Project management gives you real-time visibility into every phase of a project—from bid to completion. Within a single, centralized hub, you can monitor progress, compare budgeted vs. actual costs, access key insights, streamline communication, assign tasks, and keep cash flow on track.
Setup
What you need to get started
To prepare for project management, start with the basics:
Introduction to project management: Get an overview of key concepts and how project management works at a high level.
Projects vs. Project Management Projects: Understand the differences between standard projects and project management projects in ServiceTitan.
Project Management setups and workflows overview: Explore the different setup options and recommended workflows to implement project management effectively.
Project statuses: Review how project statuses work and how to create them to track the progress of your projects.
Required permissions
The following permissions are required to set up and manage project management. To have these enabled, please contact the account administrator on your team:
Attach job to project
Detach job from project
Edit project status
Set project to completed status
Set project from completed status to another
Delete project and location opportunities and estimates
Edit business unit on project
Show financials
Edit project type on project
Override project type settings on project
Quick start guide
To quickly get started with project management, follow these steps:
Step 1: Choose Core or Phase project management
Review the Overview of project management setups and workflows to pick the setup and workflow best suited for your business.
If you aren't sure what setup and workflow works best for your business or are new to project management, we highly recommend you set up project management for our core setup and workflow to help you avoid uncategorized transactions on the Budget vs Actual table in project management.
Step 2: Create project labels
Go to the navigation bar and click Settings
.In the side panel, click Operations > Project Settings.
Click Add Label.
Enter a name and select a color.
Repeat until all of your labels are created.
Step 3: Set up revenue recognition for projects
Go to the navigation bar and click Settings
.In the side panel, go to Operations > Project Settings.
Click the Project Setup tab.
Select the default revenue recognition method you want to use for projects.
Step 4: Set up pricebook items
Go to the navigation bar and click Pricebook
.Make sure that your pricebook items are set up either according to the line item or rough item estimate approach.
If you're using the line item estimate/budget creation method, the pricebook should be set up and have relevant services, materials, and equipment added.
If you are using the rough project estimate estimate/budget creation method, create generic summary services, materials, and equipment and apply appropriate project label defaults to those items.
Step 5 (Phased Project management only): Create job types
Go to the navigation bar and click Settings
.In the side panel, click Operations > Job Types.
Click Add.
Create a job type that represents one of your project phases.
Click the Project Label dropdown to assign the project label you created.
Repeat until all of your job types are created.
Step 6: Set up payroll information
Go to the navigation bar and click Settings
.In the side panel, click People > Technicians.
Click Edit for the technician you want to add payroll information for.
Enter any relevant payroll information like pay rate and labor burden.
Advanced setup
Use these guides to understand the differences between Core and Phased project management and learn how to set up the correct workflow for your business.
Part 1: Core and Phased project management
Core project management setup and workflow: Use the core project management setup and workflow to track your budgeted and actual Contract Value revenue, as well as your budgeted and actual project expenses by cost type: Labor, Materials, and Equipment.
Phased project management setup and workflow: Use the phased project management setup and workflow to track your budgeted and actual revenue, as well as your budgeted and actual project expenses by phase.
Use these guides to enhance your project management experience with optional features.
Part 2: Project Portfolio
Use this high-level overview of your projects and manage them based on the information presented, including budget, invoices, payments due, and more.
Part 3: Project sub-statuses
Add custom sub-statuses to better define the stages of completion of your projects.
Project management settings
Efficiently manage your project management settings in one place.
Key workflows
End-to-end guide to project management
The End-to-end guide to project management covers everything you need to know to effectively manage projects using the Project Management feature.
Before diving in, we recommend that you read our Introduction to project management article to help you set up your system and familiarize yourself with industry-standard workflows.
Estimates
Easily create and manage estimates for your projects
Start an estimate from the office: Quickly build and send estimates directly from the office to kick off your projects.
Create a line item estimate: Add detailed line items to provide accurate pricing and scope.
Create a rough project estimate: Use placeholder estimates to reserve budget without locking in final details.
Upload and edit estimates to use as templates for project management projects: Upload existing estimates and edit them as templates for future project management use.
Project labels
Use project labels to organize expenses in the Budget vs. Actual table and to populate the schedule of values used in creating Applications for Payment.
Manage double costing
Learn how to avoid double costing and how to resolve it if it does happen.
Manage double counting revenue from combining progress billing with Applications for Payment
Manage double costing from booking a job from a sold estimate
Progress billing
Set up and use different methods for billing throughout a project.
Application for Payment
Change orders
Budget vs Actuals
Keep your team organized and identify risks early with a comprehensive view of every project's progress so you can stay on budget and schedule.
Project management reporting
Use reporting to manage multiple projects at scale to provide your leadership with accurate and up-to-date metrics.
Troubleshooting and FAQ
Troubleshooting
Address project management issues quickly and efficiently by exploring our troubleshooting articles, which detail the most frequent problems and their solutions.
What is the process for creating an invoice for a deposit on a project?
How can I effectively manage a waitlist for jobs in ServiceTitan?
Resolve looping Application for Payment errors between separate applications
What is causing the Review Application for Payment button to remain grayed out?
FAQ
What is the process for turning on progress billing and similar features in my ServiceTitan account?
Why does my project not appear in the Work in Progress - Percentage of Completion report?
Why does my completed project show 150% actuals on the Budget vs Actual table?
Why are some of my labor hours showing under labor and some showing under Rough In > Labor?