Batch, post, and export transactions

Overview

You can batch, post, and export all your transactions when using an accounting system such as QuickBooks or Intacct to ensure your accounting system accurately processes all of your transactions.

Based on your setup, these transactions include invoices, payments, and inventory adjustments. The status of these transactions update once you've batched, posted, and exported them.

Things to know

• If you plan on tracking inventory in your accounting system, you should export your purchasing transactions, inventory transactions, and invoices frequently to update your quantity on hand in your accounting system, keeping it as current as possible.            

• Before adding an invoice to a batch, make sure to audit the invoice. To learn how to audit an invoice, see Review invoices before batching.

• Unapplied payments are included in the downloaded payment file when you click download to Excel on the Batching screen.

• If your batch partially exported, we recommend you unpost your batch, post your batch again, and re-export.

• If your batch is partially exported and you remove the items that were not exported, you still need to post the batch and export. This doesn't create duplicate items in your Accounting software.

• $0 invoices included in projects don't appear on the Unbatched section of the Accounting tab to be added into a batch.

• When a batch is exported, any changes to the batch items, such as the Bill to address, are no longer possible. However, if changes are required, the batch can be unposted.

• To change the Bill to address on an exported invoice is to zero out the invoice with an adjustment invoice by editing the job, selecting it as No Charge/Non-Opportunity, and creating a new job with the correct Bill to address.

• Invoices only appear in the Accounting tab when the associated job has been completed. Invoices associated with jobs that are still in progress will not appear until the job is completed.

• You can batch, post, and export the following transactions:

  • Invoices

  • Payments

  • Vendor Bills

  • Inventory Transfers

  • Inventory Adjustments

  • Inventory Returns

• If you are using Accounting Periods, you can automatically mark transactions as closed when they are exported. For more, see Set up Accounting Periods.

Best practice

ServiceTitan recommends you batch, post, and export transactions daily. You typically perform this for invoices from the previous day or in real-time as the day progresses.

Divide this activity into two different tasks performed by separate groups:

• The first task is creating batches and reviewing invoices before placing them in the batch. This task can be performed by office employees or dispatchers 

• The second task is reviewing the invoices in the batches before posting and exporting the batches. The task can be performed by the accounting group. 

These workflows ensure that invoices are thoroughly reviewed before posting.

Create a batch

1. Go to the navigation bar and click Accounting.

2. In the side menu, click Batch/Export Transactions. The Batch/Export Transactions screen opens.

3. From the Select a batch dropdown, Create a new batch.
    

   Tip: Select View Posted Batches or View Pending Batches to review batch contents.

4. Enter a name for the batch and click OK.
    

   Tip: Be consistent when naming your batches. For example, you could use the date, transaction type, and business unit for easier lookup.

   Note: Batches can't be renamed.

Add transactions to a batch

You can add transactions to a batch from the Batch/Export Transactions screen. You can also add invoices to a batch from the invoice record.

Note: Invoices appear in the Unbatched section of the Accounting screen only if the job associated with the invoice is completed.

Add transactions to a batch

To add a transaction, such as an invoice, to a batch from an unbatched list:

1. Go to the navigation bar and click Accounting. The Batch/Export Transactions screen opens.

2. Click Batch next to the transaction you want to batch.
    

   Note: If Batch does not display next to a transaction, assign a date to the transaction.

3. If you want to add multiple transactions to a batch:

• Click Select All.
   

Or

• Select multiple transactions from the list and then click batch selected.
  
  

  Tip: You can filter by business unit to batch transactions for a specific business unit.

Post a batch

Once you have added your transactions to the active batch, post the batch. When you post a batch, you’re letting ServiceTitan know the batch is ready to be exported to QuickBooks or Intacct.

1. In the Select a Batch dropdown, click Post the selected batch.
    

2. A confirmation pop-up appears. Click OK.

Export a batch

Once you have created and posted a batch, you’ll be able to export it to QuickBooks or Intacct. You can do this two ways, based on which accounting software you are using:

• For QuickBooks, post the batch. Once the batch is posted, click the Batch menu again and select Export to QuickBooks. You must be logged in as an admin user in QuickBooks to be able to export.    

• For Intacct, post the batch. Once the batch is posted, select Export to Intacct in the Batch Menu dropdown.
  

  Note:

  • If your ServiceTitan account is set up to export both receipts and bills in Settings > Intacct (as described in Export to Intacct), be sure to export receipts before you export any associated bills. Otherwise, receipt details will not appear on bills in Intacct.

  • You can't export vendor bills or payment records to QuickBooks Online (QBO), but you can assign GL accounts when reconciling your bank statement to ensure accurate reporting.

Partially exported batch

If your batch partially exported and you have transactions within that batch that did not export successfully:

1. Unpost the partially exported batch.

2. Unbatch the items that did not export.

3. Post and re-export the batch.

Want to learn more?

• See Accounting integrations

• See Review invoices before batching

• See Understand the Transaction Hub