SERVICETITAN · EQUIPMENT MANAGEMENT

Track & Manage Installed Equipment

Keep a complete record of every piece of equipment at every customer location. Track age, condition, and replacement eligibility to drive service agreements and upsell opportunities.

Jump to:Set Up Track & Manage Troubleshoot Measure Impact

Set Up Equipment Tracking

Set up your equipment types

⚠︎ Equipment Types require the EnableEquipmentTypesInSettings feature gate to be active. If you don't see the Equipment Types page in Settings, contact your CSM or ServiceTitan support to enable it. Configure equipment types before your techs start recording equipment in the field — this ensures consistent data entry and accurate reporting.

a. Go to Settings > Equipment > Equipment Types and 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 Replacement Age in years. This drives replacement eligibility alerts for technicians in the field and flags aging equipment on the call booking screen and technician scorecards.

⚠︎ Replacement opportunity tags must be configured on ALL equipment sources — both pricebook-selected and manually entered equipment — to maintain accurate lead generation data.

d. Add any custom fields your team needs to capture (model number, serial number, warranty info). Click Save.

Create equipment types

Track & Manage Equipment

Record installed equipment at a customer's property

a. Open the customer record and navigate to the Location record. Go to the Equipment section and click View all Equipment to open the Equipment screen. Click Add Equipment.

b. In the Equipment drawer that opens, fill out the following fields: (Optional) Select from Equipment — select equipment from your pricebook dropdown to auto-populate relevant details. Equipment Name — add or update the installed equipment name (must be unique at the location). Manufacturer / Brand — enter the manufacturer name; use Brand for suppliers who offer multiple brands. Model and Serial Number. Asset # — enter the asset number (used for commercial contract tracking and barcode scanning). Manufacturer Warranty Period and Service Provider Warranty Period — select the applicable warranty periods. Memo — add notes and additional details.

c. Set the Install Date so ServiceTitan can calculate the equipment age and replacement eligibility automatically.

⚠︎ The Install Date is the single most important field on the equipment record. Equipment age is calculated from this date — not from warranty start. If an install job is not completed properly, the install date is never set, which breaks all downstream age-based automation including replacement campaigns, marketing lists, and technician alerts.

d. Add any relevant notes or photos, then click Add. The equipment now appears on the customer's location record and is visible to technicians in the field.

⚠︎ You can now edit equipment records in bulk using Edit Mode on the Equipment screen. Enable the Edit Mode toggle to update multiple records at once, or use Filters to narrow results by equipment type, manufacturer, and other details before editing.

Add equipment to a service location without invoicing the customer Manage installed equipment

Use barcode scanning for equipment lookup

a. On a job in the ServiceTitan Mobile app, tap the Equipment section and select Scan Barcode.

b. Point your device camera at the equipment barcode or QR code. ServiceTitan automatically looks up the equipment record and displays the details.

c. If the scanned equipment is not yet recorded, you can add it directly from the scan screen — the manufacturer and model fields auto-populate from the barcode data when available.

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

Barcode scanning

Document equipment condition and findings

⚠︎ Equipment Findings require the EquipmentFindings feature gate. If your customer does not see the Findings option on equipment records, this gate needs to be enabled by ServiceTitan.

a. While on a job, open the equipment record from the Equipment section on the job details screen.

b. Use Equipment Findings to attach diagnostic findings to specific installed equipment. Create a new finding by tapping +Create New Finding and documenting the condition, deficiency, or observation.

c. Add detailed notes about your findings, including any readings, measurements, or observations. Attach photos to document the current state of the equipment.

d. Findings can be converted to estimates or jobs directly, creating the diagnose → quote → sell → execute pull-through revenue chain. Service managers can track, quote, and convert these opportunities from a centralized Findings dashboard.

⚠︎ Equipment Findings are now linked directly to the related equipment, job, or service agreement, ensuring consistent documentation and a complete view of profitability per agreement.

Manage equipment findings

See when customer equipment is due for replacement

⚠︎ Replacement eligibility depends on the Install Date and Replacement Age set on the equipment type. Make sure both are configured accurately. Age is calculated from the Install Date, not from warranty start or any other date.

a. Open a customer's location record and go to the Equipment section. Equipment nearing or past its expected lifespan is flagged with an age indicator. Click on any equipment record to open its details in the flyout panel.

b. Technicians see replacement eligibility alerts on the job screen in the mobile app, helping them proactively recommend upgrades during service visits. With Field Pro Insight Summary enabled, technicians receive pre-job briefs that include equipment age summaries.

c. Use Custom Reporting with the Equipment datasource to find all equipment across your customer base that is approaching or has exceeded its expected lifespan — this drives targeted replacement campaigns. Go to Reports > Custom Reports > create a new report using the Equipment datasource, then filter by the Age field.

⚠︎ The Equipment reporting datasource does not include a Business Unit field. Equipment inherits BU from customer/location context — filter by customer or location BU instead.

Manage replacement opportunities Equipment report template

Link installed equipment to a membership or service agreement

a. Open the customer's Membership record and click Edit (or create a new membership if one doesn't exist). For service agreements, open the agreement and navigate to Step 3: Equipment in the agreement wizard.

b. In the Covered Equipment section, click Add Equipment. Select the equipment already recorded at the customer's location.

c. Save the membership or service agreement. The linked equipment now drives scheduled maintenance visits and ensures the correct units are serviced on recurring appointments.

⚠︎ For commercial contracts, be specific about which units are covered (e.g., "RTU-1 and RTU-2, but not the Split System"). Vague coverage terms lead to disputes about which equipment is included in the agreement.

⚠︎ You can now filter equipment by service agreement when selecting covered equipment. Use the filter to show only equipment tied to a specific agreement, reducing selection errors on multi-unit commercial accounts.

Create a service agreement

Import equipment records in bulk

⚠︎ Bulk import is available from the Equipment screen. Use this option when onboarding new customers with existing equipment or when migrating data from another system.

a. On the Equipment screen, click More > Import from Template.

b. Download the import template, populate it with your equipment data (equipment name, type, manufacturer, model, serial number, install date), and save the file.

c. Upload the completed file. A notification banner confirms a successful import. If errors occur, click Download Error Log to review and correct them.

Manage installed equipment

Troubleshoot Equipment Issues

Troubleshoot: Equipment missing from the Field Mobile App

a. Verify the equipment was added to the correct customer location — not just the customer account. Equipment is tied to a specific address, so if the job is at a different location, the equipment won't appear.

b. Confirm the equipment record is Active. Go to the customer's Equipment section in the office view and check the status. Inactive or decommissioned equipment is hidden from the Field Mobile App by default.

c. Ask the technician to sync the mobile app by pulling down to refresh on the job screen. Equipment added recently from the office may not appear until the app syncs.

d. Check that the technician has the correct permissions to view and edit equipment. Go to Settings > People > Role Permissions and confirm the technician's role has Edit Equipment (permission 272) and related equipment permissions enabled.

Installed equipment overview

Troubleshoot: Equipment age shows as blank or zero

a. Check the Install Date on the equipment record. If it is blank, the install job was likely not completed properly — the system only stamps the installation date when the job is completed.

b. If the original install job is already closed, manually set the install date on the equipment record by editing it from the location's Equipment section.

c. Confirm that the Equipment Type has a Replacement Age configured. Without this value, the system cannot calculate whether equipment is due for replacement.

Add equipment

Measure the impact

Coverage

Equipment records per location

Track how many customer locations have equipment recorded. Low coverage means missed upsell and membership opportunities.

Reports > Create Report > use "Equipment" template > group by Location ↗

Opportunity

Replacement-eligible equipment

Monitor equipment past its expected lifespan. Each aging unit is a potential replacement sale your team can pursue proactively.

Reports > Create Report > use "Equipment" template > filter Age ↗

Revenue

Average ticket size on equipment jobs

Jobs with documented equipment history tend to have higher ticket values. Track this in your Job Summary report filtered by equipment-related job types.

Reports > All Reports > search "Job Summary" > filter by Job Type ↗

Retention

Equipment linked to memberships

Track how many active memberships have equipment attached. Linked equipment drives scheduled maintenance and reduces membership churn.

Reports > Create Report > use "Equipment" template > filter Active Memberships ↗