Install Invoice & Payment Processing

Purpose

How install teams process invoices and collect payment at the completion of installation jobs.

At the end of every install job after work is complete and the customer walkthrough is done.

Review the approved estimate in ServiceTitan — verify all authorized line items.

Check for any change orders during the job. If additional work was approved, add those line items.

If any work was not performed (scope reduction), remove those items from the invoice.

Verify materials used match the invoice.

Confirm taxes and fees are calculated correctly.

Convert the approved estimate to an invoice.

Present the final invoice to the customer: "Here's a summary of everything we did."

If a deposit was collected earlier, it should already be applied — verify with the customer.

Collect the remaining balance:

- Financing: Apply the approved financing plan. Confirm the terms match what was discussed.

- Credit/debit card: Process through ServiceTitan.

- Check: Record the check number.

Email the receipt through ServiceTitan.

If the customer disputes the final amount, stop and contact your manager — don't argue on-site.

Large installs typically involve a 50% deposit at authorization.
The deposit is applied to the final invoice automatically in ServiceTitan.
Verify the deposit amount and remaining balance are correct before presenting to the customer.
If there's a discrepancy, resolve it before collecting the final payment.

Confirm the invoice shows "Paid" in ServiceTitan.

Close the job.

Send all documentation to the customer: receipt, warranty info, maintenance schedule.

Never leave without payment unless specifically authorized by management.
Payment disputes on-site should be escalated, not negotiated. Stay professional.
Deposit + final payment must equal the authorized total. If scope changed, the customer should have already approved the change order.
For financed jobs, verify the financing plan covers the correct amount.