Service Titan Knowledge Base

Enable Deposit WorkflowLast updated on 03/22/2022

The Deposit Workflow allows you to export deposits as journal entries into a QuickBooks Desktop general ledger account. Using this, you can apply deposits to a customer’s account without reducing your accounts receivable.


Things to know

  • Payment Collections must be enabled before you can enable the Deposit Workflow.

  • 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.


Enable Deposit Workflow

  1. Go to the navigation bar and click Settings image1.

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

  3. Toggle Deposit Workflow to Active.

    Note: If you don’t see the Deposit Workflow setting, turn on Payment Collections.

  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.


Set up Deposit Workflow for Quickbooks Desktop checklist

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

done-icon

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

done-icon

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

done-icon

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. 


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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.