Enable Deposit WorkflowLast updated on 03/22/2022

• Set up general ledger accounts in ServiceTitan and map them to items in your pricebook before you enable Deposit Workflow. We recommend you set up a liability account for deposits. Account configuration is required. To update your account, please contact your success or implementation manager.

1. Go to the navigation bar and click Settings .

2. In the side panel, click Invoicing > Payment Collections.

3. Toggle Deposit Workflow to Active.

4. In the GL Account dropdown, select an account. The list shows all general ledger accounts that are in Settings > Operations > General Ledger Accounts. Tip: We recommend you select a liability account so deposits toward pending work don’t reduce your accounts receivable.

5. When you're finished, click Save.

You are now ready to use the Deposit Workflow.

Later, after you apply a deposit to a customer’s profile and export the deposit to a liability account in QuickBooks Desktop, the deposit appears as a journal entry in your general ledger.

Use this checklist to easily set up the deposit workflow for Quickbooks Desktop.

Quickbook items

Done	QB or ST	Item (s) needed	Description	Picture / Link
	QB	Type: Other Liability Account GL Account: Deposit Liability	Chart of Accounts - Liability account in case Deposit needs to be refunded

ServiceTitan items

Done	QB or ST	Item(s) needed	Description	Picture/Link
	ST	Type: Other Liability Account GL Account: Deposit Liability	General Ledger - Liability account in case Deposit needs to be refunded
	ST	Go to mapping setup	Settings > Integrations > QuickBooks Desktop > Map Chart of Accounts > click Edit and select your active connection
	ST	Enable Deposit Workflow	Settings > Payment Collections > Enable Deposit Workflow

How to use

Done	QB or ST	Item(s) needed	Description	Picture/Link
	ST	Accept payment	Appears as Credit on Customer Account
	ST & QB	Export to QuickBooks	Appears as Credit on Customer Account
	QB		Appears in the Undeposited Funds and Deposit Liability fields
	ST	Apply Payment	When invoice is complete, apply Deposit Payment
	ST	Confirm	Confirm, then select Web Connection, and it will update QBD
	QB		Updated QBD
	ST	Export Invoice	When invoice is complete, export to QBD, payment will show as applied in QBD

When it comes to deposits, remember the following:

• Turn the deposit workflow on for deposits to be exported as journal entries. Your payments are considered deposits at the time of export if they are not applied to an invoice.

• When you export the deposit, we will debit undeposited funds and credit the account you select in the drop-down (Deposit Liability).

• When the deposit gets applied to the invoice, the journal entry will debit the selected account (Deposit Liability) and credit A/R.

• In ServiceTitan Mobile, the technician collects the deposit on the Estimate page, not the Invoice page.

• Payment is set as a customer profile credit. Once it’s booked into a second job, it auto applies it to the new invoice. 

• Visit ServiceTitan Academy to enroll in Payment Collections