Apply credit or payment to an invoice

As of October 2023, the Payables feature is no longer available for enablement in ServiceTitan. Please, contact your Customer Success Manager (CSM) to discuss alternative implementation options.

Overview

You can apply available credit to an invoice with an outstanding balance. Available credit is created by collecting a deposit from a customer or by an overpayment, where the collected payment on an invoice is greater than the balance. If you have issues applying credit to an invoice, contact Technical Support for help.

Note: Viewing and applying available credit to an invoice is not available in ServiceTitan Mobile.

Things to know

• You cannot apply credit to an invoice if there is a balance of zero. To apply the credit, add a new task that will generate a positive balance and apply the payment.

• You cannot apply credit to an invoice if there is a balance on the invoice that was generated from a negative payment. To apply the credit, add a new task that will generate revenue, apply the payment, and then delete the task.

Apply credit or payment to an invoice from the invoice record

1. Search for and open the invoice you want to collect payment for.

2. On the record, click Collect and apply payment.

3. On the Collect and Apply Payments screen that opens, under Payment Details, select Credits. 

4. Select the source of available credit you want to apply to the invoice.        

   Note: You can select more than one source of available credit.

      

5. Under Apply Payment, select the invoice you want to apply the credit for.        

   Note: You can select more than one invoice to apply the credit for.

            

   Tip: If a project has an unpaid invoice, the project number displays on the Apply to Invoice screen so you don't have to look elsewhere for the project number.

      

6. If you want to apply a specific amount of credit to an invoice, enter the amount in the Amount Applied field. 

7. When finished, click Save.

8. If you previously enabled the Deposit Workflow feature to export deposits as journal entries in QuickBooks Desktop, complete the following steps.        

   1. Click Confirm. 

   2. Select your ServiceTitan Web Connector.                  The invoice opens. A notification appears: Payment successfully applied.
      
      The invoice also displays a Sync Status indicator, which changes from N/A to Exported to let you know if your deposit was successfully exported to your general ledger.                 

      Note: If the Sync Status indicator reads Error, click Error to view a description of the problem and how to fix it. After you fix the problem, click Re-Sync to try again to export the deposit.

                 

9. On the Collect and Apply Payments screen, click the Carat icon to see a record of applied credit in the Credits section under the Available Credit or Applied Credit tab.         

   Note: Credit remains in the Available Credit tab if you have remaining available balance. Credit moves to the Applied Credit tab if it has been fully applied.

Apply credit or payment to an invoice from the customer profile

1. Find and go to the customer associated with the invoice.

2. On the customer profile screen, click the More icon.

3. On the dropdown, select Collect Payment. 

4. On the Collect and Apply Payments screen, click Credits.

5. Select the credit you want to apply to the invoice.        

   Note: You can select more than one source of available credit.

6. Under Apply Payment, select the invoice for which you want to apply the credit.        

   Note: You can select more than one invoice to apply the credit for.

7. If you want to apply a specific amount of credit to an invoice, enter the amount in the Amount Applied field.

8. When done, click Save.

Want to learn more?

• See Payments