Optimizing your workflow through Full Procurement Integration (formerly known as Procure-to-Pay) allows you to manage vendor catalogs and pricing directly within ServiceTitan. This guide provides a clear flow for setting up the integration to ensure your business runs efficiently.

Step 1: Account Mapping and Setup

To begin the process, navigate to Settings > Integrations > Vendor Integrations within your ServiceTitan account.

1. Link Your Vendor: Select your vendor and link them to a replenishment vendor, ensuring you validate the address by clicking the map icon.
2. Verify Credentials: Manually enter your account credentials to proceed.
3. Map Accounts: Assign your vendor account numbers to specific business units, trucks, or warehouses. If you have multiple accounts, mapping each one is critical for accurate Purchase Order (PO) creation later.

Step 2: Populating Your Pricebook

Once activated, you must bring vendor catalog items into your local ServiceTitan Pricebook to view costs and create invoices or POs. You can do this in three ways:

• Upload Purchasing History: This is the quickest and most accurate method. Request your history from your vendor and upload it via Pricebook > Pricebook Connect > Catalogs. You can then bulk map items that match the vendor part numbers.
• Map to Provider: If you don’t have a history file, use this tool to match items based on various fields. By default, it highlights “High Matches,” but you can adjust filters to see more.
• Add Net New Items: You can browse the vendor catalog manually and select specific items or categories to add directly to your ServiceTitan Pricebook.

Step 3: Managing Updates and Costs

Keeping your pricing accurate is automated within ServiceTitan, provided you use the correct settings.

• Set to Auto-Update: ServiceTitan recommends setting the vendor “cost” field to “Auto Updated”. This ensures that any price changes are applied automatically to your Pricebook, with a record of these changes stored in the History tab.
• Manual Reviews: If you prefer manual control, price updates will appear in the Updates tab, where you must select them to apply the changes.
• Nightly Syncs: Note that vendor costs are updated nightly and will not appear immediately after the initial mapping.

Step 4: Streamlined Purchase Order Management

With your Pricebook mapped, you can send electronic Purchase Orders (ePOs) directly to the vendor.

• Real-Time Data: Before submitting, you can select a specific vendor branch to check real-time pricing and item availability.
• Catalog Search: You can search the vendor catalog and add items directly to a PO, even if they aren’t already in your ServiceTitan Pricebook.

Pro-Tips for Troubleshooting

• SKU Type Mismatches: If you have an item listed as “equipment” but the vendor calls it “material,” deactivate your version and map it to the SKU type the vendor uses.
• Solving $0 Costs: If costs appear as $0, ensure the vendor is set as the default vendor for those items and verify that your update settings are not set to “Auto Dismiss”.

Analogy for Understanding: Think of ServiceTitan’s Full Procurement Integration as syncing a grocery list app with your favorite store’s inventory. Mapping the account is like telling the app which local store you shop at. Building the Pricebook is like scanning your usual items into the app. Finally, the automated updates are like the app automatically changing the price of milk on your list the moment the store has a sale, ensuring you always know the exact cost before you head to the checkout.