Set up Contract Builder

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.

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.

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. For more, see Manage document template components in Template Manager or Step 2: Edit the copied contract template.

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.

    
   The Duplicate Template pop-up window opens.

4. On the Duplicate Template window, 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 copied contract template

After you've copied a pre-designed template, you can edit the contract template to further customize your contracts. To edit the template:

1. Go to the top toolbar and click Settings .

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

3. Find the template you want to edit and click More > Edit .        

   Note: To edit the template, the Editable column must be set to Yes.

4. Enter the Template Details:         

   1. Select a PDF Header.

   2. Select a PDF Footer.

   3. Select Paper size:                

      1. A4

      2. Legal

      3. Letter

   4. Set up the Page margins:                

      1. Top

      2. Left

      3. Bottom

      4. Right

   5. Select the Orientation:                

      1. Landscape

      2. Portrait

5. Set up the Template Design.
   This section lets you add components to your contract template. Components are placeholders that contain the elements essential to your document. For example, placing an Estimate ID component on the template means the Estimate ID appears in the area of the contract where you added it.        

   1. Custom Fields: Add the custom fields you created for contracts so that this information appears on the final contract.

   2. E-Sign component: Add electronic signature options to your document templates to simplify the signing process, ensure legal compliance, and make document management faster and more secure.                

      1. In the side menu, click Content. A list of available components opens.

      2. Drag and drop the E-Sign component to the template area. 

6. When finished, click Save and Publish. 

Step 3: Customize E-Sign

In the Content section, you can select and customize the electronic signature options provided.

• 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:        

  • Home Owner Signature: Select this option if this signature field needs to be signed by the customer.                

    Note: This option will allow customers to sign the document from within the Customer Portal.

  • Sales Person Signature: Select this option if this signature field needs to be signed by the salesperson who completed the sale.

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

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

  • Initials: Allows the customer 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 customer's full name.                

    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.

                     

    Tip: You can also customize your component. For more, see Create a custom component.

Move to the next step to create Custom Fields and Style and Color selection options that you offer in the contract.

Step 4: Create Custom Fields

You can gather specialized information in the contract by adding custom fields to your contract template. 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.

Note: You can track this information in your records with custom fields. Custom fields appear in Search and can be included in reports.

Add a custom field

1. Go to the top toolbar and click 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:        

   1. Text: Letters, numbers, and symbols

   2. 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.

   3. Numeric: Numbers only.

   4. When you're finished, click Save.

Note: Custom contract fields appear in the contract only if the Contract Information component is added to the document template in the Document Template Editor (DTE).

For more, see Import your PDF contracts into Template Manager.

After you create custom fields for your contract, you need to move to the next step and set up the document template for the contracts.

Step 5: Setup 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 the Add Variation to add material variations.

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

Step 6: 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:        

   1. 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.

   2. 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 7: 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:        

   1. Type: Select one of the following options:                

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

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

   2. 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.

   3. 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