⚠︎ Before configuring timekeeping, first confirm which configuration your account uses: Legacy Timekeeping or Flexible Timekeeping. These systems are mutually exclusive, and their setup steps, troubleshooting paths, and features differ. To verify, go to Settings > People > Payroll. In Legacy Timekeeping, non-job time is tracked with timesheet codes. In Flexible Timekeeping, timesheet activities replace codes and are configured differently.
⚠︎ Create timesheet codes or activities before your team starts clocking in. Without them, time entries won't be categorized correctly for payroll reporting.
a. Go to Settings > People > Payroll. In the Timesheet Codes section, click Edit. On the Non-job Event Codes screen, click Add a Non-job Event Code.
b. Enter the code to identify the event, an optional description, and select who it applies to: Technicians or Office Employees. Set the Type: Unpaid, Paid, or Paid Time Off. For Paid types, choose whether to pay the profile hourly rate or a custom hourly rate.
c. Select how you want technicians to view and use the timesheet code, and whether to exclude from reports if the technician fails to clock in.
d. Click Save. Repeat for each non-job event type your team uses — for example, Drive Time, Training, Parts Run, PTO, On Call.
a. Go to Settings > People > Payroll. Click Edit next to Timesheet Activities, then click Create Timesheet Activity.
b. In General Settings, select a Timesheet Category, enter a Timesheet Activity Code, choose an icon, add an optional description, and set the Business Unit behavior for reporting.
c. In Visibility, select the roles that can log time against this activity. In Associations, configure whether Job, Project, Project Label, Labor Type, and Budget Code associations are required, allowed, or not allowed.
d. In Pay, select whether the activity pays the base rate, is unpaid, or uses a custom pay rule with earnings codes. Click Save Timesheet Activity.
⚠︎ Configurable Payroll is available in the ServiceTitan Works package. It replaces legacy performance pay settings with logic-driven payroll profiles. The legacy Payroll (Detail) Report is no longer available after Configurable Payroll is enabled — use the Master Pay File report instead.
a. Go to Settings > People > Payroll. Under Configurable Payroll, in the Profiles section, click Edit, then click Create Payroll Profile.
b. Name the profile and optionally assign a color. Define job filters to control which jobs qualify. Configure pay calculations: choose the pay type, set the calculation method, and apply multipliers as needed.
c. Assign technicians to the profile. Use the Test Profile feature to preview pay calculations against real historical data before going live.
d. Click Save. For one-time bonuses or manual adjustments, use Payroll Adjustments instead.
⚠︎ Invoices must be posted before commission and bonus items appear in payroll reports. If the technician's pay looks incorrect, check the invoice status first.
a. Go to Settings > People > Technicians. Click Edit for the technician, go to the Payroll tab, and locate the Overtime setting.
b. Select the overtime profile that matches your business or state requirements. ServiceTitan provides several default overtime profiles you can use.
c. If your state has specific overtime laws, create custom overtime profiles that you can assign to your hourly employees.
d. Click Save Changes.
⚠︎ ServiceTitan cannot classify custom timesheet activity hours as overtime. All activity hours are treated as regular hours for OT calculation purposes. Pay and Earnings Codes on activities are only used for Master Pay File reporting and external payroll export — they do not affect overtime calculation.
a. Go to Settings > People > Payroll. Under Earnings Codes, click Edit to create codes that match your external payroll processor's codes.
b. Assign earnings codes to Business Units, Timesheet Codes, and Payroll Adjustments.
c. If using Configurable Payroll, every pay rule can also be mapped to an earnings code.
a. Open the Field Mobile App. Tap Time or go to your timesheet from the Menu.
b. If your company uses legacy timekeeping, tap Clock In at the start of your shift and Clock Out when finished. Use Start Break and End Break to log break time accurately.
c. If your company uses flexible timekeeping, your time is tracked in one of three ways: manually, automatically, or continuously. Confirm with your office how you should track your time.
a. Open ServiceTitan Mobile.
b. If your company uses legacy timekeeping, tap your profile icon then select Clock In at the start of your shift and Clock Out when finished. Use Start Meal Break and End Meal Break to log break time accurately.
c. If your company tracks time automatically, tapping Dispatch, Arrive, and Close Out creates and ends timesheets.
a. If your company uses legacy timekeeping, click your Profile icon in the top toolbar and select Time Clock, then click Clock In. Click Clock Out at the end of your shift. To track a meal break or other non-job event, such as a meeting or training, open the Time Clock and click Start for the event; click End when it's done.
b. If your company uses flexible timekeeping, click your Profile icon and select Time Clock. Locate the activity you want to clock into and click Clock In. To move from one activity to another without clocking out first, click Switch Activity. At the end of your shift, click Clock Out.
⚠︎ Editing a timesheet after the payroll period has been locked requires unlocking the period first. Make corrections before approving and locking payroll to avoid discrepancies. All time edits must happen in ServiceTitan before export — if hours are edited in an external payroll system but not in ServiceTitan, Job Costing reports will show false profitability.
a. Go to the top toolbar, click your Profile icon, then click Payroll. Find the employee whose entry needs editing. Click View Actions > Edit Timesheets.
b. Adjust the Clock In time, Clock Out time, or Activity Code as needed. Optionally, add a note explaining the reason for the change.
c. Click Save. The updated hours automatically recalculate in the payroll summary.
⚠︎ Always review timesheet exceptions and missing clock-outs before approving payroll.
a. Click your Profile icon, and click Payroll. Select the pay period you want to process.
b. Click Send to Employees to allow technicians and office employees to review, approve, or dispute their timesheets and pay.
c. Resolve any timesheet exceptions and payroll disputes submitted by employees.
d. Once all entries are verified and disputes resolved, click Approve Payroll to lock the pay period and prepare for export.
a. From the Payroll Dashboard, select the pay period to review commissions for. Configurable Payroll automatically applies the pay rules you configured to qualifying invoices.
b. Review each technician's commission breakdown — sold revenue, completed jobs, and applicable rates. Verify that the technician is assigned to the correct payroll profile and their Pay Type is set to Both or Performance.
c. If adjustments are needed, create a Payroll Adjustment on the technician's record. Add a note for the adjustment. To claw back a commission — for example, for a warranty callback — add a Negative Payroll Adjustment in the current open period. You cannot delete a commission from a closed period.
a. Go to Reports and run the Master Pay File report for the approved pay period.
b. Verify the report includes hours, overtime, commissions, bonuses, and any adjustments.
c. Click Export to download the file as CSV or Excel. Upload it to your payroll provider to complete processing.
⚠︎ After export and reconciliation, close the Accounting Period to prevent backdated edits. Go to Accounting > Accounting Periods. Closing a period is effectively irreversible and blocks all transaction edits in that month.
a. From the Payroll Dashboard, look for entries flagged with an overlap warning. Overlaps occur when an employee has two time entries with the same time window.
b. Edit or delete the incorrect entry so the times no longer overlap. Add a note explaining the correction for audit purposes.
a. Go to Settings > People > Payroll. Under Configurable Payroll > Profiles, verify the pay rule is active and the job filters match the jobs in question.
b. Check that the technician is assigned to the correct payroll profile. Verify their Pay Type is set to Both or Performance. Confirm the Include in Payroll toggle is ON in the technician profile.
c. Verify the invoice in question is Posted or Exported — commissions calculate only on posted job invoices, not open, pending, or non-job invoices.
d. Check that the pricebook items on the invoice have Pays Commission selected. If commission should exclude material costs, verify that Deduct as Job Cost is selected on those materials.
a. Go to Settings > People > Technicians. Click Edit for the technician and go to the Payroll tab.
b. Verify that Include in Payroll is toggled ON. New technicians are excluded from payroll by default.