Collect payments from multiple customersLast updated on 09/14/2022
You can enter payments from multiple customers from the same screen instead of adding individual payments in each customer’s profile. This can save you time when you need to collect multiple payments at once.
Use Payment Collections to collect payments from your customers. You can save the collected payments and deposits as customer credit from a sold estimate, project, invoice, customer record, or AR Management, and apply customer credit to outstanding invoices.
Things to know
If you need to collect credit card or ACH payments, you can follow the steps in this article to record credit card or ACH payments from customers, but you must process those payments outside of ServiceTitan. To process credit card or ACH payments within ServiceTitan, see Collect a payment
Adjustment invoices added to an invoice are reflected on the invoice balance when making a payment. For example, if an invoice has a service charge of $1000.00 and an adjustment invoice of -$1000.00, the invoice balance will be $0 and you won’t be able to add a payment to this invoice because nothing is owed.
Customer overpayments are available as credit for future payments.
Here are accounting terms you should be familiar with to use Payment Collections efficiently:
Existing credit—A balance in the customer’s account created through a payment received from the customer or an overpayment from another invoice. This credit cannot be applied to other payments, only to invoices with a positive balance.
Amount applied—A payment or credit that is already applied to an invoice.
Credit available—Calculated as the total payment amount minus the amount applied.
Invoice balance—Calculated as the invoice total minus the sum of the credits that have been applied to that invoice. Each invoice, including adjustment invoices, carries its own balance in the Payment Screen.
Collect payments from multiple customers
Go to the navigation bar and click Accounting. The Batch/Export Transactions screen opens.
Click Collect Payments.
The Collect Multiple Payments screen opens.
Enter payment details for a customer:
Click Select Customer, search for a customer’s name, and select a customer. Tip: After you search for a customer’s name, you can click View Full List in the Select Customer dropdown to see all customers that match your search.
Click Add Details in the Payment Type column. The Payment Record Details screen opens.
Enter payment details:
Payment Type—Customer’s payment method.
Note: If you select a credit card or ACH payment type, you must process that payment outside of ServiceTitan. To process a credit card or ACH payment in ServiceTitan, see Collect a payment.
Amount—Total amount of the payment.
Date—Payment transaction date
Authorization Code—If you selected a credit card or ACH payment type, enter the credit card or ACH number in this field so you can charge the customer later.
Check Number—Number on the check.
Business Unit—Business unit associated with the invoice for which you’re making a payment. If there is no invoice, select the business unit to which you will assign the payment.
Memo (optional)—Any additional notes attached to the payment.
Click one of following options to determine how to apply the payment:
Apply to Customer Record as a credit—Select this option to save the payment as a credit. For example, if you’re collecting a deposit from a customer for future work, you can save the payment and apply it to an invoice at a later time.
Apply to invoice—Select this option to apply the payment to an invoice:
Select one or more invoices. Tip: Use the search bar to find invoices.
Note: If a project has an unpaid invoice, the Project number displays in the Apply to Invoice screen so you don’t have to look elsewhere for the project number.
Optional: For each invoice you selected, the Amount Applied field shows the total payment amount up to the invoice’s balance, but you can enter an amount less than the balance.
Click Add Details.
The Collect Multiple Payments screen opens, showing the payment amount for a customer, the total number of payments to collect, and the total amount to collect.
Repeat the previous steps to enter payment details for additional customers.
When you’re done entering payment details, do one of the following steps:
To save the payments without batching, click Save. You can batch the payment later.
To save and batch the payments now:
Click Save & Batch. The Batch Payment pop-up opens.
Select an open batch from the dropdown.
Saved payments are ready to batch and batched payments are ready to post. For details, see Batch, post, and export transactions.
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Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.