Service Titan Knowledge Base

Reconcile ServiceTitan with QuickBooks listsLast updated on 08/30/2022

When you complete the configuration to activate the connection with your QuickBooks file, you can reconcile list items. Each reconciliation you run compares all active lists that exist in ServiceTitan and QuickBooks.


Reconcile ServiceTitan with QuickBooks lists

Make sure your data between ServiceTitan and Quickbooks is accurate by reconciling your customers, pricebook items, and vendors.

  1. Go to the navigation bar and click Settings icon-settings.png.

  2. In the side panel, click Integrations > QuickBooks Desktop.

  3. Under the Tools section, select the list you want to reconcile with QuickBooks and click Run.

    If you click Run to reconcile customers, the Reconcile Customer - Options pop-up window opens.

  4. Select one of the following options:

    • Reconcile All Customers—This option reconciles all your customers regardless of their outstanding balance.

    • Reconcile ONLY customers with an outstanding balance—This option lets you quickly see all customers that exist in ServiceTitan and QuickBooks Desktop.

  5. Select your connection to the QuickBooks file. This starts the reconciliation. When the reconciliation is complete, the last run date is displayed.

To see reconciliation details, click Download.

The system generates a reconciliation file for each reconciliation that you run. This file contains detailed results of all the active list items in ServiceTitan and QuickBooks. To understand reconciliation results, see the following:


Reconcile Customers

You should match existing customers in ServiceTitan and QuickBooks as well as identify customers that require review before being used in a transaction. Once the reconciliation is complete, a customer reconciliation file is generated. Open the reconciliation file to see your results.

Match Bucket

Match reason

Action required

Exact Matches

An exact match means that your customer previously exported to QuickBooks from ServiceTitan. In QuickBooks, these customers have a ServiceTitan customer ID appended at the end of the name. If a QuickBooks customer doesn’t have an appended customer ID, they’re matched on customer name, customer street, unit, and zip code. If all these are identical, it is an exact match.

No action is required since a relationship is automatically created.

Strong Matches

A strong match means that all customers that don’t meet the match criteria for an exact match are matched on the customer name, street, and unit. If all these are identical, it is a strong match.

No action is required since a relationship is automatically created.

Weak Matches

A weak match means all customers that don’t meet the match criteria for a strong match are matched on only the customer name. If the customer’s name is identical, it is a weak match.

  1. Open the Customer reconciliation file.

  2. Select the Weak tab.

  3. If a QuickBooks customer matches with a ServiceTitan customer, enter an x in the Match column.

  4. When you’re finished, save the customer reconciliation file.

No Matches

A no match means that all customers that don’t meet the match criteria for weak appear in the no-match Bucket.

Note: You can view no match QuickBooks customer information in the Customer reconciliation file in column D through column K. It is also followed by ServiceTitan customer information in column L through column S.

  1. Open the Customer reconciliation file.

  2. Select the No Matches tab.

  3. If a QuickBooks customer is a match with a ServiceTitan customer:

    1. Cut the ServiceTitan customer information from column L through column S.

    2. Paste the ServiceTitan customer information within the same columns (L-S) and on the same row as the matching QuickBooks customer information.

    3. Enter an x in the Match column.

Exceptions

An exception match means that a ServiceTitan customer matches with more than one customer record in QuickBooks.

If there are duplicates in QuickBooks:

  • Merge these duplicates in QuickBooks.

OR

  • Set one of the duplicates as inactive.

Synced Pairs

A synced pairs match displays where transactions are exported to for a specific customer record.

Note: The first time you run the reconciliation, nothing appears in synced pairs. All reconciliations reflect relationships after the first run.

No action is required.


Reconcile Service Locations

You should match the existing service location in ServiceTitan and Quickbooks. Once the reconciliation is complete, service location match results are in the Service Location reconciliation file along with customers. Open the Service Location reconciliation file to see your results.

Match bucket

Match reason

Action required

Exact Matches

An exact match means that the service location was previously exported to QuickBooks from ServiceTitan. In QuickBooks, this appears as Customer Name: Service Location Name/Street in the customer list and is called customer:jobs.

If QuickBooks customer:job wasn’t previously exported from, ServiceTitan matches on the service location, name, street, and the QuickBooks customer:job name.

Note: A Service Location appears in equal or lesser match buckets. Therefore, a Service Location can’t appear in an exact match when the customer it belongs to appears in the strong, weak, no match, or exception bucket.

No action is required since a relationship is automatically created.

Strong Matches

A strong match means that all customer:jobs that don’t meet the match criteria exactly are matched on the Service Location name or street and the QuickBooks customer:job name. If there is a match and the parent customer is a strong match, then the service location appears as a strong match.

No action is required since a relationship is automatically created.

Weak Matches

A weak match means that all customer:jobs that don’t meet the match criteria for strong are matched on the Service Location name or street and the QuickBooks customer:job name. If the parent is a weak match, the best match that a location can have is weak.

  1. Open the Customer reconciliation file.

  2. Select the Weak tab.

  3. If either a QuickBooks customer or customer:job is a match with a ServiceTitan customer or service location, enter an x in the Match column.

No Matches

A no match means that all customer:jobs that don’t meet the match criteria for weak appear in the no-match bucket.

Note: Non-matching QuickBooks customer information appears in column D through column K and is followed by ServiceTitan customer information in column L through column S.

  1. Open the Customer reconciliation file.

  2. Select the No Matches tab.

  3. If a QuickBooks customer or customer:job is a match with a ServiceTitan customer or service location, you can identify it as a match in the Customer reconciliation file: 

    1. Cut the ServiceTitan customer or service location information from column L through column S.

    2. Paste the ServiceTitan customer or service location information within the same columns (L-S) and on the same row as the matching QuickBooks customer or customer:job information.

    3. Enter an x in the Match column.

Exceptions

An exception match means that a ServiceTitan customer matches with more than one customer record in QuickBooks.

If there are duplicates in QuickBooks:

  • Merge these duplicates in QuickBooks.

OR

  • Set one of the duplicates as inactive.

Synced Pairs

A synced pairs match displays where transactions are exported to for a specific customer record.

Note: The first time you run the reconciliation, nothing appears in synced pairs. All reconciliations reflect relationships after the first run.

No action is required.


Reconcile Pricebook

You should match existing items in ServiceTitan and QuickBooks as well as identify items that may require review before being used on a transaction. Once the reconciliation is complete, a Pricebook reconciliation file is generated. Open the Pricebook reconciliation file to see your results.

Tip: In the pricebook reconciliation file, use the information in the Last Date Used column to filter for items that were used recently. This helps you identify and prioritize pricebook items that you use frequently.

Match Bucket

Match reason

Action required

Exact Matches

An exact match means that the item name, item type, and GL accounts match between ServiceTitan and QuickBooks.

  • If the ServiceTitan item is a service, the QuickBooks item must be a service as well.

  • If the ServiceTitan item is material, the QuickBooks items must be material as well.

  • If the ServiceTitan item is Equipment, the QuickBooks item must be equipment as well.

Note: The single GL account in ServiceTitan must match the QuickBooks item account field.

Materials and equipment are also compared with QuickBooks based on whether they are an inventory part or non-inventory part:

  • If a material or equipment is an inventory part in ServiceTitan and QuickBooks, it confirms the assigned income, Cost of Goods Sold (COGS), and asset accounts match.

  • If a material or equipment is a non-inventory part in ServiceTitan and QuickBooks, it confirms the assigned income and COGS accounts match.

No action is required since a relationship is automatically created.

Wrong GL Account

If an item appears in the missing GL Account bucket, that means the item exists in both ServiceTitan and QuickBooks since the item name and item type match. However, the ServiceTitan or QuickBooks item doesn’t have all the required GL Accounts assigned or the assigned GL Accounts don’t match in both systems.

Update the GL account in ServiceTitan or QuickBooks. If you use the item, it produces an error while you export until the GL account is updated. For more on how to update your GL account, see Set up general ledger accounts.

Wrong Item Type

If an item appears in the wrong item type bucket, it means that the item name exists in both ServiceTitan and QuickBooks, but the item has different item types. Since item types carry different accounting activities, they must have matching types for transactions to reflect accurately.

Note: If the item appears in the bucket, it means that it doesn’t have the reviewed GL account, as each item type requires different types and numbers of GL accounts.

Update the item type in ServiceTitan or QuickBooks. This may require an item to be deactivated and recreated. The use of the item will produce an error while you export until this step is completed. For more on how to update item type, see How to activate and deactivate items in bulk and the Add and edit pricebook Items section in the knowledge base.

No Item Match

If an item that appears in the no matches bucket, that means that the item doesn't have a match for the item name.

Note: Item name is the first field that is compared when trying to match ServiceTitan and QuickBooks items, so if the name returns no match, then the item type and item GL accounts are not reviewed. Non-matching QuickBooks item information appears in the first group of columns and non-matching ServiceTitan items appear in the second group of columns in the reconciliation file.

  1. Open the Pricebook reconciliation file.

  2. Select the No Matches tab.

  3. Review the QuickBooks items and determine if a matching item exists in ServiceTitan in the name column for QuickBooks and ServiceTitan items.

  4. If there is a match, modify the item name in ServiceTitan or QuickBooks so that the item name in both systems matches.

  5. Run the reconciliation tool again so that your changes are reflected.

Exceptions

An exception match means that a ServiceTitan item matches with more than one item record in QuickBooks.

There are duplicates in QuickBooks:

  • Merge these duplicates in QuickBooks.

OR

  • Set one of the duplicates as inactive.

Synced Pairs

A synced pairs match displays where transactions are exported for a specific item.

Note: The first time you run the reconciliation, nothing appears in Synced Pairs. All reconciliations reflect relationships after the first run.

No action is required.


Reconcile Vendors

You should match existing vendors in ServiceTitan and QuickBooks, as well as identify vendors that may require further review before being used in a transaction. Once the reconciliations are complete, a Vendor reconciliation file is generated Open the Vendor reconciliation file to see your results.

Match bucket

Match reason

Action required

Exact Match

The vendor name, street, unit, and zip code match in ServiceTitan and QuickBooks.

No action is required since a relationship is automatically created.

Strong Match

There is a match with the vendor name, street, and unit in ServiceTitan and QuickBooks.

No action is required since a relationship is automatically created.

Medium Match

There is a match with the vendor street and unit.

  1. Open the Vendor reconciliation file.

  2. Select the Medium tab.

  3. If a QuickBooks vendor is a match with a ServiceTitan vendor, enter an x in the Match column.

Weak Match

There is a match with the vendor name only.

  1. Open the Vendor reconciliation file.

  2. Select the Weak tab.

  3. If a QuickBooks vendor matches with a ServiceTitan vendor, enter an x in the Match column.

No Match

No criteria are met for these vendors.

  1. Open the Vendor Reconciliation Excel file.

  2. Select the No Matches tab.

  3. If a QuickBooks customer is a match with a ServiceTitan customer:

    1. Cut the ServiceTitan customer information from column K through column Q.

    2. Paste the ServiceTitan customer information within the same columns (K-Q) and on the same row as the matching QuickBooks customer information.

    3. Enter an x in the Match column.

Exceptions

A ServiceTitan vendor matches with more than one vendor record in QuickBooks.

There are duplicates in QuickBooks:

  • Merge these duplicates in QuickBooks.

OR

  • Set one of the duplicates as inactive.

Synced Pairs

A synced pairs match displays where transactions are exported to a specific vendor.

No action is required.


Import reconciliation files

After you review the reconciliation files and make all the necessary updates, you can import the file back to ServiceTitan. Once the reconciliation file is successfully imported, ServiceTitan automatically creates relationships with QuickBooks based on the updates you specified in the file:

  1.  Prepare your reconciliation file for importing:

    1. Make sure the file name has your ServiceTitan account name in it. For example, YourAccountName-reconciliation-file.xlsx.

    2. Zip the file:

      1. Locate the file in File Explorer.

      2. Select the file.

      3. Click the Share tab.

      4. Select Zip.

  2. In ServiceTitan, click Choose File.

  3. Locate the zip file and click Open. The zip file name displays in the Sync Import section.

  4. Click Import.

    1. If the reconciliation file imports successfully, the Sync Import Complete message displays in the Sync Import section.

    2. If the reconciliation file has errors, an error message displays next to Sync Import Complete.

    3. If you receive the message, “The file already exists,” rename the file and click the Replace File.




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