SERVICETITAN · ACCOUNTING

Reconcile Payments & Deposits

Match every payment to its deposit, catch discrepancies early, and keep your books in sync with your bank.

I also use:Transaction Hub

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

Reconcile Payments

Create a bank deposit

a. Go to Accounting > Bank Deposits and click Create Deposit. Enter a deposit name, select a bank account, and set the deposit date.

b. Go to Accounting > Customer Payments and click the Ungrouped Payments tab. Select the payments to include, then click Actions > Add to Deposit and choose your deposit.

⚠︎ Every field in the Create Deposit dialog is required. You must have a GL account with Type = Asset and Sub-type = Bank configured before creating deposits. Set this up at Settings > Accounting > General Ledger Accounts.

⚠︎ For install jobs, deposits collected upfront and final payments at completion are two separate payments against the same invoice. Verify both payments appear in the deposit and that the deposit total matches your bank statement — a misapplied deposit creates a reconciliation gap at final payment.

Use Customer Payments and Bank Deposits modules with the Transaction Hub

Transaction Hub

Reconcile payments in Transaction Hub

Run settlement reports to verify processor batches

a. Go to Reports > All Reports and search for the settlement report matching your payment processor. For Adyen (primary processor), search for Adyen Settlement. For legacy processor accounts, search TSYS/Elavon Settlement (card) or ProfitStars Settlement (ACH only).

b. Compare the settlement report totals against your bank statement deposits. Look for timing differences — card settlements take 1–2 business days; ACH settlements take 3–5 business days. Holiday and weekend batch accumulation can cause larger-than-expected deposits on Tuesdays.

⚠︎ ACH payments show "Payment Submitted — Pending Settlement," not "Payment Complete." This is expected behavior, not an error. Settlement takes 3–5 business days.

TSYS/Elavon Settlement Report ProfitStars 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

a. Go to Accounting > Customer Payments and click the Applied Status tab. Filter for Unapplied or Partially Applied payments.

b. Click a payment, then select Actions > Apply Payment. Select the invoice(s) to apply it to. If a payment covers multiple invoices, apply in order of oldest invoice first.

c. For install customers making a final payment where a deposit was previously collected, verify the deposit payment is already applied to the invoice before applying the final payment. The invoice balance should reflect the deposit offset — if it shows the full job amount, the deposit may be unapplied or misapplied.

Apply available credit or payment to an invoice

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 (Failed, Pending, and Successful).

b. Compare the total to your expected daily deposit. Investigate any discrepancies before creating the bank deposit. Check for voided payments, chargebacks, or unapplied credits that may affect the total.

All Payments Report

Batch, post, and export transactions

a. Go to Accounting > Batch/Export Transactions. Create a batch to group invoices and payments for posting. Review the batch contents before proceeding.

b. Click Post to generate GL journal entries. This locks invoices (status changes from Pending to Posted). Verify the batch totals are correct.

c. Click Export to send the batch to your accounting software (QuickBooks Desktop, QuickBooks Online, Sage Intacct, or Xero). Verify totals match before importing on the ERP side.

⚠︎ "Exported" status does NOT mean fully synced. If the external system rejected a record, the per-record sync status shows "Error" even though the batch shows "Exported." Always check per-record sync state in the Transaction Hub.

⚠︎ Once exported, invoices and payments are permanently locked. The only correction path is to create an adjustment invoice (credit memo). Unposting is only possible for posted-but-not-exported batches in an open accounting period.

Batch, post, and export transactions Review invoices before batching

Close or reopen an accounting period

a. Go to Accounting > Accounting Periods. Click Close for the completed period — this prevents any user from editing, voiding, or adding transactions to that period.

b. If you need to make corrections after closing, click Reopen. Make corrections, then close the period again. For corrections on exported transactions, create an adjustment invoice instead — do not attempt to edit the original.

⚠︎ If you don't see Accounting Periods in the navigation, contact your Customer Success Manager to enable it.

⚠︎ Unposting is blocked in closed periods. If an invoice needs correction in a closed period, the only option is an adjustment invoice (credit memo), which preserves the audit trail.

Use accounting periods

Troubleshoot Reconciliation Issues

Troubleshoot: Payment batch export failed

a. Check your accounting integration status at Settings > Integrations > QuickBooks Online (or QuickBooks Desktop / Payables for Intacct). Re-authenticate if the connection has expired.

b. Go to Accounting > Batch/Export Transactions and review the batch for errors. Common issues include missing GL account mappings (items with no GL assignment export to a catch-all or fail silently), duplicate reference numbers, or Tax Zone name mismatches between ServiceTitan and your ERP.

⚠︎ For QuickBooks exports: pricebook item names that exceed 31 characters will cause the export to fail. This is an absolute limit. Scrub item names before syncing new pricebook content.

Export Error Report Pending Export Report

Troubleshoot: Deposit total doesn't match

a. Compare the ServiceTitan deposit batch to your bank statement line by line. Look for payments included in the wrong deposit, payments missing from the batch (check the Ungrouped Payments tab), or timing differences due to processor settlement delays.

b. Check for voided payments or chargebacks that reduced the deposit after it was created. Also check whether Adyen processing fees were deducted from the deposit — the deposit Total shows the net amount (Gross minus fees). Review the Gross Fees column in Bank Deposits.

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

Troubleshoot: Duplicate payment recorded

a. Check if the payment was recorded twice — once manually and once via the payment processor. This can also happen when the offline queue syncs twice (TMA) or on retry due to poor connectivity. Void the duplicate.

b. If both are from different payment methods (e.g., card + check for the same invoice), verify with the customer which is correct. Delete the incorrect payment from Accounting > Customer Payments using Actions > Delete Payment.

⚠︎ Deleting a payment permanently removes the record and unapplies it from any invoices. This action cannot be undone. Confirm with the customer before deleting.

Use Customer Payments and Bank Deposits modules with the Transaction Hub

Measure the impact

Accuracy

Reconciliation variance

Track the dollar difference between ServiceTitan deposits and bank statements. Zero variance is the goal.

Accounting > Bank Deposits ↗

Speed

Days to reconcile

Track how quickly payments are matched to deposits. Faster reconciliation catches errors sooner.

Accounting > Customer Payments > Ungrouped Payments ↗

Completeness

Unapplied payment balance

Track the total dollar amount of unapplied payments. Lower balances mean cleaner books.

Accounting > Customer Payments > Applied Status ↗

Efficiency

Export success rate

Track the percentage of transactions that export cleanly to your accounting software without errors.

Accounting > Batch/Export Transactions ↗

Deposit Accuracy

Deposit misapplication count

Deposits applied to the wrong invoice inflate AR and create a reconciliation gap when the final payment is collected. A growing count signals a process gap in how field-collected deposits are being recorded.

Accounting > Customer Payments > Applied Status ↗