Using QuickBooks Desktop vs. QuickBooks Online

Functionality

QuickBooks Desktop

QuickBooks Online

Export ID

Customers export from ServiceTitan with export ID number at the end to differentiate customers with similar names (for example,  Alex Rodriguez 24705).

Not supported by this software. Customer information is exported with the corresponding first and last name without the export ID attached to it. When you have customers with the same name, you can differentiate the two in ServiceTitan and QuickBooks. If the name is updated in ServiceTitan, the same update is made in QBO manually to prevent duplication. For example, “Mike Gonzalez (c),” “Mike Gonzalez (v)”

*c = customer ; v = vendor*

If you’re looking to create a customer with jobs as sub-customers, your account would need to be configured.

Customer jobs created under Parent Customer by either Location Name or Location Address.

Sub-customers are created under the parent customer by either location name or location address. Invoices and credit memos export to the sub-customer instead of the parent customer. Account configuration is required to use this feature. Contact Technical Support for details.

List specific materials in Purchase Orders

Specific materials that are added to the Purchase Order (PO)  in ServiceTitan will export as such. For materials and equipment, create each item in QuickBooks first.

Note: Code in Material/Equipment In Pricebook should match the Item Name in QuickBooks.

Not supported by this software.
Instead of specific materials exporting to the Purchase Order, as it was added in ServiceTitan, the items will export as “Service Titan PO Item.” Create “Service Titan PO Item” in QuickBook, before exporting.

Use Classes in Purchase Orders

After you manually create in QuickBooks, classes will export to the Purchase Orders that have business units assigned to them.

Classes will not be associated with the business unit in the Purchase Order.. Manually add classes to each PO after you export.

Track inventory from Multiple Sites

QuickBooks Advanced Inventory Add-On must be configured in your account. It’s possible to track inventory items by serial numbers in both ServiceTitan and QuickBooks.

To export purchase orders and invoices with inventory items properly, a technician must be assigned to a site in ServiceTitan and an inventory item must be set up in QuickBooks as an inventory part.

Inventory can be depleted and replenished from multiple inventory sites. For example, you can deplete and replenish from Dan’s Truck, Charles’ Truck, Main Warehouse, Secondary Warehouse.

Not supported by this software. Inventory can be depleted and replenished from a single inventory site rather than multiple inventory sites.

Invoices and Payments

Invoices and payments are automatically applied when  exported.                      

For more information, see the section Switching from QBD to QBO.

Invoices and payments are automatically applied upon when export.

For more information, see the section Switching from QBD to QBO.

Vendor Invoice Number on Purchase Orders

The Vendor Invoice Number will export to the Memo field in the Bill or Purchase Order in QuickBooks. If you want the Vendor Invoice Number in the Reference field, please contact your onboarder or success manager to configure your account to use this feature.

Note: The Vendor Invoice Number will not map to the Reference field if you are on the Purchasing Module.

Not supported by this software.

Pending Export Report

Not supported by this software. Errors will display as a pop-up on the Accounting page. The errors may not show in the Pending Export Report.

Export errors will display on this report.

Calculate Sales Tax

Sales Tax can be sent from ServiceTitan as a line item. This is our best practice. View the Tax Detail Report in Reports to understand your tax liability.

For more information, see Tax Detail Legacy Report.

Sales Tax can also be calculated directly in QuickBooks; however, the tax calculated may not be the same in both ServiceTitan and QuickBooks. You would have to rely on ServiceTitan for tax reporting purposes, too.

Sales Tax can only be sent from ServiceTitan.

Calculating tax directly is not supported by this software.

Purchase Orders

Purchase orders cannot be exported to QuickBooks Desktop. Only bills can be exported to QuickBooks Desktop.

Purchase orders can be exported to QuickBooks Online as a single item that contains the entire cost of the purchase order.

Editing exported invoices

Can edit and update invoices that were exported to ServiceTitan Web Connector to QuickBooks Desktop.

For more, see Edit invoices exported to QuickBooks. 

Not supported by this software. 

Functionality

QuickBooks Desktop

QuickBooks Online

Access Chart of Accounts

Lists > Chart of Accounts

Accounting > Chart of Accounts

Create a new General Ledger Account

Lists > Chart of Accounts > Account > New

Accounting > Chart of Accounts > New

View/Access Customers (where invoices and payments live)

Customers > Customer Center

Sales > Customers

Accessing Vendors (where bills and purchase orders Live)

Vendors > Vendor Center

Expenses > Vendors

Access Bills/Purchase Orders

Vendor Center > Vendor > Bill or Purchase Order

Expenses > Vendors > Vendor Name > Bill or Purchase Order

Access/run Reports

Reports

Reports

Create a deposit

Banking > Make Deposits

+ Icon > Other > Bank Deposit

Access Items List (item types: service, non-inventory part, other charge, discount)

Lists > Item List

Sales > Products and Services

Create a new item (materials, services, tax, PO Item)

Lists > Item List > Item Dropdown > New

Sales > Products and Services > New button