ServiceTitan runs your trucks. It does not close your books. We are bookkeepers who work inside ServiceTitan-run files every day, so your merchant batches clear, your memberships defer correctly, your technician labor lands in job cost, and the month actually closes instead of quietly rolling forward.
ServiceTitan is genuinely excellent at what it does. It dispatches, it prices, it captures the payment at the kitchen table, it tracks the membership, it tells you which technician is converting and which one is not. What it does not do, and was never built to do, is keep your books.
In the standard setup ServiceTitan has no general ledger. QuickBooks is the book of record, and ServiceTitan feeds it through batch export. So every night, a large volume of invoices, payments, adjustments and bills flows into your accounting file, shaped by a configuration most owners have never looked at. If that configuration is wrong, the errors do not stay small. They compound, every single day, with perfect consistency. Read does ServiceTitan replace QuickBooks if you want that boundary drawn precisely.
This is why generic bookkeeping fails ServiceTitan shops. A capable generalist can reconcile a bank account and produce a tidy P&L. Put them in front of a file where payments default to Undeposited Funds, where the bank deposit is net of merchant fees the books never saw, where memberships are recognizing a full year of revenue on the first visit, and where technician labor never reaches job cost, and the tidy P&L they produce will be confidently, precisely wrong. Bookkeeping for a ServiceTitan shop is a different job, and it needs someone who has done it before.
One flat, predictable monthly engagement. No hourly meter running while we fix your file, and no surprise invoice at the end of a busy season.
Every card batch is matched to the bank deposit it produced, and the difference is booked to merchant fees. The clearing account clears to zero. Card processing shows up on your P&L as a real expense instead of hiding as a permanent reconciliation gap.
Every bank account, credit card and line of credit reconciled to statement, every month, including the Undeposited Funds and clearing accounts most bookkeepers quietly ignore. If it is not reconciled, it is not closed.
We maintain the deferred revenue schedule: what was sold, what has been performed, what is still owed to the customer. Income is recognized as the work happens, not when the plan is sold, and it lands on the business unit that performed it.
Payroll recorded correctly, and labor with burden posted to the jobs and business units it belongs to. We watch for the classic failure modes: overlapping pay rules paying a tech twice, labor cost reporting $0.00 because no hourly rate is set, and burden double counting payroll already sitting in the account.
Vendor bills entered and exported in the right order, before invoices, so consumed inventory is not mis-costed. Unapplied payments matched to their invoices so A/R does not drift negative. Failed exports and error 3140 chased down rather than ignored.
The month gets closed, not left open. You get a P&L, a balance sheet, revenue and margin by business unit, and a plain-English note on anything that moved. The numbers tie to ServiceTitan, so for once the office and the books agree.
Trusted by 25+ Contracting Businesses
Here is what the work looks like in practice. It is not a mystery service, and you should know what you are buying.
Before anything else, we look at what did not make it across. Failed batches, timed-out exports on large days, QuickBooks error 3140 from Sales Tax Payable or Undeposited Funds or A/R being mapped to GL accounts that are also assigned to invoice items, and the Web Connector dropping offline because the server clock drifted. An export error you do not chase is revenue or cost that simply is not in your books. Everything downstream depends on this being clean.
Every card batch gets tied to the bank deposit it produced, and the spread gets booked to merchant fees. Financing remittances from GreenSky, Synchrony or Wisetack are handled separately, because a lender pays on its own schedule net of a dealer fee and will never match a batch of card payments. When this is done properly, Undeposited Funds and the merchant clearing account both go back to zero every month instead of growing forever.
Bank, credit cards, lines of credit, and also the accounts that most bookkeepers leave alone: Undeposited Funds, the merchant clearing account, financing clearing, and Sales Tax Payable. Those four are where a ServiceTitan file goes wrong, and leaving them unreconciled is how a file looks fine for two years and then falls apart in one diligence meeting.
Memberships get their own schedule. We track what was sold, what has been performed, and what remains as a liability, and we correct the well known failure modes: a two-visit plan recognizing the full annual amount on each visit instead of half, a dismissed recurring service event permanently mis-recognizing the deferred balance, and revenue landing on the business unit that sold the plan rather than the one that did the work. The mechanics are laid out in ServiceTitan deferred revenue.
Payroll is recorded, and labor plus burden is posted to jobs and business units. We check that overlapping pay rules are not paying a technician on both rules, that no tech is showing $0.00 of labor cost because an hourly rate was never set, and that the burden rate is not double counting payroll costs already in the account. We also watch the timing trap: the job costing flyout locks once an invoice is posted and exported, so payroll adjustments made afterward never reach job cost unless somebody deliberately handles them. See ServiceTitan technician commissions.
The period gets closed, the package goes out, and we tell you in plain language what changed: which business unit made money, which one did not, where the margin moved, what your true install versus service split looks like, and anything that needs a decision. If closing speed is the thing hurting you, that is the whole subject of ServiceTitan month-end close.
No chasing us for an update. A clean, complete package shows up, and we are on a standing line to walk you through it.
Most bookkeepers have never opened ServiceTitan. That is not an insult, it is just the market. They will do competent work on a file that behaves like a normal small business, and a ServiceTitan file does not behave like a normal small business.
A generalist sees a deposit of $9,700 in the bank feed, finds nothing in QuickBooks that equals $9,700, and either forces a match or leaves it. A ServiceTitan-literate bookkeeper already knows why: the invoice was $10,000, the processor kept $300, and the fix is a merchant clearing account and a fee expense, not a plug. The difference between those two responses, compounded across a year of card payments, is the difference between a file that reconciles and a file that never will.
When a customer buys a $199 annual plan, a generalist books $199 of income. That is the wrong answer, and it is the answer that will get restated in a quality of earnings review. Most of that money is a promise of future work and belongs on the balance sheet until the visits are performed. A bookkeeper who knows the platform also knows the specific ways ServiceTitan gets this wrong on its own, which means they check the deferred balance rather than trusting it.
A P&L with one big Wages line tells you nothing about whether your installs are profitable. Getting technician labor, plus burden, onto jobs and business units is what makes install versus service margin visible, and it is where the money in a home service business is actually won or lost. It is also where the platform-specific traps live: overlapping pay rules, spiffs split among techs who performed the work rather than the one who sold it, and labor cost showing $0.00 because a rate was never configured.
The bank feed is downstream. The real source of truth about whether your books are complete is whether every ServiceTitan batch made it into QuickBooks intact, in the right order, mapped to the right accounts. That is why we work the export queue before we touch anything else, and it is what ServiceTitan and QuickBooks integration work is really for. When it is badly broken, we fix the history too: that is a ServiceTitan QuickBooks cleanup.
We do both halves of this job. We know home service accounting cold, and we work inside ServiceTitan-run files every day. For everything else in the ecosystem, start at the ServiceTitan resource hub.
Trusted by 25+ Contracting Businesses
Plenty of people will keep your books for less. Very few of them will keep them in a way a ServiceTitan shop can actually use.
| What a ServiceTitan shop needs | Generic bookkeeper | FinTruction |
|---|---|---|
| Has worked inside a ServiceTitan file | Almost never | Every day |
| Books merchant fees and clears the batch | Forces the match or leaves it | Clearing account, fee booked |
| Empties Undeposited Funds | Lets it grow | To zero, every month |
| Defers membership revenue correctly | Books it all as income | Full deferred revenue roll |
| Handles GreenSky and Wisetack payouts | Batches them with card | Own type, dealer fee booked |
| Gets tech labor and burden into job cost | One lump in Wages Expense | By job and business unit |
| Chases failed exports and error 3140 | Does not know it exists | Worked before the close |
| Reports margin by business unit | One blended number | Install vs service vs plans |
| Flat, predictable monthly fee | Often hourly and unpredictable | Flat monthly |
It starts with a free Audit, so you see exactly what is wrong before you commit to anything.
We look at the real file, not a description of it: your Undeposited Funds balance and how old it is, whether a merchant clearing account exists, your payment type mapping, your deferred revenue balance against the memberships you have actually sold, your export error log, and whether A/R has gone negative. You get a written, honest read on what is broken and how deep it goes. No cost, no obligation, and the findings are yours.
If the file is behind or the export configuration has been writing errors for two years, we scope a one-time cleanup first. We do not start a monthly close on a foundation we know is broken, and we will not quietly bill you every month to fix history while pretending it is bookkeeping. It gets scoped, priced and finished.
Payment type mapping, the merchant clearing account, batch export order so bills go before invoices, financing as its own payment type, sales tax as a tax rate rather than an invoice line item, and the GL mappings that trigger error 3140. This is what makes next month easier than last month instead of the same.
A flat monthly fee based on your transaction volume, number of business units, membership base and complexity. You know the number up front. No hourly meter and no surprise invoice when August turns out to be a heavy month.
Every month we work the export queue, clear the merchant batches, reconcile everything including the accounts nobody reconciles, roll deferred revenue, post labor to job cost, close the period and send the package with a plain-English read on what moved. You run the trucks. We keep the books telling the truth.
Tell us how you run ServiceTitan and where the numbers stopped making sense. We will Audit the actual file, show you exactly what is off, and tell you plainly whether you need a cleanup first or whether we can start closing months immediately.
You keep your ServiceTitan and your QuickBooks. We bring the home service accounting and the monthly close that makes them agree.
Get a Free Books AuditYes. ServiceTitan is field service management software, not an accounting team. In the standard setup it has no general ledger at all: QuickBooks is the book of record and ServiceTitan feeds it through batch export. It does not reconcile your accounts, book your merchant fees, defer your membership revenue, get technician labor into job cost, or close your month. Those are accounting jobs, and on a ServiceTitan file they need someone who knows both the accounting and the platform.
A regular bookkeeper will produce a tidy P&L that is confidently wrong. They will not know why a $10,000 invoice produced a $9,700 deposit, so they will force the match or leave it. They will book a $199 annual membership as $199 of income instead of a liability. They will lump technician pay into one Wages Expense line so you can never see install margin against service margin. We work inside ServiceTitan-run files every day and we fix all three of those by default.
We work the export queue and chase failed batches, clear every merchant batch to its bank deposit and book the fees, handle financing remittances separately from card payments, reconcile every account including Undeposited Funds and the clearing accounts, roll the membership deferred revenue schedule, post technician labor and burden to jobs and business units, close the period, and send you a financial package with a plain-English note on what moved.
Both. We also work with shops that have outgrown QuickBooks and moved to Sage Intacct. There is no new software for you to learn and nothing for you to migrate. We fit into the ServiceTitan and accounting stack you already run, remotely.
Yes, but not as a monthly engagement on day one. If the file is broken we scope a one-time cleanup and catch-up first to get you to a trustworthy starting point, and we fix the export configuration so the same errors stop being written every night. Then monthly bookkeeping begins on a clean foundation. Starting a monthly close on a file we know is broken would just be billing you forever to fix history.
We make sure payroll is recorded correctly and that technician labor, including burden, lands on the right jobs and business units, and we coordinate with your payroll provider. We watch specifically for the ServiceTitan pay traps: overlapping pay rules that pay a technician on both rules, spiffs split among the techs who performed the work rather than the one who sold it, labor cost reporting $0.00 when no hourly rate is set, and a burden rate that double counts payroll costs already in the account.
They will reconcile to them, which is the honest and more useful answer. ServiceTitan reports what you invoiced. Your P&L reports what you earned, which is a smaller number once sales tax is moved to a liability and unperformed membership work is deferred. The bank reports what you were paid, which is smaller again after merchant and dealer fees. The three will never be equal. Our job is to make the bridge between them explicit and correct, so every number is explainable.
It is a flat, predictable monthly fee based on your transaction volume, number of business units, membership base and overall complexity. You know the number up front, with no hourly meter and no surprise invoice in a heavy month. The free Audit comes first so we can scope it accurately rather than guess.
No. FinTruction is based in Coppell, Texas, and works remotely with HVAC, plumbing, electrical, roofing and multi-trade home service companies across the United States. Bookkeeping, cleanup and integration work are all handled remotely.
Real results from contractors we have helped untangle their books and systems.
They didn’t just record transactions and call it a day. They built a custom chart of accounts around how a remodeling company actually runs, did a full catch-up on years of bookkeeping inside QuickBooks Online, and now stay on top of my monthly bookkeeping and payroll. Every step, they broke it down in simple terms instead of burying me in accountant talk.
FinTruction rebuilt the whole thing from the ground up, with real job costing, work in progress, and retainage. They didn’t just hand me reports and disappear; they walked me through my numbers until I understood them.
Sahil and his team handle the bookkeeping and job costing for my painting business. They cleaned up my books and set up integrations that give me accurate, timely job costing with solid weekly data. Reliable, detailed, and genuinely invested in getting the numbers right.
FinTruction is the only bookkeeping team we’ve found that truly understands construction accounting and WIP reporting. They aligned our income and costs across 21 jobs and gave us full, monthly transparency. Fast, accurate, and an indispensable partner.
When I came to FinTruction I had no financial structure. No job costing, no WIP tracking, books behind. They did a full cleanup and rebuilt job costing and WIP tracking in QuickBooks. Now I know what’s billed, what’s owed, and where every job stands.
A couple of minutes from a contractor we support, sharing what working with FinTruction has been like and what changed once their numbers finally made sense.
Start with a free books Audit. We will show you exactly where your ServiceTitan data and your books fall apart, and how we would fix it. No obligation.
Tell us what is broken between ServiceTitan and your books. We will look at your actual data and show you exactly where the numbers diverge, at no cost.
