AP: Reconcile Vendor Statements

Learn how to verify vendor statement invoices in ServiceTitan inventory receipts, save reviewed files, and locate missing invoices.

September 25, 2026 By Autumn Bowman

Purpose

This guide outlines the procedure for reconciling incoming vendor statements against inventory receipts in ServiceTitan/Sage. Completing this process ensures all billed vendor invoices match recorded amounts, processed records are tracked and archived in the statements directory, and missing invoices are identified for follow-up.

Scope

This procedure applies to accounting and accounts payable team members responsible for reconciling supplier and vendor statements. It covers matching invoices in ServiceTitan/Sage and Outlook, saving verified records to the shared statements folder, and identifying missing receipts. Requesting invoice copies from external vendors after verification fails is handled as a separate follow-up task.

Match Invoices in ServiceTitan

Open your vendor statement alongside ServiceTitan to compare each line item against recorded receipts.

Step #1: Navigate to Inventory and open your inventory receipts. — Navigate to **Inventory** and open your inventory receipts.

Step #2: Filter the receipts list by the specific vendor named on the statement. — Filter the receipts list by the specific vendor named on the statement.

Verify that the line item matches the expected vendor name and dollar amount.

Step #4: Confirm the invoice total matches the statement. Check invoice status in Sage. — Confirm the invoice total matches the statement. Check invoice status in Sage.

Highlight verified lines in green on your PDF statement to show they are confirmed and good to go.

Step #5: Verify invoice payment status in Sage — Verify invoice payment status in Sage

Step #6: Go Applications - Select Accounts Payable - Click Bills — Go Applications - Select Accounts Payable - Click Bills

Step #7: Verify Invoice Payment Status in Sage — Verify Invoice Payment Status in Sage

Archive the Completed Statement

Once all line items on the statement have been reconciled, save the annotated statement to the archive folder.

Step #2: Navigate to the 00-STATEMENTS directory and select the current month's folder. — Navigate to the **00-STATEMENTS** directory and select the current month's folder.

Step #3: Name the file following the standard convention done_[initials]_[vendor] and click Save. — Name the file following the standard convention `done_[initials]_[vendor]` and click **Save**.

Locate Missing Invoices in Outlook

If an invoice listed on the statement does not appear in your ServiceTitan inventory receipts, search email history before requesting a re-send.

Step #1: Open Outlook and select the Deleted Items folder in the navigation pane. — Open Outlook and select the **Deleted Items** folder in the navigation pane.

If searching Outlook returns no matching invoice email, contact the vendor directly to request a copy of the unreceived invoice.

FAQ

Q: What naming convention should be used when saving a reconciled statement?

A: Use the format done_[initials]_[vendor] (for example, done_AB_Thermatec) so the team can identify who reconciled the document and for which supplier.

Q: What should I do if an invoice on the statement does not appear in ServiceTitan?

A: Search your Outlook folders—including Deleted Items—by invoice number to confirm whether it was ever received. If no record exists, reach out to the vendor to request the missing invoice.

Q: What does green highlighting on a statement indicate?

A: Green highlighting indicates that the invoice has been verified against ServiceTitan inventory receipts and the dollar amounts match.

Glossary

Term	Definition
Ven Doc Number	The field in ServiceTitan used to search and store the external vendor's invoice or document number.
Inventory Receipts	The ServiceTitan module where received vendor goods and associated vendor invoices are tracked.
00-STATEMENTS	The shared directory used to store and archive reconciled vendor statements by month.