Reconcile ServiceTitan with QuickBooks listsLast updated on 02/28/2023
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.
Go to the navigation bar and click Settings
.
In the side panel, click Integrations > QuickBooks Desktop.
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.
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.
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.
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.
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.
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.
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:
Prepare your reconciliation file for importing:
Make sure the file name has your ServiceTitan account name in it. For example, YourAccountName-reconciliation-file.xlsx.
Zip the file:
Locate the file in File Explorer.
Select the file.
Click the Share tab.
Select Zip.
In ServiceTitan, click Choose File.
Locate the zip file and click Open. The zip file name displays in the Sync Import section.
Click Import.
If the reconciliation file imports successfully, the Sync Import Complete message displays in the Sync Import section.
If the reconciliation file has errors, an error message displays next to Sync Import Complete.
If you receive the message, “The file already exists,” rename the file and click the Replace File.
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Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.
Disclaimer: Information provided in this article is for informational purposes only and it should not be construed to be legal advice. Information provided in this article may also not constitute the most up-to-date legal or other information. You should not act or refrain from acting on the basis of any information in this article to meet any compliance requirements without seeking independent legal or other professional advice.