Track & Manage Installed Equipment

⚠︎ Define equipment types before your technicians start adding equipment in the field. Missing types mean inconsistent records.

a. Go to Settings > Equipment > Equipment Types. Click Add Equipment Type.

b. Enter the equipment type name (e.g., Furnace, Air Conditioner, Water Heater). Set the Category to group related types together.

c. Configure the expected lifespan (replacement age) for the equipment type. This powers the replacement age indicator your technicians see in the field.

d. Click Save. Repeat for each equipment type your company services.

a. Open the job in the ServiceTitan Mobile app or from the Customer Record in the office. Navigate to the Equipment tab Location screen, then click View all Equipment to open the Equipment screen.

b. Click Add Equipment. In the Equipment drawer, optionally select a pricebook item from the Select from Equipment dropdown to auto-populate relevant fields. Enter the Equipment Name (must be unique at the location), Manufacturer, Model, and Serial Number. Optionally add Brand, Capacity, Asset #, and Memo as needed.

c. Enter the Install Date (or approximate age) so ServiceTitan can calculate the equipment's age and replacement eligibility.

d. Click Add. The equipment now appears on the customer's location record and is visible to all technicians on future visits. To manage records in bulk, enable the Edit Mode toggle on the Equipment screen for inline editing of any record. Use Filters to narrow the table by equipment type, manufacturer, or other attributes, and Edit Columns to customize which fields are visible. For bulk data entry, use More > Import from Template to upload multiple equipment records at once from a spreadsheet.

a. Open a job in the ServiceTitan Mobile app. Tap the Equipment tab, then tap the Scan icon.

b. Point your device camera at the equipment's barcode or QR code. ServiceTitan automatically reads the code and searches for a matching equipment record. Alternatively, use the Nameplate Scan feature to photograph the equipment's data label. ServiceTitan's AI reads the nameplate and auto-populates manufacturer, model, and serial number fields, eliminating manual data entry at the jobsite.

c. If a match is found, the equipment details load instantly — including model, serial number, age, and service history. If no match exists, you can create a new equipment record from the scan results.

a. While on a job, open the Equipment tab in the ServiceTitan Mobile app. Select the piece of equipment you inspected.

b. Add notes describing the equipment's current condition — include details like wear, performance issues, or upcoming maintenance needs.

c. Attach photos of the equipment to create a visual record. Photos help support estimates and build trust with the customer.

d. If Equipment Findings is enabled, you can attach formal diagnostic findings (condition assessments, deficiency notes) to the specific installed equipment record. Findings can later be converted to estimates or jobs, creating a diagnose → quote → sell → execute revenue chain.

⚠︎ Equipment age relies on accurate install dates. Age is calculated from the Installed On date — not warranty start or any other date. If age shows as blank or zero, the install job was likely never completed properly.

a. Open the Customer Record and go to the Equipment tab. Each piece of equipment shows its age and a color-coded indicator based on the expected lifespan (replacement age) configured in Settings.

b. Equipment near or past its expected lifespan is flagged — use this as a conversation starter with the customer about replacement options.

c. To see all aging equipment across your customer base, go to Reports > search for "Recurring Services Aging Equipment". Use this to plan proactive outreach campaigns.

a. Open the customer's Membership record. Click Edit on the membership you want to link.

b. In the Equipment section, click Add Equipment. Select the installed equipment from the customer's location record.

c. Click Save. The membership now tracks which specific equipment it covers — ensuring the right units get serviced during recurring visits.

a. Open the customer's Equipment tab and select the equipment record. In the warranty section, enter the Manufacturer Warranty start/end dates and the Service Provider Warranty start/end dates.

b. Warranty status is visible on the equipment record to both office staff and technicians. Use this to identify covered repairs before quoting — preventing unnecessary warranty claims and surfacing work that should be billed to the manufacturer.

a. If your company installs multi-component systems (e.g., condenser + air handler + thermostat = one HVAC system), you can group related equipment into Equipment Systems at the location level.

b. Equipment Systems support system-level quoting — when building an estimate, you can associate line items with the system so the customer sees a single system price rather than individual component prices.

a. Confirm the equipment was added to the correct customer location — not a different location for the same customer. Equipment is tied to the location, not the customer account.

b. Check that the technician's mobile app is synced. Have them pull down to refresh, or close and reopen the app to force a sync.

c. Verify the equipment type is set to Active in Settings > Equipment > Equipment Types. Inactive equipment types may not display in the field app.

d. If the issue persists, check the technician's permissions under Settings > People > Employees (or Technicians) to ensure they have access to view equipment records.