Service Titan Knowledge Base

Invoice walkthroughLast updated on 03/22/2022

The invoice record contains details about the invoice such as customer details, payments, technicians, and tasks. You can also make edits to the invoice record. This walkthrough will familiarize you with each section of the invoice.


Invoice header

The invoice header includes:

Invoice # (at the top)

By default, the invoice number matches the job number. You can also click Invoice Details to enter your own invoice number.

Job #

The job tied to the invoice. The Job # is created by ServiceTitan. To maintain best accounting practices, you cannot delete an invoice or change which invoice is tied to which job.

Note: If you need to have multiple invoices tied to the same job, you can create a Project.

Completed On

The job status is In Progress, Completed On, or Canceled.

The Completed On date and time shows when a service was performed. This date and time is generated either when you click Complete Job or when the technician taps Finish.

Job Type

The type of job performed at a service location.

Business Unit

Business unit assigned to the job.

Status

There are three invoice statuses: Pending, Posted, and Exported.

Invoice Date

The date that the office has confirmed that work is complete. This is also the date that drives most accounting reports since it is when the revenue earned on a job is recorded.

You can configure your account so the invoice date defaults to the job completion date. If this configuration is not set up, the invoice date remains blank until you fill it out.

Batch

If the invoice is batched, this displays the batch number. If the invoice has not yet been batched, this displays Unbatched.


Invoice actions

On the invoice record, there is an actions menu on the left side of your screen. This menu allows you to:


Customer and job details

The customer and job details section of the invoice record shows information such as customer name, billing and service address, job and invoice summary, and invoice total.

The customer and job details includes:

Job Summary

Entered when booking a job. Use the job summary to provide details about the job, customer, or location site.

Bill To

Bill To customer name and billing address. If a customer has a balance for other invoices, the total balance displays in a blue box next to the Bill To name. After the Bill to name,r.pngis for a recall job, w.png is for a warranty job, andnc.pngindicates it's non-chargeable. For more information on recall and warranty jobs, see Book a recall or warranty job.

Tip: The Bill To customer can be changed as long as the invoice has not been exported. To make changes, click Edit on the job screen.

Service Location

Name and address where the work is being performed (this may be the same as the bill to customer name and billing address, or there may be a tenant or family member at the service location).

Note: The service location can be changed as long as the invoice has not been exported. To make changes, click Edit

Edit icon

on the job screen.

Invoice Summary

Summary of work performed. Click Update invoice details to enter an invoice summary.

Payment Due Date

The date the invoice payment is due.

Subtotal

The subtotal is the sum of invoice items before tax is calculated.

Tax

Taxes are calculated according to the tax zones you have configured.

Total

The invoice subtotal plus sales tax.

Balance

The outstanding amount the customer owes on the invoice.

Note: If the customer has a balance for other invoices, the total balance amount displays next to the Bill To name.


Payments

The Payments sections of the invoice record shows the payment history for the invoice.

Note: The Payments section is on the invoice record only if payments have been made on the invoice.

The Payments section includes:

Paid On

The date the payment is recorded.

Type

The type of payment that is received. Payments can be made in the form of cash, check, or credit.

Auth. Code

If a credit card transaction is processed through ServiceTitan, you can see the authorization code here.

Note: Charging customer credit cards requires payments integration. For more on ServiceTitan Payments see Process payments directly in ServiceTitan.

Check No.

Check number if this is a check payment.

Status

Status shows whether the payment is pending, batched, posted, or exported.

Note: The payment status is not necessarily the same as the invoice status. You can batch, post, and export payments separately from the invoice.

Memo

A note about the payment.

Batch #

Where the payment is batched.

Amount

Amount Total customer payments applied to the invoice.


Tasks

In the Tasks section of the invoice record, you can find a list of the service items. The section includes all billable items on the invoice such as services and chargeable materials.

The Tasks section includes:

Code

The pricebook code of the task.

Name

Name of the invoice item from your pricebook.

Note: You can configure your account to display the name of the invoice item from your pricebook with the description. For example, if the task name in the pricebook is Premier WH and the description is Premier Water Heater, the task in the invoice record can display as Premier WH: Premier Water Heater. To update your account, please contact your success or implementation manager for details.

Description

Description of the invoice item from your pricebook.

Quantity

The quantity being sold to the customer.

Unit Price

Unit price of the invoice item from your pricebook.

Total

Total price of the invoice item (Unit Price x Quantity).

GL Account

General Ledger (GL) Account assigned to the task.


Materials

In the Materials section of the invoice record, you can find a list of the invoice line items for materials.

The Materials section includes:

Name

Name of the invoice item from your pricebook.

Code

Pricebook code of the material item

Description

Description of the invoice item from your Pricebook.

Quantity

The quantity being sold to the customer.

Cost

Cost of the material from your pricebook.

Note: Material costs do not appear on customer-facing invoices.

Technician

Technician who used the material.

Inventory Location

The inventory location of the material item.

Note: If you use truck replenishment or inventory management, make sure to assign an inventory location for the item to let the system where you took the material from. Account configuration is required to use this feature. To update your account, please contact your success or implementation manager for details.

General Ledger Account

General Ledger account assigned to the material.

Business Unit

Business unit assigned to the material.


Sold By and Splits

The Sold By and Splits section includes:

Sold By

The technician credited with selling the job estimate. This is typically a sales technician.

Splits

Technicians credited with performing the work. Splits lists all the technicians assigned to the job.

Name

Technician name.

Split

The technician's percent of the job split.

Note: You can change the splits by clicking Adjust splits, located in the left menu.

Total Drive Time

The time from dispatch to arrival at the job site.

Total Working Time

Total number of job hours the technician logged. .

Payroll Adjustments

Any payroll adjustments made on the invoice.

Note: To make a payroll adjustment, click Add a payroll adjustment in the menu.


Want to learn more?

Go back to Invoicing for more on this topic



Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.