Onboarding guide: QXO Supply Chain Integration for ServiceTitan customers

Overview

Connect with your QXO (formerly Beacon), supplier to access their catalog, configure your pricebook, and streamline roofing procurement for greater efficiency and profit.

Things to know

• Improve your inventory management by automating the import of supplier catalog items. Upload your purchasing history to your ServiceTitan pricebook.

• The default setting for item updates is Manual. For guidance on enabling and customizing automatic updates, see Update your pricebook with Pricebook Connect.

• The pricebook for roofing integrations is used for materials only. After adding new items or mapping existing items between your pricebook and vendor product catalog, you can find the items in the Materials tab of your pricebook, where you can access their Material Variations. For more, see Manage supplier catalog material variations in ServiceTitan.

• When setting up your account for QXO integration, the email and password are tied to an individual user, not the company. If the main user who set up the integration has their account removed for any reason by QXO, the integration will be disconnected, and you need to reconnect it.        

  Note: We recommend setting up the integration with the business owner's account credentials to avoid such scenarios.

• Currently, you can only add roofing catalog items to your pricebook. You don't have the option to map the catalogs.

• After adding, you can find the items in the Materials section of your pricebook, where you can access their Material Variations. For more, see Manage supplier catalog material variations in ServiceTitan.

• When adding QXO items to your purchase orders, you see the dynamic supplier-specific Item Options field that allows item-level variant selection.
  Example: The 203 Product Family comes in shades like Snowmist White and Liberty White, etc.

• The day after you add items to your pricebook, you can view costs for base SKU items (which include variant SKU items) or for variant SKU items only.

• We are setting a default Unit of Measurement (UoM) with QXO that cannot be modified in ServiceTitan.

Step 1: Map your ServiceTitan account with your supplier accounts

After requesting an integration with QXO and having the integration configured for your account, log in to ServiceTitan to activate the integration.

1. Go to the top toolbar and click Settings .

2. In the side panel, click Integrations > Vendor Integrations.

3. In the Vendor Integrations screen that opens, click Full Procurement. 

4. Select QXO, click Add Account and follow the steps on the Integration Setup screen:

Link Vendors

1. Select and link Replenishment vendors for integration.         

   Note: Vendors available to be linked must be replenishment vendors and must not be used on other activated integrations. Filter results using the Show only replenishment vendors toggle or set vendors as replenishment in settings. For more details on how to create a replenishment vendor, see Set up vendors.

2. Review the information and click Next.

Verify QXO Account Number

1. Select a QXO account number from the options provided and click Next. 

2. When finished, click Next.

Map Account

1. Click Manage Accounts to select branch and job accounts to map to the correct business units. 

2. On the Manage accounts pop-up that opens, select the accounts you want to use for populating costs in Pricebook, then click Save.  In the case of QXO, we recommend selecting your main account, in this case, it is Shop 999 (or it could be your business name) and mapping all of your Business Units to it. This ensures accurate availability when adding items from your Pricebook.        

   Note: Other accounts in the list are available when creating a purchase order.

3. For the main account, assign the appropriate Business Units.        

   Tip: Use the search box to find a specific branch.

4. Select a Primary account as the default for purchases.        

   Note: ServiceTitan uses the mapped branches for catalog filtering and to pre-populate PO fields; other accounts contribute costs and items.

5. When finished, click Activate. 

Activating the vendor integration stores the mapping between ServiceTitan and your supplier so that all supplier subaccounts are referenced throughout the Supply Chain process.

Note: If your integration disconnects, go to Settings > Integrations > Vendor Integrations > Full Procurement to reconnect. Log in with an admin account that has the correct access.

Tip: Set up SMS and/or email alerts to receive notifications if your integration gets disconnected. To learn how to set up alerts in ServiceTitan, see Use Alerts.

For more, see Set up your account for the QXO integration.

Step 2: Set up your pricebook

After activation, add QXO catalog items to your ServiceTitan Pricebook to view costs, add to estimates, and create POs. This is important as it allows you to view costs, add items to estimates on mobile, and create POs. There are several ways you can set up your Pricebook:

Option 1: Upload Purchase History

1. Go to the navigation bar and click Pricebook.

2. In the side menu, click Pricebook Connect > Catalogs.

3. Select the QXO catalog and click Upload Purchase History.

4. Follow the steps in Upload Purchasing History from Roofing Vendors.

Option 2: Add Net New Items

1. Go to Pricebook > Pricebook Connect > Catalogs, select QXO catalog and view categories.        

   Note: When regionality filtering is enabled, the Catalog screen displays only items available from integrated supplier branches set in the vendor account setup. To update the branches, click Items are filtered based on selected branches.

        

2. In the Categories section that opens, select a category.        

   Tip: You can also use the search bar to search the catalog by item name or code.

        

3. Add the category to your ServiceTitan pricebook by clicking Add to Pricebook.

4. In the new section that opens, hover over a category subitem and click Show Details to open a pop-up with additional information and images. 

5. On the Material Details screen that opens, click Variants to view material variations.  For more, see Manage supplier catalog material variations in ServiceTitan.        

   Note: A parent item includes general product details, such as manufacturer and name. A variant refers to a specific version of the item, such as a particular size or color. For example, parent: GAF Grand Sequoia Shingles, variant: GAF Grand Sequoia Shingles - Autumn Brown.

6. Click Select item to select it and add it to Pricebook.

7. When finished, click Add to Pricebook. 

Step 3: Manage your pricebook

During the mapping process, you can map your QXO pricing (i.e. costs) for all items downloaded from the QXO catalogs. For more, see View vendor costs from provider catalogs.

After items are mapped or added from QXO's catalog to your pricebook, vendor cost pricing updates flow through Pricebook > Pricebook Connect > Updates for you to apply. Prices are updated nightly and won't be immediately available, wait up to 1 business day for accurate catalog costs to appear in your Pricebook.

You can Manually update items or enable Auto updates in Pricebook Connect > Updates section.

1. On the Updates screen, click the Provider dropdown and select the catalog you want to view updates for.

2. Click Auto   to manage update settings.

3. Select Auto Update for fields you want to update automatically and click Save to apply changes.        

   Tip: We recommend turning on Auto Update for costs to ensure accurate and up-to-date information. This would auto update costs for materials.

     You can view automatic and manual updates/dismissals in the History Log. For more, see Update your pricebook with Pricebook Connect.    

Step 4: Manage your purchase orders (POs)

After mapping your catalog and tracking updates, you can create purchase orders and take full advantage of supply chain workflows. With the QXO vendor select, some roofing-specific custom fields appear that are specific to the vendor.

Custom fields for QXO integration

Roofing-specific custom fields are dynamically added to purchase orders when you select QXO from the Vendor dropdown, enabling precise selection of supplier branch, job account and delivery targets for accurate supplier transactions. These fields become visible when creating a purchase order once the Supplier Branch is selected.

• Supplier Branch: Selects a QXO Supplier Branch from the dropdown. If you select a vendor linked to the QXO integration, the Supplier Branch field is automatically populated based on your account settings. If no match is found, you can select from nearby branches filtered by postal code.        

  Note: Depending on the supplier branch you select, an additional field called Job Name populates.

• QXO Job Account: Allows you to select the job account from a predefined list. Displays the name of the job account with its corresponding number.

• Delivery Target: Specifies preferred delivery time windows, such as Morning, Afternoon, Special Request, or Anytime.

• Item Options: These fields populate automatically after you select an QXO item in the Item List table. It lets you select a specific item variant for the purchase order instead of the general material. You have four options: Color, Thickness, Length and Width. For more, see Manage supplier catalog material variations in ServiceTitan. 

Additionally, selecting a Supply Chain vendor from the Vendor dropdown automatically populates the Supplier Branch field with the correct postal code based on the job or the vendor, reducing manual entry and ensuring accurate order routing.

Supply Chain Integration supports the following purchasing processes:

• Create and send POs electronically

• Add items from Catalog to PO

• Check real-time availability and pricing of PO items

• Select your vendor branch to check availability

For more, see QXO Distribution purchasing workflows.

Create and send POs electronically

1. Go to the Inventory or Purchasing tab > Purchase Orders.

2. Click Create New and fill out the purchase order details. 

3. First enter your Order Details.         

   Note: When you select QXO as the Vendor, specific custom fields appear such as Supplier Branch, QXO Job Account, Delivery Target. For more, see Custom fields for QXO integration.

4. Then, enter your Location details. 

5. Finally, enter your PO Dates. 

6. (Optional) If needed, you can fill out the Optional Fields.

7. After filling out the purchase order details, select items from the Item list and add to the PO. 

8. After you're done, click Create to generate the purchase order in pending status. 

9. After creating the PO, from the Arrow dropdown field select the format you want to use to send it to the vendor. For QXO, only available options are Send as Electronic Delivery and Mark as Sent.

ServiceTitan verifies if the quantities and cost match with QXO's at the given branch. You can then click Review Stock Levels, to see if the quantities of the items on the purchase order are available at the branch from QXO.

For more, see Create and send POs electronically.

Add items from Catalog to PO

Add catalog items directly to purchase orders and optionally map or save them to your pricebook.

1. On the Create Purchase Order screen, select the vendor that is linked to the QXO integration as the Vendor and add line items with vendor part numbers.

2. In the Item List table, click Select an item > Vendor Catalog.

3. Click the arrow next to the item you selected from the Vendor Catalog. 

4. On the Item Details page, click Add to Purchase Order.        

   Note: When adding a catalog item to your PO, you can also add it to your pricebook or map it to an existing pricebook item. For more, see Search and add vendor catalog items directly to your PO.

5. After adding the item, review its details and use the Item Options field to select a QXO-specific variant based on the generic item selected.

6. Check real-time availability and pricing of PO items.they need to select variant options depending on the generic item selected.

7. On the Create Purchase Order screen, select the vendor that is linked to the QXO integration as the Vendor and add line items with vendor part numbers. 

8. Click Check Vendor Inventory to verify stock levels and pricing. If quantity and pricing match, you'll receive a confirmation.

9. Click Review Stock Levels if needed.

For more, see Check real-time availability and pricing of PO items.

Select your vendor branch to check availability

1. On the Create Purchase Order screen, select the vendor that is linked to the QXO integration as the Vendor and if applicable update the Supplier Branch.

2. Complete the required fields and click Check Vendor Inventory to verify stock levels.

3. Click View and Resolve to check any discrepancies to review branch card details and make necessary adjustments.

After resolving discrepancies and making adjustments, submit the purchase order electronically; your QXO branch representative reviews and adjusts the item in the system.

For more, see Select a vendor branch to check availability.

Additional resources

• For assistance reach out to your Success Manager or Onboarder

• Visit ServiceTitan Academy and enroll in Roofing: Supply Chain Integration