Guide for shops on ServiceTitan and QuickBooks Online
How to sync ServiceTitan with QuickBooks Online, step by step
The one-time setup in ServiceTitan’s own order, the daily batch and export, and how payments reach the right bank deposit. Every step links to ServiceTitan’s or Intuit’s help article.
By Nischal, CA, the senior accountant who reviews every client’s books. Checked against ServiceTitan Help and Intuit on October 28, 2026.
Start here
How ServiceTitan and QuickBooks Online connect
To sync ServiceTitan with QuickBooks Online, ask ServiceTitan to switch on its QuickBooks Online integration, connect each business unit under Settings, Integrations, QuickBooks Online, and map your accounts, pricebook items, payment types and tax zones to QuickBooks. After that, the office batches, posts and exports the day’s invoices and then the payments from ServiceTitan’s Batch/Export Transactions screen. The integration is built in and connects straight to QuickBooks Online, so no Zapier, connector app or web connector is needed. Data travels one way, from ServiceTitan into QuickBooks: invoices, payments, expenses and sales tax. Many export errors trace back to a mapping step that was skipped, so the setup below follows ServiceTitan’s own onboarding order.
One-time setup
Set up the sync in ten steps
The setup happens once, before the first export, and most of it is making QuickBooks hold the same accounts and items ServiceTitan will send. ServiceTitan turns the integration on, you connect each business unit, then you make the account names match exactly, create your materials and equipment as QuickBooks items, map every pricebook item to an income account, give each payment type an account, and link each tax zone to a QuickBooks tax rate. Account numbers and classes are optional. Doing the steps in this order matters: an item that points to an account QuickBooks does not have, or a name that differs by one character, fails at export with an error you then fix one transaction at a time.
Step 1: Ask ServiceTitan to turn the integration on
Your ServiceTitan Success Manager or Technical Support
The QuickBooks Online integration is open to every ServiceTitan customer, but it needs account configuration on ServiceTitan's side first. Canadian accounts also need the QBO International Edition setting.
Source: ServiceTitan Help, QBO Onboarding Step 1: Set up QuickBooks Online integration
Step 2: Connect each business unit
ServiceTitan: Settings, Integrations, QuickBooks Online
Find the business unit, click Connect (or select several and click Connect at the top of the table), then sign in to QuickBooks Online in the pop-up. Without ServiceTitan admin access, the connection is made instead on your first export from the batch screen.
Source: ServiceTitan Help, QBO Onboarding Step 1: Set up QuickBooks Online integration
Step 3: Match the GL account names
ServiceTitan: Settings, Operations, General Ledger Accounts
Every account a pricebook item or payment type points to must exist in QuickBooks, with the name in ServiceTitan matching the QuickBooks name exactly. Click Add Account, paste the name from the QuickBooks chart of accounts, choose the type and subtype, and save. If you calculate sales tax, add an ST Sales Tax Payable account (Other Current Liabilities) and a ServiceTitan Sales Tax service item in QuickBooks.
Source: ServiceTitan Help, QBO Onboarding Step 2: Set up GL accounts
Step 4: Turn on account numbers (optional)
QuickBooks Online: Settings, Advanced, Chart of accounts
Tick Enable account numbers, then give each account a unique number of up to seven digits. QuickBooks Online hides account numbers until you do, so the chart of accounts sorts alphabetically.
Source: ServiceTitan Help, QBO Onboarding Step 3: Add account numbers
Step 5: Create your materials as QuickBooks items
ServiceTitan: Pricebook, Import/Export. QuickBooks: Sales, Products and services, Import
Export the pricebook, keep only the Materials tab, import it into QuickBooks as Non-inventory items and check the income and expense account on each. Item names longer than 31 characters cause an export error, and an import that replaces items with the same name cannot be undone.
Source: ServiceTitan Help, QBO Onboarding Step 4: Create chargeable materials
Step 6: Create your equipment the same way
Same screens, Equipment tab
Repeat the import with the Equipment tab. Any material or equipment item not already in QuickBooks is created as a Service item when it first exports, so make the Non-inventory or Inventory items before the first export.
Source: ServiceTitan Help, QBO Onboarding Step 5: Create equipment
Step 7: Map every pricebook item to an income account
ServiceTitan: Pricebook, Services, Equipment or Materials
Enter the name of the QuickBooks income account in each item's General Ledger Account field, without the account number. For many items at once, export the pricebook from Settings, Import / Export Data, fill the Account column and import it back. Sub-accounts take a colon: Sales:HVAC.
Source: ServiceTitan Help, QBO Onboarding Step 6: Map pricebook items to a GL account
Step 8: Give each payment type an account
ServiceTitan: Settings, Invoicing, Payment and Invoice Types
A payment type set to export as a Payment goes to Undeposited Funds in QuickBooks. Any other payment type needs an asset or liability account, or the export fails with Account not found.
Source: ServiceTitan Help, Fix common QuickBooks Online errors
Step 9: Link each tax zone to a QuickBooks rate
ServiceTitan: tax zone settings, Tax Code field
Sales tax is calculated in ServiceTitan and arrives in QuickBooks with each invoice. Enter the name of the matching QuickBooks tax rate or group in each zone's Tax Code field, and keep the two rates the same.
Source: ServiceTitan Help, Export sales tax to QuickBooks Online
Step 10: Add classes by business unit (optional)
QuickBooks: Company settings, Categories, Track classes. ServiceTitan: Settings, Business Units, QuickBooks tab
Turn on class tracking, create one class per business unit in QuickBooks, then type its name in the business unit's QuickBooksClass field. A class that does not exist in QuickBooks causes an export error, and the mapping needs ServiceTitan admin access. You can export without classes.
Source: ServiceTitan Help, QBO Onboarding Step 7: Create classes
ServiceTitan’s and QuickBooks’ menus change from time to time, so follow the linked help article if a path differs in your account. Our chart of accounts for trade shops gives a ready list of accounts, with a ServiceTitan mapping, to start step 3 from.
Every day
Send the day’s work across: batch, post, export
Once set up, ServiceTitan sends work to QuickBooks Online in batches that someone creates, posts and exports, and ServiceTitan recommends doing it every day, usually for the previous day’s invoices. Invoices go first and payments after them, because a payment needs its invoice already in QuickBooks. Keep each QuickBooks Online batch small, about three or four invoices, to stay clear of timeouts and the throttle error. An exported batch cannot be reversed, so mistakes are corrected with an adjustment invoice in ServiceTitan. Anything that fails to arrive is listed on the Pending Export Report with its error message, which is the first place to look whenever the two systems disagree.
Source: ServiceTitan Help, Batch, post and export transactions
1. Open the batch screen
In ServiceTitan, Accounting, then Batch/Export Transactions. Unbatched items are on the first tab.
2. Create a batch
Choose Create a new batch and name it by date, transaction type and business unit. Batches cannot be renamed later.
3. Add the day's invoices
Click Batch next to each invoice, or select several and batch them together. An invoice only appears once its job is completed.
4. Post the batch
Choose Post the selected batch and confirm. Posting marks the batch as ready to export.
5. Export to QuickBooks
Open the batch menu again and choose Export to QuickBooks. You must be signed in to QuickBooks Online as an admin user.
6. Then the payments
Batch, post and export the payments after their invoices. Payments sent first give the warning that their invoices have not been posted.
Source: ServiceTitan Help, Batch, post and export transactions
When an export fails, the error message names the setting to fix. Our ServiceTitan to QuickBooks Online export errors guide lists the common messages and the fix for each.
Bank deposits
Get ServiceTitan payments into the right bank deposit
ServiceTitan payments land in QuickBooks Online in Undeposited Funds, sometimes shown as Payments to deposit, with a credit to Accounts Receivable, unless the payment type posts to another account. They stay there until you group them into a bank deposit that matches what reached the bank. Move them only once the money is final: the check has cleared or the card processor has paid out. In QuickBooks, choose Create, then Bank deposit, pick the bank account, tick the payments that make up that deposit and check that the total equals the amount the bank received. Card processing fees go on the same deposit as a negative line to Bank Charges and Fees, so the payments themselves are left unchanged.
Source: ServiceTitan Help, Deposit funds into your QuickBooks bank accounts
Source: Intuit, Record and make bank deposits in QuickBooks Online
A balance that keeps growing in Undeposited Funds usually means payments were never grouped into deposits, often because deposits in the bank feed were added as new income when they should have been matched to a bank deposit, which also counts the income twice. Each deposit on the bank statement should have one bank deposit in QuickBooks behind it.
What stays behind
What the sync leaves for you to enter by hand
A few things never travel from ServiceTitan to QuickBooks Online, and knowing them stops a hunt for a missing number. Inventory adjustments change only quantities, with no dollar value, so they do not export; return transactions do not export either. ServiceTitan’s advice for both is to batch them, bypass them in the batch, and create them in QuickBooks by hand. Batch numbers and batch names are not sent, so search QuickBooks for the individual invoice or payment. Customer mapping is a QuickBooks Desktop feature and is not available with QuickBooks Online. And with Intuit Enterprise Suite, ServiceTitan connects to each QuickBooks Online company file underneath it.
Source: ServiceTitan Help, QuickBooks Online
Source: ServiceTitan Help, QBO Onboarding Step 1: Set up QuickBooks Online integration
Month-end checks
Four checks that show the sync is working
A sync can look fine day to day and still drift, so check four things before you close each month. The Pending Export Report should be empty, or hold only items you have decided to bypass. Invoiced revenue in ServiceTitan for the month should equal income in QuickBooks for the same dates. Sales tax collected in ServiceTitan should equal the sales tax liability QuickBooks shows for the month. And Undeposited Funds should hold only payments that have not reached the bank yet. When all four agree, set the QuickBooks closing date, so a late export cannot change a month you have already reviewed; anything that belongs to a closed month then shows up as an export error instead.
Source: ServiceTitan Help, Batch, post and export transactions
Source: ServiceTitan Help, Export sales tax to QuickBooks Online
If you would rather not
We run the sync and check it every month
Setting up the mapping, 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 and QuickBooks Online sync questions
Do I need Zapier or a connector app to sync ServiceTitan with QuickBooks Online?
No. ServiceTitan connects to QuickBooks Online directly through its built-in integration, and Mac users need no extra software either. The QuickBooks Web Connector and hosting services only apply to QuickBooks Desktop.
Source: ServiceTitan Help, QBO Onboarding Step 1: Set up QuickBooks Online integration
What does ServiceTitan send to QuickBooks Online?
Invoices, payments, expenses and sales tax, exported from ServiceTitan into QuickBooks Online in batches. Inventory adjustments and return transactions do not export; ServiceTitan says to bypass them in the batch and enter them in QuickBooks by hand.
Does the sync run on its own?
The usual setup sends each day's work when someone in the office batches, posts and exports it, and ServiceTitan recommends doing that daily. Touchless Integration, a newer export method that ServiceTitan Technical Support sets up, works differently and has its own error list.
Source: ServiceTitan Help, Batch, post and export transactions
Can I connect more than one business unit?
Yes. Each business unit connects to QuickBooks Online on its own, and you can select several on the QuickBooks Online settings screen and connect them in one go.
Source: ServiceTitan Help, QBO Onboarding Step 1: Set up QuickBooks Online integration
Can I undo an export?
No. Once a batch is exported it cannot be reversed. Correct the invoice in ServiceTitan with an adjustment invoice and export that.
Source: ServiceTitan Help, Batch, post and export transactions
Why is my batch timing out or throwing a throttle error?
The batch is too large for QuickBooks Online. ServiceTitan suggests batches of about three or four invoices; wait a few minutes and export smaller batches.
Source: ServiceTitan Help, Batch, post and export transactions
Can you set up the sync and run it for us?
Yes. Setting up the mapping, exporting and clearing errors, and matching ServiceTitan to QuickBooks every month are part of our ServiceTitan plan, from $995 a month. It starts with a free look at your books.