Understand project recordsLast updated on 05/16/2023

• You can search for a specific project or use filters to select projects.

• Only sections applicable to your project are displayed in the Project section. For example, if the project does not use the Application for Payment, there is no Application for Payment section.

• You can add a project name when you edit a project. Project names display in the Project section of the Customer screen.

The Dashboard displays an overview of your project, including customer, project, and contract information.

Click Financials to see a project summary if you have Project Tracking. The Project Summary section, which is only available with Project Tracking, includes a high-level view of your project:

• Contract Summary: Total price and tax of items added to the sold estimate. This value includes change orders.

• Expenses: Actual cost related to the project.

• Cost to Complete: Difference between actual and budgeted expenses. Values are updated automatically, but you can also update a value if the remaining cost is different from the calculated value. For more, see Edit Cost to Complete.

• Total Earned: Amount to be billed based on work completed and materials stored if you use Application for Payment. The amount is updated when you save applications for payment.

• Total Retainage: Total amount retained from billing if you use Application for Payment. The amount is updated when you save applications for payment.

• Invoiced: The amount you already charged your customer with invoices.

• Payments: Payments amount collected throughout the project. You can use the collected payments as a deposit on the project or use it as a billing invoice when you’re ready.

• Totals: Difference between Contract Sum Percent Complete and Invoiced Percent Complete.

• AR Balance: Difference between Invoiced and Payments Collected.

• Balance to Finish: Difference between Contract Sum and Invoiced.

• Percent Complete column: Percentage you manually enter for some items, including Contract Summary and Cost to Complete. Click Edit if it’s available to update the percentage. Other items are automatically calculated, such as Invoiced Percent Complete which is the Invoiced Amount divided by the Contract Sum.

Click Financials to see a budget-versus-actual comparison if you have Project Tracking.

The Budget vs Actual section, which is only available with Project Tracking, shows the Budget versus Actual (BvA) values for the project to date. Use this table to manage your budget and track your progress as you generate actuals. The table updates in real-time.

Tip: Click the $ or QTY button to see dollars or quantities. If you use project advanced overrides, click Labels or Overrides to see items based on project labels or project categories. You can also use project labels to customize itemization in the Billed and Expenses sections for each project.

• Billed: Revenue for the project. Any task in the project that represents revenue is in the Billed section of the table. You can use project labels to customize the categories shown in the Billed section.

• Expenses: Any task that has a cost associated with it is in the Expenses section of the table. You can use project labels to customize the categories shown in the Expenses section.

• Margin $: Dollar value comparing Billed and Expenses (does not include sales tax).

• Margin %: Percentage comparing Billed and Expenses.

• Budget column: Value for the budget comes from the estimates that you sold to your customer, including change orders. The budget is an estimate of how much you plan to spend on a particular project.

• Actual column: Value for the actuals update as you accumulate labor for the project and requisition equipment and materials. Actuals start calculating when you generate an invoice,  receive bills or issue returns. This is the actual amount you spend on a project. Note: The actual value for technicians in the table is calculated by taking the hourly rate for the technicians and multiplying it by the paid hours worked on a job.

• Variance column: Actual amount minus Budget amount.

• % of Budget Used column: Actual amount divided by the Budget amount.

• Uncategorized: If a task, equipment, or material doesn’t have a label assigned to it, it displays as Uncategorized.

Click Financials to see the expense details if you have Project Tracking.

The Expense Details section, which is only available with Project Tracking, shows your project expenses in detail. The hierarchy in this table is determined by the order in which you apply labels to your expenses. You can have as many sub-levels as you need.

Tip: Click the $ or QTY button to see dollars or quantities. You can also click an item in the Budget or Actual column to see details about that item.

• Budget column: Value for the budget comes from the estimates that you sold to your customer, including change orders.

• Actual column: Actuals update as you accumulate labor for the project and requisition equipment and materials. Actuals start calculating when you generate an invoice,  receive bills or issue returns.

• Variance column: Actual amount subtracted from the Budget amount.

• % of Budget Used column: Actual amount divided by the Budget amount. 

Click Financials to see invoices.

The Invoices section lists all invoices that have an accounting impact with pricebook items, excluding $0 invoices. This helps you manage unpaid invoices.

Tip: In the Job # Column, you can see that the invoice is assigned to a job.

Click Financials to see payments.

The Created Payments section lists all payments made to date on the project.

Click Financials to see applications for payment.

The Application for Payment section lists all applications for payment associated with the project.

Click Jobs & Appointments to see jobs.

The Jobs section lists all of the jobs assigned to the project.

Tip: We recommend you create one job per phase of the project to ensure materials and timesheets are attributed to the correct phase in the Budget vs Actual and Expense Detail tables.

Click Jobs & Appointments to see appointments.

The Appointments section lists all appointments for the project.

Click Task Management to see tasks.

The Task Management section lists all tasks associated with the project.

Click Estimates to see estimates.

The Estimates section lists all sold and unsold estimates associated with the project.

Note: There is also a separate table that includes only sold and unbooked estimates.

Click Estimates to see opportunities.

The Opportunities section lists all sold and not sold opportunities associated with the project. Click an opportunity to view its details.

Click Purchasing to see purchase orders.

The Purchase Order section lists all purchase orders for the project. Click a purchase order to view its details.

Click Add Return to create a purchase order associated with the project. For more information about returns, see Create, edit, copy, and cancel a return.

Note: Creating a purchase order associated with the project allows you to get the updated job costing to reflect the returns for unused items.

Click Purchasing to see requisitions.

The Requisitions section lists all requisitions associated with that project created on both the Project page and in other ServiceTitan sections. Click a requisition to view its details.

Click Technicians to see technicians assigned to the project.

The Technicians section lists all technician activities related to the project.

Click Audit Trail to see more details associated with the project.

The Audit Trail section lists all events, calls, notes, files, and emails for the project.

• See Create project estimates

• See Project job costing report template