Overview
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This article outlines how ServiceTitan updates customer records for QuickBooks Desktop.
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. Please contact Technical Support for details.
Things to know
Syncing features are not available for QuickBooks Online.
Syncing features are standard for all new ServiceTitan accounts. If these features are not yet enabled in your account, contact Technical Support for details.
Best practices
The first time you export invoices for a customer, make sure the customer's name in ServiceTitan matches the customer's name in QuickBooks
When you export invoices to QuickBooks for the first time for any customer, ServiceTitan will look for name matches in QuickBooks. Therefore, it is very important that the customer name in ServiceTitan is an exact match with the customer name in QuickBooks (including commas and spaces) if you already have a record for the customer in QuickBooks.
Otherwise, a duplicate customer record will be created in QuickBooks.
What if I need to update a customer's name? Will syncing still work?
Yes, as long as this is not the first time you are exporting invoices for the customer, syncing will continue to work.
The name match is important only when you export invoices from ServiceTitan to QuickBooks for the first time. Once ServiceTitan finds an exact name match, the ServiceTitan ID will be used for customer record syncing.
This means that you won't need to worry about any future name changes. Once the ServiceTitan ID is attached to the customer's record in QuickBooks, any changes to the customer name will be updated in QuickBooks as well.
ServiceTitan ID syncing
ServiceTitan will assign a unique ID to the QuickBooks and ServiceTitan customer record. This ID will permanently link the two records. When an invoice is exported with that customer, any updates made to the customer will be updated in the QuickBooks customer record.
Where to find the ServiceTitan ID
In QuickBooks:
The ServiceTitan ID will be amended to the end of the customer name in QuickBooks. For example, if the ServiceTitan ID for customer John Doe is 1234, the Customer Name field in QuickBooks will update to “John Doe 1234”.
In ServiceTitan:
The ServiceTitan ID is viewable in the customer record URL. When you view a customer record in ServiceTitan, you will notice that the URL will show something like this: https://go.servicetitan.com/#/Customer/1293965 (Note: This is just an example). The ServiceTitan ID is the number sequence after the last "/" in the URL. In this example, the Customer ID would be 1293965.
Note: The ServiceTitan ID will never appear on customer invoices.
In QuickBooks, the customer's Service Titan ID will appear immediately after the customer's name. The Service Titan ID is viewable in the customer record, but it will not appear on customer invoices.
Exporting invoices to QuickBooks
When you export an invoice for a new customer (the customer does not yet exist in QuickBooks):
A new customer record will be created in QuickBooks.
The customer's unique ServiceTitan ID will be added to the customer record and amended to the end of the customer name in QuickBooks.
When you export an invoice for an existing customer (the customer already exists in QuickBooks):
The unique ServiceTitan ID on the customer record will be matched to the customer record in QuickBooks.
Any updates made to the customer name in ServiceTitan will be made to the matching customer record in QuickBooks.