--- title: "General Ledger Account settings" slug: "general-ledger-account-settings" updated: 2026-06-09T21:10:23Z published: 2026-06-09T21:10:23Z --- > ## Documentation Index > Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt > Use this file to discover all available pages before exploring further. # General Ledger Account settings ## Overview ## General Ledger (GL) Accounts provide the ability to track financial transactions at a summary ledger level. You can categorize items in the pricebook and settings. In Settings, you can find default GL Accounts as best practice suggestions. This article helps you understand and use the standard ServiceTitan GL Accounts as well as walk you through bulk editing, creating, and importing other GL Accounts. --- ### #### Who uses this feature - Administrators, office employees, managers, accountants, and bookkeepers - Applies to all business types #### Feature configuration - Account configuration is required to use this feature. Please contact [Technical Support](http://go.servicetitan.com/ask) for details. - The *Edit general ledger accounts*permission is required to use this feature. Please contact the account administrator on your team. ## Things to know - GL Accounts need to be mapped to Pricebook items. For more information, see [Edit pricebook items](/v1/docs/edit-pricebook-items)*.* - You can’t edit the *Type*, *Sub-Type*, or *Description*of GL Accounts that have the *ST Default*Association - You can’t deactivate GL Accounts that have the *ST Default*Association ## Add GL Accounts 1. Go to the navigation bar and click **Settings ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png)**. 2. In the side panel, click **Accounting**> **General Ledger Accounts**. The GL Account list opens. 3. Click **Add GL Account.** **![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/general-ledger-account-settings-image-1fuxsbyb.png)** 4. Enter GL Account details: - **GL Account Number:**Unique ID of the GL Account. - **GL Account Name:**Unique name of the GL Account. - **Type**, **Sub-type:**Classification of the GL Account. Example **Types**, Income, Expense, Equity. Example **Sub-types**, Income, Fixed Asset, Accounts Receivable. - **Description:**Explanation of what the GL Account is used for. ![Form to add a GL account with fields for number, name, type, and description.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/general-ledger-account-settings-image-6f7vhf9o.png) > [!NOTE] > **Note:** **GL Account Name**, **Type**, and **Sub-type** are required fields. 5. When you’re done, click **Add**. ** ## Bulk edit GL Accounts If you’ve created or imported multiple GL Accounts that don't have all their details filled in, you may need to edit them. 1. Go to the navigation bar and click **Settings ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png)**. 2. In the side panel, click **Operations** > **General Ledger Accounts**. The GL Account list opens. > [!TIP] > **Tip:** Use the Type, Subtype, Associations**,**and View dropdown filters to see the GL Accounts you want to edit. 3. Turn on the **Edit Mode**toggle. ![General Ledger Accounts interface showing account details and edit mode toggle option.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/general-ledger-account-settings-image-ep2vtlxj.png) Each GL Account’s *Account #, Account Name*, and *Description*is now editable. 4. Click the field you want to edit and make updates as needed. 5. Click the checkmark to confirm your changes for each GL Account. ![User selects income and bank account options in a financial application interface.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/general-ledger-account-settings-image-wz1bm7oq.png) > [!NOTE] > **Note:** If you turn off the **Edit Mode**toggle before confirming your changes, those changes will be lost. ## Merge GL Accounts Instead of deactivating a GL Account, you can merge multiple GL Accounts into one from the *Settings*page. > [!WARNING] > **Caution:** This action is not reversible. Merging automatically replaces all previous instances of the old GL Account in ServiceTitan. 1. Go to the navigation bar and click **Settings**![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png). 2. In the side panel, click **Operations** > **General Ledger Accounts**. The GL Account list opens. 3. Select the GL Accounts you want to merge. ![General ledger accounts showing selected automobile and fuel expense entries for review.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/general-ledger-account-settings-image-ql0jttwt.png) 4. Click the **Actions**dropdown and select *Merge Accounts*. ![Dropdown menu showing options to activate, deactivate, or merge accounts in a table.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/general-ledger-account-settings-image-6fehnutf.png) *The Merge: General Ledger Accounts*screen opens. 5. Confirm that the correct GL Accounts are listed and click **Continue**. If there are any GL Accounts listed by mistake, click the **minus** icon next to their account number. ![Merging general ledger accounts with options to confirm or remove accounts listed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/general-ledger-account-settings-image-751t9l49.png) 6. Select a primary account and click **Continue**. This is the account that the others will be merged into. > [!TIP] > **Tip:** Click **New Primary Account** to create a brand new primary account. *![Selecting a primary account for merging general ledger accounts in accounting software.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/general-ledger-account-settings-image-qvakf0f2.png)* 7. Review the accounts and select *Open Transactions*or *Specific Date*from the **Change to Effect**dropdown. 1. **Open Transactions:**Only invoices in a pending/posted batch apply the change. 2. **Specific Date:**Only invoices from that date onwards apply the change. 8. Click **Merge**, enter “*Merge”*into the confirmation pop-up, and click **Merge**again to complete the action. ![Reviewing GL account merge with details of three automobile expense accounts listed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/general-ledger-account-settings-image-208uijia.png) Default GL Accounts The default GL Accounts reduce the setup required to manage accounting in ServiceTitan. All of these accounts are notated with the *ST Default*association and have a description of how they’re used. See the table below for a list of the default GL Accounts. | **Account #** | **Account Name** | **Type** | **Subtype** | **Description** | | --- | --- | --- | --- | --- | | 1000 | Checking Account | Asset | Bank | Will be used as the primary account for all deposits. | | 1099 | Undeposited Funds | Asset | Other Current Asset | Will be used as the offsetting account for all payments and deposits. | | 1100 | Accounts Receivable | Asset | Accounts Receivable | Will be used as the offsetting account for all invoice charges and payments. | | 1200 | Inventory | Asset | Other Current Asset | To be used as the primary Asset account for all materials and equipment in the pricebook, unless specified otherwise. | | 2000 | Accounts Payable | Liability | Accounts Payable | Will be used as the offsetting account for all bills, credits, returns, and bill payments. | | 2200 | Sales Tax Payable | Liability | Current Liability | Will be used as the account for all tax zone charges. | | 2600 | Membership Agreements | Liability | Membership Liability | To be used as the account for all membership items sold, unless specified otherwise. Also, to be used as an account for membership visit items that reduce liability. | | 3999 | Retained Earnings | Equity | Equity | To be used as the account for all historical profits. | | 4000 | Revenue | Income | Income | To be used as the primary income account for all pricebook items, unless specified otherwise. | | 4250 | Membership Revenue | Income | Income | To be used as the account for revenue recognition of membership visit items, unless specified otherwise. | | 5001 | Cost of Goods Sold:Materials | Expense | Cost of Goods Sold | To be used as the primary COGS account for all materials in the pricebook, unless specified otherwise. | | 5002 | Cost of Goods Sold:Equipment | Expense | Cost of Goods Sold | To be used as the primary COGS account for all equipment in the pricebook, unless specified otherwise. | | 5097 | Cost of Goods Sold:Shipping | Expense | Cost of Goods Sold | To be used as the account for mapping under Purchasing Configuration for “Shipping”. | | 5098 | Cost of Goods Sold:Tax | Expense | Cost of Goods Sold | To be used as the account for mapping under Purchasing Configuration for “Tax”. | ## ## FAQ --- ### Revenue and dashboard #### Why can't I see the revenue from my open job on the Dashboard? Only jobs that are completed can appear as revenue on the Dashboard. #### Why can't I see my completed job's revenue on the Dashboard? Items in Pricebook give the wrong General Ledger account. Only Pricebook items that point to the income General Ledger accounts appear on the Dashboard. ![List of general ledger accounts with types and subtypes for financial management.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/accounting---faq-image-td12xmn6.png)![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/accounting---faq-image-k31eedep.png) #### Why does my invoice show the wrong lifetime revenue? This issue can occur if your invoice includes items assigned to an expense GL account. To fix this issue, remove the items from the invoice. Next, edit your items in the pricebook and assign the correct GL account to them. Then, add your items back to the invoice. Check the lifetime revenue on the customer profile to make sure it has the correct amount. #### Can I deactivate default GL accounts? It is not possible to delete or deactivate default GL accounts in ServiceTitan. However, they can be renamed or merged with another account. --- ### GL account mapping and pricebook #### What accounts should I do this for? You do not need to set up all the accounts from your *Chart of Accounts*. You should ensure you set up the accounts you will map your Pricebook services and payment types to. #### If I change the account mapping for my Pricebook item will they update automatically in QuickBooks? No, they will not update automatically. If you update the account for a Pricebook service, after you have already exported that Pricebook service, it will need to be manually updated in QuickBooks. For example, you have mapped your AC maintenance service to the HVAC:Sales account. You have exported invoices with that service. You update the AC maintenance service to map to the HVAC:Maintenance account. You will need to go into the QuickBooks *Item List* (Lists > Item List), right-click to edit the service item, and update the account field to HVAC:Maintenance. #### How do I troubleshoot GL account mapping issues? Use the correct sub-account naming format of Parent:Sub-account to ensure GL accounts map properly. If you encounter duplicate GL account errors, review your accounting integration settings and remove or merge any duplicate accounts in ServiceTitan. When a GL account changes, update all affected Pricebook items to reference the new account to keep exports accurate and prevent posting errors. #### How can I update the general ledger in ServiceTitan after changing the Chart of Accounts in QuickBooks Online? Updating a GL account in the ServiceTitan does not retroactively apply to installed equipment on existing invoices. To apply the change, you must delete the installed equipment from the invoice, send it back to the estimate, and then re-add it to the job from the estimate. Additionally, if a Pricebook service's GL account is updated after it has already been exported, the change will not sync automatically and must be manually updated in QuickBooks. --- ### QuickBooks account setup and refunds #### My account doesn't have an account number in QuickBooks? Please note that adding account numbers in ServiceTitan is optional. If you need more information about account numbers in QuickBooks, go to the [Intuit Community](https://community.intuit.com/products/quickbooks-help-en-us) (https://community.intuit.com/products/quickbooks-help-en-us). #### Why are refunds going into Quickbooks Online as accounts receivable and undeposited funds, and how can it be corrected? To check your refund task in your Pricebook: 1. Go to **Pricebook > Service**. 2. Find the refund task and click **Actions ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/quickbooks-online-users---faq-image-6zk1zozn.png) > View/Edit Service**. 3. On the **Details** tab, check the account mapped in the *General Ledger Account* field. To check your refund payment type: 1. On the navigation bar, go to **Settings ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/quickbooks-online-users---faq-image-qs3cgky0.png)**. 2. In the side panel, click **Invoicing > Payment and Invoice Types**. 3. Find the refund payment type and click **Edit**. 4. On the popup, check the account mapped in the *Account* field. ## Want to learn more? - See [Accounting](/v1/docs/accounting)