--- title: "Reconcile Payments & Deposits" slug: "reconcile-payments-deposits" updated: 2026-05-11T17:36:53Z published: 2026-05-11T17:36:53Z --- > ## 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. # Reconcile Payments & Deposits
SERVICETITAN · PAYMENTS & ACCOUNTING
Reconcile Payments & Deposits

Keep your books accurate. Record deposits, reconcile payments, resolve discrepancies, and close accounting periods with confidence.

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Record & Reconcile Payments
Create a bank deposit

⚠︎ Always match the deposit total in ServiceTitan to your actual bank deposit slip. Mismatched totals create reconciliation issues downstream.

⚠︎ Before creating bank deposits, you must have a bank account set up in ServiceTitan. A bank account is a GL account with a sub-type of "Bank." Set this up at Settings > Accounting > General Ledger Accounts if you haven't already.

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

b. Enter a Deposit Name, select a Bank Account from the dropdown, and set the Deposit Date. Click Create Deposit.

c. To add payments to the deposit, go to Accounting > Customer Payments > click the Ungrouped Payments tab. Select the payments that match your physical deposit slip, then click Actions > Add to Deposit and choose the deposit you created.

d. Once all payments are added, return to Bank Deposits, click the deposit, and review the total. When ready, click Actions > Update Deposit Status to mark it as Deposited.

Batch and export deposits

a. Go to Accounting > Bank Deposits. Click on the deposit you want to export.

b. On the deposit summary page, click the blue Actions dropdown and select Create Batch. Every payment in the deposit is placed into a new batch.

c. Export the batch from Accounting > Batch/Export Transactions. You can also post, unpost, and sync the deposit's batch from the Actions dropdown after the batch has been created.

⚠︎ "Exported" status does NOT mean the external system successfully accepted the data. If your ERP rejected a record, the per-record sync status shows "Error" even though the batch shows "Exported." Always check per-record sync state after export.

Reconcile payments using settlement reports

a. Compare settlement reports from your payment processor against your bank deposits in ServiceTitan. Go to Reports > All Reports and search for the settlement report matching your processor (e.g., Adyen Settlement or TSYS Settlement).

b. Review each deposit batch. Match the processor deposit totals to the Bank Deposit totals in Accounting > Bank Deposits. Check for any items with mismatched amounts.

c. For unmatched transactions, drill into the settlement report to compare individual payment amounts, then cross-reference with the payments in your Bank Deposit.

d. Once all items in a batch are verified, update the deposit's review status to Reviewed using Actions > Update Review Status.

⚠︎ Run settlement reports early in the morning. Check on Tuesdays and after holidays when batch sizes are larger and timing differences are more likely.

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.

Apply unapplied payments to invoices

⚠︎ Unapplied payments inflate your accounts receivable and skew aging reports. Resolve them regularly to keep financials accurate.

a. Go to Accounting > Customer Payments. Click the Applied Status tab and filter to the Unapplied grouping 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 review the customer and identify the correct invoice based on amount, date, and customer.

c. Select the matching invoice and apply the payment. The invoice balance updates automatically.

⚠︎ For membership and service agreement customers, unapplied payments often result from a failed auto-billing charge that was manually collected by your team. Use Apply Payment to match the manually collected amount to the corresponding billing invoice so the customer's balance reflects correctly.

Close Periods & Export Transactions
Review the daily payment summary

a. Go to Accounting > Customer Payments. Use the Payment Status tab to view all payments grouped by status: Failed, Pending, and Successful (last 30 days).

b. Review the totals for credit card, ACH, check, and cash payments. Compare against your payment processor reports and physical deposit slips.

c. For any failed payments, click into the details to investigate. Use the Refund Status tab to track refund processing. Flag discrepancies for resolution using Actions > Mark as Resolved.

Export transactions to your accounting software

a. Go to Accounting > Batch/Export Transactions. This is where you manage the three-step batch lifecycle: create batch, post, and export.

b. Select the batch to export. Choose your accounting integration — QuickBooks Desktop, QuickBooks Online, Sage Intacct, or Xero.

c. Click Post to generate GL journal entries (Debit AR / Credit Income for invoices; Debit Cash / Credit AR for payments). Review the batch totals.

d. Click Export to push the batch to your accounting software. Check the export status to confirm success — look for per-record sync status, not just the batch-level "Exported" label.

⚠︎ If using Touchless Integration (available for QBO and Sage Intacct), invoices and payments push event-driven on posting — skipping the manual batch/export cycle entirely. QBD and Xero remain batch-based.

⚠︎ Once exported, records are permanently locked in ServiceTitan. Corrections to exported transactions must use Adjustment Invoices (Credit Memos), which create reversing GL entries while preserving the audit trail.

Close or reopen an accounting period

⚠︎ Closing a period prevents transactions from being created, edited, or deleted within it. Make sure all deposits, adjustments, and exports are complete before closing. Unposting is blocked in closed periods — only adjustment invoices are allowed for corrections.

a. Go to Accounting > Accounting Periods. Review the list of accounting periods and their statuses (Open, Closed, or Partially Closed).

b. Find the period you want to close. Click Actions > Close Period.

c. To reopen a closed period, click Actions > Open Period. You need the Open Period permission to do this.

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

⚠︎ You can also close at the transaction type level (e.g., close invoices but keep payments open). Click a Period number to expand the sub-list of transaction types, then use Actions > Close Transaction Type on each one.

Troubleshoot Payment & Deposit Issues
Troubleshoot: Payment batch export failed

a. Go to Accounting > Batch/Export Transactions. Locate the failed batch and check the per-record sync status for error details.

b. Check for common issues: unmapped GL accounts, missing customer records in your accounting software, duplicate invoice numbers, or Tax Zone name mismatches between ServiceTitan and your ERP.

c. Fix the flagged items in ServiceTitan or your accounting software, then re-export the batch. Verify the re-export completes successfully by checking the per-record sync status (not just the batch-level status).

⚠︎ GL mapping fixes only correct future exports. Already-exported records with wrong GL mappings require adjustment invoices to fix. Update the GL account on the pricebook item first, then create adjustment invoices for the affected records.

Troubleshoot: Deposit total doesn't match

a. Compare the deposit total in Accounting > Bank Deposits against your bank statement or deposit slip.

b. Look for common causes: a payment was added to the wrong deposit, a check was voided after the deposit was created, a payment was refunded but the deposit was not adjusted, or Adyen processing fees were discounted from the deposit (check the Gross Fees column).

c. If the deposit has not been batched, you can edit it — click the deposit, then Actions > Edit Deposit to add or remove payments. If it has already been exported, create an adjustment entry and document the discrepancy.

⚠︎ For Adyen Autobatch deposits, the Total shown is the Net Deposit (Gross minus fees). A $5,000 gross deposit with $125 in fees shows as $4,875. Check the Adyen Settlement report for fee totals to reconcile correctly.

Troubleshoot: Duplicate payment

a. Go to Accounting > Customer Payments. Identify the duplicate by comparing payment amounts, dates, and invoice numbers.

b. Determine which record is correct. Check the payment processor report to confirm whether the payment was actually charged once or twice.

c. If the duplicate is in ServiceTitan only (not actually charged), delete the duplicate payment from the Customer Payments module using Actions > Delete Payment and verify the invoice balance is correct. If the customer was actually charged twice, process a refund for the duplicate through Actions > Refund on the duplicate payment.

⚠︎ Duplicate payments are more common with offline-capable mobile apps (TMA). FMA 16.6 improved deduplication, but always verify against the processor report before taking action.

Measure the impact
Accuracy
Deposit reconciliation rate
Filter by deposit status — Open deposits indicate unreconciled items. Compare Deposited vs. Open groupings to measure reconciliation progress.
Accounting > Bank Deposits ↗
Efficiency
Unapplied payment count
A growing count signals process gaps in payment application. Check for manually collected payments from failed billing retries that haven't been matched.
Accounting > Customer Payments > Applied Status ↗
Timeliness
Days to close accounting period
Track how quickly you close each period after month-end. Faster closes mean cleaner books and better reporting. Review the Closed By date vs. the period end date.
Accounting > Accounting Periods ↗
Volume
Export success rate
Drill into per-record sync status for detailed error info. Repeated failures point to GL mapping or integration configuration issues. Also check GL Errors for journal entry errors.
Accounting > Batch/Export Transactions ↗
Recurring Billing
Membership billing deposit match rate
Compare Adyen auto-batched deposit totals against membership and SA billing invoice totals for the period. A gap signals failed charges or unposted billing invoices.
Accounting > Bank Deposits ↗