Use Invoices module in the Transaction Hub

Overview

This guide covers the Invoices module in the Transaction Hub, which you can use to open individual invoices, review them, and take actions without having to leave the Accounting tab.

Who uses this feature

Administrators, office employees, managers, accountants, and bookkeepers
Applies to all business types
Applies to all trades

Feature configuration

The Review Invoice (Transaction Hub) and Assign Invoice (Transactino Hub) permissions are required to use this feature. Please contact the account administrator on your team.

Things to know

The default tab for the Invoices module is Review Status.
Click Filter to filter each tab’s invoice list.
Filters and column settings are saved on a per-user basis.

Overview

The Invoices module has three tabs:

Invoice Review

Review all invoices to ensure that all invoice details are accurate. You can sort your invoices based on their review statuses. View all your invoices at a glance and update their statuses between Needs Review, On Hold, and Reviewed. These review statuses don’t affect posting and exporting.

Invoice status overview showing amounts needing review, on hold, and recently reviewed.

Note: All invoices default to Needs Review and should be moved to On Hold or Reviewed.

Click an empty space of an invoice’s row to open an Invoice Details popup.

Invoice details for customer Stacy McAdams, including date, number, and business unit.

On the Invoice Details screen, use the Assignee dropdown to assign the invoice to someone for review. You can also change the invoice review status. Click the invoice number to open the full invoice record in a new tab.

When reviewing the invoice details, you can click Edit in the Invoice Summary section to directly edit the invoice summary without having to go to the invoice record.

Invoice details for David N. Schultz, including payment status and service location.

Manage outstanding invoices

Manage outstanding invoices with the Invoice Aging and Paid Status tabs. In the Invoice Aging tab, invoices are broken down by how many days overdue they are (1-30, 32-60, 61-90, 90+ days). This helps you choose which customers to reach out to and if you want to apply interest charges.

Note: Current refers to invoices that are not yet due.

Invoice aging report showing amounts due across different time periods.

The Paid Status tab shows a breakdown of all unpaid invoices. You can quickly bulk send invoices that are unpaid and unsent.

Invoice status overview showing unpaid, partially paid, and paid amounts with counts.

To filter an invoice list by grouping, click the dollar amount under the grouping’s title. To ungroup it, click the dollar amount again.

Tip: You can also filter an invoice list by Not Sent/Sent and Not Exported/Exported in the same way.

Quick video table being filtered by clicking the dollar amount

Take Invoice actions

Each tab on the Invoices module allows you to take actions on the listed invoices, both individually and in bulk.

To perform individual actions on an invoice:

Go to the navigation bar and click Accounting .
In the side panel, click Invoices.
Find the invoice you want and click Actions .
Select an action from the dropdown.

To perform bulk actions on multiple invoices:

Go to the navigation bar and click Accounting .
In the side panel, click Invoices.
Select the invoices you want.
Click the Actions dropdown and select an action.

Individual Invoice actions

You can perform the following actions on a single invoice:

Email the invoice
Print the invoice
Print the invoice and mark it as sent
Collect payment

Email Invoice

Email the invoice to the customer. A compose email window opens. Here you can review and edit the email before it’s sent. You can also add additional email addresses to send the invoice to. Clicking Preview opens a PDF of the invoice.

Email invoice from ST Plumbing addressed to Henry Hill with a send button.

Print Invoice

Open the invoice as a PDF.

Print and Mark as Sent

Open the invoice as a PDF and change its Sent Status to Sent. This does NOT email the invoice to the customer.

Collect Payment

Open the Collect and Apply Payments page with the invoice selected under Apply to Invoice.

Bulk Invoice actions

You can perform the following actions on multiple invoices:

Email the invoices
Print the invoices
Print the invoices and mark them as sent
Add to batch
Charge interest
Update the review status
Assign the invoices

Email Invoices

Email the selected invoices to their customers. A Compose Email screen opens. Here you can review and edit the email before it’s sent. You can also add additional email addresses to send the invoice to. Clicking Preview opens a PDF of the invoices.

Email interface showing invoice details, sender, recipients, and message body.

Print Invoices

Open the selected invoices as a PDF.

Print Invoices and mark as sent

Open the invoices as a PDF and change their Sent Statuses to Sent. This does NOT email the invoices to the customers.

Add to Batch

Add the invoices to an open batch. A Batch Invoice(s) popup appears. Here you can find your desired batch from the Select a batch dropdown and Save your changes.

User interface for adding invoices to a selected batch in a software application.

Charge Interest

Opens the Charge Interest page. Choose an As of Date, review the selections, and click Charge Interest. Interest charges are calculated based on the Payment Terms settings page. For more, see Create payment terms.

Invoice details for Marvin Stern, including interest charges and aging information.

Update Review Status

The Update Review Status action opens a pop-up where you choose a new status for every selected invoice from the Review Status dropdown.

Dialog box for updating review status of selected invoices in a software application.

Note: Every selected invoice is changed to the same new status.

Assign Invoices To

Opens a pop-up where you assign the invoices to an office employee from the Assignee dropdown. When an employee is assigned to an invoice, their name appears under the Assign To column in the invoice list.

User interface for assigning invoices to an assignee named Amy with three selected invoices.

Add invoice notes

You can add notes to invoices to share important information with other office employees. Invoice notes only appear on the Invoices module and the associated job page.

To add an invoice note:

Go to the navigation bar and click Accounting .
In the side panel, click Invoices.
Find the invoice you want and click the Note button (under Actions column).
On the notes screen, enter the note.
From the Note Type dropdown, select a note type. This is used to filter your list of notes if you have multiple notes.
When finished, click Add.

A notification badge appears on invoices with notes. Click the Note button to view the invoices notes.

Edit columns

You can add, hide, and rearrange the columns of the invoice list for each tab. To edit columns:

Go to the navigation bar and click Accounting .
In the side panel, click Invoices.
Click the Review Status, Invoice Aging, or Paid Status tab.
Click the Edit Columns button.
On the Edit Columns pop-up that opens, select any column you want to add or hide.
Click and hold any column name you want to rearrange and move it up or down.
Note: Moving a column up puts it further left on the invoice list. Moving it down puts it further right.
Click Save and repeat steps 1-7 for each tab of the Invoices module.

Search invoices

The Invoices module allows you to search for and open specific invoices. You can search invoices by:

Invoice #
Batch #
Customer Name
Customer #
Customer PO
Project Name
Project #
Location Name
Location Address

To search for an invoice:

Go to the navigation bar and click Accounting .
In the side panel, click Invoices.
Click the Review Status, Invoice Aging, or Paid Status tab.
Click the Select Search Type dropdown and select a search type.
Input your search and press Enter on your keyboard. The invoices appear in the invoice list.

Want to learn more?

Visit ServiceTitan Academy and enroll in Accounting Basics
See Understand the Transaction Hub
See Use Customer Payments and Bank Deposits modules with the Transaction Hub
See Accounting