Set up and manage payroll profiles

Overview

Set up payroll profiles with rules, job filters, and calculations for all the different ways you award performance and bonus pay. Assign profiles to technicians based on your payroll needs.

Who uses this feature

Administrators and managers
This feature is available in the ServiceTitan Works package.

Things to know

Do not create pay profiles with conflicting pay rules. For example, if you create a profile with two overlapping rules:
- Pays technician $50 for invoice subtotals from $500-$1,000
- Pays technician $100 for invoice subtotals from $750-$1,500
Pay for invoices from $750-$1,000 is unclear, which can result in double payment. The system does not alert you if this occurs.
New technicians are assigned the default pay profile which calculates commission and bonus pay based on the legacy performance pay settings in the Payroll tabs of technician profiles and business units (BUs), and the Commission tab of pricebook items.
Pay profiles use the pay rules you create to calculate commission and bonus pay. Legacy performance pay settings do not apply.
A pay profile is In Progress until all pay rules in the profile are valid.
You can assign pay profiles in the Payroll tab of a technician's profile by going to Settings > People > Technicians > Edit.

Create a pay profile

Go to the top toolbar and click Settings .
In the side panel, go to People > Payroll. Payroll Settings opens.
Under Configurable Payroll, in the Profiles section, click Edit. Configurable Payroll Profiles opens.
Click Create Payroll Profile.

The Add Payroll Profile screen opens. The setup process is broken up into four steps. Your changes are saved after each step.

Name your profile

In the Profile Name field, enter a name for your profile.
In the Description field, add details about your profile (optional).
Under Pick A Color, select a color for your profile as it appears on the Configurable Payroll Profiles screen.
When you're finished, click Next.

The Assign Technicians screen opens.

Assign technicians

The Assign Technician screen displays a table of your technicians.

Sort the table

You can sort the table to search for specific technicians:

Use the buttons above the table to filter the table for technicians who have or don't have payroll profiles assigned. Click View All to include all technicians.
Click a column header to sort the table alphabetically by that column.
Drag and drop a column header to the space above the table to group the table by that column. For example, if you drag and drop the Business Unit header, the table groups technicians by their business unit.

Assign technicians

Select the technicians you want to assign the payroll profile to and click Next.

User selections in a table for HVAC business units, highlighting specific individuals.

Note: You don't have to assign any technicians in this step. Click Next to skip this step and you can assign technicians later.

The Configure Pay Rules screen opens.

Set up pay rules

From the Configure Pay Rules screen, you create pay rules for your profile by setting pay types, job filters, and pay calculations. If a job matches your rule, then the technician is paid based on the pay calculations you set.

Click Add pay rule.
From the Select Pay Rule dropdown, select the pay type you want to create a pay rule for:

Pay Type	Definition	Example
Performance Bonus	Bonus paid to a technician who is credited for performing the work on a job. You can apply splits to the bonus.	A technician receives 5% of the split-adjusted invoice subtotal for plumbing installs they work on. On a $2,000 job, they receive a 50% split. They earn a $50 performance bonus.
Sales Commission on Invoice	Commission paid to the technician who sells an estimate that leads to a completed install job. They are assigned Sold by credit on the job invoice.	A sales technician sells an HVAC install estimate that is booked into an install job. They receive Sold by credit on the install job and earn a commission
TGL/Turnover Bonus Paid on Installation	Bonus paid to a technician on a job who sets a sales job lead for a new install job. The sales job is called a technician-generated lead (TGL). If the sales job leads to a completed install job, the technician is paid a bonus	A technician on a maintenance call sets a lead by convincing the customer to take a sales consult to replace their water heater. A sales tech is dispatched and they sell an estimate. A water heater install job is booked off the estimate. After the job is complete, the technician who set the lead receives a bonus.
TGL/Turnover Bonus Paid when lead is set	Bonus for setting a TGL, whether an estimate is sold or not	A technician on a maintenance call sets a lead by convincing the customer to take a sales consult to replace their water heater. The technician receives a $20 bonus for setting the TGL.
Sales Commission on Invoice Item	Bonus paid to a technician who sells a specific item on an invoice. The technician with Sold by credit for that invoice item receives a commission.	A technician sells a high-end toilet during a bathroom install job. The pay rule awards a 4% commission for selling this specific invoice item.
Item Bonus	Bonus paid to a technician who is credited for performing the work on a job for a specific item on the invoice. You can apply splits to the bonus.	You offer technicians a $50 bonus for installing an older thermostat model in your inventory. On an invoice that includes the thermostat, a technician with a 50% split receives a $25 bonus.

Note: Each pay rule is assigned a unique ID number. This is used in payroll reports to identify which rule was used to calculate a pay item.

Enter a Display Name for the rule. This is what your employees will see when reviewing and approving their pay. It is also used in reports.
Click Continue.
You can create job filters to specify jobs that the pay rule applies to. Or, if you want to apply the pay rule to all jobs, skip to the next step.
Click Continue to Pay Calculation. The Configure Pay Calculation section expands.
Configure pay calculation for the rule.
Click Continue to Date to Pay On.
Note: If you configure a pay calculation and the Continue to Date to Pay On link is not clickable, there is an error in the pay calculation. Hover over the link to see details about the error.
Click the Date to Pay On dropdown and select when you want the pay rule to pay technicians:
1. Payroll Date: Next payroll date after the job completion date
2. Last Payment Date: Date the invoice is paid in full
When you're finished configuring the pay rule, click Save pay rule.
Click Add pay rule to set up another pay rule for the pay profile. Or, if you're finished setting up the pay profile, click Next.

The Review & Submit screen opens.

Tip: Click Test Profile to see how your pay profile calculates pay.

User interface showing options to test payroll rules and submit configurations.

A screen opens where you can run a report on previous completed jobs using the pay rules you set up.

Table displaying HVAC install bonuses for technicians with their earnings and invoice numbers.

Review and submit

Review & Submit shows your pay profile details, the technicians assigned the profile, and the pay types included in the profile.

If you want to make changes to a section, click Edit.
If everything looks correct, click Finish.

Edit a pay profile

Go to the top toolbar and click Settings .
In the side panel, go to People > Payroll. Payroll Settings opens.
Under Configurable Payroll, in the Profiles section, click Edit. Configurable Payroll Profiles opens.
Click Edit Profile or Finish Profile for the profile you want to edit. The Edit Pay Profile screen opens.
Note: To delete a profile, click More and select Delete Profile.
Click a link at the top to make changes to the profile:
1. Name Profile: Edit the name and profile description
2. Assign Technicians: Assign the pay profile to technicians
3. Configure Pay Types: Create, delete, and edit pay rules for the profile
When you're finished editing the profile, click Save.

Want to learn more?

Visit ServiceTitan Academy to enroll in Configurable Payroll