Guide for shops on ServiceTitan and QuickBooks Online
ServiceTitan month-end close checklist for QuickBooks Online
Ten steps in the order we run them, from failed exports to the owner’s report. Every step links to ServiceTitan’s or Intuit’s help article.
By Nischal, CA, the senior accountant at Books and Trucks, which does monthly bookkeeping for US trade companies on ServiceTitan and QuickBooks Online, from $995 a month. Checked against ServiceTitan Help and Intuit on November 5, 2026.
Start here
What closing the month means on ServiceTitan
Closing the month on ServiceTitan and QuickBooks Online means proving that the two systems and the bank tell the same story, then locking the month so nothing changes it later. In order: clear anything that failed to export, group payments into bank deposits, reconcile every bank and credit card account, match ServiceTitan receivables to QuickBooks, check sales tax by zone against the return, check membership billing and deferred revenue, close payroll, post bills and month-end entries, lock the period in both systems, and send the owner a short report. ServiceTitan’s own target for this is 5 to 10 business days. Most of it goes quickly when invoices and payments are exported every day.
Source: ServiceTitan Help, Close Your Books
This guide assumes the sync is already set up. If it is not, start with how to sync ServiceTitan with QuickBooks Online, whose four month-end sync checks are the first thing to run here.
The close in order
Ten steps to close the month
The order matters because each step leans on the one before it. Exports come first, since every comparison after that reads what reached QuickBooks. Deposits come before the bank reconciliation, because a payment that sits in Undeposited Funds will never match a line on the statement. Receivables, sales tax, memberships and payroll are then checked against numbers you already trust. Bills and month-end entries follow, and only then is the month locked, in QuickBooks with the closing date and in ServiceTitan with Accounting Periods. The owner’s report is last, so it shows figures that can no longer move. Each step names the screen to open and links the help article it comes from.
Source: ServiceTitan Help, Best practice on closing the books with QuickBooks
Step 1: Clear everything still waiting to export
ServiceTitan: Accounting, Batch/Export Transactions, then Accounting, GL Errors
Start in ServiceTitan, because every later check compares against what reached QuickBooks. Look for invoices and payments in the month that are still unbatched or pending, and fix or export them. Then open GL Errors: ServiceTitan warns that a batch can show Exported while single records inside it failed to sync.
The four checks that prove the sync itself is healthy (an empty Pending Export Report, revenue, sales tax and Undeposited Funds) are on our sync guide, so they are not repeated here.
Source: ServiceTitan Help, Close Your Books
Source: ServiceTitan Help, Close Your Books (recurring service and memberships)
Step 2: Group the month's payments into bank deposits
ServiceTitan: Accounting, Bank Deposits. Card batches: Reports, TSYS Settlement
Group individual payments into deposits that match the actual bank statement, so each line on the statement has one deposit behind it. If you take cards through ServiceTitan's TSYS processing, run the TSYS Settlement report for the month: the Net Deposit column is the amount to match to the bank, and double-clicking a batch number lists the payments and refunds inside it.
The TSYS batch number is the processor's number and differs from your ServiceTitan export batch. The Hold Amount column shows money the processor has not paid out yet, which explains a deposit that looks short.
Source: ServiceTitan Help, Close Your Books (recurring service and memberships)
Source: ServiceTitan Help, Match TSYS payment batches to QuickBooks Online deposits
Step 3: Reconcile every bank and credit card account
QuickBooks Online: Accounting, Reconcile
Pick the account, enter the ending balance and ending date from the statement, then tick each transaction that matches the statement until the Difference reads $0.00, and finish. Intuit's own advice is to reconcile every month after the bank statement arrives, and credit card accounts reconcile the same way.
ServiceTitan's close checklist adds loans, lines of credit and petty cash to the monthly reconciliations. Keep the reconciliation reports and the statements together for the month.
Source: Intuit, Reconcile an account in QuickBooks Online
Source: ServiceTitan Help, Best practice on closing the books with QuickBooks
Step 4: Match ServiceTitan AR to QuickBooks AR
ServiceTitan: AR Detail by Date report. QuickBooks: A/R Aging Summary, Balance Sheet
Check that every invoice and payment for the month is batched and posted, then compare ServiceTitan's AR Detail by Date report with the QuickBooks A/R detail, the Balance Sheet and the General Ledger, and correct any difference at its source.
If the QuickBooks aging total does not equal Accounts Receivable on the Balance Sheet, check the aging method first. The A/R aging report ages by the current date by default; in Customize, General Options, set Aging to the report date, then run the Balance Sheet on the accrual basis for the same date.
Source: ServiceTitan Help, Best practice on closing the books with QuickBooks
Source: Intuit, Match your aging reports
Step 5: Check sales tax by zone against what you will file
ServiceTitan: tax zones. QuickBooks: Reports, Standard reports, Sales Tax Liability
Run the Sales Tax Liability report in QuickBooks for the filing period and tax agency, and read the Tax Amount column; clicking an amount lists every sale behind it with the customer, date and rate. That total is the number your return should agree with.
ServiceTitan says its tax zone names must match the tax item names in your accounting software exactly, or exports fail and tax reports come out wrong. When the QuickBooks figure looks off, compare it zone by zone with ServiceTitan before you file.
Step 6: Check membership billing and deferred revenue
ServiceTitan: membership and service agreement billing, Deferred Revenue Report. QuickBooks: Balance Sheet
Look for failed charges from expired cards, duplicate payments where both an old charge and a new card token charge went through, and billing invoices missing because a daily billing run failed. Cancellations create a refund invoice for unperformed work; make sure those are in the batch.
If you defer membership revenue, the fee sits in a liability account in QuickBooks and moves to income as each visit is done. Each month, reconcile that liability account with your active membership and service agreement liability in ServiceTitan's Deferred Revenue Report. Two traps: dismissing recurring service events in bulk does not trigger recognition, and switching a membership from deferred to point of sale removes its deferred balance with no undo.
Source: ServiceTitan Help, Close Your Books (recurring service and memberships)
Step 7: Close payroll and technician pay
ServiceTitan: Profile, Payroll, then Reports, Master Pay File
Send timesheets to employees for review, clear exceptions and disputes (missing clock-outs first), then click Approve Payroll, which locks the pay period. Run the Master Pay File for that period, confirm it holds hours, overtime, commissions, bonuses and adjustments, and export it for your payroll provider.
Make every time edit in ServiceTitan before the export. Hours changed only in the payroll system can make job costing show profit that is not there. ServiceTitan's QuickBooks Online integration sends invoices, payments, expenses and sales tax, so wages reach QuickBooks from your payroll provider; check that the month's wages in QuickBooks equal the provider's payroll totals.
Step 8: Post bills, write-offs and the month-end entries
ServiceTitan: purchase orders, invoices. QuickBooks: bills, journal entries
Post all purchase orders if you use ServiceTitan Inventory, plus recurring payments and open bills, and reconcile vendor statements against accounts payable and the Balance Sheet. Record the month's depreciation and amortization, and the entries that spread prepaid income and expenses.
Write off uncollectible invoices in ServiceTitan inside posted batches. If you write them off to Bad Debt Expense in QuickBooks instead, bypass those invoices in ServiceTitan so they do not export.
Source: ServiceTitan Help, Best practice on closing the books with QuickBooks
Step 9: Lock the month in both systems
QuickBooks: Settings, Account and settings, Advanced, Accounting. ServiceTitan: Accounting, Accounting Periods
In QuickBooks, a primary or company admin turns on Close the books, enters the closing date and chooses either a warning or a warning plus password before anyone can change the month. Intuit says to reconcile your accounts up to the closing date first.
In ServiceTitan, close the period under Accounting Periods (Technical Support has to configure the feature first). Once a period is closed, none of its transactions can be edited or exported, and only users with the Open Period permission can reopen it. Corrections to an exported invoice go on an adjustment invoice.
Step 10: Send the owner a short month-end report
QuickBooks: Profit and Loss by Class, Balance Sheet, Trial Balance. ServiceTitan: Accounting Detail, BU Dashboard
Run the income statement, Balance Sheet and Trial Balance, and check revenue by account against ServiceTitan's Accounting Detail and BU Dashboard revenue. If you track classes by business unit, Profit and Loss by Class (QuickBooks Online Plus or Advanced) shows each trade's profit on one page.
ServiceTitan can email reports on a schedule (Reports, All Reports, the calendar icon), so the owner's set arrives the same way each month. ServiceTitan's own target is a close within 5 to 10 business days.
ServiceTitan’s and QuickBooks’ menus change from time to time, so follow the linked help article if a path differs in your account. State rules on taxing labor and materials are in our contractor sales tax guide.
Close calendar
How many days the close should take
ServiceTitan gives two answers, and both are useful. Its help center sets a target of closing within 5 to 10 business days of month end. Its Contractor Playbook aims tighter, at the third or fourth business day, counting business days because a weekend can push a calendar date back, and lays out an example close over five business days. The playbook also suggests reconciling the bank at least once a week, so month end holds no surprises about cash. For a small shop, the five-day plan below is a realistic place to start: the work is the same ten steps, spread so each day has one clear job.
Before the 1st
Reconcile vendor statements, which usually arrive around the 27th or 28th, and start paying the vendors that agree.
Day 1
Enter the last month's customer payments, bills, card charges, checks and ACH payments, and record depreciation and amortization.
Day 2
Reconcile the bank, post fees and settle differences, record accruals and prepaids, then run the AR and deferred revenue reports.
Day 3
Follow up on customers more than 30 days late, reconcile inventory and the balance sheet accounts.
Day 4
Run a first pass of the income statement and balance sheet, send customer statements and check every overhead bill is in.
Day 5
Go through the numbers with the managers or owners, then lock the month in the accounting software.
When a number is off
What to do when a check does not match
Fix the difference where it started, which is nearly always ServiceTitan. An exported invoice is locked, so a wrong amount, customer or tax line is corrected with an adjustment invoice in ServiceTitan and exported again; editing the invoice in QuickBooks breaks the match between the two systems. When revenue is missing in QuickBooks, look in GL Errors and the batch screen before anything else. When the Balance Sheet will not balance, ServiceTitan points to its Journal Entries screen under Accounting. Leave the closing date and the closed period alone until the difference is fixed: QuickBooks warns, or asks for the password, before a change lands in a closed month, and a closed ServiceTitan period cannot export at all.
Source: ServiceTitan Help, Close Your Books
Source: ServiceTitan Help, Fix common QuickBooks Online errors
The error messages and the fix for each are in our ServiceTitan to QuickBooks export errors guide. For profit per job on top of the close, see job costing.
If you would rather not
We close the month and walk you through it
Exporting, clearing failed exports and matching ServiceTitan to QuickBooks each month are part of our bookkeeping services for ServiceTitan, from $995 a month, for HVAC, plumbing and electrical shops on ServiceTitan. It starts with a free look at your books.
Booked calls: weekdays, 9am to 5pm Eastern. By phone, or 30 minutes on Teams.
Questions
ServiceTitan month-end close questions
What is a month-end close for a ServiceTitan shop?
It is the monthly routine that makes QuickBooks Online agree with ServiceTitan and the bank, then locks the month. You clear failed exports, group payments into deposits, reconcile bank and card accounts, match receivables, sales tax, memberships and payroll, post the month-end entries, set the closing date and send the owner the reports.
How long should the close take?
ServiceTitan's own close article sets a target of 5 to 10 business days after the month ends. Daily batching and exporting keeps most of the work out of month-end.
Why does my ServiceTitan AR not match QuickBooks?
Usually something has not exported yet, an export failed inside a batch that shows Exported, or the QuickBooks aging report is aged by today's date. Clear GL Errors first, then set the aging method to the report date and compare with the Balance Sheet for the same date.
Source: Intuit, Match your aging reports
Should I close the period in ServiceTitan and in QuickBooks?
Yes, both. The QuickBooks closing date protects the books, and a closed ServiceTitan Accounting Period stops its transactions from being edited or exported, so a late change cannot land in a month you have already reported.
Do technician timesheets go to QuickBooks through the integration?
The QuickBooks Online integration sends invoices, payments, expenses and sales tax. Technician pay goes from ServiceTitan's Master Pay File to your payroll provider, and the wages reach QuickBooks from there.
Can you run the close for us?
Yes. The monthly reconciliation of ServiceTitan and QuickBooks Online, and the review call that goes with it, are part of our ServiceTitan plan, from $995 a month. It starts with a free look at your books.