SERVICETITAN · PAYROLL

Track Time & Process Payroll

Accurately track field and office hours, calculate commissions, and export payroll data — so your team gets paid right and on time.

Jump to:Track Time Process Payroll Troubleshoot Measure Impact

Track Time

Clock in and out (field and office)

Field Mobile App Workflow

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.

Use Legacy Timekeeping in the Field Mobile App Compare Flexible Timekeeping options in the Field Mobile App

ServiceTitan Mobile (Legacy) Workflow

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 actions creates and ends timesheets.

Clock in and out in ServiceTitan Mobile Track your time in ServiceTitan Mobile

Office Workflow

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 — go to 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.

Clock in and out from the office Use the Time Clock with Flexible Timekeeping

Edit a timesheet entry with Flexible Timekeeping

⚠︎ Only users with the appropriate permissions can edit timesheet entries. Edits are logged in the audit trail for compliance.

a. Open the timesheet from one of three places — the Job record for job time, the Dispatch board for non-job time, or Payroll Dashboard for any entry across the pay period.

b. Click the entry to open it. Update the Clock In time, Clock Out time, activity, or budget code as needed.

c. Add a note explaining the reason for the edit, then click Save.

Access timesheets Edit or delete a timesheet entry for an individual

Set up and manage timesheet activities with Flexible Timekeeping

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.

Create timesheet activities

Clock time to cost codes for project work

a. When clocking in on a project job, select the Cost Code that matches the work phase.

b. If you switch tasks during the day, clock out of the current cost code and clock into the new one. This ensures labor is allocated to the correct phase.

c. Accurate cost code timekeeping feeds the Budget vs. Actual report in real time, allowing project managers to spot labor overruns while the job is still active.

Add and edit budget codes on timesheets

Process Payroll

Review and approve payroll

⚠︎ Always review timesheets before approving payroll. Once a payroll period is approved, changes require manager override.

a. Click your Profile icon, and click Payroll to open the Payroll Dashboard. Select the pay period you want to review.

b. Review each employee's total hours, overtime, and activity code breakdown. Flag any discrepancies for correction before approval.

c. Once all entries are verified, click Approve by Manager for the period. Approved payroll data is locked and ready for export.

Review payroll Release payroll for employee sign-off Approve payroll for processing Resolve payroll disputes

Calculate technician commissions

Performance Pay

a. Commissions calculate automatically based on legacy performance pay settings. Review commission amounts on the Payroll Dashboard under Performance Pay.

b. To adjust, click the technician's name and review individual job-level commission calculations. Add payroll adjustments if corrections are needed.

Performance Pay overview

Configurable Payroll

a. Commissions calculate automatically based on pay profiles assigned to each technician. Review commission amounts on the Payroll Dashboard under Performance Pay.

b. To adjust, click the technician's name and review individual job-level commission calculations. Add payroll adjustments if corrections are needed.

Configurable Payroll overview

Configure overtime rules

a. Go to Settings > People > Payroll. Under Global Payroll Settings, click Edit next to Overtime Settings. Choose from the default overtime profiles or create a custom overtime profile with your state's rules — daily threshold, weekly threshold, consecutive day rules, and overtime multiplier.

b. Assign the overtime profile to each employee: go to Settings > People > Technicians (or Employees for office staff), click Edit, then the Payroll tab. Select the profile from the Overtime dropdown in the Hourly Pay section.

Enter payroll settings Manage overtime settings Create custom overtime profiles Manage employee payroll settings

Map payroll codes to your general ledger

a. Go to Settings > Accounting > Payroll GL Mapping. Map each payroll activity type to the appropriate general ledger account so payroll journal entries post correctly.

b. When payroll is exported, amounts will post to the correct GL accounts in your accounting system.

Export payroll data to your payroll provider

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.

Master Pay File built-in report Finalize payroll and export to your payroll provider

Troubleshoot Payroll Issues

Troubleshoot: Overlapping timesheet entries

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.

Troubleshoot: Commissions not calculating

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.

Exclude invoices from commission-based pay calculations

Measure the impact

Accuracy

Timesheet completion rate

Check Payroll > Timesheets. Missing entries mean inaccurate pay and delayed processing.

Efficiency

Payroll processing time

Track how long it takes from period close to export. Reducing this means faster pay cycles and fewer errors.

Labor Cost

Overtime hours as % of total

Review in Payroll reports. Rising overtime may indicate scheduling gaps or understaffing on projects.

Reports > All Reports > search "Overtime" ↗

Revenue

Commission payout accuracy

Compare calculated vs. adjusted commissions. Frequent manual overrides signal rule misconfiguration.