--- title: "Manage Job Documentation & Handoffs" slug: "manage-job-documentation-and-handoffs" updated: 2026-07-24T15:29:59Z published: 2026-07-24T15:29:59Z canonical: "help.servicetitan.com/manage-job-documentation-and-handoffs" stale: true --- > ## 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. # Manage Job Documentation & Handoffs SERVICETITAN · WORK MANAGEMENT **Manage Job Documentation & Handoffs** Close out every job cleanly. Send documents, collect payment and signatures, and ensure nothing falls through the cracks between the field and the office. Jump to:[**Forms, Docs & Payment**](/docs/manage-job-documentation-and-handoffs#p1)[**Close Out & Signatures**](/docs/manage-job-documentation-and-handoffs#p2)[**Troubleshoot**](/docs/manage-job-documentation-and-handoffs#p3)[**Measure Impact**](/docs/manage-job-documentation-and-handoffs#kpi) **Require Forms, Send Documents, & Collect Payment** **1** **Require forms through office settings before a job can be closed in the field** **a.** From the office, open ServiceTitan and go to **Settings** > **Operations** > **Forms**. Find the form you want to make required, or create a new one. **b.** Edit the form trigger and enable the **Require form** option. Triggers are configured on the form itself—open the form and edit its triggers to control which job types, business units, customer types, statuses, or job statuses cause the form to appear. **c.** Save the form. Technicians will now see the form listed as a required task in the mobile app and cannot complete the job until it is submitted. ⚠︎ Don't mark a field as Required if its section may be hidden by conditional logic—this causes a form freeze where the technician can't submit the form. Also, forms assigned only to Locations will not appear in the Form Submissions report—assign forms to Jobs for report visibility. [**Create a form in ServiceTitan**](/v1/docs/create-a-form-in-servicetitan)[**Use form triggers**](/v1/docs/use-form-triggers)[**Set up required arrival forms for the ServiceTitan Field Mobile App**](/v1/docs/set-up-required-arrival-forms-in-fma) **2** **Present or email an invoice from the field or office** **FIELD MOBILE APP** **a.** Open the job in the **Field Mobile App** and tap the **Invoice** tab (Residential) or **Work Summary** tab (Commercial). **b.** To present the invoice on-screen for the customer to review, tap **Present**. **c.** To email the invoice, scroll to *Share Invoice* and tap **Email**. Enter the recipient's email address, attach any applicable forms, and tap **Send**. **Note:** For *Commercial* jobs, the *Print* option is available from the *Project Invoice* screen. [**Present or email an invoice in the ServiceTitan Field Mobile App**](/v1/docs/present-or-email-an-invoice-in-fma) **SERVICETITAN MOBILE (LEGACY)** **a.** Open the job in **ServiceTitan Mobile** and tap **Invoice**. **b.** To print the invoice, tap **Actions** > **Print** and follow your device's prompts. **c.** To email the invoice, tap **Actions** > **Email**. Enter the recipient's email address, attach any applicable forms, and tap **Send**. [**Print or email an invoice or estimate in ServiceTitan Mobile**](/v1/docs/print-email-invoice-or-estimate-in-servicetitan-mobile) **OFFICE** **a.** From the office, open the job in **ServiceTitan** and go to the invoice. Click the **Email** icon to open the email composer. **b.** Confirm the customer's email address in the **To** field. Select the email template and add a personalized message if needed. **c.** Click **Send**. The email status appears in the job's **History** tab—look for *Sent*, *Opened*, *Dropped*, or *Bounced* status to track delivery. [**Print, email, and download customer invoices**](/v1/docs/print-email-and-download-customer-invoices) **3** **Collect payment from the field** ⚠︎ **Best practice:** Collect payment before closing out the job. Uncollected balances create follow-up work and delay your cash flow. ACH and Tap-to-Pay require an active internet connection in the field—manual credit card entry can be queued offline and syncs when connectivity is restored. **FIELD MOBILE APP** **a.** In the **Field Mobile App**, open the job and tap the **Invoice** tab (Residential) or **Work Summary** tab (Commercial). **b.** Scroll to the *Payments* section and tap **Pay**. Confirm the **Payment Amount** and select the **Payment Type**. **c.** Have the customer sign to authorize the payment then tap **Charge** to process. [**Field Mobile App: Process payments**](/v1/docs/field-mobile-app#process-payments) **SERVICETITAN MOBILE (LEGACY)** **a.** Open the job in **ServiceTitan Mobile** and tap **Invoice**. **b.** Tap **Pay**. Select the **Payment Type** and confirm the **Payment Amount**. **c.** Have the customer sign to authorize the payment then tap **Accept** > **Done** to process. [**Mobile Handbook: Process payments**](/v1/docs/servicetitan-mobile#process-payments) **Document, Close Out, & Collect Signatures** **4** **Document the job and close it out from the field** ⚠︎ Before closing, complete all required forms, enter required equipment details, collect payment (if the customer is paying now), and collect required signatures. After a job is completed, some fields can no longer be edited from the field. If there are remaining technicians or appointments on the job, mark yourself or the appointment as Done first—completing the job while others are still working cancels their remaining appointments. **FIELD MOBILE APP** **a.** Open the job in the **Field Mobile App** and verify all tasks are complete—including forms, equipment details, and payment. **b.** Tap **Close Out** at the bottom of the job screen, then tap **Complete Job**. If there are remaining technicians or appointments, tap **Mark myself as done** or **Complete Appointment** instead—all technicians and appointments must be marked *Done* before you can complete the job. **c.** If any required items are missing, the app will list what still needs to be completed. Confirm by tapping **Complete Job**, **Mark myself as done**, or **Complete Appointment** again. The job status changes and is handed to the office for review. [**Complete an appointment in the ServiceTitan Field Mobile App**](/v1/docs/complete-an-appointment-in-fma)[**Complete a job with the ServiceTitan Field Mobile App**](/v1/docs/complete-a-job-in-fma)[**Track job-related tasks in the ServiceTitan Field Mobile App**](/v1/docs/track-job-related-tasks-in-fma) **SERVICETITAN MOBILE (LEGACY)** **a.** Open the job in **ServiceTitan Mobile** and tap **Closeout**. **b.** Tap **Complete the Job**. If there are remaining technicians or appointments, tap **Only Mark Myself as Done** or **Mark Appointment Done** instead—all technicians and appointments must be marked *Done* before you can complete the job. **c.** If any required items are missing, the app will list what still needs to be completed. Confirm by tapping **Only Mark Myself as Done** or **Mark Appointment Done**. The job status changes and is handed to the office for review. [**Close out appointments in ServiceTitan Mobile**](/v1/docs/close-out-servicetitan-mobile)[**Complete a job in ServiceTitan Mobile**](/v1/docs/complete-a-job-in-servicetitan-mobile) **5** **Collect a customer signature on a job from the field** **FIELD MOBILE APP** **a.** Open the job in the **Field Mobile App** and go through the **Close Out** flow. **b.** If any remaining signatures are required, they're shown in the *Signature* section of the *Close Out* screen—for example, **Customer Authorization** (before work) or **Customer Acknowledgement** (after work). Tap each required signature then hand your device to the customer. They sign directly on the screen, then tap **Done**. Alternatively, if you have the *Enable Visit Assistant* permission, tap **Send E-Sign** to send the customer a link so they can sign from their own device without sharing yours. **c.** The signature is saved to the job record and visible to office staff. If your account requires a signature before closeout, the job cannot be completed without it. [**Use the contactless experience for required job signatures in the ServiceTitan Field Mobile App**](/v1/docs/use-the-contactless-experience-for-required-job-signatures-in-fma)[**Field Mobile App: Close out jobs**](/v1/docs/field-mobile-app#close-out-jobs) **SERVICETITAN MOBILE (LEGACY)** **a.** Open the job in **ServiceTitan Mobile** and go through the **Close Out** flow. **b.** If any remaining signatures are required, they're shown on the *Close Out* screen—for example, **Customer Authorization** (before work) or **Customer Acknowledgement** (after work). Tap each required signature then hand your device to the customer. They sign directly on the screen, then tap **Done**. Alternatively, if you have the *Enable Visit Assistant* permission, tap **Send E-Sign** to send the customer a link so they can sign from their own device without sharing yours. **c.** The signature is saved to the job record and visible to office staff. If your account requires a signature before closeout, the job cannot be completed without it. [**Use the contactless experience in ServiceTitan Mobile**](/v1/docs/contactless-experience-in-servicetitan-mobile)[**Mobile Handbook: Close out jobs**](/v1/docs/servicetitan-mobile#close-out-jobs) **6** **Review and confirm a closed job from the office** **a.** From the office, open ServiceTitan and go to the completed job by searching for it or finding it on the **Dispatch Board**. Review the job details, including line items, notes, and attached forms. **b.** Check the **History** tab to review the full timeline—technician status changes, forms submitted, signatures collected, emails sent, and payment activity. **c.** Go to **Accounting** > **Invoices** to review the invoice before batching. If adjustments are needed, edit the invoice details while the invoice is still in *Pending* status—after the Batch is posted, the invoice is locked. ⚠︎ If a technician completed the job prematurely on a multi-day job (canceling remaining appointments), the office must re-open the job. Completed jobs cannot be re-opened through normal flow—this requires administrator access. [**Review invoices before batching**](/v1/docs/review-invoices-before-batching)[**Overview of the invoicing process**](/v1/docs/overview-of-the-invoicing-process) **Troubleshoot Issues** **7** **Troubleshoot: Can't close a job due to open tasks** **a.** From the field, open the job and tap **Close Out**. The app will indicate what's blocking completion: required forms not filled out, required signatures not collected, or required equipment details not entered. **b.** Check for incomplete required forms on the **Forms** tab. Required forms are marked and must be completed before close-out. **c.** Check for missing required signatures—Customer Authorization or Acknowledgement. Collect them in person or send through E-Sign. **d.** Check for missing required equipment details. If the job involves an install, equipment records must be entered before the job can complete. **e.** Check for Sold estimates that still need work scheduled. If a sold estimate has not been converted to a booked job, the system blocks completion. **f.** Complete each outstanding item. **g.** If tasks appear complete but the job still won't close, check for *Action Required: Managed Technician Not Detected*—ServiceTitan requires at least one valid, active managed technician with a timesheet before a job can be completed. If the issue persists, force-close the app and reopen to refresh the job data, then try again. ⚠︎ ServiceTitan requires at least one valid, active managed technician with a timesheet entry on the job before it can be completed (even if the invoice is $0). If you see "Action Required: Managed Technician Not Detected," verify the technician has a timesheet for the job. [**Complete an appointment in the ServiceTitan Field Mobile App**](/v1/docs/complete-an-appointment-in-fma)[**Complete a job with the ServiceTitan Field Mobile App**](/v1/docs/complete-a-job-in-fma)[**Close out appointments in ServiceTitan Mobile**](/v1/docs/close-out-servicetitan-mobile)[**Complete a job in ServiceTitan Mobile**](/v1/docs/complete-a-job-in-servicetitan-mobile)[**Forms Home**](/v1/docs/forms) **8** **Troubleshoot: Customer signature missing** **a.** From the office, open the job and check the **History** tab. Look for signature events to confirm whether the signature was captured but not synced, or never collected. **b.** If the technician collected the signature but it isn't showing, have them open the **Field Mobile App** with a stable internet connection and pull to refresh the job data to force a sync. **c.** If the signature was never collected, the technician can reopen the job on their device (if still assigned) and collect the signature. If the job has already been completed, it cannot be reopened through normal flow—an administrator must reopen the job, or the signature must be uploaded manually through the office Job Detail screen as an attachment. [**Use the contactless experience for required job signatures in the ServiceTitan Field Mobile App**](/v1/docs/use-the-contactless-experience-for-required-job-signatures-in-fma)[**Field Mobile App: Close out jobs**](/v1/docs/field-mobile-app#close-out-jobs) **9** **Troubleshoot: Customer didn't receive email** **a.** From the office, open the job and check the **History** tab. Filter by **Email** to confirm the email was sent. Look for one of four statuses: *Sent* (reached inbox), *Opened* (customer opened it), *Dropped* (blocked by spam filters), or *Bounced* (returned due to an issue). **b.** Verify the customer's email address in the **Customer** or **Location** record. A typo in the email address is the most common cause of missing emails. Also check the customer's invoice/statement delivery preference to ensure email is their selected method. **c.** Ask the customer to check their spam or junk folder. Recommend that they add **noreply@onservicetitan.com** to their contacts. If the email still isn't found, resend the invoice from the job record. If emails consistently go to spam, a domain whitelisting issue may need to be resolved—open a support case for domain whitelisting. [**Print, email, and download customer invoices**](/v1/docs/print-email-and-download-customer-invoices) **Measure the impact** **Completeness** **Jobs closed with all required forms** A low rate means technicians are skipping documentation steps, which creates compliance risk. [**Reports > All Reports > search "Form Submissions" > filter by completion status ↗**](https://go.servicetitan.com/#/new/reports/all) **Speed** **Average time from job completion to invoice batch** Delays between field completion and office confirmation slow invoicing and payment. Also monitor through Accounting > Invoices for unbatched invoice aging. [**Reports > All Reports > search "Job Costing" > compare Completed Date to Batch Date ↗**](https://go.servicetitan.com/#/new/reports/all) **Collection** **Field payment collection rate** Jobs closed without payment on site require costly follow-up and increase days-to-cash. Also review Accounting > Customer Payments for collection trends. [**Reports > All Reports > search "Payments" > filter by payment source (field vs. office) ↗**](https://go.servicetitan.com/#/new/reports/all) **Communication** **Invoice email delivery rate** Bounced or undelivered emails mean the customer never sees the invoice, delaying payment. [**Open a job > History section > Email tab ↗**](https://go.servicetitan.com/#/Search)