Use Customer Payments and Bank Deposits modules with the Transaction Hub

Overview

This guide covers the Customer Payments and Deposits modules in the Transaction Hub, which you can use to apply payments, review them, and take actions without having to leave the Accounting tab.

Things to know

• The default tab for the Customer Payments module is Payment Status.

• Each tab’s list can be filtered by clicking the   icon.

• Filters and column settings are saved on a per user basis.

Overview

The Customer Payments module has four tabs:

Payment Status

Sort your payments with three payment status groupings, Failed - Last 30 Days, Pending - Last 30 Days, and Success - Last 30 Days. You can quickly view recent credit card and ACH charges to ensure they’re being successfully processed.

Note: If you are not using ServiceTitan Payments, all payments are grouped as Successful.

Applied Status

Sort your payments by three applied status groupings, Unapplied, Partially Applied, and Fully Applied - Last 30 Days. Track which payment credits are still attached to customer profiles and which ones are attached to invoices. For more information, see Apply available credit to an invoice.

Refund Status

Sort your payments by three refund status groupings, Not Refunded - Last 30 Days, Partially Refunded - Last 30 Days, and Fully Refunded - Last 30 Days. Quickly view recent credit card and ACH refunds to ensure they’re being issued correctly. For more information, see Refund payment applied to an invoice.

Ungrouped Payments

View all your ungrouped payments at a glance. These are successful payments that still need to be added to a Bank Deposit.

Bank Deposits

The Bank Deposits module is a single tab with two groupings, Open and Deposited - Last 30 Days. Open means deposits that have not been finalized and can still have more payments added to them.

To filter a payments/deposits list by a grouping, like Unapplied for example, click the dollar amount under the grouping’s title. To ungroup it, click the dollar amount again.

Tip: You can also filter a list by Not Deposited/Deposited, Not Reviewed/Reviewed, and Not Resolved/Resolved in the same way.

Create a bank account for bank deposits

Before creating bank deposits, you must have a bank account set up. In ServiceTitan, a bank account is a general ledger account with a subtype of Bank.

To create a bank account:

1. Go to the navigation bar and click Settings  .

2. In the side panel, click Accounting > General Ledger Accounts. 

3. On the General Ledger Accounts settings screen, click Add GL Account. 

4. Enter the account details.

5. Select Asset in the Type dropdown.

6. Select Bank in the Sub-type dropdown.

7. When finished, click Add.

Create Deposits

In ServiceTitan, Bank Deposits are groupings of payments that are named/dated to align better with your bank statements. This makes it easier to track and reconcile payments that directly affect your bank account(s).

1. Go to the navigation bar and click Accounting. 

2. In the side panel, click Bank Deposits.

3. Click Create Deposit. The Create Deposit pop-up opens. 
   

4. Enter a Deposit Name.

5. Select a Bank Account from the dropdown.

6. Set the Deposit Date.

7. Click Create Deposit when you’re finished.
   

   Note: Every field in the Create Deposit dropdown is required.

Batch and export deposits

1. Go to the navigation bar and click Accounting. 

2. In the side panel, click Bank Deposits.

3. Click a deposit. The deposit’s summary page opens.
   

4. Click the blue Actions dropdown and select Create Batch. Every payment in the deposit is placed into a new batch.
   

5. Export the batch from Batch/Export Transactions.

Tip: You can also post, unpost, and sync the deposit’s batch from the Actions dropdown after the batch has been created.

Take Deposit actions

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Bank Deposits.

3. Place a checkmark in the boxes next to the deposits you want.

4. Click the Actions dropdown on the left.

5. Select an action from the dropdown.

   1. Update Deposit Status: Change the deposit’s status between Open and Deposited.

   2. Update Review Status: Change the deposit’s review status between Needs Review and Reviewed.
      

Take Payment actions

Each tab on the Customer Payments module allows you to take actions on the listed payments, both individually and in bulk.

To perform individual actions on a payment:

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Customer Payments.

3. Find a payment and click Actions . 

4. Select an action from the dropdown.
   

To perform bulk actions on multiple payments:

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Customer Payments.

3. Place a checkmark in the boxes next to the payments you want.
   

4. Click the Actions dropdown and select an action.
   

Individual payment actions

You can perform the following actions:

• Apply payment

• Delete payment

• Mark as Resolved

Apply Payment

Opens an Edit Payment page. Here you can review, edit, and apply the payment. For more information, see Apply available credit to an invoice.

Delete Payment

Permanently remove the payment record and unapply the payment from any invoice(s) that it is applied to. You must confirm this action as it is final. 

Mark as Resolved

Change a failed payment’s Resolved Status to Resolved.

Bulk payment actions

You can perform the following bulk payment actions:

• Add to Deposit

• Remove from Deposit

• Mark as Resolved

• Update Review Status

Add to Deposit

Add the payments to a bank deposit. A pop-up appears for you to select a deposit from the Deposit Name dropdown.

Remove from Deposit

Remove the payments from their deposits and place them back into Ungrouped Payments. You must confirm this change.

Mark as Resolved

Change a failed payment’s Resolved Status to Resolved.

Update Review Status

Opens a pop-up where you choose a new status for every payment from the Review Status dropdown.

Note: Every payment is changed to the same new status.

Edit Customer Payments columns

You can add, hide, and rearrange the columns of the payment list for each tab. To edit columns:

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Customer Payments.

3. Click a tab (Payment Status, Applied Status, Refund Status, Ungroup Payments).

4. Click the Edit Columns button. The Edit Columns opens.
   

5. Click the check box for any column you want to add or hide.

6. Click and hold any column name you want to rearrange and move it up or down.

   Note: Moving a column up puts it further left on the payment list. Moving it down puts it further right.

7. Click Save and repeat steps 1-7 for each tab of the Customer Payments module.
   

Search Payments/Deposits

The Customer Payments and Bank Deposits modules allow you to search for and open specific payments/deposits. You can search by:

• Invoice #

• Customer Name

• Customer #

• Deposit Name

• Payment ID

• Auth Code

• Check #

• Memo

To search for a payment/deposit:

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Customer Payments or Bank Deposits.

3. Click a tab (Payment Status, Applied Status, Refund Status), if applicable.

4. Click the Select Search Type dropdown and select a search type.

   Note: The Bank Deposits module only allows you to search by Deposit Name.

   

5. Input your search and press Enter on your keyboard. The payment(s)/deposit(s) appear in the list.
   

Want to learn more?

• Visit ServiceTitan Academy and enroll in Accounting Basics

• See Accounting

• See Understand the Transaction Hub

• See Use the Invoices module in the Transaction Hub