Integration guide
Connect Priceguide to ServiceTitan
Send every completed estimate straight into ServiceTitan as a customer and a lead, so your office team works them like any other enquiry. There is a gate on this one, and it is worth checking you are through it before you start.
ServiceTitan has a Zapier app, but it is gated: you need The Works or Legacy package, ServiceTitan administrator permissions, and you have to submit ServiceTitan's Zapier registration form before the connection will work. Once you are through, the Zap is Priceguide → Create Customer → Create Lead, in that order. If you cannot get API access, skip to the alternatives at the bottom of this page. They work today and cost nothing.
Before you start
- A ServiceTitan account on The Works or Legacy. API access is only included with those service agreements. If you are on anything else, the Zapier app will not connect.
- Administrator permissions in ServiceTitan. The person setting this up has to be an admin, not a dispatcher or CSR.
- A Zapier account. This is a multi-step Zap, so a paid Zapier plan.
- At least one completed estimate, so Zapier has real data to build against.
Submit ServiceTitan's Zapier registration form
This is the step nobody expects and it is the one that holds people up. ServiceTitan requires a registration form to be completed before they will enable the Zapier integration on your tenant. Find it linked from ServiceTitan's own Zapier help page.
Franchise brands, read this one. Credentials cannot be managed through Enterprise Hub, and a separate request is needed for each tenant. Head office cannot switch this on once for everybody. Every location that wants it submits its own form.
Done when: ServiceTitan confirms the integration is enabled on your tenant.Generate your API credentials
In ServiceTitan, go to Settings → Integrations → API Application Access and generate a Client ID and Client Secret. Your Tenant ID is displayed on the same screen. Copy all three somewhere safe before you leave the page.
Done when: you have three values written down: Tenant ID, Client ID, Client Secret.Connect ServiceTitan inside Zapier
In Zapier, go to Apps → Add connection and search for ServiceTitan. You will be asked for your Tenant ID, Client ID and Client Secret, plus an environment. Choose production — the other option points at a sandbox with none of your real data in it.
Done when: Zapier shows the ServiceTitan connection without a warning triangle next to it.Set Priceguide as the trigger
Create a new Zap and choose Priceguide as the trigger app. Pick New Estimate (Instant). It fires the moment someone finishes. Full walkthrough: connect your estimator to Zapier.
Done when: Zapier pulls in a real completed estimate as test data.Add Create Customer, then Create Lead
This is the part that catches everyone. In ServiceTitan's Zapier app, Create Lead only works against a customer and location that already exist. A brand-new enquiry from your estimator does not exist yet, so a single Create Lead step will fail.
So you need two ServiceTitan steps, in this order:
Step A — Create Customer. Map the name, phone, email and address from your estimate.
Step B — Create Lead. Use the customer and location IDs that step A returns, and put the estimate detail in the lead summary.Worth knowing: this will create a new customer record every time, including for people who already exist in ServiceTitan. If duplicates matter to you, add a Zapier Filter or a lookup step in between rather than letting it run unchecked from day one.
Done when: a test run produces a customer in ServiceTitan with a lead attached to it.Put the estimate detail somewhere a human will read it
The number itself is only half the value. What your team actually needs is what the customer chose. Map the answers and the estimate range into the lead summary, or add a Create Customer Note step, so whoever picks up the phone can see the job before they dial.
The standard Priceguide trigger does not include the answers. To show any answer from your questions in ServiceTitan, add the decoder step from Getting full estimate data into Zapier straight after the trigger, then map its
qa_blockfield into the note. It also gives you the services chosen, the estimate range and the name split into first and last.Done when: you can open the lead in ServiceTitan and understand the job without opening anything else.
What to map where
| From your estimate | Into ServiceTitan | Why it matters |
|---|---|---|
| Name | Create Customer → Name | Required |
| Email and phone | Create Customer → contact fields | Required for anyone to follow up |
| Address or postcode | Create Customer → Location | Create Lead needs a location ID to attach to |
| Service chosen | Create Lead → summary | Tells the office which team it belongs to |
| Estimate range | Create Lead → summary | Your team knows what the customer was already shown |
| Answers to your questions | Create Customer Note (map qa_block from the decoder step) | The detail that decides how long the job takes |
Your exact field names depend on the questions in your estimator, so build this against a real test estimate rather than guessing at names.
Make the Zap work well
These are the small things we add to almost every Zap we build for customers. None of them take long, and they are the difference between a Zap that works on the test and one that still works in six months.
- Use the Instant trigger, and check the account. Pick New Estimate (Instant), then check the connected Priceguide account is the right business or location. Connecting the wrong account is the most common reason leads end up in the wrong place.
- Get every answer, not just the contact details. The standard trigger only gives you the name, email, phone, ZIP code and results link. Add the decoder step from Getting full estimate data into Zapier and you also get every question and answer (
qa_block), the services chosen, the estimate range the customer saw, and the name already split intofirst_nameandlast_name. - Split the name if you are not using the decoder. Priceguide collects one Name field. Add Formatter by Zapier → Text → Split Text with a space as the separator. Use the First segment for the first name and Last for the last name. If someone only types one name, both come out the same, so check your CRM is happy with that.
- Format the phone number. Add Formatter by Zapier → Numbers → Format Phone Number and pick the format your CRM or dialler expects. It stops leads failing on a badly typed number and keeps them clickable.
- Filter out tests and empty leads. Add a Filter step before anything that creates a record: only continue if Email or Phone exists, and Name does not contain "test". Your team will thank you.
- Make phone required if the other end needs it. If your CRM or call team will not accept a lead without a phone number, tick Required on Phone in your estimator under Content settings → Data Capture.
- Set a lead source. Put a fixed value such as Priceguide Estimator in the lead source or campaign field, so you can report on these leads separately. If there are UTM fields on the other side, map the UTM fields from the trigger into them.
- Put the answers and results link where people actually look. Map
qa_blockand the results page link into the notes or summary field, so whoever calls can see the job before they dial. - Name the Zap clearly and switch on error alerts. Something like Priceguide → ServiceTitan. Make sure Zapier's error emails are on, and turn on Autoreplay if your plan has it, so a failed run is retried instead of lost.
- Keep your Priceguide email notifications on. They are your backup. If the Zap ever breaks, you still have every lead in your inbox.
- Test end to end with a real submission. Fill in your own estimator on your live site, then check the record arrived with everything in the right place. If the other end is a call team, warn them first so nobody rings you.
Limits you should know about before you rely on it
- ServiceTitan does not officially support Zapier. It is offered as-is, with no warranty, and they reserve the right to change or disable it without notice. Do not make it the only path a lead can take.
- Support is split. ServiceTitan will help with API errors on their side. Anything about how the Zap itself is built goes to Zapier support.
- Their API terms restrict storing data pulled from ServiceTitan for longer than 24 hours, except where they expressly allow it.
- Rate limits are 60 calls per second per application per tenant. Estimator volume will not come close, so this is not a practical concern.
Can I use a webhook instead of the ServiceTitan Zapier app?
You can, but it does not get you anything, and for most people it is worse. There is no open inbox at ServiceTitan that accepts a lead. Every inbound route — the Zapier app, a raw webhook, their web booking endpoint — goes through the same API, and that API is what your package gates. A webhook does not step around it.
It also has to do more work. ServiceTitan authenticates with a token that has to be requested with your Client ID and Secret and then refreshed when it expires. The Zapier app handles that quietly. Build it yourself with Webhooks by Zapier and you own the token step, which will keep working right up until the day it stops and nobody notices.
Webhooks are the right answer when a CRM has no Zapier app at all — ServiceMinder, for instance. ServiceTitan is not that case.
My ServiceTitan package does not include API access. What can I do instead?
Use the notification email. Your estimator already emails you every completed estimate. At the volume most businesses see, copying those into ServiceTitan takes a couple of minutes a day and needs nothing switched on. It is not a compromise worth being embarrassed about.
What will not work: ServiceTitan's Web Form Attribution, which scrapes forms on your website, cannot see a Priceguide estimator. Their own documentation says not to put the form in an iframe, and it relies on a standard form submit event. Our embed is neither. Do not spend a day on it.
If API access matters to you, it is a conversation with your ServiceTitan account manager about your package, not something we can work around from our side.
Do I need a developer for this?
No. Generating the credentials is a settings screen, and the Zap is drag-and-drop. The only genuinely awkward part is the registration form and waiting for ServiceTitan to enable it.
Why two ServiceTitan steps instead of one?
Because ServiceTitan's Create Lead action is built for leads on customers you already have. A new enquiry from your website is not one of those yet, so you create the customer first and then attach the lead to it.
We are a franchise. Can head office set this up for all locations at once?
No. Credentials cannot be managed through Enterprise Hub and each tenant needs its own request and its own Zap. If that is impractical across a large network, talk to us about routing leads centrally instead.
Will this send estimates that are not real enquiries?
It will send everything unless you tell it not to. Add a Zapier Filter step — for example, only continue when an email address is present — before the ServiceTitan steps.
Next
Connect your estimator to Zapier — the foundation this guide builds on.
Connect Priceguide to your field service software — the routes for every other platform.
Your CRM is not on Zapier — the webhook fallback.
Getting full estimate data into Zapier — show every answer from your questions in ServiceTitan.
Stuck on any of this? Email [email protected] and tell us where it broke.