Add serialized items to invoices in the ServiceTitan Field Mobile App

Overview

Track individual inventory items using unique serial numbers when you add them to invoices. Serialized inventory is especially important for high-value equipment like furnaces, water heaters, and HVAC units. This helps you maintain accurate inventory records for warranty claims and service history.

Things to know

• Before you can use this feature, your office must first:

  • Configure serialized inventory

  • Identify and serialize inventory and mark Pricebook items as Tracked by Serial Number

  • Receive and track serialized inventory through purchase order (PO) and inventory workflows

  • Configure inventory locations for warehouses and trucks

• For items on your truck, you can assign serial numbers even when offline.

• You must assign serial numbers to serialized items before completing a job. The Field Mobile App alerts you if serialized items are missing serial numbers when you try to complete a job.

• Installed equipment generated from serialized inventory will generate a piece of installed equipment for each quantity of the invoice item.

• The names of certain screens, tabs, and so on may be different based on your selection in Menu > Settings. For more, see Show Residential or Commercial terms in the ServiceTitan Field Mobile App.

Best practices

• Review your truck inventory before starting jobs to ensure all serial numbers are loaded in the system.

• Record serial numbers immediately when you unbox new equipment to avoid forgetting later.

• Double-check serial numbers before completing jobs to prevent rework.

• Keep a photo of the equipment serial number label as backup documentation.

Use cases

• A technician installs a $5,000 furnace and needs to record its serial number for warranty registration.

• A technician replaces a water heater and assigns the serial number so the office can file a warranty claim if needed.

• A technician adds multiple HVAC units to a commercial project and needs to track each unit individually.

Add a serialized item to an invoice in the Field Mobile App

After your office marks an equipment or material item as Tracked by Serial Number in the pricebook, you can scan or manually select the serial number when adding the item to the job's invoice.

Add a serialized item by scanning the barcode

1. Open your job and:

   • If your default terminology is set to Residential, tap the Invoice tab.

   • If your default terminology is set to Commercial, tap the Work Summary tab.

2. Scroll and:

   • If your default terminology is set to Residential, tap View next to Invoice Items.

   • If your default terminology is set to Commercial, tap View next to Line Items.

3. On the screen that opens, scroll to the bottom and tap + Add Items.

4. In the pricebook that opens, tap the Equipment or Materials tab, depending on what you need to add.

5. At the top of the tab, tap the Scan icon. 

6. Point your device at the equipment or material you want to scan.

7. Scan the serial number, then capture the image so it can be scanned. 

8. If a serialized item match is found, the Field Mobile App pulls it up. Select the Serial Number you need from the dropdown. 

   Note: If no serialized item match is found, try adding it manually instead.

9. Finish adding the item to the invoice.

Add a serialized item manually

1. Open your job and:

   • If your default terminology is set to Residential, tap the Invoice tab.

   • If your default terminology is set to Commercial, tap the Work Summary tab.

2. Scroll and:

   • If your default terminology is set to Residential, tap View next to Invoice Items.

   • If your default terminology is set to Commercial, tap View next to Line Items.

3. On the screen that opens, scroll to the bottom and tap + Add Items.

4. In the pricebook that opens, search for the material or equipment item you need, then tap Add. 

5. On the Add Serial Number screen that opens, find and select the serial number for the specific item available in your truck.

   Tip: Serial numbers are sorted alphanumerically. Use the search bar to quickly find specific serial numbers.

   

6. When finished, tap Select Serial Number.

7. Finish adding the item to the invoice.

Change the serial number of an item in the Field Mobile App

If needed, you can change serial numbers on invoice items before completing the job:

1. Open your job and:

   • If your default terminology is set to Residential, tap the Invoice tab.

   • If your default terminology is set to Commercial, tap the Work Summary tab.

2. Scroll and:

   • If your default terminology is set to Residential, tap View next to Invoice Items.

   • If your default terminology is set to Commercial, tap View next to Line Items.

3. On the screen that opens, scroll to the bottom and tap + Add Items.

4. In the pricebook that opens, search for the material or equipment item you need, then tap the item to open it. 

5. In the Serial Number field, tap Select Serial Number. 

6. On the Add Serial Number screen that opens, select a different serial number, then tap Select Serial Number. 

7. On the item details screen, the updated serial number is shown. Tap Add to finish updating. 

Update the quantity of a serialized item in the Field Mobile App

When you change the quantity of a serialized item, you must also update the serial numbers:

1. Open your job and:

   • If your default terminology is set to Residential, tap the Invoice tab.

   • If your default terminology is set to Commercial, tap the Work Summary tab.

2. Scroll and:

   • If your default terminology is set to Residential, tap View next to Invoice Items.

   • If your default terminology is set to Commercial, tap View next to Line Items.

3. On the Items screen that opens:

   1. Update the quantity of the equipment or material item as needed.

   2. A warning appears stating that the Serial Number(s) Mismatch.

   3. Tap the item to open it. 

4. In the Serial Number field, tap Select Serial Number. 

5. On the Add Serial Number screen that opens:

   • If you decreased the quantity, deselect serial numbers you didn't use.

   • If you increased the quantity, select additional serial numbers.

6. Tap Select Serial Number. 

7. On the item details screen, the updated serial number(s) are shown. Tap Add to finish updating. 

Complete a job with serialized items in the Field Mobile App

The Field Mobile App checks for missing serial numbers before you can complete a job:

1. On the Complete Job screen, scroll to the Items Serial Numbers section.

2. If the section shows items remaining, tap each item to add serial numbers. 

3. Select and add the remaining serial numbers.

4. After you add all serial numbers, the items show green checkmarks. 

5. Finish completing the job.

Want to learn more?

• See Serialized inventory