Print, email, and download customer invoices

Overview

You can print invoices to mail out to customers, or you can email the customer the remaining balance or the invoice to save paper and time. You can also download all invoices to an XLS file to print them or to save them to your computer. Below is an example of what a customer invoice looks like when you print or email an invoice. For more on customizing your invoice, see Add company logo, message, phone number, and web address to invoices.

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.
Accounting and email permissions are required to use this feature. Please contact the account administrator on your team.

Things to know

If you want to charge for materials or use time and materials billing, configure your account to display material charges on the invoice. Contact your Customer Success Manager to set up your account for these features.
See Charge for materials on invoices and estimates to learn how to charge for materials on an invoice, with flat rate billing
You can hide task codes and individual item prices from mobile and printed invoices. Contact your Customer Success Manager for details.
You can't send both paid and unpaid invoices to customers. If you want to collect payments for unpaid invoices and bulk email them, you need to handle each one separately.
The Add Attachment button is only visible on job invoices where the job contains media files.

View and print customer invoices

Search for and open the invoice you want to view or print.
Click Print to open the customer invoice.
A print view of the invoice opens in a new tab on your web browser.
Click Download to save the invoice to your computer.
Click Print to print the invoice.

Invoice document showing billing and job addresses, payment terms, and due dates.

Email customer invoices

Search for and open the invoice you want to email.
Click Email to email the invoice.
The Email Invoice page opens.
Tip: Inv/Statement Pref displays whether the customer prefers to receive invoices by email, mail, or both. You can set this up on the customer record.
Review the content of the email. When you’re finished, click Send to email the invoice to the customer. If you want to edit the default email template, see Customize email templates.
Go to the job page to find the record of the sent email in the job’s History. The sent email can have four possible statuses:
Sent: The email has successfully reached the customer’s inbox
Opened: The customer has clicked and opened the email
Dropped: The email was blocked on the customer’s end, likely as a result of spam filters. Contact the customer to inform them of the issue
Bounced: The email was returned to the sender due to an unexpected issue. Please contact Technical Support for assistance
Email successfully sent

Bulk email customer invoices

ServiceTitan also lets you email bulk invoices to your customers all at once. For more on how to email invoices in bulk for batched and unbatched invoices, see Bulk email invoices.

Bulk download batched invoices

Go to the navigation bar and click Accounting .
Select a batch from the dropdown.
Click Batched.
In the Invoices section, click download to Excel.

An XLS file of the batched invoices downloads to your computer.

FAQ

Can an image be added to the signature on an invoice?

This feature is currently not available. You can only add an image as a logo on invoices. For more, see Add company logo and message to invoices.

Why is the Add attachments button not showing up when emailing an invoice?

Check if the invoice is an invoice for a job or a membership. If the invoice is for a job, make sure the job contains media files attached to it. If the job does not have any media files attached to it, the Add Attachments button will not show up.

For more, see Add notes, media, and file attachments in ServiceTitan.

Why is the Forms button not showing up when emailing an invoice?

The Forms button appears only if you have an active form available. If you do not have an active form, create one or activate an existing form.

Why do invoices not go automatically to the customer's email?

Invoice emails automatically get sent the email address set in the customer profile. If your customers are not receiving their invoice emails, check if the customer has a valid email address in their customer profile. If they do not have an email, add an email address to the customer profile.

You can also check if an email address was set on the location profile instead of the customer profile. Automatic invoice emails are only sent through the customer profile.

Why am I unable to email invoices to my employees? The email status in ServiceTitan says it dropped.

Check if the email address of the employee is correct and valid. If you are still having issues, contact Technical Support to check if the email address is in the bounced list. Once removed from the bounced list, try sending the invoice again to the employee.

How do I send invoices via text messages?

Invoices cannot be sent via text messages through ServiceTitan. They can only be sent via email. For instructions on how to do that, see Print, email, or download customer invoices.

Can I recall or retract a sent email and delete items from the original invoice before resending an updated invoice for the customer to view?

Once an email is sent, it cannot be recalled or retracted. If you need to update the invoice, you can edit the invoice and resend it to your customer. Your customer will see the updated invoice.

How do I find out if an invoice was emailed to the customer?

There are two areas where you can check to see if an invoice has been emailed to a customer:

Go to the Invoices section in the customer profile and search for your invoice. The Invoices table shows a Sent Status column that lets you know if an invoice has been sent, opened, or unsent.
Go to the Invoices module in Transaction Hub and click the Review Status tab. Search for your invoice and check the Sent Status column on the invoice table.

Can I show check numbers and authorization numbers on print invoices?

ServiceTitan does not offer a direct option to display check numbers or credit card authorization numbers on invoices for security reasons. As a workaround, you can use the Memo field in the Collect and Apply Payments screen with the check or authorization number to show this information on a printed invoice.

Want to learn more?

See Bulk print invoices
See Bulk email invoices See Send customer statements