Manage spec-based estimate templates in ServiceTitan and ServiceTitan Mobile

Overview

Spec-Based Estimate Templates enable office staff to link fields completed in forms with Pricebook items and perform quantity calculations. This allows estimates to be automatically calculated and generated. This feature enhances efficiency by allowing sales teams to generate accurate estimates for jobs like re-roofing or gutter installation quickly and effectively.

Things to know

• The template conducts calculations and automatically generates a list of required materials and costs.

• You can build estimates and formulas directly in the SBET builder or use a MS Excel file to define rules and calculations for each field. Using MS Excel allows you to pull in data from a form to automatically adjust pricing based on your setup. To download the excel template, go to Pricebook > Spec Based Templates > Step 4: Set Up Estimates & Create Formula > Import.

• The system locks forms and you can't edit them when they are attached to an active Spec Based Template.

• You can't edit, delete, or deactivate a proposal type or option if it's tied to an active Spec-Based Estimate Template (SBET).

• You can generate a new estimate from a duplicated SBET form, even if the original form is linked to a sold estimate.

• SBET is accessible to all trades, but its workflows and functions are specialized for roofing and exterior contractors.

• You can select more than one SBET template when building an estimate for a job or project.

Edit Spec Based Estimate Template

After successfully creating the SBET, you can still make edits to it.

1. Go to Pricebook > Templates.

2. Click the Spec Based Templates tab.

3. Click Actions next to the published template. You have the following options:         

   1. Edit: Modify the template.

   2. Duplicate: Make a copy of the template.

   3. Export Formulas: Download the latest version of the formulas from the UI or imported.

   4. Deactivate: Make the template inactive.

For more on how to create a template, see Set up spec-based estimate templates.

Edit an active form

When a form is linked to a Spec Based Template, it will be locked and you cannot edit it. The form is locked to prevent the accidental removal of a mapped field being used by the template.

There are two workflows to update a form that is attached to a Spec Based template:

1. You can temporarily deactivate the Spec Based template. This action unlocks the form so you can make the necessary changes. After updating, Save the changes and re-activate the Spec Based template to use the new form.

2. You can duplicate the form you wish to edit, make the necessary updates, and replace the old form with the new one in the Spec Based template.

Caution: After you update a form, don't edit existing submissions. Instead, submit a new form if changes are needed.

Create Spec based estimates from office

You can create Spec-Based Estimates (SBET) from either a Sales Job in the office or directly from the Project screen or ServiceTitan Mobile.

Create estimate from a Sales Job

You can also create SBET estimates from a scheduled Sales Job.

To create an estimate from a job:

Option 1: Create estimate from Job Actions

Create spec based estimates by selecting the template first.

1. Schedule a Sales Job and assign it to a salesperson or estimator.

2. Gather job measurements, photos, and other required fields to fill out the form.

3. From the Sales Job, go to the Job Actions drop-down and select Add an Estimate.

4. On the Build Estimate window, select one or more Spec Based Templates.

5. Select the Template Name(s) that you want to use for this estimate, such as Residential Roof Replacement.

6. Click Done.

7. On the Form, fill out the relevant data and click Save.

The created Spec Based estimates appear under Estimates on the job page.

Option 2: Create estimate from a form

Create spec based estimates by selecting the form first then having the system automatically select the template.

1. Open the sales job and scroll down to the History section.

2. In the History section, select Files.

3. Find the SBET form and click Create.         

   Note: SBET forms display a Generates estimate on completion tag to distinguish them from standard forms.

4. In the Select Measurement Option pop-up, select one of the following:        

   1. Existing Measurements                

      1. Select the measurement integration you want to use.

   2. Manual Input: The form screen opens.                

      1. Fill out the form details

5. If you already have generated estimates, Save Form pop-up appears. Select how you want to proceed:         

   1. Replace existing estimate                

      1. After you select to replace the estimates, Replace Existing Estimates pop-up appears, select Yes to confirm replacing the estimates.

   2. Create additional estimates

For more, see Create estimates with spec-based template forms on the job page.

Create estimate from a Project

For project-focused workflows, you can now build SBET estimates directly from the Project page before a job is created.

To create an estimate from a project:

1. Open the project.

2. Click Actions > Build Estimate.

3. From the Build Estimate pop-up, select an existing opportunity or click Create New Opportunity. 

4. When creating a new opportunity, select a business unit from the Business Unit dropdown in the Create New Opportunity pop-up. 

5. Click Spec Based Template, select one or more and click Next. 

6. Fill out the form fields and click Save.

After that, your created estimate appears in the Estimates tab on your project.

Note: When setting up the SBET, make sure to assign the form to the job so it appears correctly on the opportunity.

Create Spec Based Estimates from ServiceTitan Mobile

When you're on a job, you can generate estimates from measurements and details about the home that you enter into a specific form. This allows you to automatically create an accurately priced estimate that meets the needs and budget of your customer and the expectations of your company.

Build Spec-Based estimate:

1. If you aren't already on the job screen for your current job, tap Overview on the dashboard, and then tap View Current Job.

2. Tap Forms.

3. Select the appropriate form from the list.

4. Fill out the measurements in the form. 

5. When finished, tap Save.        

   Note: You can duplicate a SBET form after an estimate is sold and generate new estimates. From the pop-up, select one of the following options and click duplicate:

            

   1. Create a blank copy of this form

   2. Copy all the existing completed data

6. On the Form Saved window, select Back to Job. 

After you complete the Spec Based form, the system automatically creates a Spec Based estimate based on how your company wants it presented to the customer.

To present the estimate:

1. From the Current Job page, tap Estimates.

2. You will see all of the estimate options listed with the accurate measurements pulled from the completed Spec Based form. For more, see Present and sell an estimate.        

   Note: If you don't see the estimates, tap the sync icon to refresh.

Edit submitted form measurements

Follow the steps below to make changes to the information entered on the measurement form. Once updated, you'll have the option to apply the changes to the existing estimates or create new ones.

Note: This only works if none of the originally generated estimates are marked Sold. If a Sold estimate exists on the job, the form can be updated but the estimates will not update, as explained in a pop-up.

1. From ServiceTitan Mobile, select the job whose measurement form requires changes.

2. Click Forms.

3. Click the Completed form entry previously submitted. 

4. The form opens with the previously submitted information. Make the required changes.

5. When finished, click Save.

6. In the pop-up that opens, select the preferred option:        

   1. Cancel: Returns to the form without saving updates.

   2. Replace Existing Estimates: Updates the estimates already created. To show that changes were made, updated estimates are renamed with a number after the name of the estimate. For example: Good 1, Better 1, Best 1.

   3. Create Additional Estimates: Creates new estimates in addition to the original estimates created. To distinguish between the new and original estimates, the new estimates are given the same name as the original estimates but with a number after them. For example: Good 1, Better 1, Best 1.

Want to learn more?

• See Set up spec-based estimate templates

• See Create Spec Based Template rules in Excel