Manage recurring bills

Overview

Recurring Bills in ServiceTitan lets you set up bill templates to automatically generate non-PO bills with preset vendors, frequencies, line items, descriptions,, and totals. This helps save you time from having to manually create the same bills every day, week, or month.

To use this feature, you must have the Payables module enabled. For more, see Payables. To activate this module, contact your Customer Success Manager.

Once enabled, go to Settings > Inventory > Payables and set the Module Activation toggle to Active.

Things to know

• When setting up a recurring bill, the first recurring bill will be automatically-generated on the next cycle. If you need to create a bill to be sent out that same day, create the bill manually.

• When deleting a recurring bill template, past transactions generated from that recurring bill template remain, but ServiceTitan will no longer generate new transactions moving forward.

Recurring Bills overview

The Recurring Bills screen gives you a high-level view of existing recurring bill templates you currently have active. This table also shows you the frequency, vendor, date range, amount, and payment terms for each recurring bill.

To access this screen, go to Settings  > Inventory > Recurring Bills.

This table also lets you:

• Edit existing recurring bill templates

• Remove recurring bill templates

Filter recurring bills

To filter the table by purchasing vendor, use the filter dropdown located at the top right of the screen.

Create a recurring bill template

1. Go to the navigation bar and click Settings . 

2. In the side panel, click Inventory > Recurring Bills.

3. On the Recurring Bills screen that opens, click Create New Recurring Bill.

4. On the Create New Recurring Bill screen that opens, enter details about your recurring bill:

   1. Recurring Bill Name: Enter a descriptive name for your recurring bill template

   2. Daily/Weekly/Monthly/Annually: Select the frequency in which the bill is generated

   3. Day of the Week/Month: This field is only available if you select Weekly or Monthly for frequency. Choose a specific day of the week or month to indicate the bill date.

   4. Start Date/End Date: Enter a date range for this recurring bill template to be active.

   5. Days in Advance: Enter the number of days in advance you want this recurring bill to be created. This does not impact the actual bill date. For more, see Days in Advance. If you enter 0 days, the bill is automatically generated on the specified start date.

   6. Purchasing Vendor: Select the vendor associated with the bill. 

   7. Payment Term: This field automatically fills up based on the vendor you choose.

   8. Job Number: If you want to associate the bill with a job, select the job number.

   9. Business Unit: Select the business unit associated with the bill.

5. Click the Expenses tab and specify:

   1. Account: The account associated with the bill

   2. Business Unit: At an itemized level, the business unit impacted by the bill

   3. Job Number: At an itemized level, the job number associated with the bill, if applicable

   4. Memo: Short memo regarding the bill

   5. Amount: The amount of the bill

6. Click the Items tab if you want to add items from your pricebook to the bill.

   Note: When selecting an item from the dropdown, the rest of the fields are automatically populated based on the item selected.

7. When finished, click Save.

Days in Advance

When creating or editing a recurring bill template, this field lets you specify when you want to create the bill in advance. This field does not impact the actual bill date. Instead, ServiceTitan creates the bill ahead of time based on the number of days you specify.

For example, if you create a monthly recurring bill and you want that bill to be dated on the fifteenth of the month, but created one day in advance, you would enter “15” on the Day of the Month field and enter “1” on the Days in Advance field. The resulting bill is generated on the fourteenth of every month but dated on the fifteenth of that month.

View recurring bill transactions

To view recurring bill transactions generated by a recurring bill template:

1. Go to the navigation bar and click Accounting .

2. In the side menu, under Accounts Payable, click Bills.

3. On the Bills screen that opens, transactions generated by a recurring bill template are indicated by the   icon under the Bill No column.

4. You can also hover over the bill number to see which recurring bill template from which the bill was generated.

Edit a recurring bill template

1. Go to the navigation bar and click Settings . 

2. In the side panel, click Inventory > Recurring Bills.

3. On the Recurring Bills screen that opens, locate the recurring bill you want to edit and click Edit .

4. On the Edit Recurring Bill screen that opens, make changes to the recurring bill template.

   Note: You can only edit the recurring bill name and end date.

5. When finished, click Save.

Remove a recurring bill template

1. Go to the navigation bar and click Settings .

2. In the side panel, click Inventory > Recurring Bills.

3. On the Recurring Bills screen that opens, locate the recurring bill you want to remove and click Remove .

Want to learn more?

• See Payables

• See Create non-purchase order bills