ServiceTitan PO Check Workflow

What is PO Check Workflow and how does it work?

When you sign up for an EzzyBills free trial and select the ServiceTitan integration, your default active workflow is automatically set to SERVICETITAN_POCHECK.

“Active” means that whenever a file is uploaded without designating a specific workflow, EzzyBills will automatically use this baseline workflow to process the document.

You should use this workflow whenever you want to process supplier bills and match them against an existing Purchase Order (PO) in ServiceTitan.

• Screenshot 1: Navigate to EzzyBills > Workflows to view your default active Workflow
• Screenshot 2: task sequence in the ServiceTitan PO Check workflow

Important Notes on PO Matching in ServiceTitan

• PO Types Supported:
  • Blank POs (Open / Placeholder POs): POs containing a single generic or placeholder line item (often named “Template”) set to $0.
  • Detailed POs: Fully itemized POs listing all ordered items.
• Line Matching: EzzyBills utilizes item codes and descriptions to accurately match bill lines to corresponding PO lines.
• Required PO Status: ServiceTitan requires that a PO be in either a “Sent” or “Partially Received” state for EzzyBills to successfully receipt a bill against it.

How to set up the ServiceTitan PO Check Workflow

No setup is required. This workflow is automatically created and configured for you when you register your EzzyBills account.

How to process bills using the PO Check Workflow

1. Create and Send PO (in ServiceTitan): Create a PO containing line items. Send it to your supplier or manually set its status to “Sent” (or “Partially Received”). Screenshot: a ServiceTitan PO with status “sent” (EzzyBills cannot receipt bills against POs in draft status).
2. Upload Bill (in EzzyBills): Upload the corresponding bill via the EzzyBills Dashboard (by drag and drop or selecting a file) or by emailing it directly to your dedicated EzzyBills upload email address.
3. Automated Processing: Monitor the new document created in your EzzyBills Dashboard. After a few minutes, a status message will indicate whether a matching PO was found and confirm if the export to ServiceTitan was successful.
4. View in ServiceTitan: Once exported successfully, click the direct ServiceTitan link on the right of the document in EzzyBills, or navigate directly to the PO inside ServiceTitan to view the receipted bill. Screenshot: ServiceTitan PO received by EzzyBills.

---