Workflow automation
Automated ServiceTitan Daily & Weekly Business Reports
The owner wants five numbers at 6:30 every morning, on a phone, before the first call. Not a dashboard to sign in to, and not a forty-column spreadsheet. A custom summary pulls from ServiceTitan overnight and says what happened in a few lines.
- 01
Pull before dawn
Scheduled runs read the reports and records the summary needs.
- 02
Compute totals
Your definitions applied: which revenue, which jobs, which units.
- 03
Compare
Against the same day last week and the month so far.
- 04
Format for a phone
Numbers first, short lines, a link into ServiceTitan for detail.
- 05
Deliver by role
Email or Slack, each recipient seeing their own business units.
- 06
Flag failures
A late or failed pull sends a short notice, never wrong numbers.
Five numbers before the first call
Most owners don't need another dashboard. They need to know, before the trucks roll, whether yesterday was a good day, what's still open, and whether anything needs their attention. They'll read it on a phone in the truck or at the kitchen table, so it has to be short, and it has to be right.
ServiceTitan can already schedule reports and send them as PDF or XLSX exports, and if one report as an attachment answers the question, use that. It's the native tool and it costs nothing extra to set up. A custom summary is for when the answer lives in several reports, needs a comparison or a threshold, or has to be readable in a few seconds without opening an attachment.
ServiceTitan scheduled reports vs a custom summary
| Need | In ServiceTitan | Custom-built |
|---|---|---|
| What arrives | A report export, PDF or XLSX, on the schedule you set inside ServiceTitan. | A few lines of text with the numbers that matter, readable without opening anything. |
| Sources | One report per schedule. | Several reports and records combined into one message. |
| Comparisons and thresholds | Whatever the report itself shows. | Same day last week, month to date, and flags when something crosses a line you set. |
| Delivery | Email from ServiceTitan. | Email or Slack, with each recipient seeing only their business units. |
What goes in a daily or weekly summary
A typical starting point. Most summaries settle at six to ten lines after the first two weeks.
Yesterday's completed jobs and revenue
By business unit, against the same day last week.
Open estimates worth a look
Count and total of open estimates above your threshold and older than your cutoff, with the oldest few named by job number.
Technician lines
Completed jobs and revenue per technician, for the managers who want it, not on the owner's phone if the owner doesn't.
Week over week
On Monday, last week against the week before and the same week last year, where that history is available.
Outstanding items
Tomorrow's unassigned appointments, jobs on hold, completed jobs not yet invoiced.
Memberships
Sold, renewed and expiring this month, if memberships matter to the business.
Definitions behind the numbers
A daily summary is only useful if everyone reads the numbers the same way. These are agreed in writing before the first send.
- Completed jobs
Jobs whose status became completed on the report date, in the selected business units. Cancelled jobs are excluded; recalls can be included or listed separately.
Data needed: Jobs with status and completion date; business units.
- Revenue
Invoiced revenue dated on the report date, excluding adjustments unless you choose to net them. Booked or sold revenue, if wanted, is reported as a separate line, never mixed in.
Data needed: Invoices with dates and totals, adjustment invoices; or a ServiceTitan revenue report you already trust.
- Average ticket
Revenue divided by completed jobs that produced an invoice, for the same date and business units.
Data needed: Invoices joined to completed jobs.
- Open estimates
Count and total of estimates neither sold nor dismissed, above your threshold and older than your cutoff, as of the report time.
Data needed: Estimates with status, amount and date.
- Week-over-week change
This period's value minus the same period last week, shown as a number and a direction, not a percentage on tiny bases.
Data needed: The same measures for the prior period, recalculated or kept as totals per the agreed retention.
How it's built
- 1
Choose recipients and roles
The owner sees the whole company; a branch or business unit manager sees their own; a sales manager gets the estimate section.
- 2
Pull at a fixed time
Scheduled runs read the Reporting API or the resource APIs before the report goes out. The Reporting API allows one run of the same report per minute per tenant (documented limits), so runs are staggered.
- 3
Compute and compare
Totals calculated with the agreed definitions, compared with the prior period, thresholds checked.
- 4
Write for a phone
Numbers first, short lines, no tables wider than a screen, and a link into ServiceTitan for anyone who wants detail.
- 5
Deliver, or say it's late
If a pull fails, recipients get a short note that the report is delayed rather than a summary with missing numbers that looks complete.
- 6
Tune after two weeks
Lines nobody reads get cut; the question the owner keeps texting about gets added.
Summaries by trade
HVAC
In July, no-cool calls booked versus completed and tomorrow's open capacity, so the owner knows whether to authorize overtime.
Plumbing
Emergency and after-hours jobs in their own line, since they drive both revenue and technician fatigue.
Roofing
A weekly summary rather than daily: estimates presented, sold and open by salesperson, plus jobs on hold for weather.
Electrical
Service and project work split, with permits or inspections pending listed by job number.
Where this fits
A daily summary often becomes the front page of an executive KPI dashboard: the email gives the headline, the dashboard has the detail. Teams that live in spreadsheets may prefer a Google Sheets feed, and urgent changes during the day belong in job status alerts rather than tomorrow's report. All of it is part of ServiceTitan workflow automation, and the same approach powers our wider workflow automation work.
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 five numbers the owner wants first, and how each is defined
- Which ServiceTitan reports you already trust for those numbers
- Who receives what, by role, branch or business unit
- Delivery time, days of the week, and email or Slack
- Thresholds that should be flagged rather than just reported
- Whether ServiceTitan's own scheduled reports already cover part of it
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
Get the numbers before the trucks roll.
Tell us the five numbers you want every morning and where you get them today. We'll show you what the summary would look like and how it would reach you.
- 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)
Rather talk? (480) 525-7582. 0% financing on any project, 25% down. See all pricing
Scheduled report emails: questions we hear a lot.
Can't ServiceTitan already email reports on a schedule?
Yes. Reports can be scheduled inside ServiceTitan and sent as PDF or XLSX exports, and if that answers your question, use it. A custom summary combines several sources, adds comparisons and thresholds, and is written to be read in seconds on a phone.
Can the report go to Slack instead of email?
Yes. The summary can post to a Slack channel or direct message on a schedule. Like email, Slack is an outside service, so the content stays at the level of totals and job numbers, confirmed against ServiceTitan's API Terms first.
What happens if ServiceTitan data isn't available when the report runs?
The recipients get a short note that the report is delayed, and an admin is alerted. A summary with missing numbers that looks complete is worse than no summary.
Can different managers get different reports?
Yes. Recipients are set by role, so a branch manager sees their own branch and a sales manager gets the estimate section. The owner can see everything in one message.
Get the numbers before the trucks roll.
Tell us the five numbers you want every morning and where you get them today. We'll show you what the summary would look like and how it would reach you.