Bill to name, an R icon is for a recall job, A W icon is for a warranty job, and N/C indicates it's non-chargeable. For more information on recall and warranty jobs, see Book a recall or warranty job. Tip: The Bill To customer can be changed as long as the invoice has not been exported. To make changes, click Edit on the job screen.
Service Location	Name and address where the work is being performed (this may be the same as the bill to customer name and billing address, or there may be a tenant or family member at the service location). Note: The service location can be changed as long as the invoice has not been exported. To make changes, click Edit on the job screen.
Invoice Summary	Summary of work performed. Click Update invoice details to enter an invoice summary.
Payment Due Date	The date the invoice payment is due.
Subtotal	The subtotal is the sum of invoice items before tax is calculated.
Tax	Taxes are calculated according to the tax zones you have configured.
Total	The invoice subtotal plus sales tax.
Balance	The outstanding amount the customer owes on the invoice. Note: If the customer has a balance for other invoices, the total balance amount displays next to the Bill To name.

Payments

The Payments sections of the invoice record shows the payment history for the invoice.

Payment details showing date, type, status, batch number, and amount paid.

Note: The Payments section is on the invoice record only if payments have been made on the invoice.

The Payments section includes:

Paid On	The date the payment is recorded.
Type	The type of payment that is received. Payments can be made in the form of cash, check, or credit.
Auth. Code	If a credit card transaction is processed through ServiceTitan, you can see the authorization code here. Note: Charging customer credit cards requires payments integration. For more on ServiceTitan Payments see Process a check payment / bank transfer (ACH) directly in ServiceTitan.
Check No.	Check number if this is a check payment.
Status	Status shows whether the payment is pending, batched, posted, or exported. Note: The payment status is not necessarily the same as the invoice status. You can batch, post, and export payments separately from the invoice.
Memo	A note about the payment.
Batch #	Where the payment is batched.
Amount	Amount Total customer payments applied to the invoice.

Tasks

In the Tasks section of the invoice record, you can find a list of the service items. The section includes all billable items on the invoice such as services and chargeable materials.

Details of Caroma Profile Toilet highlighting water savings and innovative technology features.

The Tasks section includes:

Code	The pricebook code of the task.
Name	Name of the invoice item from your pricebook. Note: You can configure your account to display the name of the invoice item from your pricebook with the description. For example, if the task name in the pricebook is Premier WH and the description is Premier Water Heater, the task in the invoice record can display as Premier WH: Premier Water Heater. To update your account, please contact your success or implementation manager for details.
Description	Description of the invoice item from your pricebook.
Quantity	The quantity being sold to the customer.
Unit Price	Unit price of the invoice item from your pricebook.
Total	Total price of the invoice item (Unit Price x Quantity).
GL Account	General Ledger (GL) Account assigned to the task.

Materials

In the Materials section of the invoice record, you can find a list of the invoice line items for materials.

Table displaying materials with costs, quantities, and project details for budgeting purposes.

The Materials section includes:

Name	Name of the invoice item from your pricebook.
Code	Pricebook code of the material item
Description	Description of the invoice item from your Pricebook.
Quantity	The quantity being sold to the customer.
Cost	Cost of the material from your pricebook. Note: Material costs do not appear on customer-facing invoices.
Technician	Technician who used the material.
Inventory Location	The inventory location of the material item. Note: If you use truck replenishment or inventory management, make sure to assign an inventory location for the item to let the system where you took the material from. Account configuration is required to use this feature. To update your account, please contact your success or implementation manager for details.
General Ledger Account	General Ledger account assigned to the material.
Business Unit	Business unit assigned to the material.

Sold By and Splits

Sales data showing Adam's split, drive time, working time, and payroll adjustments.

The Sold By and Splits section includes:

Sold By	The technician credited with selling the job estimate. This is typically a sales technician.
Splits	Technicians credited with performing the work. Splits lists all the technicians assigned to the job.
Name	Technician name.
Split	The technician's percent of the job split. Note: You can change the splits by clicking Adjust splits, located in the left menu.
Total Drive Time	The time from dispatch to arrival at the job site.
Total Working Time	Total number of job hours the technician logged. .
Payroll Adjustments	Any payroll adjustments made on the invoice. Note: To make a payroll adjustment, click Add a payroll adjustment in the menu.

FAQ

Can I have multiple locations on a single invoice?

No, you can't have one invoice assigned to multiple locations with different jobs.

The only exceptions are membership invoices and project invoices:

You can apply the membership invoice to all locations on a customer level. In this case, you will have multiple locations on the membership invoice's service location. However, you can't select multiple customer locations. You can apply the membership invoice to all locations or only to one.
You can create a project invoice that won't be linked to a specific job. However, since all the jobs on a project will have the same service location, the invoice will also have only one service location.

How do I locate the ID associated with my invoice in ServiceTitan?

The invoice ID is the set of numbers at the end of the URL when viewing the invoice in ServiceTitan. For example, if you are viewing an invoice and the ServiceTitan URL is https://go.servicetitan.com/#/EditInvoice/1234567, then the invoice ID is 1234567.

Why does the price on the invoice not match the price on the estimate?

The estimate and invoice prices may not match because the tax zone changed. This change affected the tax calculation, making the invoice total not the same as the estimate total.

How can an invoice be created without a job? How can I remove the outstanding balance?

An invoice without an attached job is usually a membership invoice, a project invoice, or a point of sale (POS) invoice. A membership invoice can remain open even if the membership got deleted.

For more on creating a project invoice, see Add an invoice to a project.

For more on creating a membership invoice, see Sell a membership without booking a job.

For more on creating a point of sale invoice, see Process point of sale transactions from the office.

To resolve the issue of an outstanding balance on a membership invoice, remove the items on the membership invoice.

Why is an invoice not appearing on the customer profile?

An invoice does not appear on the customer's record if the associated job is still in progress. The invoice will appear after marking the job as Complete.

How can I edit a tax on the invoice if the invoice has a payment?

To edit tax on the invoice:

See Update the tax zone of an invoice: recommended workflow if you are editing the invoice tax zone.
See Set invoice line items as taxable if you want to make an invoice item taxable.

When does customer balance update?

Pending invoices for uncompleted jobs don't affect a customer's balance. The balance is only updated after the job is marked as complete and the invoice has a date assigned.

Why is the invoice balance not updated even after payment was collected?

Pending invoices for uncompleted jobs don't affect a customer's balance. The balance is only updated after the job is marked as complete and the invoice has a date assigned.

How is tax subtotal calculated on an invoice?

The tax subtotal is based on items marked as Taxable in your Pricebook and the tax zone assigned to the invoice. If you notice any discrepancies on the tax subtotal in your invoice, check your Pricebook items first to see if some are marked Taxable and some are not.

Why is tax not charged on an invoice?

Tax may not be charged if the service or equipment is not set as taxable in the pricebook. Go to Settings > Pricebook > Services or Settings > Pricebook > Equipment, and click into the service or equipment. Ensure the box beside the Taxable field is checked.

How can I make residential customers taxable by default in ServiceTitan?

While commercial customers can be set to taxable by default, residential customers are automatically marked as non-taxable when created in ServiceTitan. This default setting residential customers cannot be changed at present. You must manually set the residential customer to be taxable. For more, see Set a Customer Record as Non-Taxable.

How do I hide membership discounts on one customer's invoice?

To hide membership savings from appearing on invoices for one specific customer, create a duplicate membership type. In this new membership type, disable the Show membership savings on customer-facing invoices option. Assign this new type to your specific customer.

Why are all payments going into customer deposits and then to undeposited funds, even for cash payments on the retail side?

This happens when the customer has the deposit workflow enabled. All payments always flow through the customer deposit account first.

If you apply the payment to an invoice right away, it gets removed from the deposit account. The system creates a journal entry that offsets the payment against accounts receivable.

This process works the same for all payment types, including cash and retail payments.

Want to learn more?

See Invoicing