Collect a paymentLast updated on 11/10/2022

• 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. 

• If you apply a payment to a customer’s profile (as opposed to an invoice) and export the payment to a general ledger account, the payment is considered a deposit and will not reduce your accounts receivable.

• 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.

You have the flexibility to collect payment from:

• invoices

• customer records

• sold estimates

• projects (for deposits, a project must be applied to a customer’s profile)

• AR Management

From wherever you choose to collect payments or deposits and to apply credit, the process is the same on the Collect and Apply Payments screen.

To collect a payment:

1. Search for and open the invoice you want to collect payment for.

2. In the record, click Collect and apply payment. The Collect and Apply Payments screen opens.

3. Under Payment Details, enter the new payment details:

   • Payment Type—Method the customer uses to pay for the invoice

   • Amount—Dollar amount of the payment Note: When you create a new payment, you can select an outstanding invoice from the Apply to invoice section and the full balance of the invoice populates in the Amount Applied field.

   • Date—Payment transaction date

   • Authorization Code—Code used to authorize payment if the payment method is a credit card or ACH

   • 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 that the payment will the deposited into.

   • Memo (optional)—Any additional notes attached to the payment

4. Under Apply Payment, you can:

   • Save a payment or deposit as a credit—Click Apply to Customer Profile 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 a payment to an invoice—Click Apply to Invoice to select the invoices you want to apply the payment to. Tip: Use the search bar to find the invoices you’re looking for.

     Tip: 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.

     • In the Amount Applied field, you can enter the amount you want to apply to each invoice. If you don’t enter a specific amount, the payment automatically applies to the invoice for the Balance Remaining.

       Note: When entering the Amount Applied:

       • If the amount you apply to invoices exceeds the payment amount, the Amount field adjusts to the Amount Applied total. For example, if the payment amount is $250 but the Amount Applied totals $300, the Amount field updates to $300.

       • In the Amount Applied field, you cannot save an amount greater than the Balance Remaining for that invoice. If you enter an amount greater, it automatically changes to the Balance Remaining amount.

5. When you’re done entering payment information:

   • If you don’t use ServiceTitan Payments:

     • Click Save & Batch to save the payment and batch it at the same time. The Batch Payment pop-up opens.

       1. From the dropdown, select an open batch to add the payment to.

       2. Click Save.

     • Click Save to save the payment without batching. You can batch the payment later.

   • If you use ServiceTitan Payments:

     • Click Charge & Batch to process the payment and batch it at the same time. The Batch Payment pop-up opens.

       1. From the dropdown, select an open batch to add the payment to.

       2. Click Charge to charge the payment without batching. You can batch the payment later.

          • If you’re charging a credit card, the Charge Credit Card pop-up opens.

          • If you’re charging a bank account (ACH), the Charge Bank Account pop-up opens.

       3. Enter payment details:

          • For a credit card:

            1. Owner Name—Name as it appears on the credit card

            2. Credit Card Number—Number as it appears on the credit card

            3. CVC/CVV—Three-digit card verification code (usually located on the back of the credit card)

            4. Expiration—Credit card expiration date

            5. ZIP Code—Billing ZIP code for the credit card

            6. Business Unit—If you’re creating a new payment that isn’t applied to an invoice, select a business unit so the payment can be deposited in the right bank account.

            7. Store card data for future payments—Select if you plan to use the same credit card in the future.

          • For ACH:

            1. Authorization Method—Select how you received authorization from your customer to charge their bank account

            2. Authorization Proof—Proof in the form of an invoice that the payment is made, or an attachment that you can upload. This can be sent to your merchant to validate that the payment is authorized.

            3. Name On Check—Name on the payer account

            4. Routing Number—Bank routing number of the payer account

            5. Account Number—Bank account number on check

            6. Confirm Account number—Re-enter account number

            7. Check Number—Number on the check

            8. Business Unit—Select a business unit to tie to the merchant account.

            9. Store account data for future payments—Select if you want to use this bank account for other payments in the future.

       4. When you’re done entering the details, click Charge. For more details on integrated payments with ServiceTitan, see Overview of ServiceTitan Payments: Process payments directly in ServiceTitan.

     • Click the Arrow icon next to Charge & Batch and select Save & Batch without Charging if you want to save the payment and batch it without processing the payment. The Batch Payment pop-up opens.

       1. From the dropdown, select an open batch to add the payment to.

       2. Click Save.

     • Click Charge if you only want to charge your customer for the payment. If you’re charging a credit card, the Charge Credit Card pop-up opens. If you’re charging a bank account (ACH), the Charge Bank Account pop-up opens.

       1. Enter payment details:

          • For a credit card:

            1. Owner Name—Name as it appears on the credit card

            2. Credit Card Number—Number as it appears on the credit card

            3. CVC/CVV—Three-digit card verification code (usually located on the back of the credit card)

            4. Expiration—Credit card expiration date

            5. ZIP Code—Billing ZIP code for the credit card

            6. Business Unit—If you’re creating a new payment that isn’t applied to an invoice, select a business unit so the payment can be deposited in the right bank account.

            7. Store card data for future payments—Select if you plan to use the same credit card in the future.

          • For ACH:

            1. Authorization Method—Select how you received authorization from your customer to charge their bank account

            2. Authorization Proof—Proof in the form of an invoice that the payment is made, or an attachment that you can upload. This can be sent to your merchant to validate that the payment is authorized.

            3. Name On Check—Name on the payer account

            4. Routing Number—Bank routing number of the payer account

            5. Account Number—Bank account number on check

            6. Confirm Account number—Re-enter account number

            7. Check Number—Number on the check

            8. Business Unit—Select a business unit to tie to the merchant account.

            9. Store account data for future payments—Select if you want to use this bank account for other payments in the future.

       2. When you’re done entering the details, click Charge. For more details on integrated payments with ServiceTitan, see Overview of ServiceTitan Payments: Process payments directly in ServiceTitan.

     • Click the Arrow icon next to Charge and select Save without Charging if you want to save the payment without processing it.

• See Payments

• Visit ServiceTitan Academy to enroll in Payment Collections