Automate Gmail & ServiceTitan

Stop paying for mismatched spreadsheets. Sync data between Gmail and ServiceTitan in real-time, so you can manage your operations without the busywork.

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Gmail"]
        T1(["List Aliases"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["ServiceTitan"]
        A1(["Apply Tag to Customer"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Gmail and ServiceTitan operate independently, field technicians often miss critical job updates sent via email. For instance, if a customer requests a schedule change through Gmail, this information might not be reflected in ServiceTitan until someone manually checks the inbox and updates the job status. This results in wasted hours for dispatch teams who must cross-reference emails with job schedules, leading to potential delays and customer dissatisfaction.

Top Ways to Automate Gmail & ServiceTitan

Automated Email Notifications: Instantly send automated email alerts from Gmail to your team when a new job is created in ServiceTitan, ensuring everyone is informed and ready to act without delay.
Seamless Customer Communication: Automatically sync customer emails with ServiceTitan, allowing field technicians to access all relevant communication history at their fingertips, enhancing service quality and customer satisfaction.
Effortless Scheduling Updates: Enable real-time updates to your Gmail calendar whenever a job is scheduled or rescheduled in ServiceTitan, keeping your team organized and on track with minimal manual effort.

How to Build the Gmail → ServiceTitan Sync

Set up a webhook in Gmail to listen for new email events. Configure the webhook to trigger on emails that meet specific criteria, such as those from a certain email address or containing specific keywords in the subject line.
In your webhook configuration, ensure that the payload captures the relevant data: subject, from, and body of the email.
Use the ServiceTitan API endpoint POST /api/v1/jobs to create or update job entries in ServiceTitan.
Map the extracted data from the Gmail webhook to the ServiceTitan API fields: subject to jobTitle, from to customerEmail, and body to jobDescription.
Test the integration by sending a test email to ensure that the data correctly populates in ServiceTitan.

Developer Warnings & API Gotchas

Ensure that the email subject line is consistently formatted; otherwise, the mapping to jobTitle may fail if the expected format changes.
Be cautious with email body content; HTML formatting in emails can lead to parsing issues when sending data to ServiceTitan, potentially causing errors in the jobDescription.
Verify that the customerEmail field in ServiceTitan is correctly populated to avoid creating duplicate customer entries from multiple emails.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Gmail... List Aliases

Do this in ServiceTitan Apply Tag to Customer
When this happens in Gmail... List Contact Groups

Do this in ServiceTitan Assign Technicians
When this happens in Gmail... List Messages

Do this in ServiceTitan Attach Job
When this happens in Gmail... New Attachment

Do this in ServiceTitan Cancel Appointment
When this happens in Gmail... New Conversation

Do this in ServiceTitan Create Appointment

SyncMatrix Experts

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I can see you're looking at mapping Gmail to ServiceTitan. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?