Guide to using the Pricebook to configure memberships

Overview

Many membership tasks are done using membership settings, but some membership configurations are set up in the pricebook. Understanding recurring service types, invoice templates, and pricebook tasks using both the pricebook and memberships wizard will help you assemble the exact membership you want. All information below is based on a membership that is billed once, for which revenue is deferred.

Who uses this feature

Administrators, Managers, and Accountants

Things to know

If this accounting scenario does not apply to you, see Membership Accounting Options to learn about other membership accounting options.
You will need to set up recurring service types and recurring service invoice templates before you set up membership add-ons.

Step one: Add a membership

Membership setup, including creating a new membership, is done in the memberships wizard. To access the memberships wizard, go to the top toolbar and click Settings > Invoicing > Membership Types. Click Add.

memebrship type gif

To learn more about membership settings, see Create membership types

Step two: Complete additional setup

Some membership setup will need to be done directly in the pricebook. To access the pricebook, go to the top toolbar and click Settings > Invoicing > Pricebook.

The column Memberships Wizard or Pricebook details whether membership setup is part of the memberships wizard or done directly in the pricebook.

After you've added a membership, you can configure the membership to create a new sale, renewal task, or set up deferred revenue for recurring services.

Task	Purpose	Fields	Membership Wizard or Pricebook
Create a new sale task	A new sale task is placed on the invoice to sell a membership.	Details Code—Service code entered when adding a task Name—Display name technicians see when adding the task from the field Item Description—Description of the task that appears on the invoice Price—Standard price of the task General ledger account (QB liability account)—Choose which Income Account the new service is tied to. Enter the name of the account only. Taxable—Select this box to enable taxable status. Deferred revenue—Select this box to flag the new service as deferred revenue. See Set up deferred revenue for membership types for more details. Commission Tab Enter a bonus amount or commission you want to pay when the membership sells. Hours—Sold/billable hours for the task $ Bonus—Flat rate bonus for this task % Bonus—Bonus percentage paid for this task Pay tech-specific bonus—Selecting this checkbox will pay the Default Adjustment Rate according to the technician's bonus settings. This allows a different percent bonus for each technician. Pays Commission—Select this box if the technician should receive a commission for this service. Materials tab Materials are usually not attached to a new membership sale. Equipment tab Equipment is usually not attached to a new membership sale. Workflow tab Text in the tab will be automatically populated with the membership name.	Membership Tab Creating a new sale task is done in the second step of the memberships wizard. If you want to select an existing pricebook task, you can use the memberships wizard. Click Billing>New Sale Tasks>Existing Tasks. In the Existing Tasks field, select from an existing pricebook task.
Create a renewal task	Renewal tasks are used when you generate renewal estimates. You can also add renewal tasks to an existing invoice if the customer indicates they want to renew their membership.	Details Code—Service code entered when adding a task Name—Display name technicians see when adding the task from the field Item Description—Description of the task that appears on the invoice Price—Standard price of the task General ledger account (QB liability account)—Choose which Income Account the new service is tied to. Enter the name of the account only. Taxable—Select this box to enable taxable status. Deferred revenue—Select this box to flag the new service as deferred revenue. See Set up deferred revenue for membership types for more details. Commission Tab Enter any bonus amounts or commission you want to pay out when the renewal sells. There is no need to enter sold hours on the renewal task. Materials tab Materials are usually not attached to a new membership sale. Equipment tab Equipment is usually not attached to a new membership sale. Workflow tab The number of months is the duration of the renewal (number of months before the renewal membership will expire)	Membership Tab Creating a new sale task is done in the second step of the memberships wizard. If you want to select an existing pricebook task, you can use the memberships wizard. Click Billing>New Sale Tasks>Existing Tasks. In the Existing Tasks field, select from an existing pricebook task.
Add deferred revenue (+/-) tasks	Deferred revenue tasks are placed on recurring service invoice templates so revenue can be realized when the service is performed. Each recurring service requires both a positive (+) and negative (-) task. The price of these tasks together should equal zero. Create or edit deferred revenue tasks by going to the navigation bar and clicking Settings. In the side panel, click Invoicing>Pricebook>Services. The positive (+) task is the amount of revenue being realized when the service is performed. The negative (-) task reconciles this revenue in your liability account.	Details Code—Service code entered when adding a task Name—Display name technicians see when adding the task from the field Item Description—Description of the task that appears on the invoice Price—Standard price of the task General ledger account (QB liability account)—Choose which Income Account the new service is tied to. Enter the name of the account only. Taxable—Select this box to enable taxable status. Deferred revenue—Select this box to flag the new service as deferred revenue. See Set up deferred revenue for membership types for more details. General Ledger Account for the Positive (+) task: The general ledger account should be the QB income account for realized membership revenue. General Ledger Account for the Negative (-) task: The general ledger account should be the QB liability account for deferred membership revenue. Categories—Select the categories this task will be grouped under in your pricebook for use with ServiceTitan Mobile. Select Taxable or Loyalty Program Eligible if these settings apply to your task. Commission tab N/A Materials tab N/A Workflow tab There is no need to enter any membership settings here. Revenue recognition tasks are not used to trigger a new membership or renewal.	Memberships Wizard Create deferred revenue tasks in the third step of the Memberships Wizard by clicking Add Recurring Service>Create New Service>Invoice Template>Create). You can also use the Memberships Wizard to attach an existing recurring service (Step Three:Recurrences>Add Recurring Services>Add Existing Service). The deferred revenue tasks are already on the recurring service invoice template. Note In the third step of the membership wizard, ensure Deferred is selected.

Task

Purpose

Fields

Membership Wizard or Pricebook

Create a new sale task

A new sale task is placed on the invoice to sell a membership.

Details

Code—Service code entered when adding a task
Name—Display name technicians see when adding the task from the field Item
Description—Description of the task that appears on the invoice
Price—Standard price of the task
General ledger account (QB liability account)—Choose which Income Account the new service is tied to. Enter the name of the account only.
- Taxable—Select this box to enable taxable status.
- Deferred revenue—Select this box to flag the new service as deferred revenue. See Set up deferred revenue for membership types for more details.

Commission Tab

Enter a bonus amount or commission you want to pay when the membership sells.

Hours—Sold/billable hours for the task
$ Bonus—Flat rate bonus for this task
% Bonus—Bonus percentage paid for this task
- Pay tech-specific bonus—Selecting this checkbox will pay the Default Adjustment Rate according to the technician's bonus settings. This allows a different percent bonus for each technician.
- Pays Commission—Select this box if the technician should receive a commission for this service.

Materials tab

Materials are usually not attached to a new membership sale.

Equipment tab

Equipment is usually not attached to a new membership sale.

Workflow tab

Text in the tab will be automatically populated with the membership name.

Membership Tab

Creating a new sale task is done in the second step of the memberships wizard.

If you want to select an existing pricebook task, you can use the memberships wizard. Click Billing>New Sale Tasks>Existing Tasks. In the Existing Tasks field, select from an existing pricebook task.

Create a renewal task

Renewal tasks are used when you generate renewal estimates.

You can also add renewal tasks to an existing invoice if the customer indicates they want to renew their membership.

Details

Code—Service code entered when adding a task
Name—Display name technicians see when adding the task from the field
Item Description—Description of the task that appears on the invoice
Price—Standard price of the task
General ledger account (QB liability account)—Choose which Income Account the new service is tied to. Enter the name of the account only.
- Taxable—Select this box to enable taxable status.
- Deferred revenue—Select this box to flag the new service as deferred revenue. See Set up deferred revenue for membership types for more details.

Commission Tab

Enter any bonus amounts or commission you want to pay out when the renewal sells.
There is no need to enter sold hours on the renewal task.

Materials tab

Materials are usually not attached to a new membership sale.

Equipment tab

Equipment is usually not attached to a new membership sale.

Workflow tab

The number of months is the duration of the renewal (number of months before the renewal membership will expire)

Membership Tab

Creating a new sale task is done in the second step of the memberships wizard.

Add deferred revenue (+/-) tasks

Deferred revenue tasks are placed on recurring service invoice templates so revenue can be realized when the service is performed.

Each recurring service requires both a positive (+) and negative (-) task. The price of these tasks together should equal zero.

Create or edit deferred revenue tasks by going to the navigation bar and clicking Settings. In the side panel, click Invoicing>Pricebook>Services.

The positive (+) task is the amount of revenue being realized when the service is performed.

The negative (-) task reconciles this revenue in your liability account.

Details

Code—Service code entered when adding a task
Name—Display name technicians see when adding the task from the field Item Description—Description of the task that appears on the invoice
Price—Standard price of the task
General ledger account (QB liability account)—Choose which Income Account the new service is tied to. Enter the name of the account only.
- Taxable—Select this box to enable taxable status.
- Deferred revenue—Select this box to flag the new service as deferred revenue. See Set up deferred revenue for membership types for more details.
General Ledger Account for the Positive (+) task: The general ledger account should be the QB income account for realized membership revenue.
General Ledger Account for the Negative (-) task: The general ledger account should be the QB liability account for deferred membership revenue.
Categories—Select the categories this task will be grouped under in your pricebook for use with ServiceTitan Mobile.
Select Taxable or Loyalty Program Eligible if these settings apply to your task.

Commission tab

N/A

Materials tab

N/A

Workflow tab

There is no need to enter any membership settings here. Revenue recognition tasks are not used to trigger a new membership or renewal.

Memberships Wizard

Create deferred revenue tasks in the third step of the Memberships Wizard by clicking Add Recurring Service>Create New Service>Invoice Template>Create).

You can also use the Memberships Wizard to attach an existing recurring service (Step Three:Recurrences>Add Recurring Services>Add Existing Service). The deferred revenue tasks are already on the recurring service invoice template.

Note

In the third step of the membership wizard, ensure Deferred is selected.

Step three: Set up recurring services

While you are at a customer job site, you may have time to perform work related to the customer's membership. By marking a recurring service as complete, you will make sure that the office does not schedule unnecessary work, or work that you have already performed.

Task	Purpose	Fields	Membership Wizard or Pricebook
Create a recurring service type	Every service included with a membership needs to have a separate recurring service type. The recurring service type will determine the frequency of the membership service. To assist customer service representatives, you can enter job details in the Memberships Wizard.	Tags—Recommended: Enter a tag for the recurring service. This tag will be applied to all jobs when the service is booked. Invoice template—The invoice template used when the service is booked. Business Unit—Business units allow you to keep multiple business sectors separate. Job Type—Job types are used to preset certain variables when the job is booked, including duration, tags, priority level, and default included services. See Set up and use job types for more information. Priority—Urgency level for the job Campaign—Campaigns help you automatically track the source of all your incoming leads. Job Summary—A description of the job visible to the technician and back office employees Recurrence type—The interval at which the service is repeated. Choose from weekly, monthly, seasonal, or daily Interval—Amount of time between service Duration Type—Choose from a continuous type of duration of if the customer purchased a finite number of visits.	Memberships Wizard Create deferred revenue tasks in the third step of the memberships wizard by clicking Recurrences>Create New Service>Save). You can also use the memberships wizard to attach an existing recurring service (Step Three:Recurrences>Add Recurring Services>Add Existing Service). The deferred revenue tasks are already be on the recurring service invoice template.

Task

Purpose

Fields

Membership Wizard or Pricebook

Create a recurring service type

Every service included with a membership needs to have a separate recurring service type.

The recurring service type will determine the frequency of the membership service.

To assist customer service representatives, you can enter job details in the Memberships Wizard.

Tags—Recommended: Enter a tag for the recurring service. This tag will be applied to all jobs when the service is booked.
Invoice template—The invoice template used when the service is booked.
Business Unit—Business units allow you to keep multiple business sectors separate.
Job Type—Job types are used to preset certain variables when the job is booked, including duration, tags, priority level, and default included services. See Set up and use job types for more information.
Priority—Urgency level for the job
Campaign—Campaigns help you automatically track the source of all your incoming leads.
Job Summary—A description of the job visible to the technician and back office employees
Recurrence type—The interval at which the service is repeated. Choose from weekly, monthly, seasonal, or daily
Interval—Amount of time between service
Duration Type—Choose from a continuous type of duration of if the customer purchased a finite number of visits.

Memberships Wizard

Create deferred revenue tasks in the third step of the memberships wizard by clicking Recurrences>Create New Service>Save).

You can also use the memberships wizard to attach an existing recurring service (Step Three:Recurrences>Add Recurring Services>Add Existing Service). The deferred revenue tasks are already be on the recurring service invoice template.

Note: To edit an existing recurring service type, click Settings>Invoicing>Recurring Service Types.

Optional: Set up add-ons for the membership

Task	Purpose	Fields	Membership Wizard or Pricebook
Add membership add-ons	You can customize membership plans with add-on services and add-on charges. When you sell an add-on, the add-on price will be rolled into the membership (the customer does not see a breakdown). If the add-on is for an extra recurring service or recurring service upgrade, these services will automatically appear on the membership.	Set up a pricebook task for each membership add-on. When doing so, you can: Add up-front charges to the membership Add a new recurring service to the membership Upgrade an existing recurring service See Set up membership add-ons for more information about setting up membership add-ons.	Pricebook Create membership add-ons in the pricebook by clicking Settings>Invoicing>Pricebook). When adding a new service, add the membership add-on price to the Add On Price field in the Details tab.

Task

Purpose

Fields

Membership Wizard or Pricebook

Add membership add-ons

You can customize membership plans with add-on services and add-on charges.

When you sell an add-on, the add-on price will be rolled into the membership (the customer does not see a breakdown).

If the add-on is for an extra recurring service or recurring service upgrade, these services will automatically appear on the membership.

Set up a pricebook task for each membership add-on.

When doing so, you can:

Add up-front charges to the membership
Add a new recurring service to the membership
Upgrade an existing recurring service

See Set up membership add-ons for more information about setting up membership add-ons.

Pricebook

Create membership add-ons in the pricebook by clicking Settings>Invoicing>Pricebook). When adding a new service, add the membership add-on price to the Add On Price field in the Details tab.

Want to learn more?

See Basic Membership Workflows