Core Product

Purchasing

Use the Purchase Order (PO) module to create formal requests for items from your vendors, specifying quantities and agreed costs. This ensures accurate ordering, streamline procurement, and maintain clear records for better inventory and budget control.

New to Purchase Orders? Start here Jump to key workflows

Product overview

See Purchase Orders in action

Watch how to create, send, receive, and manage purchase orders in ServiceTitan to streamline your procurement workflow.

Setup

Use the Purchase Order (PO) module to create formal requests for items from your vendors, specifying quantities and agreed costs. This ensures accurate ordering, streamlines procurement, and maintains clear records for better inventory and budget control.

Required permissions

The following permissions are required to set up and manage the Purchasing module. To have these enabled, please contact the account administrator on your team:

Office employees

View Purchase Order Totals on Projects and Invoices
View Purchase Orders
Create purchase order
- Edit in-progress requisition
Edit purchase order in pending status
Edit purchase order in sent or partially received status
Cancel purchase order
Receive purchase order
Add/Edit Purchase Order types
Add Vendor Catalog Items To Pricebook From Purchase Order
Search Vendor Catalog Items In Purchase Order

Technicians

Allow technician to consume items not on their truck
Create purchase order
Allow technicians to send POs of permitted PO types
Edit purchase order in pending status
Allow technician to receive job POs on mobile
Receive purchase order
Purchase order receipt photo required
Create returns against job POs

Setup checklist

Enable Purchasing Module permissions

Enable permissions for employees and technicians to create, edit, send, receive, and cancel purchase orders.

Set up Purchasing Configurations

Customize purchase orders, vendor settings, and invoice details.

Set up Inventory Locations

Track and manage where your inventory items are stored across trucks and warehouses.

Set up Vendors

Create vendors in Settings to generate purchase orders and replenish items.

Required permissions

Permissions for creating, editing, sending, receiving, and canceling purchase orders must be enabled by your account administrator. See the full permissions list for details.

Once setup is complete

Create, send, receive, and track purchase orders from the office and ServiceTitan Mobile. Manage replenishment, bills, receipts, and returns — all in one place.

Quick Start Guide — Purchase Orders

Step 1:Create different types of POs to match your business needs.

Step 2:Link each truck to a specific warehouse for PO delivery.

Step 3:Add vendors and identify replenishment vendors for PO materials.

Step 4:Identify the primary vendor for each item in your Pricebook after adding all vendors.

Step 5: Use a truck replenishment system to restock items used on jobs or invoices back into the technician's inventory location to ensure technicians always have the items needed to complete standard scheduled work.

Note: When items marked for automatic replenishment on invoices are added, a replenishment request is created for the inventory location or technician on the Purchasing Orders > Replenishment screen. You can dismiss these records or turn them into purchase orders to restock mobile inventory locations.

Advanced Setup — Purchase Orders

Job costing and restocking truck

• All job and non-job POs can be created directly in the purchasing module.

• You can create a PO on the job screen.

• You can create replenishment POs based on consumption.

Purchase orders

• You can send, receive, edit, return, and track POs.

Receipts and bills

• You can create, edit, and delete receipts and bills when the shipment is received against a PO.

• You can look at your receipts and bills to track the PO fulfillment status.

Accounting integrations with purchasing module

• Intacct integration — export returns as credit memos; export receipts as receivers or bills.

• QuickBooks Desktop integration — export bills and returns.

Key workflows

Core workflows for using Purchase Orders in ServiceTitan.

Purchasing settings Purchase orders PO requests Replenishment Bills & receipts Returns Mobile

Purchasing settings

Set up everything you need for accurate and efficient purchasing.

Inventory permissions for office employees and technicians

Set up Purchasing Configurations

Set up inventory locations (trucks and warehouses)

Set up vendors

Return Types

Set up purchase order types

Understand costing precision

Purchase orders

Create, send, receive, edit, and track POs from the office or job screen.

Create purchase orders

Send purchase orders to vendors

Receive purchase orders

Cancel back-ordered items on a purchase order

Cancel transactions

Edit, copy, and cancel a purchase order from the office

Download purchase orders

Send purchase order alerts and notifications

Access vendor contact details from purchasing orders using the Purchasing and Inventory modules

Add or edit inventory items on an invoice

Manage purchase order requests

Set approval limits with tiers and roles to keep purchasing on budget.

Configure the purchase approval process

Manage and approve purchase order requests

Replenishment

Keep items stocked and ready at each location when needed.

Replenish items with purchase orders

Include and exclude items from automatic replenishment

Bills and receipts

Track deliveries and vendor invoices with unique receipts and bills per PO shipment.

Create bills for purchase orders

Manage bills

Manage receipts

Returns

Create official return documents when sending items back to your vendor.

Returns overview

Create and complete a return

Edit, copy, and cancel a return

Purchasing in ServiceTitan Mobile

Efficiently manage purchase orders in ServiceTitan Mobile.

Create purchase orders in ServiceTitan Mobile

Send and receive purchase orders in ServiceTitan Mobile

Edit and cancel purchase orders in ServiceTitan Mobile

Create and view returns in ServiceTitan Mobile

Troubleshooting & FAQ

Quick solutions to common issues and answers to frequently asked questions.

Troubleshooting

Step-by-step guides to resolve the most common issues.

How to Un-Receive a Purchase Order

How to Cancel a Purchase Order in Received Status and Move it to a Different Job

What is the process for adding a discount to a purchase order?

What is the correct process for recording multiple vendor invoices for the same purchase order in ServiceTitan and Quickbooks Desktop?

Why doesn't the tax appear on a Purchase Order when it's exported as a PDF in ServiceTitan?

What is causing the technician to be unable to create purchase orders?

Frequently Asked Questions

Check out the top five most frequently asked questions for the Purchasing Module.

How can I create and track purchase orders?

Enable the Create purchase order permission in Settings > Permissions and use the Purchase Order (PO) document for your vendors as a request to purchase the listed items. For more information on how to enable the permission and create a PO, see Set permissions for an employee or technician role and Create purchase orders.

How can I receive a purchase order?

Enable the Receive purchase order permission in Settings > Permissions. For more information on how to enable the permission and receive a purchase order fully or partially, see Set permissions for an employee or technician role and Receive purchase orders.

How can I cancel a purchase order?

Enable the Cancel purchase order permission in Settings > Permissions. To learn how to enable the permission, see Set permissions for an employee or technician role.

You can cancel purchase orders (POs) that are in Pending or Sent status. For more, see Edit, copy, and cancel a purchase order from the office.

Note: If your purchase order has already been received, cancel the bill generated when the purchase order was marked as received. This updates the purchase order's status back to Pending. When this occurs, you can cancel the purchase order.

Can I return an exported purchase order?

If the purchase order has already been exported, you can do the following:

Step 1:Create a return.

Step 2: On the Create Return screen, add the associated job number and return details. Select Auto Receive Vendor on the Type dropdown if you want to keep the return as a credit to the vendor.

Step 3: On the Purchase Order # dropdown, select or enter the purchase order number.

Step 4: The Item List section populates with items listed in the purchase order. Remove the items you don't want to return and keep the item you do want to return.

Step 5: When finished, click Save.

How can I enable technicians to add POs after job completion?

Unfortunately, there is no option for a technician to add POs after a job is completed. An office employee does have this option if you have the correct configuration set up.

Enable Hide 'Add a Purchase Order' Option on Posted and Exported Invoices in Feature Configurations. For more, see Manage feature configurations. If you're a customer with multiple ServiceTitan accounts, contact Technical Support for details.

Documentation Index

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