Your ServiceTitan and QuickBooks finally agree.
Books and Trucks is a bookkeeping service for plumbing shops on ServiceTitan: monthly books in QuickBooks Online, a monthly ServiceTitan to QuickBooks reconciliation and job costing on every job, from $995 a month, month to month.
Your ServiceTitan numbers and your QuickBooks numbers should be the same number. We are the accounting team for HVAC, plumbing and electrical companies on ServiceTitan: we keep the books in QuickBooks Online, check the ServiceTitan to QuickBooks integration every month, run the job costing, and add payroll, bill pay and sales tax filings when you need them.
Checked by the Books and Trucks team.
Not ready for a call? Get a free look at your books
Three things owners say to us on the first call
“The books are three months behind and my CPA is asking for them.”
“ServiceTitan says one revenue number. QuickBooks says another. The bank says a third.”
“I know we were busy. I do not know if we made money.”
This is normal for a shop with five to fifteen trucks. It is also fixable, and it stays fixed once someone owns it every month.
Everything your books need, done by one team
- 01
Bookkeeping in QuickBooks
Every transaction categorized. Every account reconciled to the bank.
- 02
ServiceTitan to QuickBooks reconciliation
Invoices, payments, merchant fees, financing deposits and sales tax tied out, so both systems show the same revenue.
- 03
Your dashboard
Revenue, gross margin, cash, receivables and technician performance, pulled from ServiceTitan and QuickBooks into one screen. Open it any day, on any device.
- 04
Job costing
Profit on every job: ServiceTitan revenue against QuickBooks costs, with technician labor, materials and equipment matched to the jobs they went on. Margin by business unit and job type.
- 05
Payroll
Technicians and office staff, including overtime and spiffs, on Gusto, QuickBooks Payroll, ADP or Paychex.
- 06
Bills and supplier invoices
Emailed invoices are read by our software, checked by a person, and paid when you approve them.
- 07
Sales tax filings
Prepared and filed on time for the states you work in.
- 08
A monthly call
Thirty minutes with your accountant on what the numbers say and what to do about them.
How ServiceTitan gets its numbers into QuickBooks
ServiceTitan runs the jobs. Your general ledger lives in QuickBooks Online, which is where your bank reconciliations, your reports and your CPA work from. ServiceTitan sends invoices, payments, expenses and sales tax across through its own integration. Three parts of that hand-off decide whether the two systems agree.
- 1
Your pricebook points at the books
Each service, material and piece of equipment in the ServiceTitan pricebook is mapped to an account, and optionally a class, in QuickBooks Online. Sales tax zones are linked to QuickBooks tax rates. Get this mapping wrong once and every invoice carries the mistake.
- 2
The office batches, posts and exports
Invoices and payments leave ServiceTitan in batches. ServiceTitan recommends doing this every day, and the export only works when someone signs in as a QuickBooks admin. Skip a few days and the two systems drift apart.
Source: ServiceTitan Help, Batch, post and export transactions
- 3
Some things never make the trip
Returns and inventory adjustments do not export to QuickBooks Online, and neither do vendor bills. Those have to be entered in QuickBooks by hand, or assigned to the right account when the bank is reconciled.
Source: ServiceTitan Help, Batch, post and export transactions
For the error messages themselves and what fixes each one, see our guide to ServiceTitan to QuickBooks export errors.
Six checks before we call the month closed
This is the reconciliation part of the plan. We run it every month, and the results are what we go through with you on the monthly call.
Revenue ties out
Invoiced revenue in ServiceTitan for the month matches income in QuickBooks, by business unit where you track it.
Nothing is stuck
Every invoice and payment from the month has been batched and exported. Anything sitting unposted gets found and sent.
Failed exports are fixed at the cause
A customer name that differs between the two systems, a payment type with no account behind it, a pricebook item pointing at an account QuickBooks does not have. We correct the setting behind the error so it does not come back next week.
Source: ServiceTitan Help, Fix common QuickBooks Online errors
Deposits match the bank
Card payments land in the bank net of merchant fees, and financing companies pay out on their own schedule. We match each deposit to the payments behind it and book the fees.
Sales tax agrees
Tax charged on ServiceTitan invoices equals the tax liability in QuickBooks, so the return you file matches what customers paid.
The month is locked
Once the month is reconciled, we set the closing date in QuickBooks so a late export cannot quietly change numbers you already reviewed.
Want to see profit per job as well as the reconciliation? That is covered on our job costing page, and all our plans sit side by side on pricing.
See the whole business on one screen
Every figure below is a real client’s, read from their live portal.
Revenue by business unit
Service, install and maintenance, side by side, straight from ServiceTitan.
Profit per job
What each job billed, what it cost in labor, materials and equipment, and what was left.
Cash and receivables
What is in the bank, what is owed to you, and what is overdue.
Technician performance
Revenue per tech and per truck, so you know who is carrying the month.
What changed for our HVAC client
An HVAC company in the US on ServiceTitan and QuickBooks Online. Bookkeeping, ServiceTitan to QuickBooks reconciliation and the owner dashboard, all run by X INFIN Consultants.
Read the storyFrom $995 a month
That covers bookkeeping, the ServiceTitan reconciliation, your dashboard and the monthly call for a shop of around five trucks. Payroll, bill pay and sales tax filings are added depending on headcount and volume. The fee is fixed each month and agreed in writing before we start. If your books are behind, we clean up all your past books in QuickBooks at no charge when you start.
Not on ServiceTitan? QuickBooks Online only starts at $599 a month. Both plans are on the pricing page.
Three steps, and the first one is free
- 1
A free look at your books
Give us read-only access to ServiceTitan and QuickBooks. Within three business days we tell you how far behind your books are and what it would take to fix them. No charge, no obligation.
- 2
A call with your accountant
We go through what we found and agree in writing what the monthly service includes, the fee, and how far back the clean-up goes.
- 3
Handover in 30 days
We take over from your current setup, clean up all your past books at no charge, and your dashboard is live by the end of the first month.
Not ready for a call? Get a free look at your books.
Leave your details and we email you within one business day. You give us read-only access to ServiceTitan and QuickBooks, and within three business days we tell you how far behind the books are and what it would take to fix them.
Free guides
Reference pages for trade shop owners
- Contractor sales tax by stateIs labor on HVAC, plumbing and electrical work taxed, and who pays tax on materials? Every state, linked to the state's own guidance.Open the guide
- Chart of accounts for trade shops75 accounts for QuickBooks Online with the right types and detail types, ready to import, plus what ServiceTitan needs mapped.Open the guide
- ServiceTitan to QuickBooks export errorsWhat the common ServiceTitan to QuickBooks Online export errors mean and how to fix them, plus refunds, sales tax and moving from Desktop.Open the guide
- Why Jobber payouts don't match bank depositsHow Jobber Payments payouts, fees, tips and refunds land in QuickBooks Online, the five usual causes of a mismatch, and a monthly checklist.Open the guide
- Jobber to QuickBooks sync errorsWhat the common Jobber to QuickBooks Online sync errors mean and how to fix each one, in the order the sync runs, plus legacy errors.Open the guide
- Jobber Bookkeeping or an outside bookkeeper?What Jobber's own bookkeeping add-on covers, which shops it suits, and when an outside bookkeeper on QuickBooks Online fits better.Open the guide
- How much does a bookkeeper cost for a trade shop?Hourly, in-house, flat monthly firms, Jobber Bookkeeping, QuickBooks Live and six trade specialists, side by side, each price linked to its source.Open the guide
- Housecall Pro to QuickBooks Online: what syncs and how to clear the alertsWhat the one-way sync sends and leaves out, the settings to check first, and the nine sync alerts with the fix for each, from Housecall Pro's own help pages.Open the guide
- Job costing in QuickBooks Online for contractorsThe plan you need, how Projects, labor cost rates, billable expenses and progress invoicing work, and the six things QuickBooks cannot do, from Intuit's own pages.Open the guide
- QuickBooks for plumbers: how to set it upThe plan, a class and income account for each kind of plumbing work, parts and truck stock, deposits, backflow tests, subcontractor 1099s and the monthly close.Open the guide
Straight answers before you book
What do bookkeeping services for ServiceTitan include?
Monthly bookkeeping in QuickBooks Online, the ServiceTitan to QuickBooks reconciliation, job costing, an owner dashboard and a monthly call, from $995 a month for a shop of around five trucks. Payroll, bill pay and sales tax filings are added depending on headcount and volume. QuickBooks Online only, without ServiceTitan, starts at $599 a month.
Does ServiceTitan replace QuickBooks?
No. ServiceTitan runs the jobs, invoices and payments, and sends that financial data to QuickBooks Online through its own integration. QuickBooks still holds the general ledger, the bank reconciliations and the reports your CPA uses.
Are you ServiceTitan and QuickBooks integration consultants?
Yes, as part of the monthly plan rather than a one-time project. We correct the pricebook mapping, payment types and tax rates behind the ServiceTitan to QuickBooks export, fix failed exports at the cause, and then keep the books in QuickBooks Online, run payroll and file sales tax on top of it. It starts with the free look at your books, and the fee is fixed in writing before we begin.
Why do ServiceTitan and QuickBooks show different revenue?
Usually one of four reasons: batches that were never posted or exported, exports that failed and were not retried, transactions that do not export at all such as returns and inventory adjustments, or pricebook items mapped to the wrong account. The free look at your books shows which of these apply to you.
Do I have to leave QuickBooks?
No. We work inside your QuickBooks Online file. You keep ownership and full access.
Who actually does the work?
A named bookkeeper on our team handles your account every month, and a senior accountant reviews the numbers before your monthly call.
Where is the team?
The accounting team covers your account during US morning hours, and a named bookkeeper is on it every month. Calls are weekdays, 9am to 5pm Eastern.
How do you get access?
You invite us as an accountant user in QuickBooks Online, under Settings and Manage users, and Intuit does not count accountant users toward your plan's user limit. In ServiceTitan you add us as a user with reporting access. You can remove either at any time.
Is our data safe with you?
Every login our team uses for a client system has two-factor authentication turned on. Access comes through accounts you grant, not shared passwords, and you can switch it off the moment you want.
I already have a CPA.
Good. We do the monthly books, your CPA does the tax return, and we send them clean, reconciled books at year-end.
My books are a mess right now.
Most new clients start that way. The free look shows how far behind things are and what it would take to fix them. When you start monthly bookkeeping with us, we clean up all your past books in QuickBooks at no charge, however far back they go. We agree the scope of that clean-up in writing before you sign.
Do you work with other trades besides HVAC?
Yes. ServiceTitan and QuickBooks work the same way for plumbing, electrical, roofing, septic and drain cleaning companies, and so do we. Our trades client today is an HVAC company.
What if it does not work out?
Month to month, cancel any time. You keep your QuickBooks file, your ServiceTitan account and your data.
Find out where your books stand
A free look at your books: read-only access, an answer within three business days, no obligation.
Not ready for a call? Get a free look at your books