Overview

ServiceTitan provides pre-designed contract templates with basic design elements that are ready for printing. To get started more effectively, copy a predesigned template and customize it to match your branding and business requirements. You can also group your contract document templates into a contract template package, so that Technicians can select one package instead of picking individual documents each time. The package renders the correct documents automatically at contract time, based on conditional logic rules you set.

Note: The proposal template includes an Attachments section that displays the pictures and files you choose to include in the proposal sent to your customers.

Things to know

• You can access Contracts in ServiceTitan from the following four locations:

  • Follow Up > Contracts

  • Customer Location record > Contracts section

  • Job record > Contracts section

  • Opportunity > Contracts For more, see View and Manage Contracts in ServiceTitan office.

• A final contract PDF cannot be larger than 32 MB, or it cannot be loaded into DocuSign for signing. Since packaging multiple templates into one contract or using uploaded PDF contract templates can increase the file size, make sure the final contract PDF is at or under 32 MB before sending it for signature. You can preview and download the PDF to check its size if you're unsure.

Before you start

Custom fields let you gather specialized information on the contract. For example, you can track details such as the scope area, and this information appears on the contract document you show and send to your customer. Custom fields also appear in Search and can be included in reports.

If you want to include custom fields on your contract, create them first. You'll add them to your document template in Step 2.

Create a custom field

1. Go to the top toolbar and click the Settings .

2. In the side panel, click Operations > Custom Fields.

3. On the Custom Fields screen, click Add.

4. Enter a name in the Name field.

5. Select Contracts so the field appears in the contract. You can select multiple places for a custom field to appear.

6. From the Type dropdown, select the information you want the field to include:

   • Text: Letters, numbers, and symbols

   • Dropdown: A list of items to select from:

     1. Enter the first item in the list in the Option 1 field.

     2. Click Click to add option to add another field.

     3. Click and drag the arrows on the side of a field to change the list order.

     4. Click Remove next to a field to delete it from the list.
        Note: You can include up to 1,000 options in the Custom Field dropdown.

   • Numeric: Numbers only.

7. When you're finished, click Save.

Step 1: Set up Document Template

To set up a contract document template, you can create one from scratch, import an existing PDF, or duplicate an existing template to customize it for your needs.

For more on how to set up contract templates with PDF upload, see Import your PDF contracts into Template Manager.

Option 1: Create contract template from scratch

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 > New Template. The Create Template pop-up window opens.

4. On the Create Template window, enter a new Template Name and select the Type as Contract.

5. When finished, click Confirm. After creating the template, move to the next step to enter information and set it up according to your business needs.
   

Option 2: Copy existing template

1. Go to the top toolbar and click Settings .

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

3. Search for the proposal template you want to duplicate and click Actions > Duplicate.

   Note: Make sure the template Type is set to Contract.

   

4. On the Duplicate Template pop-up window that opens, enter a new Template Name and select the Type as Contract.

5. When finished, click Duplicate. After copying the pre-created template, move to the next step to edit and customize the contract document template to your business needs.
   

For more on how to set up contract templates with PDF upload, see Import your PDF contracts into Template Manager.

Step 2: Edit the contract template

After you've created or copied a template in Step 1, you're taken directly to the template editor. Follow these steps to customize the template for your contracts.

Note: If you're returning to edit an existing template, go to Settings > Operations > Document Templates, find the template, and click More > Edit . The Editable column must be set to Yes.

1. Enter the Template Details:

   • PDF Header: Select a template to appear at the top of every page in the PDF or printed version of documents generated from this template. Commonly used for company logos, branding, or document identifiers.

   • PDF Footer: Select a template to appear at the bottom of every page in the PDF or printed version of documents generated from this template. Commonly used for page numbers, disclaimers, or contact information.

   • Paper size: Select A4, Legal, or Letter.

   • Page margins: Set the Top, Left, Bottom, and Right margins in millimeters.

   • Orientation: Select Landscape or Portrait.

1. Set up the Template Design. This section lets you add components to your contract template. Components are placeholders that contain the data or layout elements that appear on the final contract.
   
   To add a component, click Content in the side menu, then drag and drop the component into the template area. Some common elements you may want to include for contracts include:

   • Estimate ID: Displays the ID of the estimate the contract is tied to, so both you and the homeowner have a clear reference.

   • Estimate Options: Shows the estimate options the homeowner selects from, for example, Good, Better, Best.

   • Payment Information: Shows the purchase price, deposit, and balance due, along with payment method details.

   • Billed to Location: Displays the customer location the contract is billed to.

   • Custom Fields: Adds the custom fields you set up in Before you start, so contract-specific information such as scope area appears on the final contract.

   • Attachments: Includes supporting files, such as pictures or documents, you want to send with the contract.

   • BU Logo or Logo: Adds your company or Business Unit branding to the contract.

2. Add and configure an E-Sign component so that external signers and internal countersigners can sign the contract. After you drop the E-Sign component into the template area, configure it as follows:

   Note: You can add the E-Sign component multiple times in a document template to include different types of content, such as Signature and Date Signed.

   • Sign Label: Add the signature field label you want to display on the document template.

   • 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.

   • Type: Select the type of electronic signature option you want to add to the document:

     • Signature: Allows the signer to provide their full signature.

     • Initials: Allows the signer to add their initials, often used for quick acknowledgments.

     • Date Signed: Automatically records the date when the document is signed.

     • Full Name: Pulls up the signer's full name.

3. When finished, click Save and Publish. 

(Optional) Step 3: Group templates into a contract template package

Group multiple contract templates into a contract template package so Technicians can select one package instead of picking multiple individual documents each time. Packages support conditional logic, so you can control which documents are included based on job data such as business unit, job type, or contract value.

Note: This step is optional. Technicians can still select individual templates when creating a contract.

Create a package

Note: Every contract template package must include at least one template with an e-sign component. If no template in the package has an e-sign component, the No e-sign component banner appears on the package screen, and Technicians cannot submit a contract using that package.

1. Go to the navigation bar and click Settings .

2. In the side panel, click Operations > Document Templates > Document Template Package.

3. On the Document Template Package screen, click + New Package.
   

4. Click Edit Title and enter a title for the template package.
   

5. In the Template Library section, click Add next to each template you want to include in this package. Selected templates appear in the Document Order section on the right.
   

6. In the Document Order section, drag the templates into the order you want them to appear in the generated contract.

7. Review the Package Variations Summary to see how many document combinations are possible based on the current package setup. Click View All Variations to preview each combination.
   

8. (Optional) To assign the package to specific business units, click More, and then Assign BU. Select one or more business units and click Save.
   

9. When finished, click Publish.

Configure conditional logic

Conditional logic at the package level determines which documents are included when a contract is generated from the package. You can define conditions based on ServiceTitan data points, such as job type, business unit, contract value, or form field responses.

1. Open the package you want to configure, or continue from the Create a package steps.

2. In the Document Order section, click the expand arrow next to the template you want to apply conditions to.
   

3. Click Set Conditions to open the Conditions window.
   

4. At the top of the window, select All to require all conditions to be met, or Any to trigger when at least one condition is met.

5. From the first dropdown, select Show to include the template when conditions are met, or Hide to leave it out when conditions are met.

6. Configure the condition row:

   • Data point: Select the ServiceTitan data point to evaluate, for example, JobInformation - Job Business Unit.

   • Condition: Select the comparison operator, for example, Equals.

   • Value: Enter the value to compare against.

7. (Optional) To add more conditions, click + Add Condition.

8. When finished, click Save.

Step 4: Set up material variations for style and color selection

You need to set up Configurable Services with attached materials to allow technicians to select specific materials or equipment while performing services. This helps them select the right variation of material and track the actual part used. These variations are used as style and color selections in your contracts.

Add variations for your materials

You can add your own variations on the Materials screen.

1. Go to the navigation bar and click Pricebook.

2. In the side panel, click Materials.

3. Enable inline editing by turning on the Edit Mode toggle.

4. Click Add Variation to create a new variation.

For more, see Use Configurable Services with Pricebook and Pricebook Pro in ServiceTitan and ServiceTitan Mobile.

Step 5: Set up Document Email Template

Customize the document email template to include information specific to your business.

1. Go to the top toolbar and click Settings .

2. In the side panel, go to Invoicing > Emails.

3. On the Email Settings screen that opens, click Document to create a template.

4. In the From fields, enter your company name and email.

5. (Optional) In the BCC field, enter the name and email address to which you want to send a blind carbon copy of the estimate. Customers cannot see the BCC recipient in their email.

   Note: The BCC field is not available for E-Sign email templates.

6. In the Subject field, enter a subject line for your email. For example, for contract emails, you can enter: Your contract from [your company name].

7. In the Body field, add placeholders for the information you want to show up on the email. Placeholders let you add customer-specific content to your templates. For example, start the email with Hello {CustomerName} and continue from there. When the email is sent, {CustomerName} is replaced by the full name of the customer. You can also:

   • Add a clickable link to your business as well as your company logo to the body of the email. If you use social media, add those links, too. For more, see HTML code.

   • If you run multiple businesses, use the {BusinessUnitName} and {BusinessUnitPhoneNumber} placeholders in the statement email template to help your customers identify the company they did business with, in the statement email.
     Note: Use these placeholders only if each customer is assigned to a single business unit.

8. You can also add {OnlineContractLink} placeholders to include the online contract link in the email, so the customer can navigate to the Customer Portal, choose the preferred estimate option, and sign the document.

9. In the Preview section, check to ensure everything looks correct, and then click Save.

Step 6: Set up Contract Alerts

Set up contract alerts in your settings to get notified when a contract is viewed or signed.

1. Go to the top toolbar and click Settings .

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

3. In the Alerts screen that opens, click Add to add a new alert.
   

4. From the Add alert window, enter the alert details:

   • Type: Select one of the following options:

     • Customer Signed Contract: Get notified when the homeowner selects the desired estimate and signs the contract.

     • Customer Viewed Contract: Get notified when the homeowner views the contract.

   • Delivery Method: Select the channel by which you want to send the alert.
     Note: Both Email and SMS are selected by default as delivery methods.

   • Recipients: Enter the name of the users who you want to get the alert.

5. When you're finished, click Save.

Want to learn more?

• See Use Contract Builder in ServiceTitan Mobile

• See View and Manage Contracts in ServiceTitan office

• See Create a new document template with Template Manager