Service Titan Knowledge Base

Using QuickBooks Desktop vs. QuickBooks OnlineLast updated on 08/30/2022

Although ServiceTitan supports QuickBooks as an accounting tool, there are differences between QuickBooks Desktop and QuickBooks Online. We suggest you use QuickBooks Desktop (QBD), which offers more functionality and controls than QuickBooks Online (QBO).


Differences between QuickBooks Desktop and QuickBooks Online

Not all export functionalities are represented the same way in QBD and QBO. The table below outlines the differences in exporting from ServiceTitan to QBD vs. QBO.

Functionality

QuickBooks Desktop

QuickBooks Online

Export ID

Customers export from ServiceTitan with export ID number at the end to differentiate customers with similar names (for example, Alex Rodriguez 24705).

Not supported by this software. Customer information is exported with the corresponding first and last name without the export ID attached to it. When you have customers with the same name, you can differentiate the two in ServiceTitan and QuickBooks. If the name is updated in ServiceTitan, the same update is made in QBO manually to prevent duplication. For example, “Mike Gonzalez (c),” “Mike Gonzalez (v)”

*c = customer ; v = vendor*

If you’re looking to create a customer with jobs as sub-customers, your account would need to be configured.

Customer jobs created under Parent Customer by either Location Name or Location Address.

Not supported by this software.

List specific materials in Purchase Orders

Specific materials that are added to the Purchase Order (PO) in ServiceTitan will export as such. For materials and equipment, create each item in QuickBooks first.

Note: Code in Material/Equipment In Pricebook should match the Item Name in QuickBooks.

Not supported by this software. Instead of specific materials exporting to the Purchase Order, as it was added in ServiceTitan, the items will export as “Service Titan PO Item.” Create “Service Titan PO Item” in QuickBook, before exporting.

Use Classes in Purchase Orders

After you manually create in QuickBooks, classes will export to the Purchase Orders that have business units assigned to them.

Classes will not be associated with the business unit in the Purchase Order.. Manually add classes to each PO after you export.

Track inventory from Multiple Sites

QuickBooks Advanced Inventory Add-On must be configured in your account. It’s possible to track inventory items by serial numbers in both ServiceTitan and QuickBooks.

To export purchase orders and invoices with inventory items properly, a technician must be assigned to a site in ServiceTitan and an inventory item must be set up in QuickBooks as an inventory part.

Inventory can be depleted and replenished from multiple inventory sites. For example, you can deplete and replenish from Dan’s Truck, Charles’ Truck, Main Warehouse, Secondary Warehouse.

Not supported by this software. Inventory can be depleted and replenished from a single inventory site rather than multiple inventory sites.

Invoices and Payments

Invoices and payments are automatically applied when exported.

For more information, see the section Switching from QBD to QBO.

Invoices and payments are automatically applied upon when export.

For more information, see the section Switching from QBD to QBO.

Vendor Invoice Number on Purchase Orders

The Vendor Invoice Number will export to the Memo field in the Bill or Purchase Order in QuickBooks. If you want the Vendor Invoice Number in the Reference field, please contact your onboarder or success manager to configure your account to use this feature.

Note: The Vendor Invoice Number will not map to the Reference field if you are on the Purchasing Module.

Not supported by this software.

Pending Export Report

Export errors will be displayed on this report.

Not supported by this software. Errors will display as a pop-up in the ServiceTitan Invoice page. The errors may not show in the Pending Export Report.

Calculate Sales Tax

Sales Tax can be sent from ServiceTitan as a line item. This is our best practice. View the Tax Detail Report in Reports to understand your tax liability.

For more information, see Tax Detail Report Guide.

Sales Tax can also be calculated directly in QuickBooks; however, the tax calculated may not be the same in both ServiceTitan and QuickBooks. You would have to rely on ServiceTitan for tax reporting purposes, too.

Sales Tax can only be sent from ServiceTitan.

Calculating tax directly is not supported by this software.


Switching from QBD to QBO

When switching from QBD to QBO, you may experience some differences with how items are referenced and exported. Below is an overview and description of these differences.

Customer sync using ServiceTitan IDs

When transferring from QuickBooks Desktop to QuickBooks Online, Customer Names will include the Customer ID number in the name field. Once you switch to QuickBooks Online, ServiceTitan exports the customer information with the name but no number attached since the Customer Sync ID feature is not supported by QuickBooks Online. Therefore, exports of Customer Names create a duplication of customers records as one customer may already exist with the customer ID appended at the end of the name. For example, QBD recorded "Alex Rodriguez 123" whereas QBO is looking for and eventually creates "Alex Rodriguez".

Solution: Remove the Sync ID numbers at the end of the customer name in QuickBooks Desktop before you transfer to QuickBooks Online.

Invoices and payments

Invoices transferred from QuickBooks Desktop to QuickBooks Online will lose their association with the payment in ServiceTitan if the payment has not yet been exported. When the associated payment is finally exported, the invoice isn’t automatically applied. This only occurs after the first transfer from QuickBooks Desktop to QuickBooks Online. After the first transfer, invoices and payments will export as expected (the expected outcome is for payments to automatically apply to invoices and vice versa) .

Solution: Manually apply payments to corresponding invoices after you transfer from QuickBooks Desktop to QuickBooks Online.


Switching from QBO to QBD

When switching from QBO to QBD, the exporting process from the Invoicing screen is different.

Exporting

Instead of clicking Export to QuickBooks Online in the Invoicing screen, use Web Connectors to export to QuickBooks Desktop. Web Connectors work as a digital bridge, connecting Service Titan to QuickBooks. Download the connector file from the Business Unit in Service Titan, and then download the file to QuickBooks Desktop. For instructions on how to download the Web Connector, see Installing Web Connectors and troubleshooting.

Pending Export Report

Use the Pending Export report to view the errors that tenants are experiencing when using QuickBooks Desktop. For more on running this report, see Pending Export Report Guide. With QuickBooks Online, the errors show as a pop-up on the screen when exporting.

Invoices and payments

Invoices transferred from QuickBooks Online to QuickBooks Desktop will lose their association with the payment in ServiceTitan if the payment has not yet been exported. When the associated payment is finally exported, the invoice isn’t automatically applied. This only occurs after the first transfer from QuickBooks Online to QuickBooks Desktop. After the first transfer, invoices and payments will export as expected (the expected outcome is for payments to automatically apply to invoices and vice versa) .

Solution: Manually apply payments to corresponding invoices after you transfer from QuickBooks Online to QuickBooks Desktop.


Navigation differences between QBD and QBO

The chart below shows the differences in navigation paths in QBD vs. QBO. Not all content and actions in QBO and QBD is accessed or completed the same way.

Functionality
QuickBooks Desktop
QuickBooks Online

Access Chart of Accounts

Lists > Chart of Accounts

Accounting > Chart of Accounts

Create a new General Ledger Account

Lists > Chart of Accounts > Account > New

Accounting > Chart of Accounts > New

View/Access Customers (where invoices and payments live)

Customers > Customer Center

Sales > Customers

Accessing Vendors (where bills and purchase orders Live)

Vendors > Vendor Center

Expenses > Vendors

Access Bills/Purchase Orders

Vendor Center > Vendor > Bill or Purchase Order

Expenses > Vendors > Vendor Name > Bill or Purchase Order

Access/run Reports

Reports

Reports

Create a deposit

Banking > Make Deposits

+ Icon > Other > Bank Deposit

Access Items List (item types: service, non-inventory part, other charge, discount)

Lists > Item List

Sales > Products and Services

Create a new item (materials, services, tax, PO Item)

Lists > Item List > Item Dropdown > New

Sales > Products and Services > New button


Want to learn more?

Visit QuickBooks Desktop Users and QuickBooks Online Users for more on QuickBooks.



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