The AI playbook written for ServiceTitan, not for generic SaaS.
A ServiceTitan-specific AI guide with prompts and workflows engineered for the exact moments that run a field-service shop — ST ecosystem mapping (Dispatch Board → Pricebook → Job Costing → Memberships → Reporting), the daily ST Dispatch Board cadence, tier-aware 30/60/90 rollout for a 1-truck ST owner-operator, a 5–15-truck ST dispatcher, AND a multi-region ST enterprise, and the failure-mode prompts that catch silent ST → QBO job-costing partial-sync drops, Membership Auto-Renewal dunning, technician-skill-mismatch dispatch, Pricebook SKU drift, and the ServiceTitan Payments / Stripe split-fee gap before close.
- Default pick is a quarterly subscription — see the live checkout for included materials and cadence
- 7 turn-key workflows covering the ServiceTitan ecosystem map (Dispatch Board → Pricebook → Job Costing → Memberships → Reporting), the morning-Dispatch-Board + EOD Job Costing + QBO job-costing-aware sync cadence, the tier-aware 30/60/90 rollout for a 1-truck ST operator, a 5–15-truck ST shop, AND a multi-region ST enterprise (Foundations → Essentials → Starter → Works → Advanced), and the failure-mode prompts that catch silent ST → QBO job-costing partial-sync drops, Membership Auto-Renewal dunning, technician-skill-mismatch dispatch, Pricebook SKU drift, and ServiceTitan Payments / Stripe split-fee reconciliation gaps before close
- 30+ copy-paste prompts engineered for the exact moment an ST operator needs them — at the morning Dispatch Board, on the Job Costing closeout, or at the Tuesday QBO job-costing reconciliation
- A 30/60/90 adoption plan so your ST shop puts AI to work this service week — not "someday"
Purchase terms
Review the Refunds and cancellation policy and Terms of Service before purchase. The playbook is educational workflow material; it does not promise a particular business result.
Inside the playbook
Every workflow, every prompt, in one PDF.
The PDF runs about 80 pages and is built to be opened at the morning Dispatch Board or on a Tuesday during close. Print the morning-board section per tech if that’s how your ST dispatchers work best.
- A 1-page ServiceTitan ecosystem map — Dispatch Board → Pricebook → Job Costing → Memberships → Reporting, plus the apps around it (QuickBooks Online / Xero for the native job-costing-aware sync, ServiceTitan Payments for the merchant deposit split, Twilio SMS for the customer text cadence, Zapier for the side-app connector glue, Google Reviews request for the post-job review ask, the ServiceTitan-to-Zapier connector for back-office tools ST does not natively bridge) — so the operator knows which sync touches the customer ledger in QBO / Xero, which writes to Undeposited Funds, and which writes to the payout side of ServiceTitan Payments / Stripe
- A Pricebook SKU grouping setup checklist — Wrench → Wrench + Material bundle pattern, Membership SKU per service line, inspector-rate-labor override — wired on week one of the rollout so the QBO / Xero Classes the bookkeeper reconciles against have a matching ST Pricebook SKU on every job
- A morning Dispatch Board prompt — read the day's assigned jobs, confirm each job has the technician (matched to the skill matrix), the service window (with geo / drive-time), and the Pricebook line items that match the estimate the homeowner signed (not a generic Pricebook bundle that was the dispatcher default), batch-assign the unassigned jobs, fire the morning Twilio SMS with the ETA and the technician name, and confirm Schedule Optimization (on the Works+Advanced tier) did not re-order the board to break a tech's lunch
- An end-of-day Job Costing closeout prompt — the on-site job close fires the moment the technician marks it Complete on the mobile app so the job-cost write-down lands on the same business day (not at morning coffee two days later), pairs the job-site photo to the job cost in the same step so the cost basis is defensible if the homeowner disputes it, and wires the post-job Membership Auto-Renewal dunning check so the next service visit does not quietly fail on the renewal side
- A weekly unconverted-estimate follow-up cadence — the Monday-morning scan that ages the estimate from 'Sent' to 'Reminder' at day 14 to 'Follow-up phone' at day 30, so a stale estimate can't quietly age past 60 days and silently erode the schedule
- A partial-sync reconciliation checklist for QBO / Xero — read ST sync status for the prior day, identify any job where the sync shows Complete on the ST side but the corresponding QBO job-costing row is missing a Pricebook line item (typically a materials line dropped mid-export while the labour line landed cleanly), post the missing line manually with the same job number and Customer:Job so the bookkeeper's reconciliation script can match it, flag the partial sync to ServiceTitan support so the next daily sync retires it at the source
- A tier-aware 30/60/90 rollout plan — three distinct rollout shapes because ST shops are larger on average than HCP / Jobber shops: (a) a 1-truck ST owner-operator (Foundations → Pricebook SKU groupings → Job Costing → Membership Auto-Renewal in four steps); (b) a 5–15-truck ST dispatcher (Foundations → Starter on week one, then Schedule Optimization on Works+Advanced, tech-specific Pricebook line-item bundles, Membership Auto-Renewal on Essentials+, and the ST Payments / Stripe payout split reconciliation before the QBO job-costing sync lands on day ninety); (c) a multi-region ST enterprise (Foundations for back-office / reporting, Essentials for per-region Membership + native QBO job-costing aware sync, Starter for per-region Dispatch Board, Works for Schedule Optimization + custom Pricebook SKU groups per region, Advanced for Job Costing audit + custom Pricebook/buyers-guide SKU authoring + native QBO job-costing multi-entity sync)
- Technician-skill-mismatch dispatch prompt — the wrong tech was assigned to a backflow preventer job because the skill matrix in ST was never kept current, the job went out at the morning board, and the customer got a second truck rolling mid-day to fix what tech #1 could not; the prompt walks the dispatcher through the skill-matrix refresh path, the Schedule Optimization override on Works+Advanced that would have caught the mismatch at dispatch, and the customer-facing ServiceTitan Customer Communication template that acknowledges the rollback
- Pricebook SKU drift prompt — the dispatcher mid-quarter quietly edited a Wrench line to bundle a compressor replacement, the silent SKU change bumped the invoice gross by $4,200, and the customer invoice no longer matches the original estimate; the prompt walks the operator through the Pricebook version-history audit, the QBO / Xero side re-key path that aligns the invoice to the original estimate, and the ServiceTitan Customer Communication message that pre-empts a dispute
- A partial Job Costing sync drop prompt — ST sync shows Complete but the QBO job-costing row is missing the materials line (ST Pricing tiers route the job-costing export through different connectors — Starter through the native connector, Works+Advanced through the multi-entity connector with audit table — so the operator sees the right rollback path for their tier)
- A 30/60/90 adoption plan so AI goes from an emailed-in PDF to a daily tool at the morning Dispatch Board, on the on-site job close, and at the Tuesday QBO job-costing reconciliation — built around the ServiceTitan-specific moments that run a field-service shop's week, including the multi-region enterprise case when ST shops are larger on average than HCP / Jobber shops
Real ST workflows
What you’ll use the prompts for.
Scenario
A 14-job Tuesday morning — the ST dispatcher needs the Dispatch Board shipped in 15 minutes across a mixed-skill roster
Run the morning ST Dispatch Board prompt — read the day's assigned jobs, confirm each has the technician (matched to the skill matrix), the service window (with geo / drive-time factored in), and the Pricebook line items that match the estimate the homeowner signed (not a generic Pricebook bundle that was the dispatcher default), batch-assign the unassigned jobs, fire the morning Twilio SMS with the ETA and the technician name, and confirm Schedule Optimization (on the Works+Advanced tier) did not re-order the board to break a tech's lunch mid-day.
Scenario
A partial Pricebook line-item sync drops silently in the ST → QBO job-costing handoff Monday morning
Run the partial-sync reconciliation prompt — read ST's QBO / Xero sync log for the prior day, identify the job where the ST side shows 'Complete' (and lands on the books as a brand-new invoice rather than a reversal of the void) but the QBO job-costing row is missing a materials line, post the missing line manually with the same job number and Customer:Job, flag the partial sync to ServiceTitan support so the next daily sync retires it at the source, and post the same reconcile check as a recurring task until upstream is fixed.
Scenario
A month of ServiceTitan Payments / Stripe deposits split-fee-drifts by Tuesday QBO job-costing reconciliation
Run the ServiceTitan Payments deposit reconciliation prompt — pull the prior week's deposits from ServiceTitan Payments (Stripe-tied), identify the invoice where the ST side charged a 2.7% + 30¢ fee routed to the payout side of Stripe but the QBO deposit landed on the gross side, post the fee as a Stripe Processing Fees line on the QBO side, and post the same reconcile check the next Tuesday so every ServiceTitan Payments / Stripe deposit lands net by month-end close.
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