Volca AP · Job Costing
Vendor invoices in. Accurate job costs out.
Volca AP scans every vendor invoice in your inbox, posts equipment and materials to the right ServiceTitan job, and mirrors the bill to QuickBooks. Your job costs and books stay reconciled.
Step 1 · Capture
Scanning vendor invoices from your inbox
ap@yourshop.com
Ferguson
Invoice #84291 — Carrier 24ACC636
Winsupply
Statement — line set, copper × 12
Johnstone Supply
Invoice #JS-5512 — Rheem RTGH-95
HD Supply
Receipt — PVC fittings, drain pan
Scanning inbox
4 vendors · 12 invoices today
AP day at every shop
A pile of PDFs versus one clean pipe.
Vendor PDFs piled in an inbox. Bills typed by hand. A pricebook nobody trusts.
~62 hrs/month · 500 invoices typed by hand
- Invoices get dropped in a shared inbox
- Back-office staff key bills into ServiceTitan by hand
- QuickBooks exports break at the edges, re-keyed downstream
- Pricebook costs drift behind the market, margins erode silently
One inbox in. Posted to ServiceTitan. Mirrored to QuickBooks.
Ferguson · Carrier 24ACC636
Invoice #84291 · posted to job
Winsupply · Line set, copper
Statement · posted to job
500 invoices · 0 hours typing · 99% match confidence
- Every line tied to a vendor, a job, and a GL entry
- Job costs accurate the day the invoice lands
- Pricebook current, margins protected
- Books closed without reconciliation Tuesday
From vendor invoice to
general ledger.
No data entry. No spreadsheets. No reconciliation Tuesday.
Ferguson
Invoice #84291 — Carrier 24ACC636
Winsupply
Statement — copper line set × 12
Johnstone
Invoice #JS-5512 — Rheem RTGH-95
HD Supply
Receipt — PVC fittings, drain pan
Vendor
Ferguson
Invoice
#84291
Job
JOB-1042
Total
$3,073
One inbox. Every vendor.
One Volca address handles every vendor: Ferguson, Winsupply, Johnstone, HD Supply. Nothing to install.
Ferguson · Invoice #84291
AI reads every line item
Volca extracts equipment, materials, POs, and unit costs from every invoice: PDFs, statements, emails.
· open jobsPosted to the right ServiceTitan job
Volca finds the exact job using PO context and vendor history. Exceptions flagged for review.
ServiceTitan
PostedJOB-1042
AC swap · Henderson
QuickBooks
SyncedBill · Ferguson
5000 · COGS · Equipment
Mirrored to QuickBooks, automatically
Every matched bill flows into QuickBooks or Sage with job costing intact. Pricebook stays current.
Why this matters
AP in ServiceTitan was never meant to be this hard.Don't let it eat your margins.
For every job your techs close, a vendor invoice lands somewhere: Ferguson, Winsupply, Johnstone, HD Supply, a half-dozen one-offs. Each one needs to find its way to the right ServiceTitan job before anyone can tell you what that job actually cost.
Today, that means a shared inbox, a back-office staffer typing bills by hand, a spreadsheet for job attribution, and a QuickBooks export that breaks at the edges. Pricebook costs drift behind reality. Margins look healthy until they aren't.
Bolting another tool on top of the mess doesn't fix it. The mess is the system.
Volca AP replaces the entire AP process. Vendor invoice to general ledger, with ServiceTitan as the spine.
Why Volca
Turn AP from a back-office tax into a margin engine.
Hours back. True job costing. A pricebook that's never stale. Volca runs your entire AP pipeline.
Know your real margins on every job
Equipment, materials, and PO references land on the right ServiceTitan job with confidence scores. See true profitability by job, tech, and trade. Not estimates. Price smarter, bid with confidence.
Reclaim 62 hours a month
AP at 500 invoices a month eats roughly 62 back-office hours: typing bills, fixing jobs, chasing exports. Volca takes them back, with one audit trail per line item, one click from any job or ledger entry.
Pricebook that keeps up
When a vendor raises copper or Carrier bumps unit costs, Volca rolls the new numbers into your pricebook on the rules you set. Quotes never lag the market again.
QuickBooks without the constraints
Bills land in QuickBooks Online or Sage Intacct cleanly regardless of where ServiceTitan's export breaks. No double entry, no Tuesday morning reconciliation, no broken close.
See AP run on autopilot.
Send us a week of vendor invoices and we'll show you Volca posting them to the right ServiceTitan jobs and into your books, live against your real data.
Talk to us