Service Titan Knowledge Base

Reconciliation Tools (Customers, Pricebook, & Vendors) - Recommended WorkflowLast updated on 12/28/2021

This article explains how to use ServiceTitan’s Reconciliation Tools for Customers, Pricebook, and Vendors.


Workflows

Workflow

Ensure your data between ServiceTitan and Quickbooks is accurate by reconciling and syncing 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 Tools, click Run for the list you want to sync with QuickBooks.

  4. Select your connection to the QuickBooks file. The sync is initiated.

  5. When the sync is complete, click download to open the Reconciliation Excel file that contains the match results.

    Note: When you open the Reconciliation Excel file, you might need to click Enable Editing to begin modifying the file.

  6. Review the Weak Matches, No Matches and Exceptions since these are match results that may require additional actions. Note: The Reconciliation Excel file shows the AR balance for ServiceTitan and QuickBooks customers in the ST Balance and QB Balance columns. The AR balance for ServiceTitan customers is based on total AR and not just exported AR. Therefore, it is possible for customers to be a match and display different balance totals. Tip: To help you prioritize the review of the Reconciliation Excel file, use the AR balance information in the ST Balance and QB Balance columns to identify which customers to focus on first.

  7. For each sync that you run, a Reconciliation Excel file is generated which contains detailed results of your sync:

    1. Reconcile Customers

      1. Match existing customers in ServiceTitan and QuickBooks as well as identify customers that require review before being used in a transaction. Once the sync is complete, a Customer Reconciliation Excel file is generated containing the results of the sync. Open the Reconciliation Excel file to see your results.

    2. Reconcile Customer (service locations)

      1. Match existing service location in ServiceTitan and Quickbook. Once the sync is complete, Service Location Reconciliation Excel file is generated containing the results of the sync. Open the Service Location Reconciliation Excel file to see your results.

    3. Reconcile Pricebook

      1. Match existing items in ServiceTitan and QuickBooks as well as identify items that may require review before being used on a transaction. Once the sync is complete, a Pricebook Reconciliation file is generated containing the results of the sync. Open the Pricebook Reconciliation file to see your results.

    4. Reconcile Vendors

      1. 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 sync is complete, a Vendor Reconciliation Excel file is generated containing the results of the sync. Open the Vendor Reconciliation Excel file to see your results.

  8. For any matches you find, put an “X” in the Match column. If it is on the No Match tab, move all ServiceTitan cell info to the matching QuickBooks row so they are in the same row, put an “X” in the Match column.

  9. For more detailed information on each reconciliation type please refer to the Related Content section of this article.


Sync Import: Import Reconciliation Excel files

After you review the Reconciliation Excel files and make all the necessary updates, you’re ready to import the file back to ServiceTitan. Once the Reconciliation Excel file is successfully imported, ServiceTitan automatically creates relationships with QuickBooks based on the updates you specified in the files. You can import a single Reconciliation Excel file at a time:

  1. Prepare your Reconciliation Excel 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.

    3. In ServiceTitan, click Choose File.

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

    5. Click Import.

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

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

      3. If you receive a message that tells you the file already exists, then rename the file and click the replace file icon.


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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.