QuickBooks inventory integrationLast updated on 03/22/2022
Set up inventory integration between ServiceTitan and QuickBooks to help automate inventory management, inventory costing, and inventory re-ordering. When you add material and equipment items to invoices in ServiceTitan, consumption of these items is automatically recorded in corresponding QuickBooks inventory sites and item lists.
Set up inventory in QuickBooks
Before you begin setting up inventory integration in ServiceTitan, make sure you have specified the quantity available for each inventory item and inventory site list combination in QuickBooks. You can also use QuickBooks to establish reorder points and maximum values.
Note: Information on QuickBooks inventory management is available on the Intuit website.
The QuickBooks advanced inventory add-on
The QuickBooks advanced inventory add-on is available with a Platinum subscription to QuickBooks Enterprise. Advanced inventory is required if you would like to do any of the following:
Manage inventory for multiple warehouses (inventory sites). The QuickBooks advanced inventory add-on allows you to manage inventory for multiple warehouses (inventory sites). Basic inventory in QuickBooks allows inventory management for a single warehouse (inventory site) only. Your ServiceTitan account can be configured to export inventory for multiple or single warehouses (for more information on Exporting inventory, click the Workflows tab above).
Set up warehouse bins within warehouses (inventory sites). The QuickBooks advanced inventory add-on allows you to set up warehouse bins in your inventory sites. Your ServiceTitan account can be configured to recognize bins when you export inventory (see Warehouse bin tracking below for more information).
Serial number tracking for equipment items. The QuickBooks advanced inventory add-on allows you to track inventory items by serial number. Your ServiceTitan account can be configured to integrate with serial number tracking for equipment items (see Serial number tracking for equipment items below for more information).
Note: The QuickBooks advanced inventory add-on is required for first in / first out inventory costing. By default, inventory costing in QuickBooks is based on weighted average.
Serial number tracking for equipment items
The QuickBooks advanced inventory add-on allows you to enter serial numbers for inventory items. Serial number tracking is enabled in QuickBooks by activating Enable Lot or Serial Numbers in advanced inventory settings. If you have enabled this feature within QuickBooks, contact your success or implementation manager / Onboarder to configure your ServiceTitan account for serial number tracking on equipment items.
Enter serial numbers for equipment items in ServiceTitan:
Navigate to an invoice and select Add equipment from the left menu.
Enter the Serial Number for the equipment item.
The next time an inventory export occurs, ServiceTitan searches for a matching serial number in your QuickBooks inventory lists.
The equipment item is deducted from the inventory list where the serial number match is found. If no serial number match is found, the inventory deduction is logged in QuickBooks to an unassigned inventory site.
Link a technician to a specific warehouse (inventory site)
If your QuickBooks account is set up with the QuickBooks advanced inventory add-on, you can set up multiple warehouses (inventory sites) in QuickBooks. If you have multiple warehouses, you can use ServiceTitan to link a technician to a specific warehouse. All inventory used on jobs assigned to that technician is deducted from that inventory site only.
To link a technician to a specific warehouse:
Go to Settings > People > Technicians > Edit Technician.
Enter the Inventory Warehouse.
The name of the Inventory Warehouse in ServiceTitan should match the inventory site name in QuickBooks.
Set up inventory in ServiceTitan - Materials
To configure materials in ServiceTitan for QuickBooks inventory integration:
Go to Pricebook > Materials > Edit Material.
Make sure you have created an inventory item in QuickBooks that matches the Name of the material entered in ServiceTitan.
Note: If the material does not match a QuickBooks inventory item, the inventory deduction is noted in an unassigned warehouse when inventory is exported to QuickBooks.
Check Is inventory.
Set up inventory in ServiceTitan - Equipment items
To configure equipment items in ServiceTitan for QuickBooks inventory integration:
Go to Pricebook > Equipment > Edit Equipment.
Check Is inventory.
Enter the QuickBooks Account.
Note: The QuickBooks Account should match the income account attached to the inventory item in QuickBooks.
Export inventory from ServiceTitan
Choose one of the following options for exporting your inventory to QuickBooks:
Export inventory through the invoice posting process. Inventory is updated in QuickBooks only when invoices are batched, posted, and exported.
Export inventory through manual inventory batching. When you run the QuickBooks web connector, all pending inventory batches automatically post and export, whether or not invoices have been batched.
Export inventory to QuickBooks automatically three times per day. This option is available only if you use QuickBooks advanced inventory.
Batch, post, and export inventory (applicable only if you choose manual inventory batching):
Navigate to Reports and search for the Inventory Batch Report.
Enter the desired date range on the report page.
Click the Magnifying Glass icon to view the report.
Tip: Use the dropdown Arrow to download the report in .xlsx or .csv format.
To create an inventory batch, click New Inventory Batch.
Enter the inventory batch Name.
The inventory batch Status defaults to Pending.
You do not need to do anything further to post and export the inventory batch. All pending inventory batches you create automatically post and export every time you run the QuickBooks web connector.
After the inventory batch has been exported to QuickBooks, the inventory batch Status automatically updates to Exported.
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.