Understanding how ServiceTitan exports data to QuickBooks DesktopLast updated on 08/31/2022
This article outlines how ServiceTitan fields export to QuickBooks for major transaction types (invoice, credit memo, payments, purchase orders, truck replenishment bills) and customer information.
This guide is for QuickBooks Desktop integration only.
Invoices / Credit Memos
This chart outlines which invoices / credit memo fields are exported to QuickBooks.
ServiceTitan invoices with a net positive value will export as invoices and ServiceTitan invoices with a net negative value will export as credit memos.
ServiceTitan | QuickBooks | Additional Information (where applicable) |
---|---|---|
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:
|
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:
| 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 |
Payments
ServiceTitan | QuickBooks | Additional Information (where applicable) |
---|---|---|
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 |
Purchase Orders / Bills
ServiceTitan | QuickBooks | Additional Information (where applicable) |
---|---|---|
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 |
Truck Replenishment POs
If you’re using the Truck Replenishment feature, your replenishment purchase orders will export as bills.
ServiceTitan | QuickBooks | Additional Information (where applicable) |
---|---|---|
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 / Service Location
Customer / service location must be entered in before you export to QuickBooks. By default, customer/service location will not update in QuickBooks after the first export. This means if you change customer information in it will not update in QuickBooks.
If you need to sync customer information between and QuickBooks, contact your success or implementation manager to configure your account.
ServiceTitan | QuickBooks | Additional Information (where applicable) |
---|---|---|
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 | |
Useful Links
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.