Overview
ServiceTitan auto-batching helps you automatically group invoices, payments, bills, returns, inventory adjustments, and inventory transfers.
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 permissions are required to use this feature. Please contact the account administrator on your team.
Things to know
For the purposes of this guide, invoices, payments, bills, returns, inventory adjustments, and inventory transfers will be referred to as transactions.
WARNING: If you are exporting to QuickBooks Desktop and have multiple QBD files, you need to enable Group by Business Unit for each transaction. This allows you to select the correct QBD file when exporting batches.
Auto-Batching in ServiceTitan runs for each transaction based on their cadence in Settings
> Accounting > Auto-Batching.When transactions are Auto-Batched, you still need to complete your review and export phase manually.
To disable certain transaction types from being auto-batched, set the Cadence for that transaction type to Manually.
Auto-Batching cadence
A transaction’s cadence determines how often it will be batched automatically. ServiceTitan Auto-batching settings offer the following cadences:
Daily: A new batch for the transaction will be created once per day.
Per Transaction: A new batch for the transaction will be created as soon as the transaction is made.
Weekly: A new batch for the transaction will be created once per week.
Monthly: A new batch for the transaction will be created once per month.
Manually: This transaction will not be Auto-batched.
To assign a cadence to each of your transactions:
Go to Settings
.In the side panel, go to Accounting > Journal Entries and Auto-Batching..
On the Journal Entries and Auto-Batching screen, click Edit under the Batch Cadence column.
On the dropdown that appears, select your preferred cadence.
Repeat steps 3-4 for each transaction type.
Go to the Batch Settings section and set the Auto-Batching Start Date.
Note: Auto-Batching processes 100 transactions every two minutes. If you select a past date, it may include a large backlog of transactions.
When finished, click Save.
Note: If you click Restore to Default, every transaction’s cadence reverts back to Daily with the exception of Payments (Invoices), which reverts to Manually.
Grouping
The Journal Entries and Auto-Batching settings page includes several grouping toggles that allow you to further customize how many batches are created.
Group batches by cadence:
This allows you to create one batch for multiple transaction types based on their cadence. For example, if Invoices and Bills are set to a Daily cadence, they will be grouped to create one batch.
To enable this, select the Group batches by cadence option in the Batch Settings section of the Journal Entries and Auto-Batching settings screen.
Group by business unit
Each transaction will be grouped by cadence and business unit. For example, if you have four invoices and each of them is assigned to a different business unit, four batches will be created.
Note: This will increase the total number of batches/journal entries.
To group by cadence and business unit, select the option under the Separate by Business Unit column in the configuration table.
Group by Payment Type (Payments only)
Each payment transaction will be grouped by cadence and payment type. For example, if you have four payments and each of them is a different payment type, four batches will be created.
To group by cadence and payment type, select the option under the Separate by Payment Type column in the configuration table.
FAQ
Can I customize grouping since I use two company files in QuickBooks?
Currently, there is no option to customize grouping. If you are using two company files in QuickBooks, you can disable auto batching and create the batches manually. Have two employees in accounting with default business unit filters. Assign the first employee to batch and export to the first company file and the second employee can do the same to the other company file.