ServiceTitan reports: how to get useful numbers out of it

ServiceTitan has a lot of reporting. Its reporting playbook page talks about hundreds of KPIs, and its features page promises real-time KPI tracking, custom dashboards and work-in-progress reporting. For most owners the hard part is not missing data. It is knowing which reports to run, who should see them, and how to make them arrive without anyone having to ask.

This page covers where reports live, the key ones by role, the specific reports people search for (recalls, inventory, discounts), scheduling and exports, why reports break, and where owners hit the limit. Product details come from ServiceTitan's own help center and site, checked in October 2026.

Where do I find reports in ServiceTitan?

Go to Reports, then All Reports. Reports show as cards grouped by category. Type part of a report's name in the search bar, or filter with the Categories, Templates and Created By dropdowns. Clicking a card shows its description, creator, template, the KPIs it includes and who has access.

If you cannot see a report, the cause is almost always permissions. ServiceTitan's reports FAQ says you need view permission for both the report's template and its category. Your administrator sets both.

What kinds of reports does ServiceTitan have?

The help center describes three types:

• Built-in reports: pre-built reports included with your account for common reporting tasks.
• Custom reports: built from report templates. Each template covers one area of the business, and you choose the KPIs that show as columns, add filters and set the layout. The help center notes that access to custom reports depends on your ServiceTitan package.
• Legacy reports: the original reports. You can filter them but not customise them.

You can also combine select templates into multi-template reports, look up what each field means in the Reporting Dictionary, and, according to the FAQ, request custom-built reports when no template covers what you need.

A practical tip: before building anything, open the Reporting Dictionary for the KPI you care about. A lot of "wrong" numbers turn out to be a KPI that is defined differently from what the owner assumed, for example whether revenue counts at invoice or at payment.

Which ServiceTitan reports should an owner run?

ServiceTitan's help center has a reporting guide with key reports by role and workflow. It is written for ServiceTitan Max, the company's fully loaded package, so several reports in it depend on Pro products you may not own. The ones any owner can start with:

Report	Suggested cadence	What it tells you
Technician Dashboard: Revenue	Daily team review, weekly one-on-ones	Revenue and performance by technician
Business Unit Dashboard: Revenue	Weekly	Revenue by business unit
Office Performance	Weekly	How the office and CSRs are booking
Campaign Summary	Weekly during campaigns, monthly otherwise	Revenue and return by marketing campaign
Job Costing Summary	Monthly	Which jobs actually made money
Membership Summary	Monthly	How your membership base is moving
Year-Over-Year Analysis	Monthly or quarterly	Trends over time
Industry Benchmark Report	Quarterly	How you compare with peers

If you own the matching Pro products, the guide adds Scheduling Pro Performance, Funnel and ROI, Dispatch Pro Utilization and Technician Performance, and Field Pro Insights with its daily email digest.

Other roles have their own short lists in the same guide:

• Office manager and CSRs: Unbooked and Abandoned Calls, Office Performance, Jobs without Payments, Jobs with Empty Invoices, and Opportunity and Estimate Follow Up.
• Service manager and dispatchers: Appointments, Technician Dashboard: Revenue and timesheet exception reports, plus the Dispatch Pro and Field Pro reports where owned.
• Accounting: AR Transactions, the Export Error report for sync problems, Master Pay File each pay period, and Job Costing Summary.
• Marketing: Campaign Summary, plus Scheduling Pro reports if you use it.

For technician-level detail, the Modular Dashboard includes Technician Scorecards by business unit. Most scorecards have an Overview tab (revenue, conversion and customer satisfaction) and a Lead Generation tab for leads set by technicians, where you can switch to Replacements to see equipment replacement opportunities only. Sales and Install scorecards have their own tab sets.

If that list feels like a lot, it is. My advice: pick three reports for yourself, one daily and two weekly, schedule them, and ignore the rest until a specific question sends you looking.

How do I see the ServiceTitan recall report?

Recall jobs are return visits to fix an earlier job. You don't need a separate report for them, you add a column:

1. Go to Reports and filter Templates by Technician Performance.
2. Open a report built on that template, such as the Recall % report.
3. Click Edit Report, add the Recall Jobs column and click Apply.
4. Run the report to see recalls for each technician.

Or create a new report: Create Report, choose the Technician Performance template, add Recall Jobs, name it, save, set filters and run it.

One condition applies either way: ServiceTitan's help article says recall jobs only show up if they are properly marked as recalls. If the column reads zero, check how your dispatchers tag return visits before you trust the number.

What are the ServiceTitan inventory reports?

The Inventory report template covers purchasing and inventory transactions. Its default columns are transaction type (purchase order, receipt, return, adjustment, transfer or bill), inventory location, such as a warehouse or a specific truck, and transaction status. You can add columns for transaction dates, quantities (on the transaction or to be replenished) and totals such as shipping, tax and the full amount. Filters cover business unit, date type, transaction type and date range.

That tells you what moved and when. It does not, on its own, tell you which trucks are short on parts or which parts are eating your margin. For that, decide the exact number you want, such as stock on each truck against a minimum, or parts cost as a share of job revenue by job type, and build a custom report or a separate view around it.

How do I track discounts in ServiceTitan?

ServiceTitan records a discount as a negative amount on an invoice or estimate. Admins set discounts up in Pricebook under Discounts & Fees, as a percentage or a fixed amount, and each pricebook item must have Allow discount codes switched on to be eligible. The help article also says fees set up there are meant for transaction costs like card processing, not for job costing.

The help articles don't describe a dedicated discount report, so a "discounts by technician" or "discounts by reason" view is something you build from invoice data. Start with a custom report on invoice items, include the technician and the discount line, and schedule it weekly. If that doesn't give you what you need, ask your Customer Success Manager, whom the help article names as the contact for discount and fee account setup.

Discounts are worth watching. A technician who discounts by habit can quietly take more margin than a bad job, and it rarely shows up anywhere unless you go looking.

How do I schedule and export reports?

From Reports, All Reports, find the report and click its calendar icon. ServiceTitan's help center describes two kinds of scheduled report:

• Simple reports: no customisation, and they can deliver individualised reports to each recipient.
• Flexible reports: you customise the look and filters first, and every recipient gets the same report.

Choose PDF for people who only read or print reports, and XLSX for people who work with the data in spreadsheets. Date ranges include today, yesterday, tomorrow, the next or trailing 7 days and week to date. ServiceTitan's own reporting playbook page points owners to reports such as the Daily Huddle, Accounts Receivable and Campaign Tracking Details, and suggests the Upcoming Jobs report as the first one to schedule. If a scheduled report's scope is too wide, the help center says to shorten the date range or add filters.

Scheduled XLSX files are also the simplest way to feed another tool, such as a spreadsheet or dashboard, without any custom integration.

Are there ServiceTitan training videos for reporting?

ServiceTitan Academy has on-demand courses. The Academy courses named in the help center are aimed at technicians using the Field Mobile App, such as Field Mobile App Essentials for residential and for commercial businesses. I could not find a reporting course listed there. For reporting, use the help center's reports sections and the reports FAQ, and ask your Customer Success Manager what reporting training your package includes.

Why are my ServiceTitan reports wrong or slow?

The reports FAQ gives these common causes. I'd check them in this order:

1. Permissions: missing template or category access hides reports. An administrator can fix it.
2. Too much data: if a report won't load, clear the browser cache and add filters to cut the number of rows.
3. Missing totals: not every column shows a total. The FAQ says columns can be set up to calculate sums and averages, and to contact Technical Support for details.
4. "Unauthorized access" on drilldown: an administrator grants the "Allow view, share, and edit all reports and dashboards" permission, then the employee logs out and back in.
5. Tagging: reports can only count what staff record. Recalls, lead sources, job types and business units all need consistent tagging, or the numbers drift.

What is missing, and when should I pull the data out?

Even a well-set-up ServiceTitan gives you reports per area. Owners usually want one page that joins them: profit by job type, crew and lead source, with call, booking and payment numbers side by side, plus figures that live outside ServiceTitan entirely, like ad spend or overheads in your accounts.

Consider moving the numbers into a simple dashboard when:

• Your managers rebuild the same report in a spreadsheet every week.
• You need ServiceTitan numbers next to your accounting, ad spend or payroll.
• You want to share a view with a partner, investor or franchisee who shouldn't need a ServiceTitan login.
• You are paying for reporting features nobody opens.

There are two routes: scheduled XLSX exports, which need no integration work, or ServiceTitan's API, which its features page lists as an open API. Ask ServiceTitan in writing how API access is set up for your account and what data access your agreement includes. My KPI dashboard guide lists the numbers worth tracking, and field service reporting software compares dedicated tools.

If you are still deciding whether ServiceTitan is right for you at all, read ServiceTitan problems and ServiceTitan pricing first, and compare it with ServiceTitan alternatives.

How I'd approach this

I'd keep ServiceTitan as the system of record and not touch how your office or crews work. First, I'd sit down with you and list the five or six numbers you actually make decisions on, then check which ones ServiceTitan already produces cleanly once permissions and tagging are fixed, because often a couple of them are one scheduled report away. For the rest, the ones that join ServiceTitan data with your accounts, ad spend or payroll, I'd build a small owner dashboard fed by scheduled exports or the API, with a weekly summary that lands in your inbox. You own it, it costs nothing per technician, and if you ever leave ServiceTitan, the dashboard comes with you.