Manage rebates in ServiceTitan

Overview

Rebates in ServiceTitan help you track and manage incentives provided by manufacturers or suppliers. This guide provides you best practice workflows in setting up, tracking, and reconciling rebates in ServiceTitan and QuickBooks.

Things to know

• This workflow only applies to QuickBooks Desktop users.

Workflows covered

This guide covers the following workflows:

1. Expense account method for cash rebate 

2. Expense account method for credit rebate

Expense account method for cash rebate

Why choose this method

• Easy to set up and track.

• Ideal for businesses that receive direct cash rebates.

• Ensures straightforward reconciliation with minimal accounting adjustments.

Workflow steps

1. Create an expense GL account for rebates.

   1. Go to Settings > Accounting > General Ledger Accounts.

   2. Add a new GL account classified as an Expense.

2. Create a service in pricebook for rebates

   1. Go to Pricebook > Services.

   2. Create a new service named Manufacturer Rebate mapped to the rebate expense account created in step 1.

3. Create an invoice with the rebate service.

   1. Add the rebate-eligible service at full price.

   2. Add the Manufacturer Rebate service with a negative quantity.

4. Receive cash rebate and record payment.

   1. Enter the received cash rebate as a deposit, or line item on a deposit in QuickBooks ONLY.

      
      

5. Review Profit & Loss (P&L) statement.

   1. Ensure the net impact reflects the actual expense after rebate application.

Expense account method for credit rebate

This method tracks rebates as expenses but applies vendor credits instead of cash reimbursements.

Why choose this method

• Keeps the rebate in the expense category while reducing payable amounts.

• Useful for businesses that receive vendor credits instead of cash.

• Helps with vendor balance management in QuickBooks.

Workflow steps

1. Create an expense GL account for rebates.

   1. Go to Settings > Accounting > General Ledger Accounts.

   2. Add a new GL account classified as an Expense.

2. Create an expense GL account for clearing.

   1. Go to Settings > Accounting > General Ledger Accounts.

   2. Add a new GL account classified as an Expense.

   3. Name the account so it’s clear it’s for rebate clearing. For example, Rebate Clearing Account

3. Create a service in pricebook for rebates.

   1. Go to Pricebook > Services.

   2. Create a new service named Manufacturer Rebate mapped to the rebate expense account.

4. Create a new Payment Type for receiving credit from the manufacturer.

   1. Go to Settings > Payment Types

   2. Name this payment type so it’s clear that this is for rebate credit. For example, Rebate Credit.

   3. Map this payment type to your Rebate Clearing Account created in step 2.

5. Create an invoice with the rebate service.

   1. Add the rebate-eligible service at full price.

   2. Add the Manufacturer Rebate service in negative quantity.

6. Create an adjustment invoice for vendor credit.

   1. Create a customer record for the vendor.

   2. Create an adjustment invoice and change the Bill To to the vendor or manufacturer.

   3. Add the Manufacturer Rebate service with a positive quantity and amount in the amount the manufacturer is actually going to credit you for.
      Note: This is often less than the rebate you provided to the customer.

   4. When the vendor issues the credit, record it in ServiceTitan by using the Rebate Credit payment type and export it to QB.

7. Create the vendor credit in QuickBooks.

   1. Go to Vendor > Enter Bills.

   2. Select Credit and apply it to the Rebate Clearing Account used by the Rebate Credit payment type.

      
      

8. Review the Profit & Loss (P&L) statement.

   1. Confirm the rebate expense is the difference between the rebate issued to the customer and the credit provided by the vendor.

Want to learn more?

• See QuickBooks Desktop