Inventory module Home

Use the Inventory module to simplify item tracking across multiple trucks and warehouses. It offers real-time stock updates for each location, helping you stay organized, avoid shortages, and manage inventory more efficiently.

Setup

What you need to get started

Before you start using the Inventory module, ensure that the following requirements are met:

• Introduction to Inventory: Before proceeding with any implementation, it's essential to participate in the Introduction to Inventory workshop session.

• Inventory implementation path: Inventory is a robust process requiring your active participation. To assist you in getting started, we offer four customized implementation paths to meet your business needs.         

  • Self-guided implementation: Learn on your schedule with step-by-step guides, webinars from basics to advanced topics, and weekly expert Q&A sessions to support your setup and success.

  • Cohort implementation: Get expert guidance while managing inventory fully in ServiceTitan. You'll work independently but with support through webinars, cohort sessions, and weekly Q&As.

  • Partner-led implementation: This is a strategic choice that leverages the expertise of certified partners to ensure a seamless, customized, and efficient adoption of the Inventory module in ServiceTitan.

  • ServiceTitan Advisory Services implementation: This is a strategic approach that offers valuable insights and guidance from ServiceTitan specialists who have experience in the relevant industry or field.

    Caution: Do not set the inventory tracking start date until you are ready and have a plan to go live with inventory. On that date, the system will start logging all inventory transactions and that date will be locked.

• Purchasing module: Enable the Purchasing module to manage replenishment, purchase order workflows, and job costing. The Inventory module extends these capabilities and builds upon them. Effective use of the Inventory module is dependent on a good foundation for the use of the Purchasing module.

• Pricebook: To maximize the benefits of the Inventory module, add purchased items and all items you want to track as inventory, including materials or equipment to your Pricebook. For each item add real replenishment vendors (not the default ones), costs, part numbers, accounting information (GL accounts), and other relevant information in your Pricebook.

• Vendors: Add complete vendor details for each item in your Pricebook. For more, see Set up vendor list and primary vendor for pricebook items.

• Trucks and Warehouses: Assign technicians and default warehouses to trucks.

Steps to set up and use the Inventory module

To start using the Inventory module accurately and successfully, follow these steps:

1. Create and edit inventory templates

2. Set up inventory configurations

3. Set up inventory locations (trucks and warehouses)

4. Create beginning inventory counts

Required permissions

The following permissions are required to set up and manage the Inventory module. To have these enabled, please contact the account administrator on your team:

Office employees can create and edit Inventory Settings, Inventory Templates, and Trucks and Warehouses:

• Access Purchasing / Inventory Module

• Add / Edit Inventory Templates

• Add / Edit Trucks and Warehouses

• Edit Purchasing / Inventory Configuration

• Add / Edit Assemblies

For more, see Inventory permissions for office employees and technicians.

Technicians can use the Inventory Mobile app to see purchase orders, transfers, and inventory counts for the day, including new and completed tasks. The Access Inventory Mobile permission lets them easily view all this information. For more details, see Inventory Mobile app.

Best practices

We recommend following these methods to optimize your use of the Inventory module:

• Assign clear roles and responsibilities

• Establish inventory controls and procedures

• Determine replenishment frequency

• Define receipt recording timelines

If you don't have a clear process for managing the inventory module, we recommend you work with a ServiceTitan Certified provider. They can help outline your physical requirements before transitioning to digital inventory management.

Quick start guide

To begin using the Inventory module effectively and correctly, follow these steps:

Step 1: Create Inventory templates

Create a Template in an XLS Spreadsheet:

1. Download and open the template.

2. Fill and save the spreadsheet.

3. Set up template details.

4. Import and save the template

Create a Template in ServiceTitan:

1. Add and name a new template.

2. Add inventory items.

3. Finalize and click Apply.

Step 2: Set up inventory configurations

Step 3: Create beginning inventory counts

Advanced setup

Use the following workflows for further customization of your inventory features.

Step 1: Organize your warehouse and trucks
Set up your primary warehouse and service vehicles as inventory locations. This ensures you always know where your materials are stored and keeps everything ready for real-time tracking.

Step 2: Build your pricebook and add materials
Create or update your Pricebook with the materials you stock. Add key details like part numbers, categories, and preferred vendors to make purchasing and job costing seamless.

Step 3: Enable inventory tracking
Turn on inventory tracking for your items. Choose which materials to track, set reorder points, and streamline replenishment to avoid stockouts.

Accounting integrations with the Inventory module

• ServiceTitan can export inventory to Intacct and QBD. This differs from exporting invoices, payments, and bills to your accounting system. It involves tracking inventory quantities and values in your accounting platform alongside ServiceTitan.

• Contact your implementation advisor to set up your integration if you want to export inventory transactions to your accounting software. This ensures that you don't receive errors when exporting. For more, see Inventory implementation path.

Key workflows

Inventory items and locations overview

You can find details about inventory stock levels, serial number locations, and cost in the Inventory > Overview section.

• Inventory items overview

• Inventory locations overview

Replenishment

To efficiently utilize available stock and maintain high liquidity, you can replenish items in your trucks or other warehouses by transferring stock from your main warehouse.

• Replenish items using transfers

Adjustments

Adjustment transactions help you keep your inventory records accurate by letting you increase or decrease item quantities without needing to record a purchase, sale, or use.

• Adjustments overview

• Create, edit, and copy inventory adjustments

Transfers

Transfers let you easily move inventory items between trucks and warehouses, helping you keep track of where everything is and making inventory management simple and accurate.

• Inventory transfers overview

• Create, edit, and copy inventory transfers

• Inventory item transfer workflow

Job transfers and install requisition

Link transfers to jobs to simplify the workflows for Install Requisitions.

• Track and manage inventory items

• Create and manage item requisitions

• Create and track install requisitions

• Manage install requisitions

• Create transfers using the transfers to job feature

• Generate transactions from sold estimates using item requisitions

Intracompany transfers

Request items from other tenants within the same group using a built-in transfer workflow, and manage stock seamlessly across multiple locations and tenants.

• Set up and create intracompany transfers

• Manage intracompany transfers

Inventory Budget Costs

Budget codes are used on inventory transactions to help track job costs and are based on the estimate line Items linked to the Project.

• Track budget costs in inventory transactions

Additional inventory features

Additional inventory features help you organize, track, and control your stock more easily. Tools like bin tracking, costing methods, transfer types, and inventory templates give you better control and accuracy.

• Set up and use bin tracking

• Set an inventory costing method

• Set up transfer types

• Inventory templates in Pricebook

• Inventory barcode scanning

Serialized Inventory tracks individual items by serial number, managing their sale, purchase, location, ownership, and warranty status.

• Serialized inventory

Inventory Counts helps you monitor and reconcile inventory. You can perform cycle counts by location or template, item counts for specific items across locations, or full counts of all items at a location.

• Inventory counts

The Unit of Measure (UoM) feature helps you manage inventory transactions by automatically converting between units, including purchasing, replenishment, transfers, and adjustments.

• Units of measure

Troubleshooting and FAQ

Troubleshooting

Check out these troubleshooting articles for the Inventory module. It provides a clear, step-by-step solution.

• How to gain access to the inventory module

• How to Deactivate and Edit Vendors in Inventory

• Process for adding an item to the inventory list for a specific truck

• Item does not appear as received within inventory even though serial number tracking is enabled

• What steps do I need to take to enable barcode inventory tracking in ServiceTitan and is it included in my current package?

FAQ

Check out the top three most frequently asked questions for the Inventory module. For more, see Inventory and Purchase Orders FAQ.

• Does the quantity count decrease in the inventory location once the purchase order (PO) is received?

• Why should I set up General Ledger Account Mapping in Inventory Configuration > Purchasing?

• Why do certain items not appear in my inventory template's Item field?