Lock transactions on completed and canceled projects to protect closed financials
This enhancement makes the project transaction lock available to every eligible company and splits it into two independent settings, so you can protect completed projects and canceled projects separately.
Available inCore
Feature type
Enhancement
Industry
Residential ConstructionCommercial Construction
Roles
AdministratorsAccountantsManagers
Region
All regions
What's changing
Until now, the project transaction lock had to be switched on for your company by request, and the single control it offered applied to completed projects and canceled projects together. That left two gaps: companies that never asked for the lock had no protection against late edits to closed work, and companies that did have it could not protect completed projects while keeping canceled projects open for editing.
Now, the lock is available to every eligible company without a request, and the single control in Project Settings becomes two independent toggles, so you can choose completed projects, canceled projects, or both. Your current behavior carries over automatically, and ServiceTitan now names the specific transactions that are blocking a status change instead of reporting only that some are open.
Workflow comparison — before & after
← Before
✓ After
1.An administrator asks ServiceTitan to switch on the project transaction lock, then waits for it to be turned on for the whole company.
1.Go to the navigation bar and click Settings. In the side panel, go to Project Settings, then Project Setup.
2.After the lock is on, it applies to completed and canceled projects together, so there is no way to protect completed work while leaving canceled work open for editing.
2.In the Lock Closed Projects section, turn on Lock Transactions of Completed Projects, Lock Transactions of Canceled Projects, or both.
3.A project manager marks a project Completed while an invoice is unexported and a purchase order (PO) is still open. ServiceTitan blocks the status change and reports only that transactions are still open.
3.Mark a project Completed. If transactions are still open, ServiceTitan blocks the status change and names them, for example Job #J-100, Invoice #INV-001, Purchase Order.
4.The project manager opens the project and checks each transaction by hand to find which ones are blocking the change.
4.Close or remove the named transactions, then set the status again. The status change holds.
5.After a project is locked, ServiceTitan blocks new or edited jobs, invoices and invoice items, purchase orders, requisitions, returns, bills, timesheets, estimates, and Applications for Payment against it. Viewing the project and its transactions stays available.
⚠ Closed projects stay exposed to late edits at any company that never requested the lock, and the companies that do have it cannot treat completed work and canceled work differently. Work in progress (WIP) reports and month-end reconciliation absorb the difference.
✓ Completed means settled. Every company can protect closed projects without asking for the feature first, companies that use Canceled as a working status can leave those projects editable, and the blocking message tells you exactly what to clear instead of sending you looking for it.
How it works for your industry
Residential Construction
- An office manager completes a whole-home remodel and the lock stops a late labor timesheet from landing on the closed job, so the margin report holds the number the project actually finished on.
- A homeowner reports a warranty issue months after closeout. A project manager with the permission to move a project out of a locked status reopens it, books the callback, and locks it again, leaving a clear record of what changed after the project closed.
- A design and build team cancels a kitchen project the homeowner may revive next season. With the Canceled toggle left off, the estimating team keeps reworking the scope on the original project instead of rebuilding it from scratch.
Commercial Construction
- A project accountant closes out a school gymnasium build and turns on the Completed toggle, so the final job costing cannot shift after the retainage release is approved.
- A project manager sets a tenant improvement project to Completed and ServiceTitan names the two unreceived purchase orders (POs) holding it open, so the parts are reconciled before the books close.
- At quarter end, an administrator works through the blocking messages on finished phases and clears the open bills they name, so work in progress (WIP) reconciles on the first pass instead of after a manual hunt.
How to prepare
01
Confirm which project statuses your team treats as final. If your office uses Canceled as a working status rather than a terminal one, turn on Lock Transactions of Completed Projects and leave Lock Transactions of Canceled Projects off.
02
Review the permissions that control the way out of a locked project:
- Set project to locked status: existing permission. Controls who can move a project into a status that is locked. It’s parent permission, Edit project status, must be enabled before you can turn it on.
- Set project from locked status to another: existing permission. Controls who can move a project out of a locked status, which is the only way to edit a locked project again. It’s parent permission, Edit project status, must be enabled before you can turn it on.
- Edit non financials when project is complete/canceled: new permission. When enabled, this allows editing of the following fields when a project is in Complete or Canceled status and Lock transactions on completed or canceled project toggle(s) are on:
03
Identify the projects sitting in Completed or Canceled with open transactions before you turn a toggle on, so your team is not surprised by a blocked status change on live work. Nothing changes for your company at the release: if the combined setting was on, both new toggles arrive on, and if it was off, both arrive off.
04
Train office staff on what a locked project blocks. Jobs, invoices and invoice items, purchase orders, requisitions, returns, bills, timesheets, estimates, and Applications for Payment cannot be added or edited, and a status change by a permitted employee is the only way back out. Status can be changed from the project screen header, the Edit Project modal, the Project Portfolio table, and the Project Groups table.
05
Bookmark any knowledge base articles or Academy videos for team training.