SOFTWARE WORKFLOW · STOCKSTART
Vendor Invoice Matching for ServiceTitan Pricebooks
For HVAC, plumbing, and electrical shops: turn supplier invoice lines into proposed updates to your existing ServiceTitan pricebook. Review uncertain matches before importing, instead of treating every invoice description as a new material.
Try StockStartA description is not a reliable item identifier
Two suppliers may describe the same part differently. A familiar description can also hide a different size or unit. Start with the vendor or manufacturer part number and compare units and the existing item record. StockStart flags uncertain matches so someone can review the source invoice.
Example: a box price versus an each price
An invoice lists a box of 20 fittings for $60. If the pricebook stores each fitting, the equivalent cost is $3 per fitting before any other applicable costs. Importing $60 as the each cost creates a 20-fold error. Confirm the pack size and unit from the source rather than assuming them. This example illustrates the review, not a promised automatic conversion.
Separate matched items from new-item proposals
Review existing-item matches, new-part proposals, and price differences as separate decisions. Keep unreadable values and ambiguous items in the review queue. Approving fewer well-supported changes is more useful than importing a larger workbook of guesses.
Export only what your team approves
StockStart works through your export and import files. Use your own ServiceTitan workbook as the baseline, review the proposed changes, and import the approved output through your normal process. It does not write automatically to your ServiceTitan account and is not a certified or approved ServiceTitan integration.
Example invoice-to-pricebook review
Illustrative review worksheet — fictional records. This explains the workflow; it is not a screenshot or a generated product report.
| Invoice value | Pricebook value | Reviewer decision |
|---|---|---|
| Box of 20 fittings: USD 60 | Unit: each | Confirm the pack quantity |
| USD 60 ÷ 20 = USD 3 | Proposed unit cost: USD 3 | Confirm other applicable costs |
| Unclear vendor part number | Potential existing item | Hold for review; do not create a duplicate |
Questions before you start
Will every invoice scan read correctly?
No. Image quality and layout affect extraction. Check uncertain values against the source document.
Does StockStart replace the ServiceTitan pricebook?
No. It helps prepare reviewed updates to the pricebook you already use.
What should I keep after an import?
Keep the source invoice, original export, approved update file, and import result so you can trace an item change back to its evidence.
See the workflow in context
Try StockStartOfficial reference
Process recurring supplier invoices against a fresh baseline
Export the current pricebook before the next batch, preserve invoice numbers and confirm vendor-specific part numbers. A previously seen description is not proof of the same item or pack size. Review credits and duplicate documents before approving changes.
What should come out?
A reviewed update workbook based on your existing export, with uncertain matches held for a person to resolve. Keep both the starting workbook and approved output so the next cost change can be traced.