Automate ServiceTitan & Gmail

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

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Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["ServiceTitan"]
        T1(["Booking"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[Webhook
Listener] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Gmail"]
        A1(["Add Label to Email"])
    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 ServiceTitan and Gmail operate independently, critical customer communication details often fall through the cracks. For instance, when a service appointment is scheduled in ServiceTitan, the lack of integration means that the confirmation email must be manually entered into Gmail, leading to potential errors in customer email addresses. This manual entry consumes valuable time for the operations team, who could be focusing on service quality rather than administrative tasks, ultimately impacting customer satisfaction and operational efficiency.

Top Ways to Automate ServiceTitan & Gmail

Automated Appointment Reminders: Automatically send personalized email reminders to customers via Gmail for upcoming appointments scheduled in ServiceTitan, reducing no-shows and improving customer satisfaction.
Instant Job Updates: Enable field technicians to receive real-time job updates and customer information directly in their Gmail, ensuring they are always prepared and informed before arriving on-site.
Seamless Communication Logs: Automatically log all email communications related to jobs in ServiceTitan, creating a comprehensive history that enhances team collaboration and accountability.

How to Build the ServiceTitan → Gmail Sync

Set up a webhook in ServiceTitan to listen for the 'Appointment Scheduled' event. This webhook will trigger whenever a new appointment is created.
Configure the webhook to send a payload containing the customer's email address, appointment details, and service technician information to your endpoint.
On your server, create an endpoint (e.g., /api/send-email) that will handle the incoming webhook data from ServiceTitan.
Extract the relevant fields from the incoming payload: customer_email, appointment_date, and technician_name.
Use the Gmail REST API to send a POST request to the https://gmail.googleapis.com/upload/gmail/v1/users/me/messages/send endpoint.
Construct the email body using the extracted data, ensuring to include the appointment details and technician information.
Send the constructed email using the Gmail API, confirming that the email was delivered successfully.

Developer Warnings & API Gotchas

Ensure that the email addresses extracted from the ServiceTitan payload are properly validated before sending to Gmail, as invalid addresses will result in failed email deliveries.
Be cautious with the data types in the payload; ServiceTitan may send dates in a different format than what Gmail expects, leading to formatting issues in the email body.
When constructing the email content, ensure that any special characters in customer names or appointment details are properly encoded to avoid issues with email rendering.

Supported API Operations

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

When this happens in ServiceTitan... Booking

Do this in Gmail Add Label to Email
When this happens in ServiceTitan... Booking Providers

Do this in Gmail Archive Email
When this happens in ServiceTitan... Business Units Data

Do this in Gmail Create Draft
When this happens in ServiceTitan... Campaigns

Do this in Gmail Create Draft (Legacy)
When this happens in ServiceTitan... Employees Data

Do this in Gmail Create Draft Reply

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