--- title: "Manage Job Documentation & Handoffs" slug: "manage-job-documentation-handoffs-1" updated: 2026-05-11T17:52:46Z published: 2026-05-11T17:52:46Z --- > ## 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 · JOB CLOSE-OUT
Manage Job Documentation & Handoffs

Close out every job cleanly. Collect payment and signatures, deliver reports, and ensure nothing falls through the cracks before leaving the site.

Jump to:
Require Forms, Collect Payment, & Deliver Reports
Verify required forms are configured for this job type in office settings

Form requirements are configured during admin setup. Before working through close-out, confirm the right forms are set to trigger on this job type, business unit, or customer type so the technician sees them as required tasks in the mobile app. If a required form is missing or triggering on the wrong jobs, return to the forms admin setup—don't edit configuration during close-out.

You can review form configuration at Settings > Operations > Forms. Each form's trigger conditions are edited directly within the form's configuration on this screen.

⚠︎ 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.

Print or email an invoice from the field
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 print the invoice, tap Print and follow your device's prompts.

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.

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.

Collect payment from the field

⚠︎ Best practice: Collect any remaining balance 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.

⚠︎ Installs often involve a deposit collected at booking and a balance-due payment at close-out. Before processing payment in the field, confirm the invoice total reflects any deposit already paid—collect only the remaining balance. If the customer has already paid in full at deposit, no field payment is required, but the close-out flow still proceeds normally.

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 (this should be the balance due, not the full invoice total if a deposit was already collected) and select the Payment Type.

c. Have the customer sign to authorize the payment then tap Charge to process.

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 (balance due, not full invoice total if a deposit was collected).

c. Have the customer sign to authorize the payment then tap Accept > Done to process.

Generate a service report for the customer from the field

a. In the Field Mobile App, open the job and tap the Invoice tab (Residential) or Work Summary tab (Commercial).

b. Scroll to the Share Invoice section and tap Present to generate a formatted service report using your company's invoice template.

c. Tap Email to send the report to the customer. The report includes all line items, work summary, and any completed forms attached to the job.

Document, Close Out, & Collect Signatures
Document the job and close it out from the field

⚠︎ Before closing, complete all required forms, enter required equipment details (including the install date for any newly installed equipment), 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.

⚠︎ Completing the job triggers cost and revenue recognition. For core projects (the typical install configuration), material costs do not flow to cost of goods sold (COGS) and revenue is not recognized until the job reaches Complete status—not just the appointment. Jobs left short of complete leave inventory asset overstated and job profitability incorrect. If the install spans multiple days, complete the job only after the final appointment is finished.

⚠︎ Multi-technician and multi-appointment jobs—completing the job cancels remaining appointments. If there are remaining technicians or appointments still scheduled, mark yourself or the appointment as Done first. Tapping Complete Job before all appointments are finished will cancel the remaining appointments—they will need to be rescheduled.

⚠︎ For installs, capture the equipment install date during close-out. The install date drives the warranty start, eligibility for future service agreement generation, and replacement-opportunity tracking. If the install date is missing, downstream membership and SA pull-through is broken.

FIELD MOBILE APP

a. Open the job in the Field Mobile App and verify all tasks are complete—including forms, equipment details (with install date for new installs), 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.

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.

d. Marking the job Complete and posting the invoice is what triggers technician commissions and payroll processing downstream. See Track Time & Process Payroll for the office-side review and export flow.

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.

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.

Verify the invoice and work summary before closing

a. Before tapping Complete Job, do a final verification that nothing was missed.

b. Confirm the invoice total matches the work performed and that line items reflect both labor and equipment correctly.

c. Confirm all required forms show a Complete status.

d. Check the Work Performed log. If it's empty, tap Add > Add Work Performed Log to enter work details, then tap Generate Summary to create a Titan Intelligence (TI)-assisted work summary.

Troubleshoot Close-Out Issues
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 (including install date) 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. For crew installs, this requirement applies to every technician on the appointment, not just the lead.

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.

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.

Measure the impact
COGS RECOGNITION
Job-completion lag
For installs, material costs only flow to COGS once the job reaches Complete. Open install jobs sitting past their final appointment overstate Inventory Asset and distort job profitability.
Reports > All Reports > search Job Duration ↗
INSTALL CAPTURE
Equipment install-date capture rate
Install date drives warranty start, future SA generation, and replacement-opportunity tracking. Missing install dates break downstream membership and SA pull-through.
Reports > All Reports > Equipment reports ↗
COLLECTION
Field balance-due collection rate
Higher field collection of the balance due reduces AR aging on installs and avoids the follow-up calls that delay revenue recognition.
Accounting > AR > Customer Payments ↗
COMPLIANCE
Signature capture rate
Missing signatures create legal and billing risk on installs, where authorization captures often govern progress and final acceptance.
Reports > All Reports > search Form Submissions ↗
DELIVERY
Invoice email delivery rate
Bounced invoices delay payment. Clean up customer email addresses regularly.
Settings > Communications > Customer Notifications ↗