General
How do I know if there is an issue that could cause the two systems to get out of sync?
If there is an issue with syncing, ServiceTitan displays an error message letting you know that there is an issue preventing the export from happening.
Does auto-export work retroactively after enabling it if there are existing non-exported journal entries?
The Auto-Export Start Date lets you retroactively export journal entries.
In QuickBooks Online and Intacct, where can I find a link to ServiceTitan for reconciling?
In QuickBooks Online, the URL can be found in the Memo field.
In Intacct, the URL can be found in the URL field that stores the link.
What is the cadence for auto-export?
The cadence for journal entries is nearly two minutes. As journal entries are created and updated, cadence for auto-export is nearly two minutes.
Is there a status on invoices now that batching, posting, and exporting are no longer necessary?
Yes, a new Period Status will be on invoices to indicate whether the accounting period is open or closed. Currently, this status is in addition to the existing batched/exported status.
What happens when a journal entry has been synced over, and then an update on that journal entry is made? Does it auto-sync?
If your settings are configured for auto-export, any changes made to a journal entry will automatically sync, provided the accounting period is still open. The previously exported journal entry will be updated with the new values based on the changes made in ServiceTitan.
How do I prevent information from syncing with ServiceTitan once I am ready to close the accounting period?
Use the Accounting Periods feature to set a close the entire period or close the period up to a specific date. This makes sure that no updates made to historical transactions can be synced over to your accounting system. If the accounting period is closed in your accounting system, this also prevents additional exports and ServiceTitan will show an error message letting you know the reason.
If there is a discrepancy between ServiceTitan and my accounting platform, how do I track it down?
Every journal entry that ServiceTitan sends to the accounting system has a unique identifier that ties back to ServiceTitan. This makes it easy to find transactions that are causing discrepancies between the two systems and fix them.
If an update is made to a transaction in ServiceTitan and this leads to accounting discrepancies, how can I track down who made the update?
Use the Accounting Audit Trail feature to see a list of updates and the employees who made the updates. This audit trail can be filtered by date to locate your transaction faster.
Journal entries and auto-batching
Does the Batch Cadence setting need to match the Journal Entry Cadence setting?
When exporting journal entries, we recommend the cadence for both to be set to Daily.
How are journal entries created?
Journal entries are created once a transaction date is added. In most cases, the invoice date and post date are the same. The invoice date is captured when a job is completed. When that date is created, the journal entry is either created or updated.
If a journal entry is exported to QuickBooks Online (QBO) and then edited there, will editing the invoice in ServiceTitan and re-syncing the journal entry to QBO show the change? Or will ServiceTitan only override the lines it originally exported?
ServiceTitan will delete and recreate the journal entry in QuickBooks Online. For example, if you add a new line to an invoice in ServiceTitan and re-sync the journal entry, ServiceTitan will delete and recreate the journal entry with that invoice in QuickBooks Online. Line items are not reconciled between ServiceTitan and QuickBooks Online.
Is there an export status for journal entries if I'm not using auto-export?
Journal entries do not have an export status. If you are integrated with QuickBooks Online or Intacct, the Sync Status of a journal entry indicates whether that journal entry has been synced to your external accounting platform. If you are using a CSV integration, a custom column appears in place of the Sync Status column. If you are using neither, the column does not appear on the screen.
How does the Export status of a batch impact a journal entry?
Batches and journal entries are separate components. The status of each does not impact the other.
Is there a different status on invoices since batching, posting, and exporting are no longer required?
Yes, invoices display a Period Status to show whether the accounting period is open or closed. Right now, this status appears alongside the existing batched/exported status.
What happens if you edit a synced journal entry?
When you edit a transaction in a synced journal entry, that journal entry is then updated when you sync it back to your accounting platform to reflect the edits made to the transaction.
Can you unlock and re-sync a journal entry?
Transactions are now locked from editing through Accounting Periods. If a transaction falls in a closed accounting period, you can no longer make changes to that transaction. If a transaction can't be edited, then you can't make edits to the journal entry as well.
If you need to edit a transaction, re-open the accounting period in ServiceTitan and make sure the accounting period is also open in your accounting system. You can then update your transaction. The associated journal entry also updates and resyncs with your accounting platform.
When the Journal Entry Cadence is set to Daily, when exactly are transactions grouped into a journal entry?
A journal entry is created when the first transaction for that day is created. That journal entry gets updated as transactions are added and updated.
Can multiple transaction types, such as vendor bills, payments, and invoices, be included in the same journal entry?
Yes, multiple transaction types can be included in the same journal entry. You can define this in the Journal Entries and Auto-Batching settings screen.
Can I set the cadence of a given transaction type to "Per transaction" and will it automatically and retroactively create journal entries for each transaction?
No, a cadence option of "Per transaction" is not available for journal entries.
If I have auto-export enabled, can I bypass the export of certain journal entries to make sure they don't sync over to my accounting software?
You can't bypass the export of certain journal entries.
If I generate a journal entry manually as of 2/1/2024 and then generate another journal entry on 3/10/2024, will it exclude transactions posted prior to 2/1/2024?
Yes, it will exclude the transactions because the same transaction cannot be in two journal entries.
Why did my journal entries try to sync automatically when sync frequency is set to manual?
Journal entries automatically sync despite manual settings when business units are updated. This happens when business unit changes cause journal entries to move between accounting peers.
The automatic sync occurs to prevent data inconsistencies when journal entries move between accounting peers due to business unit changes. This ensures both the old and new peer systems remain synchronized.
Accounting periods
How does Touchless Integration interact with Accounting Periods?
In Touchless Integration, accounting periods become the primary method for locking down transactions, since traditional processes like batching, posting, and exporting (except for bills) are no longer required. With Touchless Integration, transactions that have already been exported can be updated easily, so accounting periods are crucial for setting boundaries on when updates can no longer be made.
When should we close an accounting period?
We highly recommend you close your accounting period at least by the 28th day of the month using the Auto-close option. For more, see Set up Accounting Periods.
What happens when the accounting period locks the invoices? Do I need to create adjustment invoices? Do adjustment invoices auto-sync?
When an accounting period is locked, you have two options:
Create adjustment invoices that will automatically sync as Journal Entries, or;
Temporarily unlock the Accounting Period to make updates, which will also automatically sync over. For more, see Reopen a closed accounting period.
How do I prevent information from syncing from ServiceTitan when we are ready to close the accounting period?
The Accounting Periods feature in ServiceTitan lets you close an entire period or close up to a specific date. When closed, no updates to historical transactions can be synced to your accounting system. Similarly, if the accounting period is also closed in your accounting system, any additional exports will be blocked and ServiceTitan will display an error message explaining the reason.
Payroll and Account Receivables
Will payroll and AR reports look at the Export status to generate reports or will they be based on closed journal entries?
Yes, these reports still rely on the Batched and Exported status. To resolve this, go to the Accounting Periods settings screen, select a specific accounting period, and then a transaction type. Click More > Close Through Date. This marks all transactions as Exported to prevent these transactions from being edited. This must be done for processing payroll and other reports relying on the Export status.
Sales tax
Will the sales tax be exported?
Yes, sales tax will be exported to a Sales Tax Payable account.
What reports should be used for sales tax details?
We recommend you use the Tax Zone and Tax Zone Detail reports.
Customer payments and deposits
What is the customer deposits liability account used for?
When you receive a payment, it's first recorded in Undeposited Funds and Customer Deposits. These are payments that you've received but not yet applied to an invoice. Once you apply the payment to an invoice, the Customer Deposits balance decreases and Accounts Receivable is reduced. Some systems call this account Unapplied Payments. Unlike a credit balance in AR, Customer Deposits properly tracks your cash liability until it's applied.
For the deposit workflow with ungrouped payments, should we match customer payments in QuickBooks, or is this now handled in ServiceTitan?
For the deposit workflow, Customer Advances are payments received but not yet applied to an invoice and must be applied in ServiceTitan only. You don't need to match payments to invoices in QuickBooks Online.
How do payment journal entries sync to the accounting platform?
Payments received in ServiceTitan generate three types of journal entries:
Payment Record: Offsets Undeposited Funds and Customer Deposits based on your settings.
Applied Payment: Created when a payment is applied to an invoice, this entry offsets Customer Deposits and Accounts Receivable (AR). Unlike most systems that offset directly to AR, ServiceTitan offsets unapplied payments to a liability account to avoid negative AR balances.
Bank Deposit: Created when a payment is added to a bank deposit, this journal entry can be matched in your accounting system. With ServiceTitan Payments, deposits can be automatically reconciled against settlements for a smoother process.
Note: Previously, you had to create deposits in QuickBooks Online using the Undeposited Funds workflow to match the payments with ServiceTitan. This process is now simplified.
Can bank deposits sent to QuickBooks be matched using the transaction matching feature?
Yes. Bank deposits created in ServiceTitan can be matched to transactions in QuickBooks using the bank transaction matching feature. QuickBooks Online suggests potential matches based on similar amounts and dates but does not confirm their accuracy. Therefore, it's important for customers to verify that the journal entry they match to the bank deposit is correct.