Service Titan Knowledge Base

Set up an estimate by project phaseLast updated on 04/15/2023

If you plan to bill your customer based on the phases of a project, add items and tasks to your estimate by line item. This ensures that each billing phase has the correct expenses captured.

Things to know

  • Before you begin adding items to an estimate, create pricebook service items for the phases of the project.

  • Add project labels to materials in order to represent project phases. For example, if you apply the label Rough In to your material, then the cost of this material reflects how much you plan to spend on materials for the Rough In phase of your project.

  • If you’re going to use the same equipment, materials, or labor in more than one phase, add them as separate line items for each phase to which the equipment, materials, or labor belong. Apply the appropriate labels to the equipment, material, or labor in each phase. For more on labels, see Create project labels.

  • As you add tasks, materials, and equipment to the estimate, you can apply labels in the Project Labels field. The order in which you add labels in the field is important because it determines the hierarchical relationship of this item in the Budget vs Actual table. For example, if you add a task with the project label in this order, Rough In, Labor, and Journeyman Labor, the task appears in the Expense Details nested under Rough In > Labor > Journeyman Labor.

Add items to an estimate by project phase

  1. Create a job type for each project phase

  2. Search for and open the estimate you created for the project. 

  3. In the Estimate Items section, add the phases of the project. For example, click +Task and add Rough In.

  4. After the task is added to the estimate, in the Unit Price field enter the price you charge your customer for the phase of the project. 

  5. When you're finished, click Save.

Repeat the steps above for each phase of the project.

Bill customer for project phase

You can progressively bill your customer for the project phase amount you added in the estimate:

  1. Search for and open the project you want to bill your customer for. 

  2. Click the Actions dropdown and select Add invoice. Add Invoice opens. 

  3. Click the Business Unit dropdown and select the business unit you want the bill to be reflected in.

  4. When you’re finished, click Add Invoice. The invoice record opens.

  5. At the top of the invoice click Invoice Closeout. Closeout for Invoice opens where you can view all materials, equipment, and tasks requisitioned for the project through sold estimates.  

  6. Record the accurate consumption of items in the invoice. Enter values in the Add Qty column for each item. This ensures that your invoice has the accurate quantity of items used in the phase of the project. Note: If the Qty column for the Item Name, Item Description, ST Part Number, Procurement Source, and Inventory Location fields is an exact match, then they share a single merged cell for the Qty Sold column.  

  7. If you want to bill your customer a certain percentage for the items in the estimate you can add the percentage in the Add Qty field. For example, if you want to bill your customer 50% for an item on the estimate, enter 0.5 in the Add Qty field for that item.

  8. When you’re finished, click Add to Job Invoice.

    A confirmation popup opens.

  9. Click Confirm to proceed with the invoice closeout. 

  10. When you’re finished, click Save.

Your Budget vs Actual table for the project now reflects the bill you’ve added for this phase of the project.

The customer invoice lists each phase of the project with details.

Want to learn more?

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.