SERVICETITAN · INVOICING

Invoice Your Customers

Create accurate invoices for multi-day installs, manage deposit and progress billing, verify equipment and material costs, and get paid on every project — without leaving revenue on the table.

Jump to:Create & Send Invoices Review & Post Invoices Correct & Adjust Invoices Troubleshoot Install Invoice Issues Measure Impact

Create & Send Invoices

Review the install job invoice

a. Open the completed install job and navigate to the invoice. ServiceTitan creates an invoice automatically when the job is booked — there is no manual creation step. Line items populate from sold estimates, technician additions, and default services on the job type.

b. Verify the customer's billing address, tax zone, and payment terms. For installs, pay special attention to equipment line items — confirm the correct unit was sold, the serial number is captured, and the price matches the estimate.

c. Check that all materials used during the install are reflected on the invoice. If materials were added by the technician in the field, verify quantities and pricing against the pricebook.

d. If a deposit was collected before the install, confirm it appears as a payment on the invoice and the remaining balance is correct.

⚠︎ For multi-day installs, do not complete the job until all work is finished. Completing the job prematurely cancels remaining appointments and triggers COGS recognition on materials that may not yet be installed.

Invoicing process overview

Edit an invoice

a. Find the invoice in Accounting > Invoices or from the job record. Click to open and use the side menu to add or remove line items, or click Edit on existing items.

b. Only invoices in Pending status can be fully edited. Posted invoices allow changes only to the service location, business unit, job type, and payment.

c. If the invoice is posted but not exported and the accounting period is open, go to Accounting > Batch/Export Transactions, find the batch, and click Unpost. Make corrections, then re-post.

⚠︎ Unposting is only available if the accounting period is open and the batch has not been exported. If the invoice is exported, you must create an adjustment invoice instead.

Edit an invoice

Send the invoice to the customer

a. Open the invoice and click Email. Verify the recipient email address, review the template, and click Send. The invoice is attached as a PDF and the send date is recorded on the invoice record.

b. To customize the email template, go to Settings > Invoicing > Email.

c. Technicians can send invoices directly from the ServiceTitan Mobile app on the final day of the install. After collecting payment, the tech emails the invoice to the customer before leaving the site.

d. Go to Accounting > Invoices. Filter by date range and status, select the invoices, and click Action > Print Invoices or Email Invoices.

⚠︎ If the email status shows "Dropped," the message was likely blocked by the customer's spam filter. If it shows "Bounced," the email address may be on the bounce list — contact Technical Support to have the address removed.

Bulk email invoices

Review & Post Invoices

Review invoices before batching

a. Go to Accounting > Invoices. Use filters to find unposted invoices by date range, business unit, or review status. The Review Status field tracks each invoice as Needs Review, On Hold, or Reviewed.

b. For install jobs, pay extra attention to: equipment line items (correct unit, correct price, correct GL mapping), material quantities (do they match what was used?), and deposit payments (is the deposit applied to the correct invoice?).

c. Change the Review Status to Reviewed when satisfied. To assign invoices for review, select them and click Actions > Assign invoices to.

Review invoices before batching

Batch and post invoices

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 batch contents. Confirm line items, totals, business unit assignments, and tax zones are correct.

c. Click Post to post the batch. Posting locks the invoices and creates the accounting entries. Only posted invoices appear in payroll and accounting reports.

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. Exporting permanently locks the invoices.

⚠︎ If auto-batching is enabled, invoices can be automatically added to a batch within seconds of creation. If you need to manage batches manually, temporarily disable auto-batching at Settings > Accounting > Journal Entries and Auto-Batching.

⚠︎ Invoices with no items will not export to your accounting software. Invoices with $0 items will export normally.

⚠︎ After exporting, always check for sync errors. If your accounting software rejected a record, the individual invoice may show an error even though the batch itself shows as exported. Check per-record status when troubleshooting mismatches.

Batch, post, and export transactions Bypass exporting a batch to accounting software

Correct & Adjust Invoices

Correct a posted or exported invoice

a. If the invoice is Pending, edit it directly — add, remove, or change line items, then save.

b. If the invoice is Posted but not exported and the accounting period is open, go to Accounting > Batch/Export Transactions, find the batch, and click Unpost. Make corrections, then re-post.

c. If the invoice is Exported, it is permanently locked. Open the original invoice and click Add an adjustment invoice. Add corrective line items (positive or negative). The adjustment invoice must be batched, posted, and exported separately. It appears as a Credit Memo in your accounting software.

⚠︎ Unposting is blocked if the invoice date falls in a closed accounting period. The only correction path in a closed period is an adjustment invoice. Closing an accounting period is irreversible — plan period closes deliberately.

How to void or cancel an invoice Create an adjustment invoice

Apply discounts or adjust tax

a. Open the invoice (it must be in Pending status). Click Add a discount or fee from the side menu to apply a discount. Member discounts apply automatically if the customer has an active membership and the pricebook is configured for member pricing.

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. You can override the tax zone on the invoice, but best practice is to use non-taxable pricebook items instead of manual overrides.

⚠︎ Tax zones are set at the location level. Manual tax zone overrides on individual invoices can lead to calculation errors. Create non-taxable SKUs in your pricebook for items that should not have tax applied.

Set individual invoice items as taxable Set up sales tax in ServiceTitan

Troubleshoot Install Invoice Issues

Troubleshoot — Material costs not showing on the P&L

a. Material costs for inventory-tracked items move from the Inventory Asset account to Cost of Goods Sold when the job reaches Completed status. If the job is still in Working status, the costs will remain on the Inventory Asset account and will not appear in COGS on your P&L.

b. Check the job status. If the install is finished but the job was never completed, complete the job now. This triggers the cost transfer from Inventory Asset to COGS.

c. If the job was completed but COGS still looks wrong, check whether the pricebook items have the correct Cost of Sale GL account assigned. Incorrectly mapped GL accounts mean the cost posts to the wrong account in your accounting software — the total may be right, but the category breakdown on your P&L will be wrong.

⚠︎ Fixing GL account mappings on pricebook items only corrects future exports. Previously exported invoices are not retroactively corrected. If historical data needs fixing, make the correction directly in your accounting software.

Troubleshoot — Equipment revenue categorized incorrectly

a. Equipment items carry separate GL account assignments from labor and material items. If equipment revenue is showing up under the wrong P&L category (for example, as "Parts" instead of "Equipment Revenue"), the issue is in the GL account mapping on the pricebook item.

b. Go to your pricebook and open the equipment item. Check the Revenue GL account, the Cost of Sale GL account, and the Asset GL account. Each should point to the correct equipment-specific account in your chart of accounts.

c. After fixing, all future invoices containing that item will export with the correct GL mapping. For previously exported invoices, make the correction directly in your accounting software.

⚠︎ This is the most common install-specific GL issue. Equipment sold as a replacement often gets mapped to a "Parts" account by default. A one-time pricebook audit of your equipment GL mappings prevents this from accumulating.

Troubleshoot — Invoice total is wrong

a. Open the invoice and compare line items against the original estimate and the job record. Check for missing equipment charges, incorrect quantities on materials, or estimates that did not transfer correctly.

b. Verify discounts are calculating correctly. If the customer has an active membership, confirm the pricebook item has a member price set. Check for duplicate or stacked discounts.

c. Verify the tax rate. Go to Settings > Invoicing > Tax Zones and confirm the service location falls within the correct tax zone. Check that individual line items are correctly flagged as Taxable in the pricebook.

⚠︎ Pricebook prices shown in reports reflect current prices, not the price at time of sale. If pricing changed after the invoice was created, the pricebook price may differ from the actual invoice amount — always check the invoice item's unit price directly.

Edit an invoice Overview of the invoicing process

Troubleshoot — Invoice stuck in the wrong status

a.Cannot batch: The invoice date may fall in a closed accounting period, or a payment on the invoice is dated in a closed period. Go to Settings > Accounting > Accounting Periods and verify the period is open.

b.Cannot unpost: The batch may contain exported transactions that cannot be reversed. Check the batch status in Accounting > Batch/Export Transactions.

c.Cannot export: Missing GL account mappings, business unit configuration issues, or accounting integration connection errors can block export. Check for mapping errors in your export log.

Understand invoice statuses Batch, post, and export transactions

Troubleshoot — Inventory Asset account is overstated

a. If your Inventory Asset balance in the general ledger is higher than expected, the most common cause is install jobs sitting in Working status after the work is complete. While a job stays in Working, the materials consumed on that job remain on the Inventory Asset account.

b. Go to Accounting > Invoices and filter for Pending invoices on install-type jobs. Cross-reference against the job status — look for jobs that have been in Working status for longer than expected (e.g., more than 5–7 days for a typical install).

c. Complete the jobs. Once a job reaches Completed status, material costs transfer from Inventory Asset to Cost of Goods Sold. This should bring the Inventory Asset balance back in line.

⚠︎ Make checking for stale Working-status install jobs part of your weekly close process. Even a handful of uncompleted jobs can meaningfully overstate Inventory Asset and understate COGS on your financial statements.

Measure the impact

Speed

Average days from job completion to invoice posting

For multi-day installs, the gap between job completion and invoice posting is the primary bottleneck. Faster posting means faster payment collection and cleaner financial reporting.

Accounting > Invoices ↗

Accuracy

Invoice adjustment rate

Track post-posting adjustments as a percentage of total posted invoices. For installs, common causes include missing equipment charges, incorrect material quantities, and estimate items that did not transfer. A high adjustment rate signals review process gaps.

Accounting > Invoices ↗

COGS Gap

Jobs in Working status with material costs

The install-specific financial health check. Jobs stuck in Working status keep material costs on the Inventory Asset account instead of recognizing them as COGS. A growing count signals that technicians or project managers are not completing jobs promptly.

Accounting > Invoices ↗

GL Health

Equipment revenue mapped correctly

Verify that equipment line items are posting to equipment-specific GL accounts, not to generic "Parts" or "Materials" accounts. Incorrect mapping causes P&L category errors downstream.

Pricebook > Equipment Items ↗