Onboarding guide: Supply Chain Integration for ServiceTitan Roofing Customers

Overview

Activate your supplier integration, set up your pricebook, and optimize purchase order management through efficient supply chain workflows.

Step 1: Map your ServiceTitan account with your supplier accounts

After requesting an integration with one of our procurement suppliers and having it configured for your account, log in to ServiceTitan to activate the integration.

1. Go to the top toolbar and click Settings .

2. In the side panel, click Integrations > Vendor Integrations.

3. In the Vendor Integrations screen that opens, click Full Procurement. 

4. Select your supplier and follow the steps on the Integration Setup screen.

Caution: The Add Account screen may vary depending on the supplier you select. You need your supplier account or login information.

Integration Setup

From the integration setup screen, you can map the supplier integration to ServiceTitan in three simple steps.

Step 1 - Link Vendors

1. Select and link a Replenishment vendor for integration.          Vendors can only be linked if they're replenishment vendors and not used in any other active integrations. Filter results using the Show only replenishment vendors toggle or set vendors as replenishment in settings. For more, see Set up vendors.

2. Review the information and click Next.

Step 2 - Verify Supplier Account Number

Enter your supplier credentials or, if applicable, select your preferred supplier account if you are already logged in. Keep in mind that this step might vary depending on the supplier integration you are setting up.

Step 3 - Map Account

1. Click Manage Accounts to select supplier branches to map to your ServiceTitan business units. 

2. On the Manage accounts pop-up that opens, select the accounts you want to pull costs from Pricebook, then click Save. 

3. For each account, assign the appropriate Business Units.        

   Tip: Use the search box to find a specific branch.

4. Select a Primary account as the default for purchases.        

   Note: ServiceTitan uses the primary account for customer-specific costs, catalog filtering based on branch availability and pre-populating PO fields; other accounts used in mapping will contribute to only customer-specific costs.

5. When finished, click Activate.

Activating the vendor integration stores the mapping between ServiceTitan and your supplier.

This mapping also determines the item costs in estimates. When the Business Unit is selected, ServiceTitan uses the mapping to apply region-specific pricing. As a result, estimates reflect the pricing from the specific vendor store branch linked to the business unit, which is especially useful for businesses operating across multiple regions.

Note: If you have multiple accounts depending on your supplier, you may be able to complete account mapping for multiple accounts. Please check out the Multiple Accounts article.

Step 2: Set up your pricebook

After activation, add vendor catalog items to your ServiceTitan Pricebook. This is important as it allows you to view costs, add items to estimates on mobile, and create POs. There are several ways you can add items to your Pricebook:

Option 1: Upload Purchase History

First, request your purchase history from your supplier. Once you receive it, follow the steps to upload it.

1. Go to the navigation bar and click Pricebook.

2. In the side menu, click Pricebook Connect > Catalogs.

3. Select a provider and click Upload Purchase History.

4. Follow the Import Purchase History steps.

Option 2: Add net new items

1. Go to Pricebook > Pricebook Connect > Catalogs, select a catalog to browse, and view categories.        

   Note: When regionality filtering is enabled, the Catalog screen displays only items available from integrated supplier branches set in the vendor account setup. To update the branches, click Items are filtered based on selected branches.

        

2. From the Categories list, select a category or open the category and select an item within the category.

3. From the selected category screen, you see all of the parent items by default. To see the different variants, click Show Details > Variants for more information.        

   Note: A parent item includes general product details such as manufacturer and name. A variant refers to a specific version of the item, such as a particular size or color. For example, parent: GAF Royal Sovereign, variant: GAF Royal Sovereign – Charcoal.

        

4. From the Material Details screen, click Select item.         

   Caution: Adding a parent item also adds its variants, which appear under the Configurable Material tab of the parent item in Pricebook > Materials.

5. You can add the selected item and manually select specific items or click Select All to choose all items.         

   Caution: Select Show variant items to view and manually choose item variants from the item list instead of parent items.

6. When done, click Add to Pricebook. 

Now you have added items to your Pricebook and can further customize them to fit your business workflows.

See Manage supplier catalog material variations in ServiceTitan for more insight.

Step 3: Manage your pricebook

After items are mapped or added from the vendor catalog to your pricebook, let's see how you can further manage them within your Pricebook.

Configure the cost behavior

After adding supplier catalog materials to your pricebook, you can configure how the cost of a parent item is calculated based on the costs of its variations.

1. In ServiceTitan, go to the navigation bar and click Pricebook.

2. In the side menu, under the Pricebook section, click Materials.

3. Click Settings next to the Edit Mode toggle. 

4. Select the Set cost as option. Decide how you want to set the cost of parent items by selecting one of the below options from the cost dropdown:        

   1. Minimum

   2. Maximum

   3. Average

   4. Manual                 

      Note: Setting the cost to Manual prevents automatic cost updates to parent items. However, selecting Maximum, Minimum, or Average will trigger automatic cost updates in the Pricebook, based on updates to the item variant costs.

5. Click Save.

Tip: To configure the cost for each parent material individually, open the material, go to the Configurable Material tab, and select the desired cost behavior, Maximum, Minimum, Average, or Manual. Setting an individual cost in this manner overwrites the main setting on a per item basis.

Configure item updates

After items are mapped or added from the vendor catalog to your pricebook, item costs pull from the supplier through Pricebook > Pricebook Connect > Updates for you to apply. Costs update nightly.

You can Manually update items or enable Auto updates in Pricebook Connect > Updates section.

1. On the Updates screen, click the Provider dropdown and select the catalog you want to view updates for.

2. Click Auto  to manage update settings.

3. Select Auto Update for fields you want to update automatically and click Save to apply changes.        

   Tip: We recommend turning on Auto Update for costs to ensure accurate and up-to-date information.

        

4. You can view automatic and manual updates/dismissals in the History Log. See Update your pricebook with Pricebook Connect for more information.

Step 4: Manage your purchase orders (POs)

After mapping your catalog and tracking updates, you can create purchase orders and take full advantage of supply chain workflows. Supply Chain Integration supports the following purchasing processes:

Create and send POs electronically

1. Go to the Inventory or Purchasing tab > Purchase Orders.

2. Click Create New, complete all required fields and add items.        

   Note: Custom fields may vary based on the supplier integration. After you select a vendor, the relevant custom fields will appear automatically on the applicable line items.

3. Select the items from the Item list section click Select an item. 

4. From the pop-up, select Pricebook.         

   Note: If an item you want to add to the estimate is not in your Pricebook, you can directly add it from the Vendor Catalog option.

5. (Optional) Use the type dropdown in Custom Field to select a specific variant of the parent item.

6. After adding the items, click Send as Electronic Delivery. 

ServiceTitan verifies the quantities and cost match with the vendors at the given branch. You can then click Review Stock Levels, to see if the quantities of the items on the purchase order are available at the vendor's branch. See Create and send POs electronically for more information.

Check real-time availability and pricing of PO items

1. On the Create Purchase Order screen, select the vendor that is linked to the supplier integration as the Vendor and add line items with vendor part numbers.

2. Click Check Vendor Inventory to verify stock levels and pricing. If quantity and pricing match, you'll receive a confirmation.

3. Click Review Stock Levels if needed. 

For more, see Check real-time availability and pricing of PO items.

Tip: Add catalog items directly to purchase orders and optionally map or save them to your pricebook. For more, see Search and add vendor catalog items directly to your PO.

Select a vendor branch to check availability

1. On the Create Purchase Order screen, select the vendor that is linked to the supplier integration as the Vendor and if applicable update the Supplier Branch.

2. Complete the required fields and click Check Vendor Inventory to verify stock levels.

3. Click View and Resolve to check for discrepancies, review branch card details, and make necessary adjustments. 

For more, see Branch-based purchasing.

Step 5: Track purchase order status

After creating and sending over your purchase order to the vendor, you can track the status of the purchase order.

Check purchase order (PO) status manually

1. Go to Inventory or Purchasing tab > Purchase Orders.

2. From the Purchase Orders screen you can find your purchase order in one of the tabs and find its status. 

Rejected Purchase Order: You can see a rejection error if one of your purchase orders has been rejected in Inventory or Purchasing tab > Purchase Orders > Pending.

Accepted purchase order: You can see Accepted status next to the purchase order (PO) after you navigate to the specific purchase order in Inventory or Purchasing tab > Purchase Orders > Sent.

Create alert for rejected and accepted purchase orders (PO)

1. Go to the top toolbar and click Settings.

2. In the side panel, click Integrations > Alerts.

3. Create a new alert.

4. Select the Type dropdown as Purchase Order.

5. Select the PO Status as Electronic Purchase Order Rejected or Electronic Purchase Order Accepted. 

6. Enter remaining details as needed and click Save.

Additional Resources

• Use ServiceTitan Help Center or contact Technical Support for assistance