Overview of the payments processLast updated on 04/15/2023
Processing payments in ServiceTitan is designed to minimize errors and integrate smoothly with your accounting workflow.
Step One: Apply customer payments
This step is ongoing, until the customer pays the balance in full. ServiceTitan allows you to add payments at any time of the invoicing process. You can add a customer payment directly on the invoice, or you can use the main Invoice screen if you want to add a customer payment to multiple invoices at once.
Step Two: Batch the payment
When you batch a payment, the payment remains Pending until the batch is posted. Up until the batch is posted, you can make any changes on the payment. You can access the payment by navigating to the Invoicing screen (Invoice > Invoicing). There is no limit to how many payments can be added to a batch.
Step Three: Post the batch
When you post a batch, the status changes to Posted. To make changes after posting a batch, you must unpost the batch. Unposting the batch is an option up until the batch is exported.
Step Four: Export the batch
When you export a payment batch, the payment status changes to Exported. Zero dollar payments do not transfer from ServiceTitan to QuickBooks.
You can set the payment as exported using either of the following options:
Option 1: Export to QuickBooks
Option 2: Manually set the payment as Exported
Step Five: The payment is created in QuickBooks [QuickBooks users only]
After you export a payment, it's automatically created in QuickBooks. In QuickBooks, you can view the payment in the following areas:
In Undeposited Funds
On the associated customer profile (Customer > Customer Center > “Customer Name” > Transactions) Note: Accounting impact of a positive payment:
A credit (decrease) to Accounts Receivable
A debit (increase) to Undeposited Funds
Step Six: Deposit the payment into a QuickBooks bank account [QuickBooks users only]
After the payments appear on your bank statement, deposit the payments into the appropriate bank account in QuickBooks. You can un-deposit a payment from your bank in QuickBooks if needed.
Note: Accounting impact when you deposit the positive payment
A credit (decrease) to Undeposited Funds
A debit (increase) to the bank account
Overview of the payments process - FAQ
Will payments processed in Mobile be visible from the Office?
Yes, if technicians add payments to an invoice this will be visible from the Office. If your technicians are using ServiceTitan Mobile, typically you will not need to add payments from the office (except when it’s necessary for the office to do so). Technicians will build invoices and accept payments out in the field.
What is the purpose of batching, posting, and exporting payments?
The office will always need to batch, post, and export payments, whether or not your technicians are using ServiceTitan Mobile. This process will guarantee that all payments are verified by the office. As you go through the batching process you’ll be verifying that information is correct and confirming that payment has been collected.
Want to learn more?
How to apply cash payments & transactions outside of ServiceTitan
How to process a credit card payment directly in ServiceTitan
How to process a check / bank (ACH) payment directly in ServiceTitan
Batching, posting, and exporting payments
Understanding how ServiceTitan exports data to QuickBooks Desktop [QuickBooks Desktop Only]
How to install web connectors for QuickBooks Desktop [QuickBooks Online Only]
Setting up the QuickBooks Online integration [QuickBooks Online Only]
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.
Disclaimer: Information provided in this article is for informational purposes only and it should not be construed to be legal advice. Information provided in this article may also not constitute the most up-to-date legal or other information. You should not act or refrain from acting on the basis of any information in this article to meet any compliance requirements without seeking independent legal or other professional advice.