Understanding how ServiceTitan exports data to QuickBooks DesktopLast updated on 08/31/2022

Invoice Number

Invoice Number

Bill To

Bill To

You can edit the information in this field in QuickBooks after the invoice is exported.

Service Location

Ship To

You may need to customize your invoice templates in QuickBooks to see the Ship To field.

To do this, click into any invoice. Go to Formatting > Customize Data Layout > Header > Ship To. You will be able to select if you would like the Ship To field included on your invoices.

Task(s)

Tasks appear as line items on the invoice.

Note: A ”Pricebook service” is referred to as a task within this article. Tasks will be automatically created in QuickBooks (as a service type item) when you export an invoice. There is a character limit of 31 for task names.

Task quantity

Quantity

Quantity will only appear in QuickBooks for tasks if you have configured your account to include them.

Unit Price

Rate

Material(s)

Materials appear as line items on the invoice.

If you’re using chargeable materials, you will need to manually create chargeable materials as non-inventory parts in QuickBooks before exporting. There is a character limit of 31 for material names. If you would like to see materials (even if you do not charge for them) on your invoice, you will need to configure your account. Please contact your success or implementation manager.

Material quantity

Quantity

Equipment

Equipment appear as line items on the invoice.

Equipment is not automatically created in QuickBooks when you export an invoice. You will need to manually create QuickBooks items for each equipment in your pricebook. There is a character limit of 31 for equipment names.

Equipment quantity

Quantity

Material/Equipment Cost

Cost

You will need to add costs to both your Pricebook and the item in QuickBooks. If you make any changes to cost in the Pricebook, it will need to be manually updated in QuickBooks.

Item Description(s)

Description

There is a character limit of 4095 for the description field in QuickBooks. If your item description is over this amount in ServiceTitan, only the first 4095 characters will export to QuickBooks.

Class (assigned to the business unit on the invoice)

Class Field

The class will only appear in the class field if:

• The business unit is assigned a class in ServiceTitan.

• The class has been manually created in QuickBooks.

Invoice Date

Date

Invoice Summary

Customer Message

You will need to be using the Invoice Summary feature for this to occur. There is a character limit of 101 for the customer message.

Inventory Site

Site

This will be exported if you are using the QuickBooks Advanced Inventory feature. For this information to export correctly, the technician must be assigned to a site (where the inventory is pulled from) and the inventory item must be set up in QuickBooks as a inventory part.

Technician

Memo or Sales Rep Field

If you’re using Sales Rep IDs, the technician’s initials will show in the Sales Rep Field.

Click here for a guide on using Sales Rep IDs.

If you’re not using Sales Rep IDs, the technician name will export to the memo field. The memo field is not customer-facing.

Tax

Sales tax can appear several ways on your QuickBooks invoice, depending on which tracking method you are using. It can populate on an invoice:

• As a single sales tax line item

• As multiple sales tax rate line items

• In the sales tax field on the QuickBooks invoice

To explore sales tax tracking methods, see the Useful Links section below.

Balance

Balance Due

Job Type

Does not export

Job Summary

Does not export

Paid On Date

Date

Memo

Reference #

The invoice number will also appear in the Reference # field after the memo. The Reference # character limit is 20.

Invoice number

Check # / Reference #

Depending on the payment type selected, invoice number will either show in a field titled Check # or Reference #.

Type

The payment type is highlighted on the invoice.

Amount

Payment Amount

Item

Item

A “ServiceTitan PO Item” must be manually created in QuickBooks first.

Amount

Amount

Bill To

Customer Name

PO Number

P.O. Number

Vendor Name

Vendor

Date

Date

Technician

Memo

Memo is not customer-facing.

Invoice Number

Memo

Memo is not customer-facing.

Summary

Memo

Memo is not customer-facing.

Vendor Invoice Number

Does not export

Vendor Name

Vendor

Date

Date

PO Number

Reference #

Total Amount

Amount Due

Class

Class

Site

Site

Item(s)

Item(s)

Item Desc

Description

Item Qty

QTY

Item Cost

Cost

Truck Number

Memo

Memo is not customer-facing.

Technician Name

Memo

Memo is not customer-facing.

Memo

Memo

Memo is not customer-facing.

Customer Name

Customer Name

There is a character limit of 41 for customer names.

Billing Address & Customer Name

Bill To

Service Location Name

Job Name

Service Location Name does not export by default. Please contact your success or implementation manager to configure your account.

Address

Ship To

To see the Ship To field on your QuickBooks invoices, click into any invoice. Navigate to Formatting > Customize Data Layout. You will be able to select if you would like the Ship To field included on your invoices.

Phone

Phone

Email

Email