Collect payment in online estimates

Overview

You can collect deposits directly through online estimates in the ServiceTitan Customer Portal. This simplifies the process for you and your customers by automating payment collection and improving cash flow.

Setup overview

Before you can collect deposits through online estimates, you must do the following:

1. Enable estimate deposits

2. Enable deposit workflow

Step 1: Enable estimate deposits

To enable estimate deposit:

1. Go to the top toolbar and click Settings .

2. In the side panel, click Estimates > Estimate Deposit.

3. Click the Enable default % toggle.

4. Enter a percentage on the Global Deposit % field, then click Save. 

When enabled, the deposit amount becomes a requirement on all estimates your customer accepts through the online estimate links and the Customer Portal. Your customer will not be able to accept these estimates without paying the deposit.

Step 2: Enable deposit workflow

Enable the deposit workflow to ensure deposits are exported as accurate journal entries. When enabled, Payments not yet applied to an Invoice are treated as deposits—debiting Undeposited Funds and crediting the account you select. Once the deposit is applied to an invoice, the journal entry updates automatically to debit that account and credit Accounts Receivable.

For more on enabling this workflow, see Enable Deposit Workflow.

Collect deposits on estimates in ServiceTitan

When you send an online estimate by email, each estimate card on the Email Estimate screen includes deposit controls. You can use these controls to override the global deposit percentage for a specific estimate, or turn off the deposit requirement entirely.

Each estimate card displays the following controls:

• Require deposit upon signature: Controls whether the customer must pay a deposit to accept this estimate. This toggle is enabled by default based on your global deposit setting. Turn it off if a deposit is not needed for this estimate.

• Deposit Amount: Shows the deposit calculated from the global default percentage. You can enter a new percentage in the % field, or click $ to switch to a specific dollar amount. Changing one value automatically recalculates the other. The card also displays the estimate Total and the calculated Deposit amount.

Update deposits on individual estimates

1. Open the estimate and click Email.

2. On the Email Estimate screen, locate the estimate card you want to change.

3. To change the deposit amount, enter a new value in the Deposit Amount field. Use the $ / % toggle to switch between a dollar amount and a percentage.
   

4. To remove the deposit requirement for an estimate, turn off the Require deposit upon signature toggle. The customer can accept and sign this estimate without making a payment.

5. Repeat for any other estimates as needed, then click Send.

Updates deposits on estimates in bulk

1. On the Email Estimate screen, select the estimates and click Adjust Selected Deposits.
   

2. On the Bulk Override Deposits pop-up, check or uncheck Require deposit to enable or disable deposits for all selected estimates.
   

3. Enter a new Deposit Amount as a percentage or dollar value.

4. When finished, click Save to update all selected estimates.

Note: Any changes you make to the deposit on the Email Estimate screen apply only to that specific send. They do not change the global deposit percentage in Settings > Estimates > Estimate Deposit.

Collect deposit from an online estimate

When you send an online estimate to your customer, the included online estimates link takes your customer to Customer Portal where they can view and approve their estimates.

1. In Customer Portal, your customer can review the online estimates and click Sign & Accept. 

2. On the next screen, review the amount and deposit required to accept the estimate, and click Sign & Accept. 

3. On the next screen, review any terms, sign the authorization, and click Accept and Continue.        

   Note: Customers on the mobile device can sign using their touchscreen while customers using a computer can type an e-signature.

        

4. Enter the payment information and click Submit Payment. 

5. A confirmation screen appears with your payment details. Click Close. 

6. The online estimate screen updates with an updated status of Accepted and shows your paid deposit. 

Want to learn more?

• Visit ServiceTitan Academy and enroll in Customer Portal Basics

• See Use Online Estimates

• See Customer Portal overview