ServiceTitan: Batching, Posting, and Exporting Processes
If you use ServiceTitan for your business, maintaining accurate financial records is crucial. One of the most important processes for maintaining clean books is batching, posting, and exporting transactions. These steps ensure your invoices and payments flow correctly from ServiceTitan into your accounting software, such as QuickBooks Online (QBO).
Mastering this workflow not only prevents errors but also saves time during reconciliation, giving you confidence in your financial reporting. Even if you’re new to accounting software or don’t have a finance background, understanding this process can make a significant difference in the accuracy and efficiency of your bookkeeping.
In this guide, we’ll break down what batching, posting, and exporting mean, walk you through each step, highlight common mistakes, and offer best practices. We’ll also demonstrate how this process fits into the broader context of integrating ServiceTitan with QuickBooks Online.
For a comprehensive walkthrough on setting up this ServiceTitan integration, refer to the official ServiceTitan guide: ServiceTitan QuickBooks Online Integration Home.
Understanding Batching, Posting, and Exporting
Before diving into the practical steps, it helps to understand each part of the process in simple terms.
A batch in ServiceTitan is essentially a collection of financial transactions, such as invoices, payments, or both. Instead of processing each transaction individually, batching allows you to group them together for review and processing. This is particularly useful for companies that handle dozens or even hundreds of transactions daily. By grouping transactions, you reduce the chance of duplicates, missed entries, and mismatched amounts.
Once you have a batch, the next step is posting. Posting changes the batch status from “Pending” to “Posted,” effectively locking it so no one can accidentally modify the transactions. Posting ensures that the data you send to QuickBooks Online is final and accurate. If you notice an error after posting, ServiceTitan allows you to unpost the batch, make corrections, and repost it.
The final step is exporting, which moves the posted transactions from ServiceTitan into your accounting software. Only posted batches can be exported, emphasizing the importance of reviewing your transactions carefully before posting. During export, ServiceTitan will generate a Pending Export Report if any issues are detected, such as unmapped customers, missing GL account codes, or duplicate transactions.
Batching
To create a batch, navigate to the accounting tab in ServiceTitan and select “Create a New Batch.” From there, choose the invoices and payments you want to include and save the batch for review. This is your opportunity to review and verify everything.
Ensure that invoices are correct, payments match the invoices, and customer names are consistent. Catching mistakes at this stage prevents bigger issues later during posting or exporting.
Posting
Once your batch is ready, find it under Pending Batches. Open the batch by clicking its number and choose “Post the Selected Batch” from the dropdown menu. After posting, transactions are locked, which means they are ready for export. If you notice any mistakes, you can unpost the batch, correct the issues, and repost it.
At this stage, ensure that customer names, invoice totals, and GL account codes are accurate, and confirm that no transactions are omitted.
Exporting
After posting, the batch is ready for export. Select “Export” from the batch dropdown menu, confirm customer and vendor mappings, as well as GL account codes, and execute the export. If ServiceTitan identifies issues, it will generate a Pending Export Report highlighting errors like unmapped customers, missing GL accounts, or duplicate transactions. Correct any errors and re-export the batch to ensure all transactions are successfully imported into QuickBooks Online.
Common Errors and How to Avoid Them
Even with careful batching, posting, and exporting, errors can happen. One of the most common issues is the presence of unmapped customers or vendors. This occurs when ServiceTitan is unable to match a customer or vendor with your accounting software. To avoid this, ensure that all customers and vendors are present in QuickBooks Online and properly mapped in ServiceTitan.
Duplicate records are another frequent problem. These occur when the same transaction is exported multiple times. To prevent this, check for duplicate invoices or payments before exporting. Invoice and payment mismatches are also common.
These errors happen when the customer names do not match between ServiceTitan and the accounting software.
Missing GL account codes or incorrect price book mappings can also cause export errors. Make sure that every product or service in your price book has an assigned GL account and review your mappings regularly. Finally, duplicate transactions can appear if a batch was previously exported. Confirm whether a transaction is already in QuickBooks Online before including it in a new batch.
Most of these issues can be resolved by updating your mappings, reviewing batch contents, and re-exporting.
Best Practices for Smooth Operations
To make batching, posting, and exporting more efficient and reliable, consistency is key. Use uniform naming conventions for customers and vendors to avoid sync errors. Review your mappings regularly to prevent issues from accumulating.
Double-check batch contents before posting to catch errors early. Export smaller batches more frequently; this makes troubleshooting easier if something goes wrong. Reconciling exported batches against QuickBooks Online often helps catch discrepancies early. Finally, document your process so that your team can follow the same steps consistently.
Following these best practices works hand in hand with a well-configured ServiceTitan setup. If GL accounts and price book items aren’t properly assigned, errors will pile up, making exports more complicated.
Why Batching, Posting, and Exporting Matter
While these steps may seem tedious at first, they play a crucial role in ensuring the accuracy of your business’s financial records. Batching, posting, and exporting help you maintain clean records, process multiple transactions efficiently, stay aligned with accounting best practices, and trust that your ServiceTitan data matches your QuickBooks Online records.
In combination with a properly configured integration, this workflow allows your financial data to flow smoothly from ServiceTitan to QuickBooks Online. The result is reliable reporting, cleaner books, and more efficient accounting operations.
The true value of batching, posting, and exporting is realized when your ServiceTitan and QuickBooks Online integration is properly set up. A clean integration enables seamless transactions by syncing data automatically, preventing duplicate records, and facilitating the easy identification and resolution of any mapping issues.
Batching, posting, and exporting may seem like technical or repetitive tasks, but they are essential for maintaining accurate financial records. By understanding each step, following best practices, and ensuring a proper ServiceTitan-QuickBooks Online integration, you can reduce errors, save time, increase confidence in your reporting, and streamline your accounting process.
Even if you’re new to ServiceTitan or QuickBooks Online, starting with small batches, double-checking mappings, and using ServiceTitan’s tools to troubleshoot issues will help you gain confidence quickly. For a deeper dive into setup, mapping, and error prevention, refer to our guide Setting Up ServiceTitan Integration with QBO. Together, these resources ensure that your financial data flows seamlessly from ServiceTitan into QuickBooks Online, providing you with clean, accurate, and reliable records every time.
