ServiceTitan + Zapier: The 7 Automations Every Contractor Should Set Up Today

When a ServiceTitan job is marked complete, you can fire a Google Review request, a customer thank-you SMS, and a Google Ads offline conversion event in the same second, without anyone in the office lifting a finger. The contractors doing this collect 3-5x more reviews than their competitors and stop wasting ad spend on campaigns that never get credit. Most of it runs on Zapier.

Why Connect ServiceTitan to Zapier?

ServiceTitan is the operating system for roughly 10,000 contractors generating over $700 million in revenue, but it does not natively talk to every tool in your stack. Your email platform, your review software, your accountant’s QuickBooks, your team’s Slack - most of them are not on the ServiceTitan Marketplace.

Zapier fills that gap. It moves data between ServiceTitan and the 6,000+ other apps it supports without any code.

The contractors getting the most value out of Zapier are not building 50 Zaps. They are building 5-10 high-leverage ones that each save 30-60 minutes a day or recover revenue that was leaking. That is what this list covers.

What Does ServiceTitan + Zapier Actually Cost?

ServiceTitan is a premium app on Zapier. That means the free tier (100 tasks/month) will not connect to it.

You need at least Zapier Starter at $29.99/month to access premium apps. If you want multi-step Zaps with filters, paths, or custom logic, you need Zapier Professional at $73.50/month. Most contractors land on Professional once they pass 3-4 Zaps.

ServiceTitan API access is included in most plans but you need admin rights to generate the Tenant ID, Client ID, and Secret. Plan 15 minutes on the ServiceTitan side and 15 on the Zapier side for the initial connection.

On Zapier Professional’s 2,000 tasks, expect roughly 6-7 active Zaps before you start eating into the limit. Track usage in Zapier’s dashboard for the first 30 days.

The 7 Automations Every Contractor Should Set Up

These are ordered by impact. If you only build three, build the first three.

1. Job Completed in ServiceTitan to Google Review Request via SMS

Trigger: Job status changes to Completed in ServiceTitan. Action: Send SMS via Twilio (or trigger a Podium / Birdeye campaign) with a personalized review link. Why it matters: Triggered SMS opens at roughly 95% versus 15% for bulk email. Asking the same day the work was done, while the customer is still in the “wow my AC works again” mood, is the difference between a 10% review rate and a 40% review rate. Setup time: 30 minutes.

Add a filter so it only fires on jobs over a certain ticket amount or specific job types - skip warranty callbacks, skip estimates that did not convert. The guide to getting more Google reviews as a contractor walks through the message wording that actually drives clicks. The review generation system breakdown covers what to do once the reviews start coming in.

2. Job Completed to Google Ads Offline Conversion Push

Trigger: Job status changes to Completed in ServiceTitan with revenue > $X. Action: Push an offline conversion event to Google Ads with the GCLID stored on the customer record. Why it matters: Without offline conversions, Google has no idea which clicks actually became revenue. Contractors uploading offline conversions report 40-60% improvement in Smart Bidding performance because the algorithm finally learns which keywords drive paying jobs, not just calls. Setup time: 45-60 minutes (the GCLID capture on your website is the harder half).

This one only works if you are already capturing GCLIDs on lead forms or phone calls and storing them in a ServiceTitan custom field. The Google Ads offline conversion import guide for contractors covers the full setup. Pair this with the broader ServiceTitan + Google Ads attribution setup to close the loop end to end.

3. New Customer to Mailchimp / Klaviyo Nurture Sequence

Trigger: New customer created in ServiceTitan. Action: Add or update contact in Mailchimp (or Klaviyo, or ActiveCampaign) and tag with their first job type. Why it matters: Most contractors never email a customer again after the first job. The ones who do see 20-30% of annual revenue come from existing customer reactivation based on data Hatch published across HVAC accounts. A simple 4-email nurture covering maintenance, seasonal tips, and a referral ask runs itself once it is built. Setup time: 20 minutes for the Zap, 2-3 hours to write the email sequence.

Tag the contact with the job type (HVAC, plumbing, electrical) so you can send seasonal-relevant content later. Cooling tune-up reminders to AC customers in March hit different than to plumbing-only customers.

4. Estimate Sent but Not Signed in 7 Days to Auto Follow-Up Email

Trigger: New row in a Google Sheet populated by a ServiceTitan report (estimates outstanding > 7 days). Zapier polls daily. Action: Send a templated follow-up email through Gmail or your email platform, with the estimate PDF re-attached. Why it matters: Estimates that get one follow-up close at roughly 1.7x the rate of estimates with no follow-up, based on Hatch’s analysis across 132,000 HVAC campaigns. Most office managers forget. A Zap does not. Setup time: 45 minutes (the trickiest part is the ServiceTitan report export, which usually needs to be scheduled to email or a Google Drive folder Zapier can read).

If your team is uncomfortable with follow-up cadence, the guide to following up with leads without being pushy covers the message structure that works.

5. New Website Lead to Slack Alert Plus Auto-Text to Homeowner

Trigger: New lead created in ServiceTitan via website form or call. Action: Post to Slack channel #new-leads with all the details AND send an auto-text via Twilio to the homeowner (“Hi, this is Jen from ABC Heating - we got your message and someone will call you in the next 5 minutes”). Why it matters: 78% of homeowners hire the first contractor who responds. A new lead sitting unattended for 30 minutes is mostly a dead lead. The Slack alert wakes up the office manager, the auto-text buys you the time to actually call back. Setup time: 25 minutes.

Pair this with a clear CSR escalation rule - if the lead is over a certain dollar threshold or comes in after hours, route it to a manager’s phone. The deeper play here is marketing attribution for home service - because the lead source data on this Zap also feeds your reporting.

6. Technician Assigned to Job to Customer Text with Tech Name and Photo

Trigger: Job dispatched / technician assigned in ServiceTitan. Action: Send SMS via Twilio with the tech’s name, photo URL, and ETA (“Hey - Mike is on his way for your AC repair. He drives a white van with our logo. ETA 2:15pm.”). Why it matters: This is the Hatch / Zuper-style experience that customers now expect from any service business. It cuts no-shows by 20-30% and drives a measurable bump in tip-and-review rate because the customer sees a human face before the truck arrives. Setup time: 30 minutes plus a one-time upload of tech photo URLs to a Google Sheet Zapier can look up.

This is also one of the most common automations that breaks if you outgrow Zapier - the lookup table for tech photos gets messy, and you eventually want to pull photos from a ServiceTitan custom field directly via the API.

7. Invoice Marked Paid to QuickBooks Sync Plus Thank-You Email Plus Referral Ask

Trigger: Invoice marked paid in ServiceTitan. Action 1: Sync transaction to QuickBooks Online (if you are not already using ServiceTitan’s direct QB integration). Action 2: Send a thank-you email with a referral ask and a $50 referral credit link. Why it matters: Referrals close at 3-5x the rate of paid traffic and cost nothing per lead. Most contractors leave the ask off entirely because nobody remembers to send the email. A Zap remembers. Setup time: 35 minutes for the email Zap, longer if you also build the QuickBooks sync.

If you have ServiceTitan’s certified QuickBooks integration enabled, skip Action 1 and just do the thank-you-plus-referral email. The guide to responding to and asking for Google reviews covers how to combine the referral ask with a review ask in the same email without making it feel transactional.

What Are the Limits of ServiceTitan + Zapier?

Zapier is fast to set up but it has real ceilings. Hit them before you commit to building 20 Zaps.

Trigger coverage is incomplete. Custom field changes, pricebook updates, certain payroll events, and some technician-level events are not exposed on Zapier. If your automation depends on those, you need direct API access or a Marketplace integration.

Polling lag is real. Most ServiceTitan triggers in Zapier poll on a 1-15 minute schedule depending on your plan. For a review request, fine. For a real-time lead alert, that lag can cost you the customer.

Tasks add up fast. A single multi-step Zap can burn 5-10 tasks per execution. At 50 jobs a day across 7 automations, you can hit 10,000 tasks per month, which puts you on Zapier Team at $103.50/month or higher.

No native two-way sync. Zapier triggers on a change but it does not maintain state. If a customer record is updated in Mailchimp, that does not flow back to ServiceTitan without a second Zap (and a second set of task costs).

The ServiceTitan Marketing Pro review covers which automations are better handled inside ServiceTitan natively (review requests, marketing campaigns, customer experience messaging) versus what is worth routing through Zapier (the long tail of niche apps).

What If You Outgrow Zapier?

Three options, in order of complexity.

Make.com. Same idea as Zapier but priced per operation instead of per task. $9/month gets you 10,000 operations versus Zapier’s $73.50 for 2,000 tasks. The catch: there is no native ServiceTitan connector. You build against the ServiceTitan REST API using Make’s HTTP modules, which means someone on your team needs to read API docs. For a savvy office manager or a part-time tech-friendly hire, this is doable in a weekend.

n8n. Open source workflow automation. Free if you self-host on a $10/month server, $20/month if you use n8n Cloud. Same API-based approach as Make.com. Best for contractors with an in-house tech person or an agency relationship who already knows the platform.

Direct API integration. If you have a developer, building directly against the ServiceTitan API gives you full control - any trigger, any field, any frequency. This is also what most Marketplace integrations are doing under the hood. Cost varies wildly: a junior contractor can build a single integration for $1,500-$3,000, full custom platforms run $25,000+.

Or skip middleware entirely. Tools with direct Marketplace integrations - CallRail for call tracking, Hatch for follow-up, PipelineOn for website visitor identification - already do the API work. The CallRail to ServiceTitan integration walkthrough shows what a Marketplace integration can do that Zapier cannot.

How to Decide Which Automations to Build First

Start with automations 1, 2, and 5 on this list. Together they handle review collection, ad spend ROI, and lead response - the three places where contractors lose the most money today.

Add the others once your team is comfortable with the workflow. A candidate Zap should touch revenue or response time, be fully deterministic, and run at least 20 times a month - otherwise it is not worth the maintenance cost.

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