Invoice Processing in ServiceTitan

Purpose

How service technicians process invoices in ServiceTitan after completing work, ensuring accurate billing and payment collection.

When to Use

After completing any job where work was performed, before leaving the customer's property.

Procedure

Converting Estimate to Invoice

From the approved estimate, tap "Convert to Invoice" in ServiceTitan.

Verify all line items match the work actually performed.

If the scope changed during the job (more work needed or less than estimated), adjust the invoice accordingly:

- Added work: Add new line items with the customer's approval documented.

- Less work than estimated: Remove the items not performed. Be honest.

Confirm taxes and fees are calculated correctly.

Payment Collection

Present the final invoice to the customer on your tablet.

Review the total and what was completed: "Here's a summary of everything we did today."

Accept payment:

- Credit/Debit card: Process through ServiceTitan's integrated payment system.

- Check: Enter check number in ServiceTitan.

- Financing: Apply the approved financing plan to the invoice.

- Cash: Record the amount in ServiceTitan (avoid cash when possible — card is preferred).

Provide the customer with a receipt — email it through ServiceTitan.

Multi-Payment Situations

• If the customer wants to split payment (half card, half check), process both in ServiceTitan.
• If the customer can't pay the full amount and financing was declined, contact your manager for guidance before leaving the property.
• For large jobs with deposit and final payment, ensure the deposit is applied to the invoice.

After Payment

Confirm the invoice status shows "Paid" in ServiceTitan.

Close the job. Don't leave jobs open — it creates downstream reporting problems.

Verify the customer received their email receipt.

Important Notes

• Never leave a job without collecting payment unless authorized by a manager.
• Invoice accuracy matters — billing errors create callbacks, refunds, and customer dissatisfaction.
• If you make a mistake on an invoice, contact the office for a correction. Don't try to fix it yourself in the field.
• Spartan's policy is payment due at time of service. See Payment Policy for exceptions.

Related SOPs

• Payment Collection & Closeout — complete payment process
• Estimate Creation & Approval — the estimate that precedes the invoice
• Credit Card Processing Procedures — detailed card processing