Overview
When your team receives a purchase order (PO) and creates a bill, that data needs to reach Intacct for accurate accounts payable (AP) tracking. ServiceTitan supports three export configurations for purchasing transactions: receipts only, bills only, or both receipts and bills. Choosing the right option determines how your AP data flows into Intacct and how much detail your accounting team can reconcile.
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. Contact Technical Support for details.
This feature requires the Intacct integration to be set up and active. For more, see Intacct Onboarding Step 1: Set up the Intacct Integration with ServiceTitan.
Things to know
ServiceTitan receipts export to Intacct as Receivers (PO Receivers) in the Purchasing module. ServiceTitan bills export to Intacct as 1-Step Receivers (Vendor Invoices) in the Purchasing module.
If you export both receipts and bills, export receipts before their associated bills. If a bill is exported first, the receipt details do not appear on the bill in Intacct.
The export configuration is set at Settings > Integrations > Intacct under the Document Export Option dropdown. Three options are available: receipts only, bills only, or both receipts and bills.
When a vendor's AP terms are set up in Intacct, those terms automatically apply to any AP bill exported from ServiceTitan. This applies to both the 1-step and 2-step processes.
Bill variance syncing only reflects changes to the bill total amount. Changes to individual line items, tax, or freight do not sync back to ServiceTitan.
Best practices
Choose the Both Receipts and Bills option if your accounting team needs full purchasing traceability from PO receipt through vendor invoice in Intacct.
Set up auto-batching cadences so receipt batches are processed before bill batches. This prevents missing receipt details on exported bills.
When the vendor invoice amount differs from the original PO amount, update the PO receiver total in Intacct rather than editing the bill in ServiceTitan. The updated total syncs back to ServiceTitan through the 2-way sync.
Review variance amounts in the Budget vs Actual table after syncing. Variances appear as Accounting system adjustment line items.
Set up vendor AP terms in Intacct before exporting bills. The terms carry over to the AP bill automatically, saving manual data entry.
Use cases
A residential construction office manager receives materials on a PO, creates a receipt and bill in ServiceTitan, and exports both to Intacct. The receipt appears as a PO Receiver and the bill appears as a Vendor Invoice, giving the accounting team a full Audit Trail from order to payment.
An HVAC company's bookkeeper exports receipts only to Intacct as PO Receivers. When the final vendor invoice arrives, they convert the PO Receiver to a Vendor Invoice directly in Intacct and update the total to match. The updated total syncs back to ServiceTitan for accurate Job Costing.
A plumbing company's accountant exports bills only to Intacct. Each bill appears as an AP Bill, and the accountant reconciles against vendor invoices within Intacct. This is simpler but provides less purchasing traceability than exporting both receipts and bills.
A multi-branch commercial contractor notices a $100 variance between a PO receipt and the final vendor invoice. After updating the PO receiver in Intacct, the variance syncs back to ServiceTitan and appears as an Accounting system adjustment in the Budget vs Actual table for that project.
Understand the export options
ServiceTitan provides three configurations for exporting purchasing transactions to Intacct. Each option determines which transaction types appear in Intacct's Purchasing module and Accounts Payable.
Export option | What exports to Intacct | Best for |
|---|---|---|
Receipts only | Receipts export as PO Receivers in Intacct Purchasing. Bills do not export. The receipt posts in a Pending status. | Teams that create and finalize vendor invoices directly in Intacct after receiving the PO Receiver. |
Bills only | Bills export as AP Bills in Intacct Accounts Payable. Receipts do not export. | Teams that handle all purchasing reconciliation in Intacct and only need the final bill amount from ServiceTitan. |
Both receipts and bills | Receipts export as PO Receivers. Bills export as 1-Step Receivers (Vendor Invoices). Both appear in Intacct Purchasing and Accounts Payable. The receipt is in Closed Status. | Teams that need full traceability from PO receipt through vendor invoice for 3-way matching and audit trails. |
How the 2-step process works
When you export both receipts and bills, the process follows two steps:
Receipt export: When you receive a PO in ServiceTitan, a receipt is created. After batching and exporting, this receipt appears in Intacct as a PO Receiver under Purchasing > Transactions.
Bill export: When you create a bill from the receipt (either automatically or manually), the bill is batched and exported separately. It appears in Intacct as a 1-Step Receiver (Vendor Invoice) under Purchasing > Transactions and Accounts Payable > Bills.
The PO Receiver and Vendor Invoice are linked in Intacct, giving your accounting team a complete record from goods received to vendor payment.
How the 1-step process works
When you export bills only, the process is simpler:
Bill export: When you create a bill in ServiceTitan (with or without a PO), the bill is batched and exported directly. It appears in Intacct as an AP Bill under Accounts Payable > Bills.
No receipt or PO Receiver is created in Intacct with this option. AP terms set up for the vendor in Intacct automatically apply to the exported AP bill.
Configure the export option
To set which purchasing transactions export to Intacct:
Go to the top toolbar and click Settings.
In the side panel, go to Integrations > Intacct.
Scroll to the Integration Settings section.
In the Document Export Option dropdown, select your preferred export option.
When finished, click Save.
Note: Changing this setting affects future exports only. Transactions already exported are not changed.
Export receipts and bills to Intacct
After configuring the export option, follow these steps to export your purchasing transactions.
Export receipts
Receive the PO in ServiceTitan. For more, see Receive purchase orders.
Go to the navigation bar and click Accounting.
From the side menu, select Batch/Export Transactions.
On the Batch/Export Transactions screen, locate and select the receipt batch.
Note: If you are using the Both receipts and bills option, export all receipt batches before exporting any associated bill batches. If a bill is exported before its receipt, the receipt details do not appear on the bill in Intacct.
From the Batch dropdown, select Export to Intacct.
Review the export results. If errors occur, check the Export Error Report for details.
After a successful export, the receipt appears in Intacct under Purchasing > Transactions as a Receiver (PO Receiver).
Export bills
Create a bill from the receipt, or create a standalone bill without a PO.
Note: If auto-bill creation is enabled at Settings > Inventory > Configuration, a bill is created automatically when you receive a PO. If you create bills manually, use a different Vendor Document Number (VDN) than the receipt. Using the same VDN for both the receipt and bill causes an export error in Intacct.
Go to the navigation bar and click Accounting.
From the side menu, select Batch/Export Transactions.
On the Batch/Export Transactions screen, locate and select the bill batch.
From the Batch dropdown, select Export to Intacct.
Review the export results. If errors occur, check the Export Error Report for details.
After a successful export, the bill appears in Intacct under Accounts Payable > Bills and (for the 2-step process) under Purchasing > Transactions as a 1-Step Receiver.
Handle bill variances with the 2-way sync
When you use the 2-step process and the final vendor invoice amount differs from the original PO receipt amount, Intacct supports a 2-way sync that updates ServiceTitan with the corrected total.
How the 2-way sync works
After exporting the receipt as a PO Receiver, update the PO Receiver total in Intacct to match the final vendor invoice amount.
Convert the PO Receiver to a Vendor Invoice in Intacct.
The updated total syncs back to ServiceTitan. The sync is not instant and can take several hours to complete.
The variance (the difference between the original receipt amount and the updated total) appears in ServiceTitan as an Accounting system adjustment on the vendor bill in ServiceTitan.
Where the variance appears in ServiceTitan
The variance is visible in the Budget vs Actual table for the associated project:
View | Name column | Source column | Actual column | General Ledger column |
|---|---|---|---|---|
Project Label view | Accounting system adjustment | Bill number | Calculated difference | (Uses the bill's project label) |
General Ledger view | Accounting system adjustment | Bill number | Calculated difference | Accounting system adjustment |
If the bill has no project label, the variance appears under the uncategorized project label in the itemized details.
Limitations of the 2-way sync
Only the total bill amount syncs back to ServiceTitan. Line-item, tax, and freight changes are not reflected.
The sync is not instant. Wait several hours for the variance to appear in ServiceTitan.
Variances synced through the 2-way sync are not available in Reports 2.0.
Want to learn more?
See Intacct Onboarding Step 1: Set up the Intacct Integration with ServiceTitan
See Identify vendor bill discrepancy trends with the 3-Way Match Discrepancy Report