a. Go to Accounting > Batch/Export Transactions. Filter for the closing period.
b. Confirm there are no invoices or payments still in Pending status for the period. All completed job invoices, membership billing invoices, SA billing invoices, and their associated payments should show Exported status.
c. If any items remain in Pending or Posted status, batch, post, and export them before proceeding.
d. Check for export errors at Accounting > GL Errors. Records that failed to sync will show "Error" status even if the batch shows "Exported." Resolve any errors before continuing.
⚠︎ "Exported" does not mean successfully synced. If your accounting system rejected a record, the individual record's sync status may show "Error" even though the batch shows "Exported." Always check per-record sync status.
a. Go to Accounting > Bank Deposits.
b. Group individual payments into deposits that match your actual bank statement. For example, if your bank shows a single $5,000 deposit but ServiceTitan shows 20 individual membership payments, group those payments into one deposit.
c. When this syncs to your accounting software, it appears as a single entry, making bank reconciliation significantly faster.
⚠︎ Membership and SA billing runs are daily, poll-based batch jobs — they do not fire in real time. If a billing run failed or a payment method was declined, the revenue for that cycle will be missing from the period.
a. Review membership billing for the period. Check for failed charges due to expired credit cards or invalid payment methods. Common billing failures include: no payment methods on file, primary payment method missing a processor, or the Business Unit not supporting stored payments.
b. If your company uses Membership Renewal Protection (requires ServiceTitan Payments), verify that auto-updated card tokens processed successfully. Check for cases where both an old charge and a new token charge processed — this can cause duplicate payments.
c. For service agreements, verify that all scheduled billing events for the period generated invoices. SA billing follows the same batch engine as memberships. Check for agreements in Activated or Auto-Renew status that did not produce a billing invoice when expected.
d. Review any membership cancellations during the period. Cancellations generate a Refund Invoice for unperformed work. Confirm these refund invoices are included in the batch for accurate revenue reporting.
⚠︎ If your memberships or service agreements use deferred revenue recognition, this step is critical. Deferred revenue does NOT flow through standard invoice GL entries. You cannot get accurate recognized revenue from invoices alone.
a. For memberships using the Deferred Revenue recognition mode: verify that each completed or dismissed recurring service event during the period triggered a revenue recognition entry (Debit: Deferred Revenue liability; Credit: Earned Revenue on the P&L). The amount recognized per visit is based on the Allocation field on each recurring service line.
b. For service agreements using deferred recognition: check which mode applies — Percent-complete (based on % of visits completed vs. total scheduled) or Straight-line (recognized evenly over the contract period regardless of visit activity). Verify the recognized amount matches expectations for the period.
c. In your accounting system, reconcile the Deferred Revenue liability account balance against your active membership and SA liability. The balance should decrease as visits are completed and revenue is recognized.
⚠︎ Switching a membership from Deferred Revenue to Point of Sale recognition removes deferred balances irreversibly — there is no undo. If this happened during the period, investigate the impact on your deferred revenue account before closing.
⚠︎ Bulk dismissing recurring service events does NOT trigger deferred revenue recognition. Events must be dismissed individually for recognition to fire. If your team bulk-dismissed events during the period, deferred revenue may be understated.
⚠︎ Review open jobs before closing the period. For contracted service, this primarily means maintenance visits that were completed but not yet invoiced — these represent earned revenue that will not appear on your income statement until invoiced.
a. Go to Reports > All Reports and search for Work in Progress. Click to open the report.
b. Set the As Of Date to the last day of the period you are closing. Filter by Business Unit or Job Type as needed.
c. Review jobs with costs incurred but no invoice posted. Follow up with your team to invoice or accrue these amounts before closing the period.
d. For companies that also run projects alongside their contracted service work, review project-level Budget vs. Actual data from the project record to identify underbilled or overbilled projects.
⚠︎ Job Costing must be enabled for the WIP report to populate. Ensure the Project Start Date is filled in on all projects — without a start date, projects may be excluded from the WIP report entirely.
a. In your accounting software, run the Income Statement (Profit & Loss) report for the closing period. Select the relevant Class/Department (which maps to your ServiceTitan Business Units).
b. Review total revenue, cost of goods sold, and net income for accuracy. For contracted service businesses, pay particular attention to the split between recurring revenue (membership and SA billing) and pull-through revenue (repairs and replacements sold during maintenance visits).
c. To cross-reference against ServiceTitan data, go to Reports > Legacy Reports and search for Accounting Detail. This report provides a summary of transaction balances by GL account for the period.
a. In your accounting software, run the Balance Sheet as of the last day of the closing period.
b. Confirm that total assets equal total liabilities plus equity.
c. For contracted service businesses, verify the Deferred Revenue liability account specifically. This balance should reflect the total prepaid membership and SA revenue that has not yet been recognized. If this balance looks unexpectedly high or low, revisit Step 4 (Reconcile deferred revenue) above.
d. If the report is out of balance, review recent journal entries and unposted transactions in your accounting software before exporting additional data from ServiceTitan.
a. In your accounting software, run the Trial Balance for the closing period.
b. Verify that total debits equal total credits. Any difference indicates unbalanced journal entries that need correction before closing.
a. In your accounting software, run a Tax Liability report for the closing period.
b. Review the tax collected and tax owed amounts by jurisdiction to confirm accuracy before filing.
⚠︎ ServiceTitan Tax Zone names must match your accounting software's Tax Item names exactly. Mismatches cause export errors and incorrect tax reporting. If you're using Avalara, rates are looked up automatically by address — but manual tax zone overrides can cause double-taxation on commercial recurring service visits.
a. In your accounting software, review revenue by GL account or Chart of Accounts for the closing period.
b. Cross-reference revenue totals against the ServiceTitan Accounting Detail Legacy Report (Reports > Legacy Reports > search "Accounting Detail") and/or the BU Dashboard Revenue report (Reports > All Reports > search "BU Dashboard Revenue") to verify that all revenue is posted to the correct GL accounts.
⚠︎ GL mapping in ServiceTitan does not affect job-level margin calculations inside ServiceTitan — ST calculates margin independently. However, items with no GL assignment export to a catch-all or default account in your accounting software. This is a silent data quality issue. Fix GL mappings in the Pricebook, but note that fixes only apply to future exports — historical data already exported is not retroactively corrected.
⚠︎ Membership deferred revenue and recognized revenue use separate GL entries from standard invoice line items. If your deferred revenue GL accounts are misconfigured, recognized revenue may be posting to the wrong income line on your P&L even though the total is correct. Verify the deferred revenue GL mapping at Settings > Accounting.
a. Go to Accounting > Accounting Periods (or Settings > Accounting > Accounting Periods).
b. Set the status of the closing month to Closed. This blocks any user (without admin override) from editing, voiding, or adding transactions in that month.
⚠︎ Closing an accounting period is irreversible in practice. Once closed, unposting is blocked — only adjustment invoices (credit memos) are allowed for corrections. Lock months promptly after reconciliation to prevent backdated edits that change your printed financial statements.
a. Go to Reports > All Reports, find the report you want to schedule, and click the Calendar icon (or open the report, click More, and select Schedule).
b. Choose between a Simple Report (individualized per recipient) or Flexible Report (same report for all recipients).
c. Set the delivery cadence (e.g., every 1 month), date range (e.g., Previous Month), recipients, and export format (PDF or XLSX). Click Schedule.
d. To view or edit existing schedules, go to Reports > Scheduled Reports.
a. Verify the date range on the report covers the full closing period. Transactions posted on the last day of the month are commonly missed if the end date is set one day early.
b. Check for unposted invoices. Go to Accounting > Batch/Export Transactions. Invoices that have not been posted will not generate journal entries and will not appear in your accounting software.
c. Confirm that all membership and Service Agreement billing invoices for the period were generated. Billing runs are daily batch jobs — if a run failed or was skipped, invoices for that cycle will be missing entirely.
d. Check for export errors at Accounting > GL Errors. Records that failed to sync will show "Error" status even if the batch shows "Exported."
e. If using deferred revenue, verify that recognition entries posted for the period. Deferred revenue does not appear on the income statement until recognized — completed visits that did not trigger recognition will understate revenue.
a. Run the Trial Balance in your accounting software for the same period. Verify that total debits equal total credits — a mismatch here confirms the imbalance source.
b. Review recent journal entries in your accounting software. Look for one-sided entries or entries with mismatched debit and credit amounts.
c. In ServiceTitan, go to Accounting > Journal Entries to review journal entries created during the period. Check for GL errors at Accounting > GL Errors.
d. For contracted service businesses, check the Deferred Revenue liability account specifically. If membership recognition mode was switched from Deferred to Point of Sale during the period, deferred balances may have been removed without corresponding revenue recognition — this can create a balance sheet discrepancy.
e. Check for pending adjustments or voided transactions that may not have been fully reversed. Correct any errors, then re-run the balance sheet to confirm it balances.
a. If the invoice has been exported, it is permanently locked in ServiceTitan. You cannot unpost or edit it.
b. Create an adjustment invoice (credit memo) in ServiceTitan to reverse the financial impact. This creates a new invoice record with reversing GL entries while preserving the original audit trail.
c. If the accounting period is already closed, only adjustment invoices are allowed — unposting is blocked.