API development
Custom ServiceTitan Estimates & Invoice Integrations
Open estimates and invoices are where the money sits. Custom work here is mostly careful reading, matching and checking, and very little writing back.
Data moves from ServiceTitan through Estimate service to Reports & accounting.
The $14,000 estimate nobody called back
For example, picture a comfort advisor who presents a $14,000 system replacement on a Tuesday. The homeowner wants to think about it. By Friday the advisor has run eight more calls, and the estimate sits open in ServiceTitan with nobody assigned to follow it up. Multiply that by a sales team and a season, and the open-estimate list is often worth more than a month of service revenue.
Invoices have the opposite problem. They're closed, but they don't always match what accounting shows. A month-end reconciliation that compares ServiceTitan invoices and payments to the books by hand takes someone a day and still misses the adjustment posted on the 31st.
Both are problems of reading the right records correctly. The estimate and invoice APIs make the data available; the work is deciding what counts, checking it, and showing it to the right people. For how this fits ServiceTitan API work generally, see ServiceTitan API development.
What custom work could do
Open estimate reporting
Open, sold and dismissed estimates by advisor, business unit, age and value, so the sales manager sees which ones still have a chance.
Estimate recovery
A working list of stale estimates with follow-up status. HomeService WebApp tracks outstanding estimates and flags stale ones this way. Automated follow-up messages are covered under ServiceTitan estimate follow-up automation.
Invoice reconciliation
Invoices, invoice items and payments compared against your accounting records on a schedule, with mismatches listed for a person to resolve.
Proposal and financing tools
A tool that reads a sold or open estimate to prepare internal paperwork. Sending ServiceTitan data to an outside financing or proposal service must be checked against ServiceTitan's API Terms first.
Revenue inputs
Clean, validated estimate and invoice data for reporting. The reporting itself lives on ServiceTitan revenue dashboards.
What ServiceTitan covers, and what custom adds
| Need | In ServiceTitan | Custom-built |
|---|---|---|
| Estimate reports | Built-in reports on estimates, configurable and exportable, and schedulable inside ServiceTitan. | Your own definition of open and stale, joined with follow-up status tracked outside ServiceTitan. |
| Customer acceptance and payment | ServiceTitan's New Customer Portal lets customers accept estimates and pay invoices. | Rarely needed. We'd use the portal rather than rebuild it. |
| Accounting | Exports and whatever accounting integrations your account includes. | Reconciliation that compares both sides and lists differences, without changing either system automatically. |
| Proposal templates | Estimate and proposal templates are managed in ServiceTitan. | Internal tools that read estimates; proposals are best presented from ServiceTitan itself. |
Definitions to settle before any report
Estimate numbers are easy to pull and easy to get wrong. These questions decide whether the sales meeting trusts the report.
One job, several estimates
Advisors often present good, better and best options as separate estimates on one job. Decide whether that is one opportunity or three before anyone counts a closing rate.
Sold later
An estimate sold three weeks after it was presented, on a different visit, belongs to which week and which advisor? Pick a rule and apply it everywhere.
Dismissed vs open
Dismissed estimates were declined or replaced. Leaving them in the open total inflates the pipeline and sends the sales team after customers who already said no.
Which business unit
Count by the business unit of the job, the advisor or the estimate itself, and say which on the screen. Different answers produce different numbers.
How an estimates or invoice integration works
- 1
Agree the definitions
What counts as an open estimate, when one becomes stale, which invoice date matters for which report. Written down before code.
- 2
Grant finance scopes narrowly
Read access to estimates, invoices and payments, and nothing else the tool doesn't use. Setup is covered in ServiceTitan API authentication.
- 3
Read through export feeds
Estimates, invoices, invoice items and payments all have export feeds that return changes incrementally. The approach is the same as customer and job data sync.
- 4
Validate
Invoice totals are checked against their items and payments, estimates against their sold, open or dismissed status, and anything that doesn't add up is held for review rather than reported.
- 5
Reconcile and show
Matched records feed the report or tool; exceptions go to a short list with enough detail for the office to fix them in the right system.
Permissions and privacy for finance data
Least privilege
Finance data gets the narrowest scopes and the smallest audience. An advisor sees their own estimates; only owners and the office see invoice reconciliation.
No card data
Integrations read payment records as ServiceTitan provides them. They never collect or store card numbers.
Storage
Estimate and invoice data is kept only as ServiceTitan's API Terms and documentation allow, and what a report retains is agreed before building.
Audit trail
Every read job and every write is logged, so a number in a report can be traced back to the ServiceTitan records it came from.
By trade
HVAC
Replacement estimates tracked by advisor and age, with options presented and the one sold, if any.
Plumbing
Repipe and water heater estimates grouped by value, plus a weekly check of invoices with open balances.
Roofing
Large re-roof estimates followed through insurance timelines, with invoice and payment matching once work completes.
Electrical
Panel upgrade and EV charger estimates separated from small service calls so they get their own follow-up.
What to have ready before we talk
None of this is required for a first call, but each answer makes the scope and the quote sharper.
- How your company defines an open, stale, sold and dismissed estimate
- Which accounting system invoices should reconcile against, and how
- Who should see estimate data, and who should see invoice and payment data
- Whether anything must be written back to ServiceTitan, and why
- Which business units and date ranges matter for reporting
Related ServiceTitan development
Mesa Web Designers is an independent developer. We are not affiliated with, endorsed by, or a partner of ServiceTitan. ServiceTitan is a trademark of its owner. What an integration can do depends on your ServiceTitan products, the permissions your admin grants, and the APIs available to your account.
Start the conversation
Put your open estimates to work.
Tell us how your team tracks estimates and invoices today. We'll show you what an integration would read, check and report.
- Web apps, portals and integrations start from $575, priced by complexity
- The developer who scopes it builds it and answers the phone
- Built for ServiceTitan contractors nationwide
What do you need built?
Pick what fits (pick any)
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Estimates & invoices: questions we hear a lot.
Can the API create invoices in ServiceTitan?
Not in general. The Invoices API supports reading and updating invoices and creating adjustment invoices. Invoices themselves are created through the normal job workflow in ServiceTitan.
Can a custom tool mark an estimate as sold?
The Estimates API supports marking estimates sold or unsold and dismissing them, with write scope approved by your admin. We usually advise leaving that to the sales process inside ServiceTitan and keeping the custom tool read-only.
Can you reconcile ServiceTitan invoices with our accounting software?
Yes, as a comparison. The integration reads invoices, invoice items and payments, compares them to your accounting records, and lists differences for the office to resolve. It doesn't change either system automatically.
Is this the same as automated estimate follow-up?
Related, but separate. This page covers reading and reporting estimate data. Sending follow-up messages involves timing, consent and stop rules, which are covered on the estimate follow-up automation page.
Put your open estimates to work.
Tell us how your team tracks estimates and invoices today. We'll show you what an integration would read, check and report.