Overview
The Accounts Payable (AP) Inbox feature lets you forward or upload vendor invoice files into a dedicated ServiceTitan email address to scan and generate vendor bills. This saves you time from manually having to enter invoice data and reduces the risk of errors.
Who uses this feature
Administrators, office employees, managers, and accountants
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.
Things to know
Each ServiceTitan account is assigned a unique email address that vendors or staff can use to forward invoices, either automatically or manually.
You can upload PDF, JPEG, PNG, and TIFF files.
The fields in the review screen are pre-filled by ServiceTitan for your convenience. You can override any pre-filled fields to suit your business needs.
You must have the Accounts Payable module enabled to use this feature. Contact your Customer Success Manager or Technical Support for more information.
How AP Inbox works
When you email or upload a vendor invoice, ServiceTitan scans the file using Titan Intelligence (TI) and automatically fills in a vendor invoice screen with information for you to review. You can make edits to the vendor invoice information and upon clicking Save, ServiceTitan generates a vendor bill based on the scanned information.
Inbox screen
The Inbox screen stores all your uploaded vendor invoices. Each uploaded vendor document shows you the date and time the document was uploaded. Each uploaded document also contains a tag that indicates the status of that document. Selecting a document shows you a preview of the scanned document.
Upload a vendor invoice file
Go to the navigation bar and click Accounting
.In the side menu, go to Inbox>Upload Document.
On the pop-up screen, find and select the file you want to upload.
Click Open.
When a scan completes, the Status tag updates from Scan In Progress to Ready for Review.
Note: If scanning fails, the invoice can still be processed and converted into a vendor bill, but fields will not be auto-populated.
Review an uploaded vendor invoice
Go to the navigation bar and click Accounting
.In the side menu, go to Inbox.
On the Inbox list, find the vendor invoice you want to review and click Review.
On the Invoice Review screen that opens, review the scanned information Inbox has captured and automatically filled in on the right side of the screen.
Note: Inbox will attempt to fill in the data captured from the uploaded document to these fields. If needed, you can override any value entered in a field by clicking on the field and entering the new value.
Review the line item details section of the screen. For more, see Review line item details.
When finished, click Save or Save and View Next to view the next uploaded vendor invoice.
Note: After a document has been reviewed, you can open it from the inbox by clicking View Bill.
Search or filter for vendor invoices
Use the search bar on the Inbox screen to search for vendor invoices by document name.
Filter by Status, Total, or Date Received.
Remove documents from the Inbox
If you want to remove documents from the AP Inbox after the bills are created:
Select the document or documents you want to remove.
Click Delete.
Confirm your choice in the pop-up that appears.
Caution: This action cannot be undone.
Link vendor invoice with purchase order
If the Inbox is able to link the PO # from the vendor invoice to a PO # in your system, it will be automatched. If the field is empty, use the PO # dropdown to link a purchase order with the vendor invoice. If the purchasing vendor is an existing vendor within ServiceTitan, the PO # dropdown shows you a list of unfulfilled purchase orders associated with that vendor.
Click the Open 
icon next to the PO number to view that PO in a separate browser tab. You can then quickly review the PO to validate whether the vendor document is associated with that PO.
Link vendor invoice with a receipt
If a vendor invoice is associated with a partially received PO, the Inbox will automatically select the correct receipt. In some cases, you may need to manually select which receipt to link to.
Use the Receipt # dropdown to link a receipt with the vendor invoice. If the purchasing vendor is an existing vendor within ServiceTitan, the PO # dropdown shows you a list of unfulfilled purchase orders associated with that vendor.
Review line item details
Inbox will automatically fill in the fields in the Items section based on the data captured from the vendor invoice, the linked PO, and your pricebook whenever possible. You can use the document preview on the left to cross-reference and review these line item details on the right to ensure the accuracy of the captured information.
Override line item
If needed, you can override a line item by clicking on the item fields and entering the new values on the fields. This helps you record items that are a one-time purchase or items you do not want to include in your pricebook.
Configure a default generic line item
If you use generic materials on purchase orders or in your pricebook, you can configure a fallback generic line item to be selected when AP Inbox cannot find a match for a line item to the linked PO or to an item in your pricebook using template pricebook items.
Template pricebook items enable the AP Inbox to automatically process vendor invoice lines even when an exact pricebook match isn't available. This ensures you don't need to manually review or correct items when the PO uses generic line items or the item on the vendor invoice does not exist in your pricebook.
See Manage template pricebook items for more information.
Note: AP Inbox currently only applies the Materials generic item automatically. However, all categories must be configured in order to save and proceed.
Assign a GL account to a vendor document
If you do not have track inventory or you do not want to process the vendor invoice at an item detail level, you can record the vendor cost as a whole by assigning a GL account to the vendor document.
Click Expenses on the lower half of the screen and select a GL account from the Account dropdown. You can also associate a business unit and job number to the vendor cost.
