Invoice Processing & Review

Purpose

Procedures for reviewing and processing invoices from completed jobs to ensure accuracy before they hit the books.

When to Use

Daily — all completed job invoices must be reviewed before end of business.

Procedure

Daily Invoice Review

Pull up completed jobs in ServiceTitan for the day.

For each completed job, review the invoice:

- Does the scope match the work performed (per tech notes and photos)?

- Are all line items from the approved estimate present?

- Is the pricing correct per the flat rate book?

- Is the payment recorded and matching the invoice total?

- Are taxes calculated correctly?

If discrepancies are found, flag the invoice and contact the tech or manager for clarification.

Mark reviewed invoices as "Reviewed" in ServiceTitan.

Common Issues to Watch For

• Missing line items (tech forgot to add materials or disposal).
• Payment not recorded (tech collected but didn't process in ServiceTitan).
• Wrong pricing (tech used outdated rates or manual overrides).
• Incomplete job notes or missing photos.
• Discount applied without documented manager approval.

Invoice Adjustments

If an adjustment is needed, create a note explaining the reason.

Minor corrections (tax calculation, line item description): Office can correct directly.

Price changes: Require manager approval and customer notification.

If the customer has already paid and an adjustment reduces the total, process a refund (see Refund & Credit Procedures).

Important Notes

• Invoice accuracy directly impacts revenue reporting, commissions, and customer trust.
• Never skip the review process, even on busy days.
• Invoices with unresolved issues should not be pushed to accounting.
• Maintain a clean trail — every change needs documentation.

Related SOPs

• Payment Collection Methods — how payments are processed
• End-of-Day Financial Reconciliation — daily close-out
• Invoice Management & Adjustments — ServiceTitan-specific adjustments