Accounting - FAQLast updated on 03/02/2023

Go to the navigation bar and click Accounting.

Payments and invoices appear separately on the Accounting screen. Once you are on the Accounting screen, you can click on any individual invoice or payment details.

Batching is a way to organize and gather invoices or payments in ServiceTitan, before you export to QuickBooks. Once you have batched your transactions, you’ll post the batch. Once the batch is posted, you’ll be able to export it to QuickBooks.

Once you have created a batch, two tabs will appear near the top of the screen: Unbatched and Batched.

Click Unbatched to view your unbatched transactions. Click Batched to see the transactions in the active batch.

Yes, you can unbatch an invoice as long as it hasn't been posted. To unbatch an invoice, navigate to the active batch (by clicking Batched). You will see the option to select Unbatch for each transaction. The transaction will now be moved to the Unbatched tab. If a batch is unposted, you can unbatch invoices from it.

Navigate to the Accounting screen and click Select a batch

A dropdown menu will appear. Locate your batch from the list, then click the batch to open it. You’ll now be able to add invoices to the batch (if necessary) and post the batch.

At the top of the Accounting screen, you will see a search bar. You can search batches by batch number, name, or keyword. Also, all posted transactions will appear in the Pending Export Report.

You can unpost a batch, but only if it has not yet been exported to QuickBooks. If the batch has already been exported, you will need to create an adjustment invoice. If the batch has not been exported, you have the option to unpost the batch and make changes to the original invoice. To unpost a batch (only an option if the batch hasn't been exported), complete the following:

1. Use the search bar on the Accounting screen to locate the batch.

2. When you see the batch you're searching for, click the batch.

3. Click Unpost the selected batch from the Select a Batch dropdown.

As you will not be able to rename a batch, be sure to name each batch carefully.

In order to maintain accounting standards, ServiceTitan will not allow you to delete a batch. If you accidentally created a batch and you do not want it to show in the batch dropdown menu, you have the following options:

• Remove all invoices or payments from the batch

-or-

• Post the batch

The batch will no longer appear on the dropdown menu. However, you will be able to find the batch using the search bar.

On the Accounting screen, select the batch from the dropdown (this is the batch of the exported invoice that you are trying to add a payment to). Click the invoice to which you are adding a payment. Then, click Add a payment.

Yes, you can set up chargeable materials so technicians will earn a commission or a bonus/spiff.

To set up a material item to pay commission and/or bonuses:

1. Navigate to Settings > Pricebook.

2. Click the Materials tab.

3. Click the desired material item.

4. Click the Commission tab.

5. Enter the bonus and/or commission amount, as you would with any Pricebook service.

6. When you are done, click Save.

In the customer record, you can see an audit trail of all the statements sent to a customer. Under Emails you can view the statement and the message you sent with the email. Click the link in the audit trail to view the statement.

In the job record, you can see an audit trail of all the emails you sent that include invoice PDFs. In the Email tab of the audit trail, click the invoice link to view the invoice.

Yes, however, for best practices, you should always have a term on an invoice or bill.

Terms can’t be changed unless the invoice or bill is in a pending state. Make sure to unpost your batch if you need to change the term.

No, terms may only be created from Settings, where all of your terms live.

No, you can not.

You cannot change batch numbers, even if the invoice is not exported.

Check if you have any applied filters. For example, if you have the batch filtered by a business unit (BU), make sure to remove the filter if you’re looking for all invoices versus those assigned to the selected BU. Additionally, ensure that the job which is tied to the invoice is marked complete.

After you post a batch you can bypass exporting it. For more, see Bypass exporting a batch to accounting software.

If you use the new ServiceTitan Web Connector to QuickBooks Desktop or Intacct as your accounting system, you can run the Transaction Reconciliation report. For more, see Transaction Reconciliation Report - QBD and Transaction Reconciliation Report - Intacct.

You can hard refresh and try again. Common errors that prevent exports:

• Duplicate invoice numbers

• Missing technician for material or equipment.

Account configuration is required to batch $0 invoices. To update your account, please contact Technical Support for details.

If you want to include the attachments associated with the job invoice, select Include all attachments.

You can edit technician permissions to remove access. Go to the navigation bar and click Settings. In the side panel, click People > Technicians. Edit technician permission. Then, review and export all invoices to which the managed technician is assigned. When you’re finished exporting all the invoices the technician is associated with, go back to settings and deactivate the technician.

Pending invoices where the job is not complete will not impact customer balance. Only after a job is complete and the invoice has an invoice date assigned, the customer balance will update.

You can’t export $0 invoices to Quickbooks from ServiceTitan because ServiceTitan doesn’t export transactions that are not financially impacting.

To successfully export a $0 invoice, add a task to the invoice. The task on the invoice can be $0.

If you want to export $0 invoices with estimates or for a project costing purpose, you should again add a task.

To export a $0 invoice with no task, you should bypass the invoice using the Pending Export Report or by batching the invoice and bypassing the batch.

If the $0 invoice has a task on it but you can’t export it, or you can’t bypass the invoice, please contact Technical Support for details.

Only jobs that are completed can appear as revenue on the Dashboard.

Items in Pricebook give the wrong General Ledger account. Only Pricebook items that point to the income General Ledger accounts appear on the Dashboard.