ServiceTitan workflow automation
ServiceTitan Workflow Automation & Custom Integrations
Somebody in your office spends part of every day on work a schedule could do: chasing open estimates, pulling the same report, telling the install crew a job moved. We automate that work around ServiceTitan, on rules you set, with a person approving anything a customer will see.
- 01
Detect
A scheduled check, or a webhook where your account has one, finds what changed.
- 02
Filter
Your rules pick the records that matter: business unit, job type, age, amount.
- 03
Queue
Anything a customer will see waits for a person to approve it.
- 04
Act
The alert, message or report goes out through the channel you chose.
- 05
Log
Every action is recorded with the ServiceTitan record it came from.
Start with the work someone already does by hand
Ask the office manager what fills the afternoon and the list writes itself. Pull the open estimates and decide who to call. Check which memberships expire next month. Text the install lead that tomorrow's changeout moved to Thursday. Export the day's numbers and paste them into the sheet the owner reads at night. None of it is hard. All of it gets skipped on a busy day, and the busy days are exactly when it matters.
That's the work this category covers: automations that run around ServiceTitan on rules you set, and integrations that move the right slice of ServiceTitan data to the place someone actually looks. It's rules-based software. Each rule is something your team could write on an index card, and each one can be read, changed and switched off.
What's worth automating, and what isn't
A quick test we run on every request before anything gets built.
It follows a rule you can write down
For example, estimates over a set amount, unsold after seven days, in the replacement business unit. That's a rule. Customers who seem interested is not.
It happens on a schedule or after a change
Every morning at six, every Monday, or whenever a job is cancelled, put on hold or completed.
Forgetting it costs money
An unsold estimate, a lapsed membership, a crew that never heard about a schedule change. If nobody would notice the task was skipped, it isn't worth automating.
Not a candidate: judgment calls
Whether to discount a system or who handles an upset customer. Automation can put the facts in front of a person; it shouldn't make the call.
Not a candidate: what ServiceTitan already does
If a native feature covers it once configured, configure it. We point those out during scoping.
Native ServiceTitan automation vs custom
Check the native column first. What your account includes depends on your ServiceTitan products, so we confirm it with you before scoping anything custom.
| Need | In ServiceTitan | Custom-built |
|---|---|---|
| Customer messages | ServiceTitan's own customer communication and marketing tools, depending on your products, plus dispatch notifications that text or email customers when a technician is on the way. | Messages driven by your own rules, such as estimate follow-up timing or renewal sequences, with a person approving them first. |
| Reports | Reports can be run, exported as PDF or XLSX, and scheduled inside ServiceTitan. | One short summary built from several reports, compared with last week, formatted for a phone and delivered by email or Slack. |
| Team alerts | Views and notifications inside ServiceTitan for people who are logged in. | Alerts in Slack, Teams, email or text for the people who aren't, filtered by business unit, amount or job type. |
| Data in other tools | Report exports. We can't confirm a native Google Sheets or Power BI integration; ask ServiceTitan whether your account includes a data product. | Scheduled feeds into a sheet or a staging database for Power BI, designed around ServiceTitan's API Terms. |
How an automation notices that something changed
ServiceTitan documents V2 webhooks, labeled beta, that push selected events to an HTTPS address. Access appears to be limited, and which events a given account can use isn't something we can promise in advance. Where ServiceTitan's webhooks are available for the event, we use them.
Everything else works by checking on a schedule. ServiceTitan's export feeds return records that changed since the last check, including ones made inactive or deleted, and ServiceTitan notes that changes generally appear there after about 15 minutes. So these automations react in minutes, not seconds. That's fine for a follow-up, a renewal or a morning report, and it's why we don't build anything that has to fire while the technician is still in the driveway.
Every check stays inside ServiceTitan's documented rate limits, including one run of the same report per minute through the Reporting API, and backs off and retries when ServiceTitan throttles requests.
Guardrails on every automation
A person approves customer-facing messages
Messages wait in a queue until someone sends, edits or skips them. You can relax that later for messages that have proven themselves.
Stop conditions
An estimate marked sold, a membership renewed, a customer who replies or opts out: the sequence ends on the next check.
No duplicates
Each record and event gets one action even if the same change is seen twice. Export feeds can return a record more than once, so this is designed in from the start.
Quiet hours and caps
Nothing goes to a customer at 10 p.m., and no customer gets three messages in one day because three rules matched.
Logs and an off switch
Every action is recorded with the ServiceTitan record behind it, and one switch pauses the automation without calling a developer.
Least privilege
Read-only permissions unless writing back is the point of the project. Credentials live on the server, never in a browser.
Where most contractors start
The most common first project is estimate follow-up, because unsold estimates are revenue already quoted. It's the problem behind HomeService WebApp, an estimate-recovery app for contractors built on PHP, MySQL, Stripe and the ServiceTitan API. Close behind are a morning report the owner reads on a phone and alerts when a job is cancelled or put on hold.
Automation that doesn't touch ServiceTitan, such as intake on your website or internal paperwork, lives under AI and workflow automation. For screens people open rather than messages they receive, see custom ServiceTitan dashboards.
In this category
- ServiceTitan Estimate Follow-Up Automation Open estimates found, timed, approved and followed up by consent, with a hard stop when one is sold.
- ServiceTitan Maintenance Agreement Renewal Automation Expiring members found early, missed visits caught, and renewal reminders sent by consent.
- ServiceTitan Dispatch & Scheduling Integrations Wallboards, install boards and capacity views built on ServiceTitan's dispatch and schedule data.
- Custom ServiceTitan Job Status Alerts Cancellations, holds and completions sent to the right people in Slack, Teams, email or text.
- ServiceTitan to Google Sheets Integration Scheduled ServiceTitan numbers in the sheet your team already uses, designed around the API Terms.
- ServiceTitan Power BI Integration & Reporting A staged, modeled pipeline from ServiceTitan into Power BI, with security and retention agreed first.
- Automated ServiceTitan Daily & Weekly Business Reports Short daily and weekly summaries from ServiceTitan, written for a phone and sent by email or Slack.
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.
- The task someone does by hand today, how often, and who does it
- Which ServiceTitan records it depends on: estimates, jobs, appointments, memberships or reports
- Whether anything goes to customers, and how you collect consent for texts and emails
- Which ServiceTitan communication and reporting products your account already includes
- Where results should land: email, Slack or Teams, a text, a sheet or a BI tool
- Who approves messages, and who is told when an automation fails
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
Tell us which task you'd automate first.
Describe the job someone does by hand today. We'll tell you whether ServiceTitan already covers it, what a custom automation would depend on, and what it would take to build.
- 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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Workflow automation: questions we hear a lot.
Doesn't ServiceTitan already have automation built in?
Some, depending on your products: customer communication and marketing tools, technician-on-the-way notifications, and scheduled reports. We check those first. Custom automation is for rules specific to your company, alerts outside ServiceTitan, and summaries or feeds the native tools don't produce.
Do your automations use ServiceTitan webhooks?
Where ServiceTitan's webhooks are available for your account and the event, yes. ServiceTitan documents them as a beta with limited access, so we never promise one for a specific event. Otherwise the automation checks for changes on a schedule.
How quickly does an automation react to a change?
In minutes rather than seconds. ServiceTitan notes that changes generally show up in its export feeds after about 15 minutes, and scheduled checks run on top of that. That suits follow-ups, renewals, alerts and reports, but not anything that must happen instantly.
Will an automation text a customer without anyone checking?
Not unless you decide it should after testing. The default is an approval queue where a person sends, edits or skips each message, and texts only go to customers whose consent fits the message. Quiet hours and daily caps apply either way.
Do you use AI to decide what gets sent?
Not on ServiceTitan data. ServiceTitan's API Terms restrict AI processing of data from its APIs, so these automations run on rules you can read and change. Our AI services are for work that doesn't involve ServiceTitan API data.
Tell us which task you'd automate first.
Describe the job someone does by hand today. We'll tell you whether ServiceTitan already covers it, what a custom automation would depend on, and what it would take to build.