Overview
The Deposit Workflow allows you to export deposits as journal entries into a QuickBooks Desktop, QuickBooks Online, or Intacct general ledger account. Using this, you can apply deposits to a customer's account without reducing your accounts receivable.
Who uses this feature
Accountants and office employees
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
Set up general ledger accounts in ServiceTitan and map them to items in your pricebook before you enable Deposit Workflow. We recommend you set up a liability account for deposits.
Enable Deposit Workflow
Go to the navigation bar and click Settings
.In the side panel, click Invoicing > Payment Collections.
Toggle Deposit Workflow to Active.
In the GL Account dropdown, select an account. The list shows all general ledger accounts that are in Settings > Operations > General Ledger Accounts.
Tip: We recommend you select a liability account so deposits toward pending work don't reduce your accounts receivable.
When you're finished, click Save.
You are now ready to use the Deposit Workflow.
Later, after you apply a deposit to a customer's profile and export the deposit to a liability account in QuickBooks Desktop, the deposit appears as a journal entry in your general ledger.
Set up Deposit Workflow for Quickbooks Desktop checklist
Use this checklist to easily set up the deposit workflow for Quickbooks Desktop.
Quickbook items
Done | QB or ST | Item (s) needed | Description | Picture / Link |
|---|---|---|---|---|
| QB | Type: Other Liability Account GL Account: Deposit Liability | Chart of Accounts - Liability account in case Deposit needs to be refunded |
|
ServiceTitan items
Done | QB or ST | Item(s) needed | Description | Picture/Link |
|---|---|---|---|---|
| ST | Type: Other Liability Account | General Ledger - Liability account in case Deposit needs to be refunded |
|
ST | Go to mapping setup | Settings > Integrations > QuickBooks Desktop > Map Chart of Accounts > click Edit and select your active connection |
| |
ST | Enable Deposit Workflow | Settings > Payment Collections > Enable Deposit Workflow |
|
How to use
Done | QB or ST | Item(s) needed | Description | Picture/Link |
|---|---|---|---|---|
| ST | Accept payment | Appears as Credit on Customer Account |
|
ST & QB | Export to QuickBooks | Appears as Credit on Customer Account |
| |
QB | Appears in the Undeposited Funds and Deposit Liability fields |
| ||
ST | Apply Payment | When invoice is complete, apply Deposit Payment |
| |
ST | Confirm | Confirm, then select Web Connection, and it will update QBD |
| |
QB | Updated QBD |
| ||
ST | Export Invoice | When invoice is complete, export to QBD, payment will show as applied in QBD |
|
When it comes to deposits, remember the following:
Turn the deposit workflow on for deposits to be exported as journal entries. Your payments are considered deposits at the time of export if they are not applied to an invoice.
When you export the deposit, we will debit undeposited funds and credit the account you select in the drop-down (Deposit Liability).
When the deposit gets applied to the invoice, the journal entry will debit the selected account (Deposit Liability) and credit A/R.
In ServiceTitan Mobile, the technician collects the deposit on the Estimate page, not the Invoice page.
Payment is set as a customer profile credit. Once it's booked into a second job, it auto applies it to the new invoice.
Want to learn more?
Visit ServiceTitan Academy to enroll in Payment Collections