ServiceTitan and QuickBooks integration: How it works

If you’re running a home service business, you probably spend half your time juggling two worlds: the job site and the back office. You’ve got crews to schedule, customers to keep happy, and books that need to make sense at the end of the month. That’s exactly why so many contractors use ServiceTitan and QuickBooks together.

ServiceTitan and QuickBooks are among the most used software by field service businesses. By using both systems in sync, everything just flows: invoices move automatically, payments land where they should, and you finally see a real picture of your business’s numbers.

In this article, we’ll break down how the ServiceTitan–QuickBooks integration actually works, the most common mistakes we see in the field, and tips to set it up right the first time.

Understanding ServiceTitan and QuickBooks

Before diving into the integration, it helps to understand what each tool actually does and why you should care about them.

ServiceTitan is an all-in-one field service management platform built for home service businesses such as HVAC, electrical, and plumbing companies. It handles scheduling, dispatching, estimating, invoicing, customer communication, and everything else your team does out in the field and in the office to keep jobs moving.

QuickBooks, on the other hand, is your accounting backbone. It tracks income, expenses, payroll, accounts payable, accounts receivable, and taxes, giving you a comprehensive financial reporting picture of your business. Most contractors already rely on it for bookkeeping.

Why connect ServiceTitan with QuickBooks

Every home service business hits the same bookkeeping wall at some point. Jobs are going out, invoices are coming in, but the numbers in QuickBooks never quite match what you see in ServiceTitan.

That disconnect is more than an annoyance; it’s time lost, mistakes made, and more importantly, money left on the table.

That’s where the integration between ServiceTitan and QuickBooks comes in handy. With this, you’re creating a direct line between operations and accounting. The invoices your techs close in the field automatically hit your books, payments sync cleanly, and reports actually reflect what’s happening in real time.

It’s not just about saving time – it’s about trust in your data.

You cannot properly grow and scale your business without accurate information to help you make decisions. When ServiceTitan and QuickBooks work together, you can see true profitability and job costing metrics. That means better decisions, faster growth, and fewer late nights trying to reconcile two systems that should have been in sync from the start.

How the ServiceTitan + QuickBooks integration works

At its core, the integration connects your job data in ServiceTitan with your accounting in QuickBooks so the two systems stay aligned. Every time a technician finishes a job, the details – customer, invoice, payments, and taxes – can flow straight into your accounting software without anyone having to re-enter the numbers.

You can connect either QuickBooks Online or QuickBooks Desktop, but each has its own setup and specificities regarding data transfer. Once both systems are connected, you can select what is synced between them.

ServiceTitan can push over invoices, payments, purchase orders, and even cost data tied to jobs. You can batch-export transactions daily, weekly, or in real time, depending on how you run your books. The key is that your field activity always ties back to your accounting system, so reports, taxes, and deposits reflect what’s really happening in the field.

The setup isn’t complicated, but it does require attention to detail. Do it the right way, and you’ll never have to wonder why your numbers don’t match again.

Before you integrate: Get your house in order

Before linking ServiceTitan and QuickBooks, take a step back. If your setup is messy, the integration will only multiply the chaos. The goal isn’t just to sync data – it’s to make sure the right data moves between the two systems.

Start by reviewing how your business actually runs. Which numbers matter most? Who handles invoices, deposits, and reporting? A quick audit now prevents major headaches later.

Here’s what to check before integrating:

• Chart of accounts: Clean up and organize your income and expense accounts.
• Job workflow: Make sure your job stages match how your team works in the field.
• Customer data: Merge duplicates and remove outdated info.
• Payment methods: Confirm how payments and deposits are tracked in both systems.

Once those pieces are aligned, your integration will be smoother, cleaner, and built to fit your business. If you’re struggling with this step, we offer ServiceTitan consulting services to help you get everything in order.

Setting up the integration between ServiceTitan and QuickBooks

Here’s a streamlined step-by-step guide on how to connect ServiceTitan with QuickBooks:

1. Link Your Accounts: First, make sure you have the right access (you’ll need both the ServiceTitan account and the QuickBooks Online account). In ServiceTitan, go to the Accounting tab, choose QuickBooks Online Integration (Online or Desktop), and start the connection process. If you work with multiple businesses, be careful to link the correct business unit in both tools.
2. Map Your Chart of Accounts: Match your income, expense, and payment accounts in QuickBooks to the job‐codes and workflows in ServiceTitan.
3. Set Sync Preferences: Decide how often data should sync (daily batch or real-time), and which types of records will be transferred (invoices, payments, customer data).
4. Test With Sample Jobs: Create one or two jobs in ServiceTitan, complete the workflow, and check QuickBooks to confirm the invoices and payments landed correctly. Testing is often overlooked, but it’s a really important step!
5. Train Your Team & Go Live: Make sure everyone understands the new flow, then enable live syncing and monitor the first few days for any discrepancies in financial records.

For more detailed guidelines, refer to the official guide here.

Common mistakes we see with ServiceTitan QuickBooks integrations

• Duplicate invoices – Often caused by syncing the same batch twice or mismatched job statuses.
• Payments in the wrong account – Happens when ServiceTitan payment types aren’t mapped correctly to QuickBooks accounts.
• Inventory mismatches – Materials or parts not properly linked between systems cause inaccurate cost tracking.
• Dirty customer data – Duplicates, outdated info, or unclosed jobs lead to sync errors.
• Incorrect chart of accounts mapping – Misaligned accounts result in reports that don’t reflect reality.
• Manual edits in QuickBooks – Changing synced transactions directly in QuickBooks can break the integration link.
• Missed tax settings – If tax codes don’t match, invoices can post with wrong totals or errors.

Most of these issues come from setup errors, not the integration itself. Keeping these in check before syncing saves hours of cleanup and keeps your ServiceTitan QuickBooks integration running smoothly.

Best practices for a smooth ServiceTitan QuickBooks integration

Once your systems are connected, consistency is everything. A few simple habits will keep the integration accurate and prevent future headaches:

• Keep your data clean. Regularly review customer records, invoices, and job statuses before syncing.
• Reconcile often. Match ServiceTitan reports with QuickBooks weekly or monthly to catch small errors early.
• Assign one owner. Have a single person or small team responsible for managing the sync and reviewing batches.
• Test before making changes. Any time you adjust account mapping or workflows, test with a small batch first.
• Train your team. Make sure everyone understands the workflow so that data moves correctly from the field to accounting.

When your team follows these habits, your books stay accurate, your reports stay reliable, and you can finally trust the numbers on your screen.

How we can help

If your ServiceTitan setup isn’t running the way it should – whether it’s the QuickBooks integration, your pricebook, reporting, or day-to-day workflows – we can help you get it right.

At Home Service Engine, we specialize in helping home service businesses get the most out of ServiceTitan. We don’t just tweak the software; we optimize and streamline it to make it work for you.

From cleaning up your accounting connection to building efficient dispatch workflows, optimizing your pricebook, or training your team, we handle it all.

Our job is to turn ServiceTitan into the backbone of your business. One system, fully dialed in, so your operations, CRM, reporting, and accounting all run smoothly. No more wasted time, no more messy data – just a setup that supports your growth.

Book a call with our team

Frequently asked questions

1. Do I need to have QuickBooks to use ServiceTitan?

No, ServiceTitan has its own invoicing and payment tools, so you can use it without QuickBooks without a problem.

However, most companies and business owners within this industry use QuickBooks for accounting, so if you also do, you can simply integrate them to make the most of both systems. The integration is simply a way for ServiceTitan users to take even more advantage of their tools.

2. Does ServiceTitan work with QuickBooks Desktop and Online?

Yes. ServiceTitan integrates with both, though the setup and features differ slightly. Most new users choose QuickBooks Online (QBO) because it’s cloud-based, easier to maintain, and more compatible with ServiceTitan’s real-time syncing.

3. Is this integration available for everyone?

Yes, the ServiceTitan QuickBooks integration is available to all ServiceTitan users, regardless of business size. Whether you’re a small business or managing multiple crews, you can connect the two systems to handle your accounting and job data in one place. The setup can be as simple or as advanced as you need, depending on how your business runs.

4. Can you sync invoices automatically?

Yes, ServiceTitan can automatically sync invoices, payments, and customer data with QuickBooks once configured correctly, if that’s what you wish. If you need help setting things up, send us a message.

5. What data doesn’t sync between ServiceTitan and QuickBooks?

Not everything moves over. Items like technician timesheets, job notes, attachments, and some custom fields stay within ServiceTitan. The integration focuses mainly on financial data — invoices, payments, taxes, and customer records.

6. What other systems should I integrate with ServiceTitan?

Besides QuickBooks, many businesses connect ServiceTitan with marketing tools, phone systems, inventory management tools, and financing platforms. Read here about other ServiceTitan integrations.