Pricebook - FAQ

We highly recommend you set up categories and subcategories directly in ServiceTitan before you do the pricebook export. That way, your categories, and subcategories will be set up properly within the Excel file.

• Category1 column: Main category

• Category2 column: Subcategory (must appear under the main category)

• Category3 column: A subcategory within a subcategory (must appear under the respective subcategory)

Go to the Services, Equipment, or Materials sheet where the item is located. Enter the category or subcategory in the Category.Name column next to the item.

Important: Every category or subcategory you use must be listed in the Categories sheet within the Excel file. Service and equipment are not visible in ServiceTitan Mobile unless they're assigned to a category or subcategory. Materials don't need to be assigned to a category or subcategory to be visible in ServiceTitan Mobile.

Enter the subcategory name in the Category.Name column. There is no need to designate the main category, only the subcategory. For example, if you want a pricebook item to appear in the subcategory New Equipment, enter New Equipment in the Category.Name column.

No, you should only click Save once at the end when you completed all tabs. If you want to make sure that you don’t lose any of your work, you can click Save after completing each tab.

When you click Cancel from any of the tabs, it will discard all unsaved changes in all tabs.

An item description may contain up to 32,000 characters.

The ideal size for Pricebook icons is 450x450 pixels to ensure a consistent display across both category and individual item pages.

Make sure that the Charge for material? option is selected when you add material to an invoice. Contact Technical Support for details.

When making changes to Pricebook items and these items have already been added to an invoice prior to the changes, you need to remove the items from the invoice and add them again to reflect the changes made to the items.

1. Export your pricebook to a spreadsheet format.  

2. Edit the items and columns as needed and print.

You can, as long as the character limit does not exceed 31 characters.

If you delete a row, it won't be included in the re-import process, so the deleted information won’t update in ServiceTitan.

When you activate the material it is automatically added to the same services. For more, see Bulk activate and deactivate pricebook items.

No, there is no option to automatically charge for credit card fees. However, You can create a service in Pricebook and set it as a default service for specific job types so it’s added to invoices when those jobs are booked. For more, see Add default services for job types.

Discounts won’t apply to a line item if the Allow Discount Codes checkbox isn’t selected for that item in your Pricebook. Edit the item, select Allow Discount Codes, and save.

If you’re troubleshooting a membership discount specifically, see What is causing the membership discount to not apply to an invoice?

Fees under Discounts and Fees add charges to invoices. They work best for transaction-related costs like credit card processing fees. These fees are not designed for job costing tracking.

To switch an item from static to dynamic pricing, edit the item in the Pricebook and uncheck Use Static Price. If the item’s category is already assigned to a dynamic pricing rule, that rule will apply automatically.

Note: If the checkbox can’t be unchecked, you’ll need to create a dynamic pricing rule and ensure the item’s category is included in it.

Dynamic Pricing includes equipment costs inside the service price and treats the entire service as one unit. The price you see on an estimate or invoice comes from Pricebook, not from individual equipment lines on that invoice or estimate. Editing or deleting equipment on the invoice does not recalculate the service price because the system still uses the original Pricebook values.

Invoices display the labor service name and code, not the labor type code assigned to the technician. This happens because each labor type is linked to a labor service item in your Pricebook, and the system uses the labor service information for invoicing.

• Labor type: A classification you create to define technician labor. Each labor type has a name and a unique code that you assign. Labor types are used to calculate labor costs on invoices through labor automation.

• Labor service: A Pricebook service item with the Labor Service checkbox selected. This item can be linked to a labor type and has its own name and code, which appear on invoices.

Equipment Tag

You can apply tags to Equipment or Equipment Types. We recommend you apply Conversion Opportunity Tags to Equipment Types and not on Equipment.

When viewing a job for a location with Equipment, you can see the Equipment Tag on all jobs for that location.

• Equipment Tags: When viewing a job for a location with Equipment, you can see the Equipment Tag on all jobs for that location. The Equipment Tag also appears on the service location record and elsewhere in ServiceTitan. The Equipment Tag displays the Equipment name followed by the Equipment age (in years).
  

• Equipment Type Tags: Equipment Type Tags will only be displayed when the age of the Equipment at a location is greater than or equal to the replacement age. You can see the tag displayed next to the customer name on the Call Booking screen.

Replacement Opportunity Tag

ServiceTitan automatically applies a Replacement Opportunity Tag when installed Equipment is at or past its replacement age. The Replacement Opportunity Tag displays the name of the tag.

If you book a job where there is a Replacement Opportunity, you will see both the Equipment Tag and the Replacement Opportunity Tag on the job.

Pricebook Equipment Tag

Pricebook Equipment Tags appear anytime you book a job for a location that has this equipment. Make sure to create the tag before adding it to equipment in your Pricebook.

Note: Do not add the Replacement Opportunity tag to equipment items in the Pricebook. This will result in the replacement opportunity tag being displayed permanently on the installed equipment item, and it won’t convert the Replacement Opportunity as sold.

There are two ways to enter installed equipment items in service location records:

Option 1: Invoice the customer for the equipment item

When you invoice the customer, the installed equipment item will be added automatically to the service location record.

Note: Make sure to enter the install date on the invoice.

Option 2: Add an installed equipment item directly to a service location record

To add equipment directly to a service location, go to the location record and click Add Equipment. This allows you to add installed equipment to the service location without invoicing the customer.

This is helpful for tracking equipment even if your business didn’t perform the installation. Use an approximate install date if you are unsure.

Note: Make sure to enter an install date so that ServiceTitan can track replacement opportunities. If you want a replacement opportunity tag to be created immediately, enter an install date older than the equipment’s replacement age.

The replacement age is determined by the Installed On date and the replacement age.

Installed On Date

Enter the Installed On date when you invoice the customer for equipment or when you add installed equipment directly to a location record.

Replacement Age

The equipment item in your Pricebook is tied to an equipment type (Pricebook > Equipment > Edit Equipment > Type). The Replacement Age is determined by the Equipment Type (Pricebook > Equipment Types > Replacement Age).

When an equipment item approaches the replacement age, it becomes a replacement opportunity.

For example, a Frigidaire AC unit is added to a customer invoice with an install date of January 1, 2016. In Pricebook, the Frigidaire AC unit is tied to an equipment type (window AC unit). The Equipment Type has a replacement age of 7 years.

In 2023, there will be a replacement opportunity in ServiceTitan to replace this customer’s window AC unit. By that time, the customer might be ready to install a central AC system, so it is important to track the replacement opportunity. You will be the first to follow up with the customer about replacing their AC unit, which will help you close a potentially bigger sale in the future.

Yes, when you add a replacement opportunity to a job or a job type, the jobs will be included in the replacement opportunity data.

Items are considered new if they were added to a provider catalog within the past 60 days and you haven’t added them to your pricebook.

Some pricebook items are linked to other pricebook materials and services. For example, if a filter change service includes a Whole Home Air Filter System as an upgrade, when you select the filter change to add to your pricebook, the upgrade task is automatically downloaded.

Click the checkmark icon in the upper left corner of a category to select all items within that category.

Click Select All to select all items or categories.

Catalog items can have the following tags:

• Added: The item is already in your pricebook.
  

• New: The item was added to the catalog within the past 60 days.
  

• Update: The item in your pricebook was updated. Go to the Updates screen for details.
  

When you click within catalog subcategories, a trail of higher-level categories you browsed displays above the catalog items. Click a name to go to that category.

To remove a provider catalog from your Pricebook Connect, please reach out to Technical Support.

For more information on catalog integrations, see Available supply chain integrations..

After you download an item, you can edit it in your pricebook. If the provider makes future changes to the item, it appears on your updates page.

To maintain a link between your pricebook and the provider catalog for future updates, you can’t edit the following fields:

• For categories and subcategories: Name

• For equipment items: Model and Manufacturer

• For Pricebook Pro service items: Name and Code

Tip: Pricebook Pro subscribers can duplicate items and make changes to all fields in the duplicated item.

You can undo certain edits made to a catalog item. Find the item in your pricebook and click Revert to Provider Version.

When you revert an item, the following fields revert to the last version updated from the provider catalog:

• For all items: Code, Name, Description, Images, Videos

• For equipment items: Manufacturer Warranty Duration, Manufacturer Warranty Description, Service Provider Warranty Duration, Service Provider Warranty Description

Note: If you edit any other fields of a catalog item, they can’t be reverted. For example, if you delete materials for a service, it stays deleted when you revert the item to the provider version.

You can’t delete a pricebook item contains details that may be used in invoice-related reports. But you can deactivate items so they won’t be visible when browsing or searching your pricebook.

If you deactivate a catalog item, or if the item is added to another item in your pricebook as a recommendation or upgrade, it doesn’t appear in future catalog updates. It won’t be visible when you browse or search your pricebook.

If an item is added to an invoice before you deactivate it, it may appear in invoice-related reports.

If you remove material from a catalog item in your pricebook, it doesn’t appear in any future updates of that item. For example, if an HVAC service includes three valves and you remove the valves from the service, and the provider updates the service to include one valve, the change doesn’t show in your updates.

Go to Pricebook > Updates. Click the Provider dropdown to view your provider catalogs. The number of available updates appears next to the provider name.

No. Currently, Pricebook Connect shows all catalog items that have been updated since you added or updated them.

Your pricebook can contain custom, proprietary information, even for items downloaded from provider catalogs. It’s important that you have full control over any pricebook changes.

If an updated material item includes a cost change, an asterisk appears in the Cost column. The amount of the change displays under the cost. For example, if a material cost increased from $20.25 to $24.25, you see (+$4.25).

If an updated service includes a change to Total Material Cost, this refers to the sum of the cost of all pricebook materials included in the service. For example, if the materials for a service include three $5 fuses, the total material cost is $15.

The amount of the change displays next to the updated cost. For example, if the total material cost decreases from $25.00 to $20.00, you see -$5.00.

Note: Materials should have $0 cost if there are purchase orders on the invoice with the same materials. This ensures that Total Material Cost is not doubled on the invoice.

No. Pricing is determined by several factors in addition to the cost. If you need to update your prices, use the client-specific pricing.

When you add a piece of equipment to an invoice, the Installed On, Model Number, and Serial Number fields are required.

Tip: The technician is prompted to collect these equipment details before they can complete the job.

When technicians add equipment to an estimate, it is not required to fill in any field.

Only the Installed On field is required.

Installed On is the only required field when you add a piece of equipment to a location profile in ServiceTitan.

Technicians need to download the pricebook again to refresh it in ServiceTitan Mobile.

Task codes may or may not appear on the mobile pricebook depending on your account configuration. If they do not appear, enable the Hide Task Codes from mobile and printed invoices feature in Settings > Your Account > Feature Configuration. For more, see Manage feature configurations.

Note: Enabling task codes for mobile will also make them visible on printed invoices.

Contact your Customer Success Manager (CSM) to import and export your pricebook data.

Yes, if the item was edited from a static price to dynamic pricing, it results in a change to the total amount on the invoice.

Checking this box prevents duplicate entries and pricing discrepancies by deactivating the existing pricebook before importing the new one.

Ensure prices are not entered manually to apply membership savings automatically. Manual entry prevents Dynamic Pricing from applying the appropriate membership discounts.