Import your PDF contracts into Template Manager

Overview

In Template Manager, you can upload your PDF contracts and convert them into customizable document templates. After your PDF is imported, you can enrich it further with interactive components: Merge Tags that automatically pull data from your ServiceTitan records, E-Sign fields for collecting signatures, fillable fields for capturing manual input, calculated fields for auto-computing values, and generic fields like text blocks and tables. You can also apply conditional logic to show or hide any field based on data values, so each document adapts to the situation.

Things to know

• Imported PDF files are currently available only for Contracts. You can't use them in other parts of ServiceTitan at this time. To export or import standard document templates, see Import and Export document templates with Template Manager.

Import your PDF document

Upload your contract PDF and convert it into a reusable document template you can populate with merge tags, fillable fields, e-sign components and other configurable elements.

1. Go to the top toolbar and click Settings .

2. In the side panel, go to Operations > Document Templates.

3. On the Template Manager screen, click Create Template > Import Template.

4. In the Import Template window, click Upload file and select a PDF document from your computer.

5. Enter or update the template name in the Template Name field, if needed.

6. When finished, click Import. 

   

   The PDF file opens in the template editor as a draft.

Add merge tags

On the imported document screen, you can customize the PDF by placing merge tags exactly where dynamic data should appear:

1. In the template editor, click Merge Tags in the side panel.

2. Drag and drop merge tags, such as Customer Name, Address, Signature, or Date, onto the appropriate areas of the PDF. 

3. Adjust placement as needed to align with the underlying document fields.

4. In the Field Configuration panel that opens, add a description.

5. (Optional) Click + Add Display Condition to apply conditional logic to this field. For more, see Apply conditional logic to fields.

6. When finished, click Save.

Add an E-Sign component

Add an E-Sign field to collect electronic signatures from a specific recipient directly on the document.

1. In the template editor, click E-Sign in the side panel.

2. Drag the E-Sign component onto the area of the PDF where the signature should appear. 

3. In the Field Configuration panel that opens, configure the following:        

   • Label: Enter a display name for the field.

   • Recipient: Select the person who needs to sign the document:

     • Signer 1 (External): Select this option if the signature field needs to be signed by the first external signer. For example, the customer.

     • Signer 2 (External): Select this option if the template requires a second external signer to sign this field.

     • Signer 3 (External): Select this option if the template requires a third external signer to sign this field.

     • Countersign (Internal): Select this option if this signature field needs to be signed by the internal signer who countersigns after the external signers. For example, the salesperson who completed the sale.

   • Field Type: Select the type of E-Sign element to collect:                

     • Signature

     • Initials

     • Date Signed

     • Full Name 

4. (Optional) Click + Add Display Condition to apply conditional logic to this field. For more, see Apply conditional logic to fields.

5. When finished, click Save.

Add fillable fields

Fillable fields allow recipients to manually enter information directly on the document at the time of signing or completion.

1. In the template editor, click Fillable Fields in the left panel.

2. From the field list, drag any of the following onto the PDF:        

   • Text Field: Accepts free-form text input.

   • Number Field: Accepts numeric input only.

   • Date Field: Accepts a date value.

   • Checkbox: A single checkbox the recipient can check or uncheck.

   • Radio: A group of options where the recipient selects one.

3. In the Field Configuration panel, configure the field:        

   • Label: Enter a display name for the field.

   • Recipient: Select the recipient who should fill in this field.

   • Required: Check this box to make the field mandatory before the document can be submitted.

   • Description: Optionally add a description to provide context for the recipient.

4. (Optional) Click + Add Display Condition to apply conditional logic to this field. For more, see Apply conditional logic to fields.

5. When finished, click Save.

Add calculated fields

Calculated fields automatically compute a value based on a formula you define, using other fillable fields and form fields as inputs. Use them to auto-calculate totals, percentages, or other derived values directly on the document.

1. In the template editor, click Calculated Fields in the side panel.

2. Drag the Calculated Field component onto the area of the PDF where the result should appear. 

3. In the Field Configuration panel, click Configure formula to open the Formula Builder.

4. In the Formula Builder:        

   1. Under Fillable fields, click any field to add it to the formula.

   2. Under Merge tags, click any tag to add it to the formula.

   3. Use the operator buttons (+, -, *, /, (, )) to build your formula.

   4. Under Result type, select the output format: Number, Currency, Percent, or Date. 

   5. (Optional) Click Show advanced settings to configure:                

      1. Rounding mode: Choose Round, Floor, or Ceil.

      2. Decimal places: Use the slider to set the number of decimal places.

      3. Thousands separator: Enable this to display a thousands separator in the result.

      4. Result affixes: Add a Prefix or Postfix to the displayed value, for example, a currency symbol or unit label. 

   6. Click Save in the Formula Builder when your formula is complete.

5. (Optional) Click + Add Display Condition to apply conditional logic to this field. For more, see Apply conditional logic to fields.

6. (Optional) Add a description to provide context for the recipient.

7. When finished, click Save.

Add generic fields

Generic fields let you place static content directly on the document. Use them to add instructional text blocks or tables.

1. In the template editor, click Generic Fields in the left panel.

2. Drag either of the following onto the PDF:        

   • Text: Places a static or editable text block on the document. Click the placed block to edit its content directly on the canvas.

   • Table: Places a data table on the document. Configure the following in the Field Configuration panel:                

     1. Enable Header: Enable this to add a header row to the table.

     2. Columns: Use the + and - buttons to add or remove columns.

     3. Rows: Use the + and - buttons to add or remove rows.

     4. Description: Optionally add a description. 

3. Click + Add Display Condition to apply conditional logic to this field. See Apply conditional logic to fields.

4. When finished, click Save.

Apply conditional logic to fields

Conditional logic lets you control whether a field is visible on the document based on one or more data conditions. You can configure any field, such as E-Sign, fillable, calculated, or generic, to show or hide when specific criteria are met.

1. Open the Field Configuration panel for any field by clicking it in the template editor.

2. Click + Add Display Condition. The Conditions dialog opens.

3. Select All to require all conditions to be met, or Any to trigger when at least one condition is met.

4. Select whether the field should Show or Hide when the conditions are true.

5. Under Source, select the type of data to evaluate, for example, Merge tags.

6. Configure the condition:        

   • Data point: Select the data point to evaluate.

   • Condition: Select the comparison operator, for example, Is equal to.

   • Value: Enter the value to compare against.

7. (Optional) To add more conditions to the same rule, click + Add Condition.

8. When finished, click Save Changes.

Note: Each condition must have a data point and a value before you can save. Numeric fields must contain a valid number.

After you save it, the PDF template can be used like any other document template, automatically populating data when generated.

Want to learn more?

• See Import and Export document templates with Template Manager

• See Copy and customize invoice print templates

• See Create a new document template with Template Manager