SERVICETITAN · ACCOUNTING & PAYMENTS

Reconcile Payments & Deposits

Close the loop on every dollar. Record deposits, reconcile payments, resolve discrepancies, and keep your books accurate.

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

Record & Reconcile Payments

Create a bank deposit

⚠︎ Always create deposits in ServiceTitan before reconciling with your bank. Grouping individual payments into one deposit ensures bank statement lump sums match your ERP entries — this is what makes bank reconciliation possible.

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

b. Select the payments to include in the deposit. Use filters to narrow by date range, payment type, or business unit.

c. Verify the deposit total matches your bank deposit slip, then click Save.

d. Record the deposit date and reference number for reconciliation with your bank statement.

⚠︎ When a retainage release payment is received, verify it routes to the Retainage Receivable GL account — not to general Accounts Receivable. If retainage is not mapped to its own GL account, this payment will overstate AR and understate the retainage balance. Confirm GL routing in the payment record before adding it to the deposit.

Use Customer Payments and Bank Deposits modules with the Transaction Hub

Reconcile payments in Transaction Hub

a. Go to Accounting > Transaction Hub. Review the batched deposit feed to see incoming payment batches from your payment processor.

b. Match each batch to the corresponding ServiceTitan payments. Transaction Hub highlights discrepancies between the processor total and the recorded payments.

c. Resolve any unmatched transactions by reviewing the payment details or contacting your payment processor.

d. Mark reconciled batches as complete to keep your deposit feed organized and up to date.

Understand the Transaction Hub

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 accounts receivable. Review and apply them regularly to keep your financials accurate.

a. Go to Accounting > Customer Payments and filter by Unapplied status to see payments that haven't been matched to an invoice.

b. Click a payment to open it. Select the invoice you want to apply it to from the customer's open invoices.

c. Confirm the amount to apply. If the payment exceeds the invoice balance, the remainder stays unapplied for future use.

⚠︎ For commercial project customers, unapplied balances most commonly arise when a bulk check covering multiple project invoices was not fully distributed at time of entry. Apply in order of oldest project invoice first. If allocation is unclear, hold the payment as unapplied until the customer confirms which invoices the check covers.

Apply credit or payment to an invoice

Close Periods & Export Transactions

Review the daily payment summary

a. Go to Accounting > Customer Payments. Filter by date to review the day's collections.

b. Review the payment totals by type — cash, check, credit card, and financing — to confirm they match your expected collections.

c. Investigate any discrepancies by clicking into individual payment records. Common issues include duplicate entries or payments posted to the wrong date.

Understand Transaction Hub

Export transactions to your accounting software

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

b. Click Post to generate GL journal entries (Debit AR / Credit Income for invoices; Debit Cash / Credit AR for payments). This locks the records.

c. Select your accounting integration — QuickBooks Desktop, QuickBooks Online, Sage Intacct, or Xero. Review the export preview and verify totals match your ServiceTitan records.

d. Click Export to send the batch to your accounting software. Check your accounting software to confirm the transactions imported correctly.

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

⚠︎ Touchless Integration (auto-push Journal Entries without manual batch/export) is available for QuickBooks Online and Intacct only. QuickBooks Desktop and Xero remain batch-based.

Batch, post, and export transactions

Run the WIP report before closing the month

a. Before closing an accounting period on commercial projects, run the WIP (Work in Progress) Report to reconcile earned revenue against billed revenue.

b. Compare the "Earned" column (cost-to-cost or % complete) against the "Billed" column. Over-billing or under-billing indicates the project billing is out of sync with actual progress.

c. Resolve any material discrepancies before closing the period. Once the period is closed, corrections require adjustment invoices.

Batch, post, and export transactions

Close an accounting period

a. Go to Accounting > Accounting Periods. Find the period you want to close.

b. Review all transactions in the period. Ensure deposits are reconciled, unapplied payments are resolved, and all invoices are finalized.

c. Click Close Period. Once closed, no new transactions can be posted to that period without admin override.

⚠︎ Closing an accounting period is irreversible in practice. Once closed, users cannot edit, void, or add transactions in that month. Only adjustment invoices are allowed in closed periods. Close months promptly to prevent backdated edits.

Use Accounting Periods

Troubleshoot Payment Issues

Troubleshoot: Payment batch export failed

a. Go to Accounting > Batch/Export Transactions and check the export log for error messages. Common errors include mapping mismatches or authentication failures with your accounting software.

b. Verify your accounting software connection is active. Go to Settings > Integrations > Accounting and confirm the status shows Connected.

c. Check that all GL accounts, payment types, and tax codes are mapped correctly. Missing mappings are the most common cause of export failures.

d. Retry the export. If the error persists, disconnect and reconnect your accounting integration, then re-export the batch.

Batch, post, and export transactions Pending Export Report Guide

Troubleshoot: Deposit total doesn't match

a. Open the deposit in Accounting > Bank Deposits and compare the listed payments against your bank deposit slip line by line.

b. Check for payments that were added to the wrong deposit or missed entirely. Filter payments by date to find undeposited items.

c. Look for chargebacks, refunds, or processor fees that may have reduced the bank total without a matching adjustment in ServiceTitan.

d. Edit the deposit to add or remove payments as needed, then re-verify the total before saving.

Use Customer Payments and Bank Deposits modules with the Transaction Hub

Troubleshoot: Duplicate payment in bank feed

a. Go to Accounting > Customer Payments and search for the customer or invoice associated with the duplicate. Sort by date to identify the duplicate entries.

b. Compare the payment amounts, dates, and reference numbers. If two payments have the same details, one is likely a duplicate.

c. Void the duplicate payment. Go to the payment record, click Void, and add a note explaining it was a duplicate entry.

⚠︎ Payments cannot be unposted — only invoices can. If a posted payment needs correction, void the payment and re-enter it correctly.

d. Check the associated deposit — if the voided payment was included in a deposit, you may need to edit the deposit total to reflect the correction.

Use Customer Payments and Bank Deposits modules with the Transaction Hub

Measure the impact

Accuracy

Deposit reconciliation rate

Track in Bank Deposits. A low match rate signals missing payments, chargebacks, or processor fee gaps.

Accounting > Bank Deposits ↗

Hygiene

Unapplied payment balance

A growing balance means payments aren't being matched to invoices. For commercial projects, check for undistributed bulk checks as the primary source.

Accounting > Customer Payments (filter: Unapplied) ↗

Timeliness

Days to close accounting period

Track in Accounting Periods. Faster closes mean fewer corrections and cleaner financial reporting.

Accounting > Accounting Periods ↗

Completeness

Export success rate

Check the Export log. Failed batches mean your accounting software is out of sync with ServiceTitan.

Accounting > Batch/Export Transactions ↗

Retainage

Retainage deposit match rate

A gap signals either unposted retainage release invoices or incorrect GL routing on retainage payments — both of which leave stale retainage balances on the books after project completion.

Accounting > Bank Deposits ↗

Collections

Bulk payment application rate

Commercial customers frequently pay with a single check covering multiple project invoices. A growing unapplied balance on LTP accounts almost always traces back to undistributed bulk checks. Monitor by dollar value.

Accounting > Customer Payments > Applied Status ↗