Add a PDF form to ServiceTitan and use it in ServiceTitan Mobile

Overview

Upload your custom PDF forms to ServiceTitan and add them to jobs, calls, customers, locations, or equipment.

Things to know

• ServiceTitan supports two kinds of forms:

  • ServiceTitan Forms: Designed directly in ServiceTitan

  • PDFs: Designed outside of ServiceTitan, converted to a PDF, and then uploaded to ServiceTitan

• Technicians can’t upload photos or videos to PDF forms. They can only edit and fill out PDF forms.

• PDF forms with embedded formulas or calculations don’t work in ServiceTitan Mobile.

• Data from PDF forms can’t be exported.

• Be sure to add business units (BUs) to your forms. If your business has lots of forms, splitting them up by BU helps reduce the number of forms displayed to technicians. For example, on an HVAC job, the tech only sees HVAC forms. This way they spend less time finding the right forms in the mobile app.

• If a PDF form is assigned to a job, it will always appear in the Forms section of the Email option when sending a project invoice, job invoice, membership invoice, or estimate by email.

Create a PDF form from a paper form

1. If you are using a paper form, first scan that form using a scanner and save it on your computer as a PDF.

2. When you have an electronic copy of your form go to www.pdfescape.com and upload your form.
    

3. In the PDFescape editor, select Form Field.
   

4. In the Type dropdown, select Text.

5. Drag to add a field wherever you want text entered

Tip:

• You can also add a text paragraph, a checkbox, a radio button, a dropdown, a listbox, Reset button, and Submit button as a form field.

• See Add smart fields to a PDF to learn how to use smart fields in your PDF.

Add a PDF form to ServiceTitan

1. Go to the navigation bar and click Settings .

2. In the side panel, go to Operations > Forms. 

3. Click + Add Forms. 

4. In the Add Form screen that opens, scroll to the bottom of the page and click Upload a PDF-form.

5. Add the PDF form by either dragging and dropping the file or clicking Browse for a file to upload it from your computer.
   A confirmation banner appears when your PDF form is successfully uploaded.
   

6. When finished, click Save.

Edit Smart PDFs

PDF forms on a job can be edited by an office employee. It is important that you make your edits in a PDF authoring tool such as Adobe Reader or Apple's Preview to ensure that the changes are saved.

1. Search for and open the job that has the form you want to edit.

2. Under History, click Files.

3. Hover on the form you want to edit then click Create. 
   
   The form opens as a new tab in your web browser.

4. Download the form to your computer.
   

5. Open the downloaded PDF in a PDF editing software, such as Adobe (PC/Mac) or Preview (Mac). Do not reopen it in your web browser.

6. Add or edit content to the fillable fields of the PDF. If you want the smart codes to populate properly, do not change them. The smart codes will populate when the form is re-uploaded.

7. Save your changes to the PDF in your PDF editing software.

8. Close the tab you used to download the form. The form upload page opens.
   

9. Delete the old PDF form if there is one. Then, upload the new form you just saved.

10. Click Save.

The PDF form should now be updated with your changes and the smart codes should auto-fill.

Want to learn more?

• Visit the Academy and enroll in PDF Forms

• See Smart fields in PDF forms

• See Use PDF signature fields in ServiceTitan Mobile