Overview
The ServiceTitan invoicing process allows you to track all invoice transactions from invoice creation to exporting to your accounting software. The process helps you ensure accurate accounting of delivered services.
Who uses this feature
Administrators, office employees, managers, accountants, and bookkeepers
Applies to all business types
Applies to all trades
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
Accounting and email permissions are required to use this feature. Please contact the account administrator on your team.
Things to know
The invoicing process allows you to manage and control all aspects of invoicing:
Maintain accurate invoicing to ensure good customer relationships
Provide your customers with transparency
Reduce the time you spend on reviewing invoices
Minimize the chance for any errors
Simple and up-to-date reporting
Export transactions to your accounting software with accuracy
Step 1: Generate an invoice
The invoicing process begins when you generate the invoice by booking a job. To learn more, see Book a job.
The status of your invoice is Pending from the time you generate the invoice until you batch the invoice.
While the invoice is in Pending status, you can:
Add or remove tasks
Make payroll adjustments
Add estimates
Step 2: Add items to the invoice
Items are added to an invoice in a variety of ways:
By manually adding a task or equipment from the office
By manually adding material that is marked as chargeable from the office
When estimates are sold on mobile or from the office and a new job is booked, estimate items are automatically added to the invoice
Step 3: Send the invoice to the customer
After a job is complete, you can review invoice details and send the invoice to your customer:
Technicians can send invoices to customers when they’re with the customer through the ServiceTitan Mobile app. For more on how technicians can send invoices to customers, see Print or email an invoice or estimate in ServiceTitan Mobile.
If a technician didn’t send an invoice to your customer, you can review the invoice from the office before you send it to the customer. For more on how to send invoices to customers, see Print, email, and download customer invoices.
Manage outstanding customers through the AR Management screen by sending statements to customers. For more on AR Management and how to send statements, see Send customer statements and Send balance forward statements.
Step 4: Batch the invoice
In the Batch/Export Transactions screen, you can batch invoices:
Review and finalize your invoices before adding them to a batch.
Batch groups of your transactions to post and export to your accounting software.
You can edit a batched invoice up until when you post the batch. You cannot make changes to posted invoices.
You can add as many invoices as you want to a batch.
A batched invoice remains in Pending status until the batch is posted.
You can batch an invoice that doesn’t have an applied payment.
For more on batching invoices, see Batch, post, and export transactions.
Step 5: Post the batch
After you review your batched invoices, you can post them:
When you post a batch, the status of the batched invoices changes from Pending to Posted.
After you post an invoice, you can only edit the:
Service location
Business unit or job type
Payment
You cannot add or remove tasks from a posted invoice. If you need to make changes:
If the batch is posted but not exported, you can unpost the batch to make edits.
If the batch is exported, you can create an adjustment invoice to make edits.
Note: Payroll and accounting reporting only includes posted invoices.
For more on batch posting, see Post a batch.
Step 6: Export the batch
In the Batch/Export Transaction screen, you can export posted batches to your accounting software:
When you export a posted batch, the status of the batched invoices changes from Posted to Exported.
If you need to make changes to an exported invoice, create an adjustment invoice.
Invoices without any tasks do not export to your accounting software. Invoices with zero-dollar tasks with zero-dollar totals are exported.
You can export using either of the following options:
Tip: Refer to the Pending Export Report to see exporting errors, if any occur.
Understand invoice types
Use invoice types to categorize your invoices into different types based on your business workflows. For example, you can set an invoice type specifically for charging interest or for reporting purposes.
Note: Invoice types are designed for your internal accounting processes.
To set up invoice types:
On the navigation bar, go to Settings
> Invoicing > Payment and Invoice Types.On the Invoice Type section, click Add to add a new invoice type.
Click Save.
To assign an invoice type to an invoice:
Find and open to the invoice.
On the invoice screen, click Update invoice details.
Select the invoice type from the Invoice Type dropdown.
Click Save.
FAQ
See Accounting FAQs.