QuickBooks Desktop Users - FAQLast updated on 02/28/2023

You can set tax zones in ServiceTitan by going to Settings >Tax Zones. For more information, see Sales tax setup: Sales Tax by tax zone.

To see this option in your tax zone setup, please contact Technical Support for details to configure your account.

Sales tax may not populate on your ServiceTitan invoice if:

• A default sales tax rate has not been assigned to the business unit. Go to Settings > Business Units > Default Tax Rate to assign a tax rate to a business unit.

• Tax zones are not set up correctly. To ensure tax zones are set up correctly:

  • Make sure each zone has the correct zip codes assigned.

  • Ensure your customers’ addresses are Google verified.

  • Once you have set the tax zones, you must click Set Tax Zones to apply the settings to your customers.

  • You can manually add a tax zone to a customer by going to Search > Customer Name > Location > Edit Pencil > Tax Zone. Note: You can find tax zone settings in Settings > Tax Zones.

• The service or equipment is not set as taxable. Your service or equipment must be set as taxable for sales tax to be applied. Go to Settings > Pricebook > Services or Settings > Pricebook > Equipment, and click into the service or equipment. Ensure the box beside the Taxable field is checked.

If sales tax is not showing on your QuickBooks invoice, it may be because:

• Sales tax is not turned on in QuickBooks. Edit > Preferences > Sales Tax > Company Preferences, and select Yes for Do you charge sales tax?

• You have not created a sales tax item for that tax zone. Refer to Creating a QuickBooks item for each tax zone for setup details.

• Your service is set as non-taxable. Refer to Configuring services as taxable or non-taxable in QuickBooks for setup details.

• You have not assigned the customer a tax rate. Refer to Assigning customers a sales tax rate in QuickBooks for setup details.

You can check your sales tax liabilities by running the Sales Tax Liability Report in QuickBooks. Go to to Vendors > Sales Tax > Manage Sales Tax, and in the Pay Sales Tax section, select Sales Tax Liability.

You can also run QuickReports for sales tax items to see which invoices that item was used on. Navigate to Lists > Sales Tax Item Name > Right-click > QuickReport.

If the sales tax on your ServiceTitan invoice is different from the sales tax on your QuickBooks invoice, it might be because:

• Your tax zones are not set up correctly in ServiceTitan. Your tax zones should match the rates you have set up for your customers in QuickBooks. For setup instructions, click here.

• You have not set up your sales tax items correctly in QuickBooks. For setup instructions, click here.

• You have not assigned the correct sales tax item to your customer in QuickBooks. For setup instructions, click here.

Ensure you have checked Charge multiple taxes for this zone. If you can’t see that option when you are editing your tax zones, contact Technical Support for details to configure your account.

To see this option in your tax zone setup, you will need to contact your success or implementation manager to configure your account.

You can check your sales tax liabilities for each tax zone by running a QuickReport in QuickBooks. To run the QuickReport:

If you are receiving this error, you may need to:

• Set up a QuickBooks item for the tax zone. Refer to “Creating a QuickBooks item for each tax zone” for setup details.

• Go to Settings > Tax Zones and ensure a QuickBooks item is linked to each tax zone. Refer to Tax zone setup for setup details.

If you are receiving this error, you will need to create a Sales Tax Payable item in the Item List.

This error may occur if you turned sales tax on in QuickBooks and then off, or vice versa.

If you are receiving this error, you will need to rename your Sales Tax Payable item to “TAX0001” in the QuickBooks Item List. You can do this by navigating to the List menu > Item List > Sales Tax Payable > Right-click > Edit Item.

Sales tax will now show on your QuickBooks invoices as “TAX0001”. When you run the QuickReport for sales tax liability, you will need to run it for TAX0001.

If you are receiving another type of error, ensure your services and equipments are mapped to the appropriate account or class in QuickBooks.

To check if your invoices are exporting successfully, check the Pending Export Report in ServiceTitan. To access this report, go to Reports > Accounting > Pending Export Report. Select the Lookup icon (magnifying glass) to run the report.

Below are the steps to show the refund in ServiceTitan:

1. Create a service item in the Pricebook named ‘Refund’ and map it to the general Income account other service items are mapped to.

2. Locate the invoice that has already been exported.

3. Click Add an adjustment invoice.

4. Add the ‘Refund’ task for the total amount being refunded as a negative. This is to ensure the revenue that was previously recorded is reduced.

5. Add a payment for the negative equivalent.

Utilize the same steps as mentioned above when creating an adjustment invoice with a negative task and negative payment. In a financing situation you should have two payment types, and both will need to be adjusted. These payment types are:

1. For the amount you received from the bank titled Financing.

2. For the amount the bank took off the top called Finance Fee*.

*Refunds for financed customers may vary based on the agreement set forth by the financial institution. Please confirm before recording the refund in ServiceTitan since some fees may be non-refundable.

Utilize the same steps as mentioned above when creating an adjustment invoice with a negative task and negative payment. The difference is the QuickBooks account the payment type is mapped to. Since money has already moved the payment type will need to credit (reduce) your bank account once exported to QuickBooks.

Therefore, in Settings > Payment types you will add the bank account that was credited (reduced) as a result of the business issuing the refund to the customer.

If the original Invoice has not yet been posted, an adjustment invoice is not necessary. Instead, simply apply the negative task and the negative payment to the original invoice to show what is being issued back to the customer.

Leaving the original payment and service item on the invoice shows exactly what is being refunded, rather than the end result being a blank invoice.

If your technician or office staff change the price/description of equipment while creating an invoice:

• The changed attributes will show on the QuickBooks invoice. For example, let’s say your technician adds an equipment with a sales price of $4,000.00 (as specified in the Pricebook) to an invoice. They edit the price of the equipment and change it to $3,900.00. The $3,900.00 price will be used on the ServiceTitan invoice, and will export to QuickBooks.

• The edited price will show on the QuickBooks invoice. For this example, the QuickBooks invoice would show the equipment price as $3,900.00.

• The equipment attributes in the QuickBooks Item List will stay the same. For this example, even though the equipment was exported to QuickBooks with a price of $3,900.00, the same equipment in the QuickBooks Item List will not change. It will stay as the original specified price ($4,000.00).

If you would like to un-deposit funds from your bank:

1. Navigate to the deposit transaction in the relevant bank (in your Chart of Accounts).

2. Click into the transaction.

3. A new window will open. This window will list all of the payments you deposited during that transaction.

4. Right-click on one of the payments and press Delete Deposit. Please note that all the payments in that deposit will be un-deposited from the bank, not just the one you pressed Delete Deposit on.

Note: When you delete the deposit you will see a credit to the bank and a debit to Undeposited Funds.

If your technician or office staff change the price or description of a chargeable material while creating an invoice:

• The changed attributes will show on the QuickBooks invoice. For example, let’s say your technician adds a chargeable material with a sales price of $40.00 (as specified in the Pricebook) to an invoice. They edit the price of the material and change it to $30.00. The $30.00 price will be used on the ServiceTitan invoice, and will export to QuickBooks.

• The edited price will show on the QuickBooks invoice. For this example, the QuickBooks invoice would show the material price as $30.00.

• The chargeable material attributes in the QuickBooks Item List will stay the same. For this example, even though the material was exported to QuickBooks with a price of $30.00, the same material in the QuickBooks Item List will not change. It will stay as the original specified price ($40.00).

Please note that adding account numbers in ServiceTitan is optional. If you need more information about account numbers in QuickBooks, go to the Intuit Community (https://community.intuit.com/products/quickbooks-help-en-us).

You do not need to set up all the accounts from your Chart of Accounts. You should ensure you set up the accounts you will map your Pricebook services and payment types to.

No, they will not update automatically. If you update the account for a Pricebook service, after you have already exported that Pricebook service, it will need to be manually updated in QuickBooks.

For example, you have mapped your AC maintenance service to the HVAC:Sales account. You have exported invoices with that service. You update the AC maintenance service to map to the HVAC:Maintenance account. You will need to go into the QuickBooks Item List (Lists > Item List), right-click to edit the service item, and update the account field to HVAC:Maintenance.

The invoice must be posted and exported to be able to see this option.

This may occur if your sales tax rates have changed since you created the original invoice. You can manually create an invoice in QuickBooks if you need to make sales tax adjustments.