Accounting is where you manage every financial transaction tied to your customers, invoices, payments, and refunds. It's your hub for tracking what's owed, what's been paid, and what needs your attention next.
Whether you're closing out the month, digging into a customer's payment history, or just need to export your records, Accounting brings all of it together in one place.
Before You Start
Here are a few things to know before you continue:
To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
Every tab and sub-tab under Accounting has its own Filter button, so the filters available to you change depending on which screen you're on.
Some data exports download immediately, others get emailed to you as a download link.
Accounting Tabs
When you click "Accounting" in the top menu, you'll see high-level overview cards which serve as quick links to open your; legacy estimates, open invoices, overdue invoices, and paid invoices.
Accounting is organized into six tabs:
- Ready for Invoice: Jobs, rentals, and legacy estimates that are ready to be turned into invoices. Please check out this article on the Ready for Invoice tab for a full walkthrough.
- Invoices: Every invoice you've created, current and past.
- Payments: Every payment recorded against your invoices.
- Credit Memos: Credits issued to customer accounts.
- Refunds (New): Refunds issued through ServiceCore's current refund workflow.
- Refunds (Legacy): Refunds issued through ServiceCore's older refund workflow, kept here for historical record-keeping.
Export Accounting Data
You can export data from Invoices, Payments, Credit Memos, and Refunds to a spreadsheet you can use for reporting, sharing with your accountant, or your own records.
To export data from any of these tabs, follow these steps:
- Click "Accounting" in the top menu.
- Select the tab you want to export from.
- Click the "Export to Excel" button.
TIP: When you click "Export to Excel", the file will either auto-download straight to your device or be sent to you via email where you'll need to click a link to download the file to your device.
Filter Accounting Data
Every tab and sub-tab under Accounting has its own Filter button, so you can narrow down what you're looking at without scrolling through everything.
To filter an Accounting tab and list, follow these steps:
- Click "Accounting" in the top menu.
- Select the tab you want to export from.
- Click the "Filter" button.
Depending on the screen, you can filter by options such as:
- Date Range
- Status
- Job type
- Scheduling type
- User
TIP: Since filters vary by tab and sub-tab, check each tab individually to see what's available there.
Frequently Asked Questions (FAQs)
These FAQs address common questions and quick clarifications to help you use this feature with confidence.
Are ServiceCore reports based on the cash or accrual accounting method?
Accrual method.
Income or sales (including sales tax) are recorded in ServiceCore when they're billed and earned, regardless of when the money is actually received.
For instance, if you bill $2,000 in sales on March 1, those sales would appear as income for the first quarter (Q1), even if the customer doesn't pay you until April 1 and funds don't clear your bank account until April 7 (which would be Q2).
How do I view invoice history logs?
Invoice history logs are only available to Billing Staff, Admin, and Owner permission levels in your ServiceCore account. If you have any other permission level, you won't be able to view invoice history.
To view an invoice's history log, follow these steps:
- Click into any invoice in your ServiceCore account.
- Scroll to the bottom of the invoice details page.
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Click "View Invoice History".
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Review the History Log in the window that appears.
When calculating the next invoice based on a Recurring Invoice, does ServiceCore use the Invoice Date or the Due Date of the last invoice?
Recurring invoices use the Invoice Date of the last invoice to calculate proration amounts, proration quantities, and total amounts. Please check out this article to learn more about proration in ServiceCore.
What's the difference between the Aging Snapshot Report and the AR Aging Report?
Both reports track unpaid balances, but they're built for different jobs.
- Aging Snapshot Report: Your go-to for day-to-day work, like tracking down past-due accounts or deciding whether to suspend service. It shows every unpaid balance organized by how far past due it is, along with contact info so you can reach customers directly.
- AR Aging Report: Built for closing your books. Use it when you're reconciling accounts receivable, running month-end close, or reviewing what was owed on a specific date. It uses the Payment Application Date to determine when a payment counts, which matters for accurate financial reporting.
Please check out this article on the AR Aging Report and this article on the Aging Snapshot Report for full walkthroughs of each.
What is the Payment Application Date, and do I need to do anything with it?
The Application Date is a field on the Payment form that controls which accounting period a payment counts toward on your AR Aging Report. For most payments, you'll never need to touch it, it defaults to a sensible date automatically.
You'd only update it if you recorded a payment in one period but want it to count toward a different period on your aging reports, for example, a check that arrived at month-end but wasn't recorded until the next month began.
Please check out this article on the Payment Application Date to learn more.
If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!