Overview
The Accounts Payable (AP) Inbox lets you forward or upload vendor invoice files to a dedicated ServiceTitan email address, which scans them and generates vendor bills. Office staff and accountants use it to turn invoices into bills. This saves time on manual data entry and reduces the risk of errors.
Who uses this feature
Administrators, accountants, bookkeepers, and managers
Applies to all business types
Applies to all trades
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
You must have the Accounts Payable module enabled to use this feature. Contact your Customer Success Manager or Technical Support for more information.
The Payables permission is required to use this feature. Please contact the account administrator on your team.
Things to know
Each ServiceTitan account is assigned a unique email address that vendors or staff can use to forward invoices, either automatically or manually.
You can upload PDF, JPEG, PNG, and TIFF files.
Only vendor invoices are processed in Inbox to generate bills. Credit memos, statements, receipts, and other non-invoice documents are not currently supported.
The fields in the review screen are pre-filled by ServiceTitan for your convenience. You can override any pre-filled field to suit your business needs.
Best practices
Use the document preview on the left to cross-reference line item details on the right before you save, so captured data stays accurate.
Set up a default generic line item if your POs or pricebook use generic materials, so the Inbox can process invoices without manual correction.
Remove documents from the Inbox only after their bills are created, since deletion cannot be undone.
Use cases
An office employee forwarding vendor invoices to the Inbox email so bills are created without manual entry.
An accountant reviewing scanned invoices, verifying the system's automatically matched purchase orders and receipts before generating bills.
A bookkeeper recording a vendor cost to a GL account when item-level detail isn't needed.
How AP Inbox works
When you email or upload a vendor invoice, ServiceTitan scans the file and automatically fills in a vendor invoice screen for you to review. You can edit the information, and when you click Save, ServiceTitan generates a vendor bill based on the scanned information.
Inbox screen
The Inbox screen stores all your uploaded vendor invoices. Each uploaded document shows the date and time it was uploaded and a tag indicating its status. Selecting a document shows a preview of the scanned document.
Document status and PO information
Each document also shows a Status tag so you know what's ready for action. The status reflects both the scan progress and the state of the related purchase order (PO).
The Status column can show:
Scan In Progress: ServiceTitan is still scanning the uploaded document.
Ready for Review: The scan is complete and the document is ready for you to review.
No Available Receipt: The document is linked to a PO that has no receipt available to bill, so you can't create a bill from it yet.
PO Already Billed: Every receipt associated with the linked PO already has a bill, so there is nothing left to bill.
Why a document can't be billed yet
When a document's status points to a PO issue, ServiceTitan shows a message explaining why you can't create a bill. Review the message and resolve the underlying PO before you create the bill:
PO not received: P.O. #[number] has not been received. PO must be received in order to create bill. Receive the PO, then create the bill.
All receipts already billed: All receipts associated with P.O. #[number] already have a bill. There is nothing left to bill on this PO.
PO canceled: PO #[number] was canceled. You can't create a bill from a canceled PO.
Upload a vendor invoice file
Go to the navigation bar and click Accounting
.In the side menu, go to Inbox > Upload Documents.
On the pop-up screen, find and select the file you want to upload.
Click Open.
When a scan completes, the Status tag updates from Scan In Progress to Ready for Review.
Note: If scanning fails, the invoice can still be processed and converted into a vendor bill, but fields will not be auto-populated.
Review an uploaded vendor invoice
Go to the navigation bar and click Accounting
.In the side menu, go to Inbox.
On the Inbox list, find the vendor invoice you want to review and click Review.
On the Invoice Review screen that opens, review the scanned information the Inbox captured and filled in on the right side of the screen.
Note: The Inbox attempts to fill in the data captured from the uploaded document. If needed, override any value by clicking the field and entering the new value.
Review the line item details section of the screen. For more, see Review line item details.
When finished, click Save or Save and View Next to view the next uploaded vendor invoice.
Note: After a document has been reviewed, you can open it from the Inbox by clicking View Bill.
Search or filter for vendor invoices
Use the search bar on the Inbox screen to search for vendor invoices by document name.
Filter by Status, Total, or Date Received.
Remove documents from the Inbox
If you want to remove documents from the AP Inbox after the bills are created:
Select the document or documents you want to remove.
Click Delete.
Confirm your choice in the pop-up that appears.
Caution: This action cannot be undone.
Link a vendor invoice with a purchase order
If the Inbox can link the PO number from the vendor invoice to a PO number in your system, it is automatched. If the field is empty, use the PO # dropdown to link a purchase order with the vendor invoice. If the purchasing vendor is an existing vendor in ServiceTitan, the PO # dropdown shows a list of unfulfilled purchase orders associated with that vendor.
Click the Open 
icon next to the PO number to view that PO in a separate browser tab. You can then review the PO to validate whether the vendor document is associated with it.
Link a vendor invoice with a receipt
If a vendor invoice is associated with a partially received PO, the Inbox automatically selects the correct receipt. In some cases, you may need to manually select which receipt to link.
Use the Receipt # dropdown to link a receipt with the vendor invoice.
Review line item details
The Inbox automatically fills in the fields in the Items section based on the data captured from the vendor invoice, the linked PO, and your pricebook whenever possible. Use the document preview on the left to cross-reference and review these line item details on the right to ensure the captured information is accurate.
Override a line item
If needed, override a line item by clicking the item fields and entering new values. This helps you record items that are a one-time purchase or items you do not want to include in your pricebook.
Configure a default generic line item
If you use generic materials on purchase orders or in your pricebook, you can configure a fallback generic line item to be selected when AP Inbox cannot find a match for a line item to the linked PO or to a pricebook item, using template pricebook items.
Template pricebook items enable the AP Inbox to automatically process vendor invoice lines even when an exact pricebook match isn't available. This means you don't need to manually review or correct items when the PO uses generic line items or the item on the vendor invoice does not exist in your pricebook.
See Manage template pricebook items for more information.
Note: AP Inbox currently applies only the Materials generic item automatically. However, all categories must be configured in order to save and proceed.
Caution: Don't use an inventory item as the default fallback line item. Using an inventory item as the fallback causes significant downstream issues.
Caution: If 3-Way Matching is not enabled, use the fallback generic line item with caution. The fallback can be applied even when an invoice line item does correspond to a line item on the linked PO, if the two line items differ enough that the system cannot identify the match.
Assign a GL account to a vendor document
If the invoice should be recorded as an expense rather than coded to pricebook items, you can record the vendor cost as a whole by assigning a GL account to the vendor document.
Click Expenses on the lower half of the screen and select a GL account from the Account dropdown. You can also associate a business unit and job number with each line item.
FAQ
Why are there duplicate documents in my Inbox?
Duplicate documents usually appear when the same invoice reaches the Inbox more than once. Common causes:
The same email was forwarded or sent to your Inbox address more than once, for example by an automatic email rule or an accidental resend.
A single PDF that contains several invoices was uploaded, and each invoice became its own document. This is expected, since each invoice becomes a separate bill.
What to do:
Review the duplicates and delete the ones you don't need before creating bills.
If a vendor or an email rule sends the same invoice to your Inbox repeatedly, update the rule so each invoice is sent once.
An invoice I emailed isn't showing up in my Inbox. Where is it?
If an emailed invoice doesn't appear, check the following:
Confirm the address. Make sure the invoice was sent to your account's exact AP Inbox email address. See the steps above for finding your Inbox address.
Check the file type and size. The Inbox processes invoice files such as PDFs. A message with no supported attachment does not create a document.
Allow time for scanning. A document can take a few moments to scan before it appears with a status.
Check for multiple invoices in one file. If the email contained one PDF with several invoices, look for several separate documents rather than one.
If you have confirmed the address and attachment and the invoice still doesn't appear, contact Technical Support. Some email-routing issues are resolved on our side.
A document is stuck on "Scan In Progress" or failed to scan. What should I do?
You can:
Wait a few moments and refresh the page. Large or high-resolution files can take longer to scan.
If the scan fails, upload the file again, or ask the vendor for a clearer copy if the original is low quality.
If the same file repeatedly fails, contact Technical Support.
Why can't I create a bill from a document in my Inbox?
A document may be linked to a purchase order (PO) that isn't ready to bill. See the "Document status and PO information" section above for the PO statuses and what each one means. In most cases you need to receive the PO first, or the PO's receipts have already been billed.