Move a construction build to a commercial business owner

Overview

Manage construction builds in ServiceTitan when a new business owner moves into a commercial property your business has built.

What value does this workflow provide my business?

• Construction businesses need streamlined workflows to manage new business owners moving into the buildings they’ve built. This workflow reduces the number of steps needed and guarantees that past job information stays associated with the location record.

• Construction businesses need efficient solutions to common questions, such as:

  • How can I avoid having multiple location records for the same Builder PO?

  • How do I move Lot #145677 under John Smith now that they’ve purchased the property?

  • What’s the best workflow to associate Builder PO #4312 with the entity that purchased the completed building?

• Reference the table below to better understand the benefits of this workflow and its impact on how you manage your records in ServiceTitan.

Use Case

We recommend the following workflow for managing Location Records from the beginning of construction to completion.

Step 1: Create new records

Create new records for the construction build. This way, when someone moves into the building, you can simply edit the name and address. This also keeps all work history within the same Location Record.

1. Go to the Call Booking screen and click New customer.

2. Under Where will the service be performed?, enter the following details. This creates the new Location Record:

   1. Location Name: Enter the General Contractor (GC) and building name or the location and building name.

      Note: This name is used as a placeholder. Any name you enter is fine because you’ll update it later in Step 5 of this workflow.

   2. Location Address: Enter Unsold Business as a placeholder for the address, then select Enter Address Manually.
      In the fields that open, enter the City, State, Country, and ZIP / Postal Code.

   3. Contact Methods: Enter a phone number and email address.

      Note: Click Delete to remove a contact method, or click Add Contact Method to add another one.

3. Under Who will pay for the job?, keep the default selection: The customer is the same as the tenant. This duplicates the location details to the Customer Record that this step creates.

   Note: For now, this Customer Record is just a placeholder. You won’t use it as the Bill To for the construction project work. Later, in Step 5 of this workflow, you’ll update this placeholder Customer Record to reflect the new business owner.

4. For Customer Type, select Commercial. This sets the property type.

5. When finished, click Create Customer.
   

6. Repeat this process based on the number of buildings associated with the bid or contract.

Step 2: Create the construction project

1. Open the Location Record you just created.

2. Click More , then select Create Project.
   

3. On the pop-up that opens, click Confirm.

4. Repeat this process based on the number of buildings associated with the bid or contract.

Step 3: Edit the project’s Bill To information

This step ensures that the financial aspect of invoices, payments, and financial history are associated with the Customer Record that’s funding this construction project. The job and appointment history remain associated with the new build Location Record.

To edit the project's Bill To information to reflect who is providing payments for the construction work:

1. Open the project and select Edit .
   

2. In the Bill To field, search for and select the Customer Record that will be financially responsible for this construction project.
   
   

   Tip: For better efficiency, enter a Project Name, Status, Project Manager, Start Date, Target Completion Date, and ensure the project’s payment term is correct. If you're using client-specific pricing, associate the appropriate rate sheet for this project. Make sure to provide additional information to your customer about the client-specific rates. Account configuration is required to use client-specific pricing, please contact Technical Support for details.

3. Click Save.

Step 4: Build out and begin the project

After you set the project’s Bill To, begin booking jobs for the phases of work to be completed.

In the project, click the Actions dropdown and select Book New Job.

This takes you to the Call Booking screen where you can select the appropriate job type to begin work. For more, see Manage and book jobs in a project and Book multi-day jobs.

Note: We recommend that you use project level invoicing instead of invoicing per job. If, however, you choose to invoice per job, make sure to change Bill To Customer Record on each job so that it correctly matches the party funding the construction work.

Step 5: Project completion

After you complete the construction project and a new owner moves into the building, update the Customer and Location Record you created in Step 1.

Click Edit on the Customer Record. Update the Name and anything else that needs to be changed, then save your changes. For example, if your account is configured for it, select if the business owner is eligible for client-specific pricing, or if you’d prefer to Use Default Rate Sheet for Customer Type.

Note: If you Select custom rate sheet, provide additional information to your customer about the client-specific rates. Account configuration is required to use this feature, please contact Technical Support for details.

Click Edit on the Location Record. Update the Location Name and anything else that needs to be changed, then save your changes.

This ensures that the job and appointment history remain associated with the Location Record, and that the placeholder Customer Record from Step 1 is now associated with the new business owner.

Step 6: Validate the address

After the address is retrieved, edit the Location Record you created in Step 1 and validate the address.

Want to learn more?

• See Create a new location record

• See Change the customer on an existing Location Record

• See Customer and Location Records overview