⚠︎ Invoices are created automatically when a job is booked and start in Pending status. There is no manual "Create Invoice" action — the invoice exists from the moment the job is booked.
a. Open the completed job from the Job screen or navigate to it from the Dashboard.
b. ServiceTitan automatically creates an invoice when a job is booked. Open the invoice from the job record by clicking the invoice number link. Line items, materials, and labor charges pull in automatically from the job.
c. Review the invoice details — verify the customer name, service address, line items, and totals are correct.
d. When the invoice is ready, add it to a batch for posting through the Batch/Export Transactions workflow.
⚠︎ You can only fully edit invoices in Pending status. Posted invoices allow editing only the service location, business unit, job type, and payment. Exported invoices are permanently locked — the only correction path is to create an adjustment invoice.
a. Find the invoice by searching the customer name or invoice number, or navigate from the job record. You can also go to Accounting > Invoices and use filters to locate it.
b. Click the invoice to open it. Use the side menu to add tasks, materials, equipment, or purchase orders. Click Edit on individual line items to change quantities, pricing, or descriptions.
c. Changes are applied as you edit each line item. Confirm your updates are reflected before navigating away.
a. Open the invoice you want to send. Click Email at the top of the invoice.
b. Verify the customer's email address in the To field. Add additional recipients in the CC field if needed.
c. Review the email subject and message body. ServiceTitan uses your configured invoice email template. To customize this template, go to Settings > Invoicing > Email.
d. Click Send. The invoice is attached as a PDF and the send date is recorded on the invoice record. You can check delivery status (Sent, Opened, Dropped, Bounced) in the job's History.
e. Technicians can send invoices directly from the ServiceTitan Mobile app while on-site. After completing the job, the tech can email or print the invoice to the customer before leaving. This is the primary invoice delivery path for high-volume demand service — most customers expect the invoice at the time of service.
⚠︎ If the email status shows "Dropped," it was likely blocked by the customer's spam filter. If it shows "Bounced," the email address may be on ServiceTitan's bounce list — contact Technical Support to have the address removed.
⚠︎ Invoices cannot be sent via text message — only email. If a customer prefers text, use the customer portal link (if Online Payments is enabled) as an alternative.
a. Go to Accounting > Invoices. Use the filters to narrow down the invoices you need to print — for example, filter by sent status, paid status, date range, or business unit.
b. Select the invoices you want to print, then click Action > Print Invoices or Email Invoices. ServiceTitan generates a combined PDF you can print and mail.
a. Go to Accounting > Invoices. Use the review summary at the top to see invoices needing review. Filter by Review Status (Needs Review, On Hold, Reviewed), Sent Status, or business unit.
b. Click into any invoice row to open the Invoice Details screen. Review line items, totals, tax zone, business unit, and customer details. Look for missing charges, incorrect quantities, or unapplied discounts.
c. When satisfied, change the Review Status to Reviewed. Click Next to review additional invoices, or close the review screen.
d. You can also assign invoices for review: select invoices, click Actions > Assign invoices to, and choose the responsible employee.
⚠︎ Posting is a financial action that creates GL journal entries (Debit: Accounts Receivable, Credit: Income per line item). Once posted, invoices are locked — you cannot add or remove tasks. Review totals carefully before posting. If a posted batch has not been exported and the accounting period is still open, you can unpost it to make corrections.
a. Go to Accounting > Batch/Export Transactions. Create a new batch or select an existing one. Add unbatched invoices to the batch.
b. Review the batched invoices. Confirm line items, totals, business unit assignments, and tax zones are correct.
c. Click Post to post the batch. ServiceTitan posts all invoices in the batch and updates their status from Pending to Posted.
d. After posting, export the batch to your accounting software (QuickBooks Desktop, QuickBooks Online, Intacct, or Xero) — or use Bypass Export if you don't use an accounting integration.
⚠︎ If auto-batching is enabled, invoices can be automatically batched within seconds of creation. If you need to manually manage batches, temporarily disable auto-batching at Settings > Accounting > Journal Entries and Auto-Batching.
⚠︎ Invoices with no tasks do not export to your accounting software. Invoices with $0 tasks (zero-dollar totals) do export.
⚠︎ "Exported" does not mean fully synced to your accounting system. If the external system rejected a record, the individual record's sync status may show an error even though the batch itself shows "Exported." Always check per-record sync status when troubleshooting GL mismatches.
a. Go to Settings > Accounting > Journal Entries and Auto-Batching. Enable auto-batching to automatically group daily invoices and payments into batches.
b. Configure your auto-batching schedule and rules. Auto-batching can group transactions by business unit or date.
c. Choose whether batches auto-post or require manual approval before posting.
⚠︎ When auto-batching is enabled, invoices are batched within seconds of creation. If you unbatch an invoice for manual editing, auto-batching may re-batch it almost immediately. Temporarily disable auto-batching when doing manual batch management.
a. Find and open the invoice you need to correct.
b. If the invoice is Pending (not yet batched/posted), you can edit it directly — add, remove, or change line items, then save.
c. If the invoice is Posted but not exported, unpost the batch first. Go to Accounting > Batch/Export Transactions, select the batch, and click Unpost. Make your corrections, then re-post.
d. If the invoice is Exported, it is permanently locked. The only correction path is to create an adjustment invoice. Open the original invoice, click Add an adjustment invoice from the side menu, and add negative (credit) or corrective line items.
⚠︎ Unposting is blocked if the invoice date falls in a closed accounting period. In that case, you must use an adjustment invoice instead. Adjustment invoices export as Credit Memos to your accounting software. Closing an accounting period is irreversible — plan period closes deliberately.
a. Open the invoice (it must be in Pending status). Click Add a discount or fee from the side menu to apply a discount. Discounts appear as a separate line item on the invoice.
b. To adjust tax, verify the tax rate is pulling from the correct tax zone based on the service location. Go to Settings > Invoicing > Tax Zones to confirm zone configuration and ZIP code mappings. You can override the tax zone on the invoice by clicking Update invoice details and selecting a different Tax Zone.
c. To set individual items as taxable or non-taxable, check the Taxable flag on each pricebook item (Pricebook > [item] > Edit). Items marked as Non-Taxable in the pricebook will not have tax applied on the invoice.
d. Click Save and review the updated total before adding to a batch.
⚠︎ Tax zones are set at the location level and inherit to invoices. Manual tax zone overrides on individual invoices can cause calculation errors. Best practice: create non-taxable SKUs in your pricebook instead of overriding zones per invoice.
a. Go to Settings > Invoicing > Automatic Invoicing. This feature automatically emails invoices to customers once a job reaches Completed status.
b. Configure which Technicians, Business Units, and Job Types are eligible — toggle each on or off. All three must have at least one option toggled On for invoices to send automatically.
c. Customize your invoice email template before enabling this feature: go to Settings > Invoicing > Email to edit the template.
d. To exclude specific customers, add the "Do not auto-send invoice" tag to their customer profile. Manage excluded customers from the Automatic Invoicing settings page.
⚠︎ This feature is not compatible with the "Multiple Invoice/Estimate print options" feature — ensure that feature is turned off before enabling Automatic Invoicing. The invoice is sent to the most recent email address on the customer's Contacts list.
a. Open the invoice and compare the line items against the original estimate or job record. Look for missing tasks, materials, or equipment charges. Check whether estimate items transferred correctly to the invoice.
b. Check whether discounts were applied correctly. Verify percentage-based discounts are calculating on the right subtotal. Look for duplicate or stacked discounts if Automatic Discounts are enabled (Settings > Invoicing).
c. Verify the tax rate. Go to Settings > Invoicing > Tax Zones and confirm the service location falls within the correct tax zone. Check that the individual line items are correctly flagged as Taxable in the pricebook.
d. If the invoice is posted, go to Accounting > Batch/Export Transactions, select the batch, and unpost it first. Make corrections, then re-post. If the invoice is exported, create an adjustment invoice instead.
⚠︎ Pricebook prices shown in the Items datasource reflect current prices, not the price at time of sale. If pricing changed after the invoice was created, the displayed pricebook price may differ from the actual invoice amount — always check the invoice item's unit price directly.
a. Verify the customer has a valid email address on file. Go to the Customer record and check the email field under Contacts — look for typos or missing domains. For Automatic Invoicing, the email is sent to the most recent email address on the customer's Contacts list.
b. Check the email delivery status on the job's History. Possible statuses: Sent, Opened, Dropped (likely spam filter), Bounced (delivery failure — contact Technical Support to check if the address is on the bounce list).
c. Confirm the invoice email template exists and is configured. Go to Settings > Invoicing > Email and verify the template.
d. Ensure the customer has notification settings enabled and is not flagged with the "Do not auto-send invoice" tag if using Automatic Invoicing.
⚠︎ Invoices cannot be sent via text message — only email. If a customer prefers text, use the customer portal link (if Online Payments is enabled) as an alternative.
a. Go to Settings > Invoicing > Tax Zones. Verify that tax zones are set up and that the service location's ZIP code is mapped to the correct zone. After configuring zones, click Set Tax Zones to apply the settings to customer locations.
b. Check the individual line items on the invoice. Some items may be marked as Non-Taxable in your pricebook. Go to the pricebook item and ensure the Taxable checkbox is selected for items that should have tax applied.
c. Confirm the customer account is not flagged as tax-exempt. Go to the Customer record > Location and check the Tax Exempt settings.
d. Verify that customer addresses are Google-verified. Unverified addresses may not match to the correct tax zone automatically.
⚠︎ Setting a tax zone does not retroactively apply to open invoices. For existing invoices, you must manually update the tax zone on each invoice via Update invoice details, then click the refresh button next to the tax field to recalculate.
a. In high-volume demand service, the most common WIP gap is a job marked Completed that has a $0 or empty invoice. This happens when a technician completes a job without adding line items, or when estimate items fail to transfer to the invoice.
b. Go to Accounting > Invoices and filter for Pending invoices with $0 totals. Cross-reference against completed jobs by checking the job completion date vs. invoice creation date. Jobs that have been Completed for more than 24–48 hours with no invoiced amount are likely gaps.
c. Open the invoice and manually add the appropriate pricebook items. If the estimate exists on the job, re-sell it to transfer items to the invoice. Once the invoice has the correct line items, add it to a batch for posting.
⚠︎ $0 invoices with $0 tasks do export to your accounting software, but invoices with no tasks at all do not export. Both scenarios overstate your WIP and understate your revenue. Make checking for zero-dollar completed jobs part of your weekly close process.