SERVICETITAN · PAYMENTS & ACCOUNTING

Reconcile Payments & Deposits

Match every payment to its deposit. Record deposits, reconcile bank feeds, resolve mismatches, and close your books with confidence.

Jump to:Record & Reconcile Payments Close Periods & Export Transactions Troubleshoot Payment Issues Measure Impact

Record & Reconcile Payments

Create a bank deposit

⚠︎ Always reconcile deposits within 1–2 business days. Waiting longer makes it harder to identify and resolve discrepancies.

a. Go to Accounting > Bank Deposits and click Create Deposit.

b. Enter a Deposit Name, select the Bank Account, and set the Deposit Date. Every field in the Create Deposit dialog is required.

c. To add payments to the deposit, go to Accounting > Customer Payments, click the Ungrouped Payments tab, select the payments, then click Actions > Add to Deposit and choose the deposit you created.

d. Return to Accounting > Bank Deposits and open the deposit. Verify the deposit total matches your bank statement or deposit slip.

⚠︎ If you use ServiceTitan Payments (Adyen), autobatched deposits are created automatically each morning matching your bank settlement. You may still need to create manual deposits for cash and check payments.

Use Customer Payments and Bank Deposits modules with the Transaction Hub Manage Adyen Autobatching fees

Reconcile payments using settlement reports

a. Go to Accounting > Customer Payments. Use the Payment Status tab to review recent payment statuses (Failed, Pending, Success) and confirm transactions are processing correctly.

b. For credit card payments, run the Settlement Report for your processor (Adyen or TSYS/Elavon) from your processor portal or ServiceTitan reporting. Compare settled amounts against your bank statement.

c. For unmatched transactions, search by amount, date, or reference number in Customer Payments to find the corresponding payment. If the payment doesn't exist, create a manual adjustment.

d. Once all transactions for the period are matched, the reconciled balance should equal your bank statement balance.

⚠︎ Run settlement reports early morning for best accuracy. Delay checks on Tuesdays and after holidays when batch sizes are larger due to weekend/holiday accumulation.

Understand the Transaction Hub TSYS/Elavon settlement report

Handle a payment chargeback

a. When a chargeback notification arrives from your payment processor, locate the disputed payment in Accounting > Customer Payments using the invoice number or customer name.

b. Review the chargeback details — reason code, amount, and deadline for response. Gather supporting documentation such as signed invoices, photos of completed work, and communication records.

c. Submit your dispute response through your payment processor portal before the deadline. In ServiceTitan, the automated refund workflow cannot be used for chargebacks — chargeback accounting must be handled manually via adjustment invoices if the dispute is lost.

⚠︎ ServiceTitan does not have a native chargeback management workflow. All dispute responses and evidence submission happen through your payment processor's portal (e.g., Adyen, TSYS/Elavon). If the chargeback is upheld, create an adjustment invoice to zero out the original invoice and record a negative payment for the refunded amount.

Create a refund for an overpayment Create an adjustment invoice

Apply unapplied payments to invoices

⚠︎ Unapplied payments inflate your receivables balance. Review and apply them weekly to keep your books accurate.

a. Go to Accounting > Customer Payments and click the Applied Status tab. Filter by Unapplied to see all payments not yet matched to an invoice.

b. Click Actions on a payment and select Apply Payment. This opens the Edit Payment page where you can select the correct invoice from the customer's account.

c. If the payment amount differs from the invoice total, apply a partial payment or split the payment across multiple invoices. Click Save to confirm.

⚠︎ For residential customers making a single payment toward multiple outstanding invoices, use Apply Payment to distribute the amount across the invoices on their account. This is common when a customer calls in to settle several service visit balances at once.

Apply available credit to an invoice Refund an unapplied payment or customer credit

Close Periods & Export Transactions

Review the daily payment summary

a. Go to Accounting > Customer Payments. Use the Payment Status tab and filter by today's date to see all payments collected.

b. Review the payment summary by type — cash, check, credit card, and financing — to verify totals match expected collections. The Ungrouped Payments tab shows payments that have not yet been added to a bank deposit.

c. Investigate any discrepancies immediately. Check for voided payments, refunds, or payments recorded against the wrong invoice.

Use Customer Payments and Bank Deposits modules with the Transaction Hub

Batch, post, and export transactions

a. Go to Accounting > Batch/Export Transactions. From the Select a batch dropdown, choose Create a new batch. Enter a name (best practice: use date + transaction type + business unit) and click OK.

b. Add unbatched invoices and payments to the batch. Review each invoice for accuracy before batching — check GL account mapping, business unit assignment, and tax zones.

c. When the batch is ready, click Post. This creates journal entries (Debit AR / Credit Income for invoices; Debit Cash / Credit AR for payments) and locks the records.

d. Click Export to send transactions to your accounting software. For QuickBooks Desktop, ensure the Web Connector is running. For QuickBooks Online or Sage Intacct, verify the integration is authenticated under Settings > Integrations.

⚠︎ "Exported" status does NOT mean fully synced. If the external system rejected a record, the entity-level sync status shows "Error" even though the batch shows "Exported." Always check per-record sync status after exporting.

⚠︎ If you use Touchless Integration (available for QBO and Intacct), the manual batch/post/export cycle is replaced with event-driven auto-push of journal entries in near-real time. Vendor bills and credits still use the traditional batch workflow.

Batch, post, and export transactions Review invoices before batching Touchless Integration overview

Close or reopen an accounting period

⚠︎ Closing a period prevents new transactions from being posted to it. Make sure all deposits and adjustments are finalized before closing.

a. Go to Accounting > Accounting Periods (under the Financials section header). Locate the period you want to close.

b. Review the period summary — check for undeposited payments, unapplied credits, or pending adjustments that need to be resolved first.

c. Click Actions > Close Period. To reopen a previously closed period, click Actions > Open Period — this requires the Open Period and Close Period permissions enabled for the user.

⚠︎ When Accounting Periods is enabled, exporting transactions from the batch screen also marks those transactions' accounting periods as closed by default. To change this behavior, go to Settings > Accounting > Accounting Periods and toggle the "Enable Close Transaction on Export" setting.

Use Accounting Periods Best practice playbook: Journal entries

Troubleshoot Payment Issues

Troubleshoot: Payment batch export failed

a. Go to Accounting > Batch/Export Transactions and locate the failed batch. Click the batch to view the error details.

b. Common causes include unmapped GL accounts, invalid customer records, or expired accounting software credentials. Fix the flagged items before retrying.

c. If using QuickBooks Desktop, verify the Web Connector is running and connected. For QuickBooks Online or Sage Intacct, re-authenticate the integration under Settings > Integrations.

d. Once resolved, click Retry Export (or unpost and re-post for QBD). Do not create a duplicate batch — this can cause double entries in your accounting software.

⚠︎ If a batch is partially exported and you remove the items that failed, you still need to post the batch and export. This does not create duplicates in your accounting software.

Batch, post, and export transactions Unable to export due to batch stuck in exporting status

Troubleshoot: Deposit total doesn't match

a. Go to Accounting > Bank Deposits and open the deposit in question. Compare the deposit total in ServiceTitan to your bank statement line by line.

b. Check for payments that were voided or refunded after the deposit was created. These reduce the actual bank deposit but may still appear in the original ServiceTitan record.

c. Verify that no payments were accidentally included in or excluded from the deposit. To edit the deposit, open it and click Actions > Edit Deposit to add missing payments or remove incorrect ones, then save.

⚠︎ You can only edit deposits that are not part of a closed Accounting Period. If the period is closed, you'll need to reopen it first (requires Open Period permission).

⚠︎ If you use Adyen and include payment processing fees on deposits, the deposit Total shows the net amount (Gross minus fees). Verify you're comparing net-to-net with your bank statement.

Use Customer Payments and Bank Deposits modules with the Transaction Hub Manage Adyen Autobatching fees

Troubleshoot: Duplicate payment in bank feed

a. Go to Accounting > Customer Payments and identify the duplicate entries. Duplicates often occur when a payment is manually recorded and also processed through the payment processor, or when the TMA offline queue syncs a payment twice.

b. Determine which record is correct — the processor-settled transaction or the manually created one. Check the payment date, amount, and reference number to confirm.

c. Delete the duplicate payment from Customer Payments using Actions > Delete Payment. If the duplicate has already been added to a deposit, remove it from the deposit first (select the payment, click Actions > Remove from Deposit), then delete it.

⚠︎ If the duplicate payment has already been exported to your accounting software, the ServiceTitan record is permanently locked. You will need to make the correction directly in your accounting system (QuickBooks, Intacct, etc.).

Use Customer Payments and Bank Deposits modules with the Transaction Hub Edit or delete payments on invoices

Measure the impact

Accuracy

Deposit reconciliation rate

Review Open vs. Deposited groupings. Unreconciled deposits signal missed payments or recording errors.

Accounting > Bank Deposits ↗

Timeliness

Days to close accounting period

Review period close dates. Faster closes mean cleaner books and earlier financial visibility.

Accounting > Accounting Periods ↗

Hygiene

Unapplied payment balance

Filter to Unapplied on the Applied Status tab. A growing balance means payments aren't being matched to invoices.

Accounting > Customer Payments ↗

Export

Batch export success rate

Review Posted and Exported batch statuses. Failed exports delay your books and can cause data gaps in your accounting software.

Accounting > Batch/Export Transactions ↗

Collection Speed

Same-day deposit reconciliation rate

Filter by deposit date = today; compare Deposited vs. Open counts. A growing same-day gap signals delays in the field-to-office handoff.

Accounting > Bank Deposits ↗

Timeliness

Open deposits older than 2 business days

Filter by Status: Open and review the Deposit Date column. Aging open deposits signal missing payments or batching delays.

Accounting > Bank Deposits ↗