Using Zapier with ServiceTitan to automate your workflows

If you’re using ServiceTitan to manage your home service business, you’re already ahead of the curve by taking advantage of such a powerful tool to streamline your operations. But what if you could take it a step further, automating repetitive tasks, improving team communication, and syncing your favorite tools without touching a single line of code?

That’s where Zapier comes in.

In this guide, we’ll show you how you can use ServiceTitan with Zapier and share practical automation ideas that will help save you time.

What is Zapier and how does it work?

Zapier is a no-code automation platform that connects thousands of apps, allowing them to share information and trigger actions automatically. Think of it like a digital bridge that lets your software tools “talk” to each other, even if they weren’t originally built to integrate.

Here’s how it works:

Zapier uses what it calls Zaps: small workflows made up of a Trigger (the thing that starts the automation) and one or more Actions (the tasks that happen automatically once the trigger is fired).

Actions can be all sorts of things, depending on the integrations and software you’ll be using.

Here’s a simple example of how this would work with ServiceTitan:

Trigger: A new job is booked in ServiceTitan.
Action: Create a new alert on Slack with the job details.

You don’t need to write any code or hire a developer. Zapier gives you a drag-and-drop interface to build these workflows quickly, and you can test them right inside the platform.

Does Zapier have a native integration with ServiceTitan?

Yes, ServiceTitan offers a Zapier integration, designed to connect your account seamlessly with hundreds of other apps.

The integration is currently in an open beta version, so to get set up, you will need to request access via ServiceTitan using your Tenant ID, which takes around two business days. Once live, Zapier can be set up to react to various triggers (such as new jobs, customers, estimates, or appointments) and execute actions accordingly.

However, keep in mind that the integration may only support specific triggers and actions. For more information, check the official ServiceTitan FAQ.

Types of apps Zapier connects with ServiceTitan

Zapier acts as a bridge between ServiceTitan and other apps. You can use it to connect ServiceTitan with tools across categories like:

• CRM platforms: Sync customer data with tools such as HubSpot, Salesforce, or Pipedrive.
• Email & marketing tools: Automate follow-ups or campaigns using Mailchimp, ActiveCampaign, or Constant Contact.
• Spreadsheets & databases: Log new jobs, invoices, or customer data into Google Sheets or Airtable.
• Communication apps: Send real-time updates to Slack, Microsoft Teams, or SMS tools like Twilio.
• Project management tools: Trigger task creation in tools like Trello, Asana, or ClickUp after job completion.

By combining ServiceTitan with the right stack of apps, you can reduce admin work, improve customer experience, and keep everything in sync automatically.

Why use Zapier with ServiceTitan?

ServiceTitan is already powerful on its own, but it’s not built to connect with every tool your business uses out of the box. That’s where Zapier comes in.

Zapier works with ServiceTitan to help you automate the busywork that eats up time. Think of it as your silent assistant: it moves data between platforms, keeps systems in sync, and reduces the risk of human error.

For example, instead of manually updating a Google Sheet every time a new customer is created in ServiceTitan, Zapier can do it for you. Or if you want to automatically send a Slack message when a job is completed or an invoice is paid, Zapier makes that possible.

This kind of automation frees up your team to focus on what really matters: serving customers, closing jobs, and growing the business. It also creates cleaner processes, faster communication, and better use of all the software tools you’re already paying for.

Real-life examples of Zapier automations for ServiceTitan

When it comes to automation, seeing real examples is the best way to understand how it can actually help your business.

Here are some common (and surprisingly simple) ways home service companies use the Zapier + ServiceTitan integration to save time, avoid errors, and keep things running smoothly:

• New ServiceTitan job → Send SMS via Twilio
• New lead in ServiceTitan → Add to Mailchimp list
• When a new project is completed → Add row in Google Sheets
• New form submissions → Send a Slack alert to the team
• New estimate created → Generate task in Asana or ClickUp

Step-by-step: How to set up your first Zap with ServiceTitan

Once you have your Zapier and ServiceTitan accounts connected, it’s time to start creating your Zaps.

Here’s how a typical Zap setup works:

1. Choose your trigger source

Start by deciding what event in ServiceTitan you want to automate. For example, a new job created, a new ServiceTitan customer added, or an invoice updated.

This will be the “trigger” that tells Zapier to run the automation.

2. Select an action app

Next, pick what you want Zapier to do in response. This could include:

• Sending a Slack message
• Cancel a task
• Logging data in Google Sheets or Airtable
• Creating a Google Calendar event
• Creating a task in ClickUp or Trello

Zapier supports thousands of apps, so you can connect your ServiceTitan data wherever it’s most useful.

3. Set up filters and conditions

You can fine-tune your Zap by adding filters. For instance:

• Only send notifications for high-ticket jobs
• Only trigger follow-ups for unscheduled estimates
• Only log jobs from a specific business unit or location

This helps ensure that your automations stay relevant and don’t overwhelm your team.

4. Test your Zap

Before turning it on, Zapier will walk you through a test using sample data to ensure everything is working as expected.

Don’t skip this step, especially if this will be your first time using Zapier.

5. Turn it on

Once your test passes, give your Zap a name and switch it on. From now on, the workflow will run automatically in the background, saving you time and reducing manual work.

Advanced tips for using Zapier with ServiceTitan

Once you’ve set up your first few automations, you’ll quickly realize how powerful Zapier and ServiceTitan can be when used together.

To help you go from basic to pro, we’ve put together some advanced tips to help you build smarter, more efficient Zaps that scale with your business.

Add paths and conditional logic

Zapier’s Paths feature allows you to create multi-step workflows with branching logic. This means you can send follow-up emails to different customer segments based on job type, technician performance, or location – all within the same Zap.

Monitor Zaps with alerts

To avoid broken automations, set up Slack or Gmail alerts that notify you if a Zap fails. This is especially helpful for mission-critical workflows like customer follow-ups, internal notifications, or revenue reporting.

Limit tasks with filters

Be smart about how many Zaps you use by putting filters in place. Add logic to prevent unnecessary runs, like only triggering actions when job amounts exceed a threshold or when customers are in specific regions.

Schedule Zaps to run in batches

If you’re working with large data sets or recurring reports, use Zapier’s Schedule trigger to run Zaps at certain times (daily, weekly, monthly). This reduces task usage and gives your team predictable updates, for example, daily summaries of completed jobs sent to Slack.

Document your Zaps

Keep a shared document (or use tools like Notion or Airtable) to track what automations exist, what they do, and who owns them. This step is especially important for larger teams because it will help your team stay aligned and reduce duplicate or conflicting workflows.

Limitations of using Zapier with ServiceTitan

While Zapier opens up a lot of automation potential for ServiceTitan users, it’s not yet a perfect plug-and-play solution. There are some key limitations to be aware of so you don’t run into roadblocks later on.

• No native integration: First and foremost, it’s important to know that Zapier functionality is not officially supported by ServiceTitan and is made available on an ‘as is’ basis and without warranty at users’ own will. Since it’s not an official integration, you might need to use workarounds like connecting through Google Sheets, third-party APIs, or custom-built webhooks.
• Manual data syncing: Without a built-in integration, you’ll likely depend on exported reports or scheduled data dumps to trigger your Zaps. This creates delays and increases the risk of duplicate or outdated information unless you build in logic to handle it. In practice, this makes the integration difficult for beginners to use.
• Zap complexity grows quickly: It’s easy to start with simple automations, but once you layer in filters, paths, delays, and multiple apps, your Zaps can become hard to manage. Poor documentation or unclear logic can break things down the road, especially as your team or business scales.
• Task usage can get expensive: Zapier is not a free tool! Zapier‘s pricing system is based on task volume, so inefficient Zaps can burn through your monthly quota quickly. Be strategic with filters and batch processes to avoid this.
• Data security & privacy: Automating job data and customer info means you’re handling sensitive information. Always check how third-party tools handle data, ensure you follow best practices (like encrypted sheets or user access controls), and stay compliant with privacy regulations.

Alternative: How to take full advantage of your ServiceTitan software

If you’ve hit a wall with your setup, you’re not alone. Automating tasks and workflows is a complex task, one that requires a solid foundation of your ServiceTitan configuration to begin with.

If your workflows, tags, roles, templates, Pricebook, or reports aren’t configured to reflect how your team actually works, no amount of Zapier magic will fix it. In fact, patching on automations without a solid base can lead to more confusion and extra cleanup down the road.

That’s why many businesses get better results by first focusing on building a smarter ServiceTitan setup — one that’s clear, efficient, and aligned with your real processes. Once that foundation is in place, integrations through Zapier become easier, cleaner, and more valuable.

Let’s take a look at how we help teams do exactly that.

How we help you automate ServiceTitan the right way

We’re the people you go to when you’re trying to use automated workflows to reduce manual work in ServiceTitan but keep hitting roadblocks.

We don’t just help you “add zaps.” We help you build a stronger system from the inside out.

That starts with understanding your actual business processes. We dig into how your team books jobs, routes techs, manages service agreements, handles follow-ups, and tracks revenue. From there, we clean up and optimize your ServiceTitan setup so it reflects the real way your business runs, not just how the software ships out of the box.

Then we help you take it to the next level by identifying what’s worth automating. Whether it’s syncing invoices to Google Sheets, sending notifications to Slack, or logging marketing leads in your CRM, we help you build automations that make sense and actually save time.

Need help implementing Zaps? Want a smarter integration with your existing tools? Or just want ServiceTitan to stop feeling like more work than it’s worth? We’ve helped dozens of home service teams get there — and we can help you too.

Book your free call to see what that looks like.

Frequently asked questions

Can everyone use Zapier with ServiceTitan?

No, ServiceTitan doesn’t yet offer an official connection with Zapier. They currently have an open beta version, which means it’s a test version available for most users, but it’s not yet an official native connection.

For this reason, only ServiceTitan customers on The Works or legacy pre-packaging customers can use Zapier, as it requires API access, which is included with these service agreements.

How to connect Zapier and ServiceTitan?

Since the integration is currently in open beta version, you will need to request access. ServiceTitan has provided a step-by-step tutorial here.

Do I need a paid Zapier plan?

It depends on what you’re trying to automate. Many basic Zaps can be created with Zapier’s free plan, but if you want to use multi-step Zaps, premium apps, or run tasks more frequently, you’ll need a paid plan.

Considering most teams that use ServiceTitan and Zapier have advanced setups, a paid plan will be necessary to accomplish what you want.

Does ServiceTitan support all field types in Zapier?

Not all. The current Zapier integration for ServiceTitan is still in beta, so some fields may not be available yet, especially custom fields or advanced data points. It’s great for core actions like creating or updating customer records, but more complex workflows may need custom development. If you need help with custom setups, contact our team.

Is this secure for customer data?

Yes, as long as you follow best practices. Zapier uses encryption and secure authentication for all integrations.

That being said, it’s important to know that ServiceTitan takes no responsibility for third-party data sharing, which means you use it at your own risk. If you’re handling sensitive customer information, be sure to comply with relevant data protection regulations in your region.

What are the best apps to connect with ServiceTitan?

The best apps depend on your business needs, but popular choices include:

• Google Sheets
• Slack
• Gmail or Outlook
• HubSpot or other CRMs
• Mailchimp or ActiveCampaign