Overview
When using ServiceTitan's QuickBooks Online integration, bills generated from processed purchase orders (POs) can be exported in two distinct ways: as an item in QuickBooks Online, or at the general ledger (GL) account level. Each method impacts how bill details are handled in QuickBooks Online, offering flexibility based on your accounting preferences.
Who uses this feature
Administrators, Office Employees, Managers, Accountants, and Bookkeepers
Applies to all business types
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
Export bills as an item
In this method, each bill line item in ServiceTitan corresponds to a product or service in QuickBooks Online.
If the ServiceTitan item in the bill exists in QuickBooks Online, the system matches the item and the bill is exported successfully.
If the ServiceTitan item doesn't exist in QuickBooks Online, then QuickBooks automatically creates the item as a Service type item.
Note: There is no functional difference between a Service Type item and a Non-Inventory Item in QuickBooks Online.
ServiceTitan | QuickBooks Online | Notes |
|---|---|---|
Item | Item | A ServiceTitan PO Item must be manually created in QuickBooks first. |
Amount | Amount | |
Bill To | Bill To | |
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 |
How QuickBooks Online creates an item from ServiceTitan
If a ServiceTitan item doesn't exist in QuickBooks Online, QuickBooks automatically creates an item in these scenarios:
Exporting bills
Exporting invoices
When exporting bills
When exporting bills to QuickBooks Online that contain items that don't exist in QuickBooks, the following occurs:
QuickBooks automatically creates the item as a non-inventory service item.
Note: Inventory items should already be created in QuickBooks Online if you want to avoid QuickBooks creating the item as a non-inventory service item. For more, see How to handle auto-creation of items in QuickBooks Online.
QuickBooks uses the Pricebook Code field.
Bills are exported to the Accounts Payable (A/P) account by default and this cannot be changed regardless of whether an item is considered inventory or non-inventory.
When exporting invoices
When exporting invoices to QuickBooks Online that contain items that don't exist in QuickBooks, the following occurs:
QuickBooks automatically creates the item as a Service item
QuickBooks uses the Pricebook Code field
QuickBooks uses the Income account from ServiceTitan as the Income account
QuickBooks uses the Income account from ServiceTitan as the Expense account regardless of how the Expense account is configured in ServiceTitan
How to handle auto-creation of items in QuickBooks Online
When QuickBooks Online automatically creates items, you have to manually assign the correct Income and Expense account for each item created. To save time, set up QuickBooks Online and ServiceTitan with matching items ahead of time so items properly export to the designated Income and Expense accounts.
To mitigate this:
Create the chargeable materials in QuickBooks Online.
Create equipment in QuickBooks Online.
Use the Import Tool in QuickBooks Online to import the items.
Note: You can use Pricebook to transfer information easily to the QuickBooks Online template.
Accounting for inventory and non-inventory items
Bills are automatically directed to the Accounts Payable (A/P) account by default. The impact of bill items depends on whether the items are considered inventory or non-inventory items:
Non-inventory items are not reflected on the balance sheet and instead counted as expenses and income which increases the Cost of Goods Sold (COGS).
Inventory items don't affect COGS. Instead, they're treated as inventory assets. The expense account linked to the item in the Pricebook is affected when used in an invoice. Cost recognition happens during invoicing, debiting COGS, and crediting Inventory Asset.
Export vendor bills at the general ledger level
You can choose to export bills at a GL account level. This removes the need to manually edit vendor bills and credit information in QuickBooks Online if they are automatically created.
ServiceTitan | QuickBooks Online | Notes |
|---|---|---|
Remittance Vendor | Vendor | |
Mailing Address | ||
Term | Terms | |
Date Billed | Bill Date | |
Vendor Document Number | Bill No. | |
Vendor Bill Link | Memo | |
General Ledger Account | Category | You can have multiple line items |
Memo | Description | |
Debit Value | Amount | |
Business Unit | Class |
If you want to export vendor bills at the GL account level, do the following:
Go to the navigation bar and click Settings
.In the side panel, click Accounting > Journal Entries and Auto-Batching.
In the Journal Entries and Auto-Batching screen that opens, select an Export Type of Document - General Ledger for Vendor Bills.
When finished, click Save.
Note: The Document - Pricebook Item option for Export Type is the designated setting for the existing integration. When selecting this option, QuickBooks Online automatically creates an item if it doesn't exist when exporting bills. For more, see Export bills as an item.
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Customer references on bill line items
When you export vendor bills or vendor credits with the Document - General Ledger export type, each line item includes a customer reference if the bill is linked to a job with a customer in ServiceTitan. This populates the Customer column on bill line items in QuickBooks Online, so you can track costs by customer and run job costing reports directly in QBO.
If a vendor bill or vendor credit is not linked to a job, the Customer field on the line items remains empty.
Note: Customer references are included only with the Document - General Ledger export type. Bills exported with the Document - Pricebook Item export type do not include customer references.
Export bills with sales tax
Since sales tax on bills export to QuickBooks:
Create a QuickBooks service item and label it PO Sales Tax in the Product & Services list.
Select the I purchase this product/service from a vendor option to All to map the item to the appropriate expense account that you choose.
Sales tax will appear as an individual line item in the QuickBooks bills created upon export.
Export bills with shipping and freight
Since shipping or freight on bills do not export to QuickBooks Online:
In ServiceTitan, create a non-inventory item and add it to the purchase order prior to exporting.
Alternatively, you can enter the shipping amount on the appropriate field in the ServiceTitan purchase order, then manually adjust the bill in QuickBooks after exporting.
Export bills with Vendor Document Number
The QuickBooks Online Integration now includes the Vendor Document Number field from ServiceTitan to QuickBooks. You need to manually enter this information into the exported bills in QuickBooks Online.
Export bills with business units
Business units on bills do not export to QuickBooks Online as classes. You need to manually enter the business units as classes to the exported bills in QuickBooks Online.