How to reconcile ServiceTitan deposits in QuickBooks Online?

Group the ServiceTitan payments in Undeposited Funds into one QuickBooks Online bank deposit that equals the net amount that hit the bank. The sync posts each payment at gross. The processor deposits a batch of those payments, often net of fees. Match that grouped deposit to the bank feed.

This is the click path for a bookkeeper who closes several ServiceTitan shops in QuickBooks Online. Pull four lists, group the same payments, put the fee on that deposit, then match the feed. A deposit here is the lump that hit the bank, not a customer down payment.

What you are matching

The bank shows one number. ServiceTitan and QuickBooks show many. A batch is the group of payments meant to equal one bank deposit. The processor payout is that deposit hitting checking.

List	Where	What it shows
ServiceTitan deposit or payment batch	Accounting, Bank Deposits, or the posted batch	Gross payments the office grouped
Processor settlement	Adyen Settlement or TSYS Settlement report	Net deposit, fees, refunds, holds, deposit date
Undeposited Funds	Chart of accounts, detail type Undeposited Funds, even if renamed Payments to deposit	Each exported payment as its own line
Bank feed	Bank transactions, checking	One lump the processor sent, often days later

ServiceTitan’s payments overview, read 2026-10-07, is apply, batch, post, export. After export, a positive payment credits Accounts Receivable and debits Undeposited Funds. After you record the QuickBooks deposit, Undeposited Funds credits and the bank debits.

If the shop uses ServiceTitan Payments, Adyen, autobatched deposits appear each morning to match that day’s bank settlement. You still export the batch and build the matching QuickBooks deposit.

Export the payments into Undeposited Funds

Do this in ServiceTitan before you touch the QuickBooks bank feed.

1. Open Accounting, then Batch/Export Transactions, or open the Bank Deposits deposit and Create Batch from Actions.
2. Confirm the batch is the set that should equal one bank line. ServiceTitan’s best practice is that batches match bank deposits.
3. Post after you review it. Unposting is only possible before export, in an open accounting period.
4. Export to QuickBooks. For QuickBooks Online, post first, then export. QBO onboarding, read 2026-10-07, tells you to leave Accounts Receivable and Undeposited Funds active.
5. Check the Pending Export Report. A batch can show Exported while one record still sits on Error. Read the per-record status.

Zero-dollar payments do not transfer. If a payment is missing in QuickBooks, look there before you re-export. Batch after the payment is in the bank, the check has cleared, or the merchant has funded the card. You can batch cash and checks earlier. Do not post and export those until they have cleared.

On a TSYS shop, the TSYS batch number is not the ServiceTitan export batch number. Match TSYS batches to QuickBooks Online deposits, read 2026-10-07, uses the TSYS Settlement report. Match Net Deposit to the bank. Double-click the TSYS batch for each payment, refund, and ServiceTitan payment-batch number, then build the QuickBooks deposit from that list.

Build one deposit that equals the bank line

ServiceTitan’s deposit-into-QuickBooks article walks Banking, Make Deposits, which is QuickBooks Desktop. In QuickBooks Online the same job is a Bank Deposit. Intuit’s record bank deposits help, updated 2026-08-03, is this path.

1. Confirm the exported payments sit in Undeposited Funds. Intuit’s Undeposited Funds help, updated 2026-09-22, says every payment in that account appears on the Bank Deposit screen.
2. Select + Create, then Bank Deposit.
3. Choose the checking account the processor pays. Set the date to the bank-statement date, not the card-swipe date.
4. Check only the payments in this settlement.
5. Save.

Make one deposit per bank line. If you checked the wrong payments, open that deposit and uncheck them. They return to Undeposited Funds. Do not void the original ServiceTitan payments to force the total.

Put the processor fee on that same deposit

The usual miss is gross in QuickBooks and net at the bank. ServiceTitan’s Adyen autobatching help, read 2026-10-07, states the deposit Total is net, gross minus fees. Their example is a $5,000 gross deposit with $125 in fees, Total $4,875. Review Gross Fees on Bank Deposits, then Amount of Fees on the Adyen Settlement report.

1. On the Bank Deposit screen, after the payments are checked, scroll to Add funds to this deposit.
2. Set Account to the processing-fee expense.
3. Enter the fee as a negative amount. ServiceTitan’s example is fees of $100 entered as -100.
4. Save. The deposit total should now equal the bank line to the cent.

Refunds in the same settlement belong on this deposit. They reduce the net. A later chargeback is a later adjustment.

Match the bank feed

Go to All apps, Accounting, Bank transactions. Open checking. Find the processor lump.

If QuickBooks offers Match to the deposit you just saved, take Match. Intuit’s categorize help, updated 2026-08-24, treats Categorize or Post as a new ledger entry. Categorize on a ServiceTitan payout records the cash twice.

Do not type a new deposit for the bank total so the reconciliation screen clears. That double-counts the same cash. Group the payments you already logged. Write down the gap if they do not add up. Turn auto-add off on any bank rule that posts processor deposits to income.

When the four lists still disagree

Compare the ServiceTitan deposit to the bank line by line. Look for payments in the wrong deposit, payments still on Ungrouped Payments, and settlement lag. ServiceTitan’s reconcile guide, read 2026-10-07, puts card settlements at 1 to 2 business days and ACH at 3 to 5. Weekend batches can land as a fat Tuesday deposit.

Symptom	Likely cause	What to do
QuickBooks total is higher than the bank by about the fee	Gross payments, net deposit	Negative fee line on the deposit
Bank line has no matching deposit	Batch never exported, or still on Error	Pending Export Report, then export
ServiceTitan report has deposits the bank never got	Report and bank are different lists	Leave them unmatched until you know which list is wrong
Bank has deposits missing from ServiceTitan	Another processor, a manual deposit, or a batch never created	Identify the source before you touch AR
Undeposited Funds keeps growing	Payments exported, never grouped	Build the deposits
Deposit exported as a journal	Journal-entry export	Match the feed to that journal

One bookkeeper on r/Bookkeeping in July 2026 described about $20,000 of ServiceTitan deposit-report lines that never hit the bank, and about $50,000 of bank deposits missing from the ServiceTitan report. Treat the four lists as separate and match by date, amount, batch, invoice, and customer. A bad match in QuickBooks makes AR look cleaner than it is.

ServiceTitan’s Deposit Workflow is a different job. An unapplied customer payment exports as a debit to Undeposited Funds and a credit to a liability. That is a down payment on unfinished work, not the processor payout. Apply it to the invoice in ServiceTitan when the job is done, then export.

What never gets its own deposit

Thing	Own deposit?
Processor fee	No. Negative line on the grouped deposit
One card payment already in the batch	No. Check it on the grouped deposit
Customer down payment on a job	Apply it in ServiceTitan
Bank feed line	Match it to the deposit you built
Typed deposit for the bank total	No. That is a second copy of the same cash

The native ServiceTitan sync wins the posting job. It is included with the FSM and creates the invoices and payments so you are not retyping them. Undeposited Funds, reconciled by a careful bookkeeper, does tie out. Someone still has to group the payments the processor grouped, and catch the fee.

If a payment was recorded twice, once in ServiceTitan and once by hand, confirm against the settlement report before you void either one. Keep the memo. Prefer exclude or void with a memo over a bulk delete.

How to tell this week is closed

Undeposited Funds holds only payments that have not hit the bank yet. Last week’s processor lumps are matched. Deposit totals equal the statement to the cent, fees on the same deposit. The batch that shows Exported also shows each record synced. Pull last week’s ServiceTitan deposit or Adyen or TSYS settlement report, the bank statement, and the Undeposited Funds detail in QuickBooks. Start with those three files. They already exist.