· Reviewed by Issabela Masters
Why do ServiceTitan users need a virtual assistant?
ServiceTitan shows a contractor exactly where the money is leaking, and it is almost never in the field. It is the call that rang out at 4:40pm, the estimate presented on Tuesday that nobody followed up, the membership that lapsed in March, the invoice sitting unsent because the technician's notes were thin. Owners know this. They also have twelve trucks to keep moving and cannot sit on the follow-up list. An assistant can. They work the dispatch board through the day, book and confirm, chase every unsold estimate on your schedule, renew memberships before they expire and get invoices out the same day the job closes, so the system finally reports a business that is running the way it looks on paper.
What can a virtual assistant do inside ServiceTitan?
- Call booking
- Takes inbound calls in your company name, books into the correct job type, business unit and campaign, captures the full address and equipment detail and sets customer expectations.
- Dispatch board
- Keeps the board current through the day: assigns, moves and re-times jobs as technicians run long, and calls customers before they wonder where the truck is.
- Estimates and follow-up
- Works the unsold estimate list on your cadence, answers questions, books the return visit and records the reason whenever a customer declines.
- Memberships
- Tracks renewals and expiring plans, schedules the recurring service visits attached to each membership and calls members who have not booked their due visit.
- Invoicing and payments
- Turns completed jobs into invoices the same day, chases the technician notes needed to bill correctly and follows up open balances with the options you approve.
- Customer and location records
- Keeps customers, locations, equipment and service history accurate, merges duplicates and fixes the addresses that route technicians to the wrong side of town.
- Purchase orders and job costing
- Raises purchase orders against jobs, chases supplier confirmations and closes out the costing so the job profitability report tells the truth.
- Reporting and campaigns
- Pulls booking rate, conversion, average ticket and campaign performance each week, with a note on which source is producing work and which is not.
Integrations we handle
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ServiceTitan and QuickBooks Online
Invoices, payments and purchase orders synced for your bookkeeper; sync errors and duplicate customers cleared before month end.
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ServiceTitan and Google Local Services Ads
Ad leads booked fast, marked with the right campaign, and disputed when a lead is clearly out of area or not a service call.
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ServiceTitan and Podium
Review requests sent after a completed job and responses drafted for approval, with unhappy customers escalated to you first.
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ServiceTitan and Slack
Emergency calls, callbacks and dispatch conflicts posted to your operations channel with the job link and what was already tried.
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ServiceTitan and Zapier
Web form and marketplace leads created as booking tasks with the source attached; zap errors reviewed each morning before the phones get busy.
