SERVICETITAN · EQUIPMENT

Track & Manage Installed Equipment

Know what's installed at every property. Track equipment age, document condition, and spot replacement opportunities to grow revenue.

Jump to:Set Up Track & Document Troubleshoot Measure Impact

Set Up

Set up your equipment types

⚠︎ 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.

⚠︎ Equipment Types require the EnableEquipmentTypesInSettings gate to be active. If the Equipment Types page is not visible in Settings, contact your CSM or ServiceTitan support to enable it.

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

Equipment types Installed Equipment overview

Track & Document Equipment

Record installed equipment at a customer's property

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.

⚠︎ The install date is critical. If an install job is not completed properly, the install date is never set — breaking all downstream age-based calculations, Replacement opportunity flags, and marketing automation targeting. Train technicians to always enter or estimate the install date when adding equipment.

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.

Add equipment to a customer location

Use barcode, QR code, or nameplate scanning for equipment lookup

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.

⚠︎ For commercial service agreements, require technicians to scan asset barcodes upon arrival. This verifies they are servicing the correct contract unit and builds the asset history needed for capital planning.

Barcode scanning Installed Equipment overview

Document equipment condition and findings

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.

⚠︎ Each finding is automatically linked to the related equipment, job, or service agreement for full traceability. Service managers can track, quote, and convert open findings from a centralized dashboard at Follow Up > Findings. If the Findings option is not visible in the field app, contact your CSM to verify the feature is active on your account.

⚠︎ Open findings are tracked via Follow Up > Findings. This centralized dashboard shows all findings that have not yet been converted to estimates or jobs — each one is a pull-through revenue opportunity linked to a service agreement. Assign ownership and follow up before agreements expire or competitors intervene.

Manage equipment findings Manage forms for equipment in mobile

See when customer equipment is due for replacement

⚠︎ 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.

⚠︎ Replacement opportunity tags must be configured on ALL equipment sources — both pricebook-selected and manually entered equipment — to maintain accurate lead generation data. Configure Replacement Age at Settings > Pricebook > Equipment Types > [Type] > Replacement Age.

Replacement opportunities Recurring Services Aging Equipment report

Link installed equipment to a membership

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.

Link equipment to a membership Memberships overview

Track warranty information on installed equipment

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.

⚠︎ Warranty data is stored at the application layer only. The WARRANTY table does not exist in Snowflake. For warranty analysis or reporting, use the Equipment Custom Reporting datasource or the API.

Group related equipment into systems (optional)

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.

⚠︎ Equipment Systems requires the LocationEquipmentSystems gate to be enabled. If the Equipment Systems view is not visible on location records, contact your CSM or ServiceTitan support.

Equipment overview

Troubleshoot Equipment Issues

Troubleshoot: Equipment missing from the field app

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.

⚠︎ Also verify the equipment was added as an installed equipment record on the location — not just as a pricebook catalog item. Pricebook items are catalog definitions, not site assets. A common mistake is adding equipment in the pricebook but never creating an installed equipment record at the location. When a unit is replaced, use Mark as Replaced by the three-dot menu in ServiceTitan Mobile rather than deleting the old record. This preserves the full service history and replacement date for the location. For diagnostic help in the field, technicians can use the Atlas Field Assistant to instantly access equipment manuals, technical specs, and AI-guided troubleshooting from the mobile app without leaving the job.

Equipment overview

Measure the impact

Coverage

Equipment records per location

Check customer location records. Low counts mean technicians are not consistently logging equipment during visits.

Opportunity

Equipment past replacement age

Every aging unit is a potential for your team.

Reports > All Reports > search "Recurring Services Aging Equipment" ↗

Revenue

Average ticket size

Equipment-aware technicians identify more upsell opportunities, driving higher ticket values.

Reports > All Reports > search "Job Revenue Summary" ↗

Retention

Memberships with linked equipment

Linking equipment to memberships ensures the right units get serviced and reduces churn.

Follow Up > Expiring Memberships ↗