An AI agent for ServiceTitan connects through an app you register in the ServiceTitan developer portal, an application key, and a client ID and secret an admin generates inside ServiceTitan, then swaps those for a token on every session. You choose which parts of the data it can touch by selecting scopes, so a follow-up agent need not see accounting. It drafts and flags, and a dispatcher or CSR approves anything a customer or a technician receives.
An AI agent for ServiceTitan is a small program that watches your jobs, estimates and customers (an unsold estimate nobody called back, a job that finished with no invoice sent, a maintenance customer who has not been scheduled this season) and drafts the next step for a person to approve. ServiceTitan lets an outside agent in through an app you register and credentials an admin generates. What the agent should not do is message a customer or move a truck without a person looking at it first.
This guide covers how the connection works, which choices matter, where builds go wrong, and what stays with your dispatchers and CSRs. It is written for HVAC, plumbing and electrical owners and operations managers.
What ServiceTitan gives an agent to work with
ServiceTitan documents a developer portal in its help center. Its V2 setup page says the APIs use OAuth 2.0 with a machine-to-machine grant. In plain terms, a program shows a client ID and secret, gets a token back, then calls the API with that token and an application key. Nobody logs in as a person.
That matters for an owner because the agent does not borrow a staff member's login. It has its own credentials, and you can switch them off without touching anyone's account.
How an agent connects
Register an app and pick scopes. In the developer portal the app is created under My Apps, the tenant IDs are added, and the endpoints it may use are chosen under API Scope. ServiceTitan says the application key is then copied from the app. The scopes are the real safety control: a follow-up agent has no reason to see payroll or the pricebook. Makini, a company that sells ServiceTitan integrations, lists scope groups such as CRM, Dispatch, Job Planning and Management, Marketing, Accounting and Timesheets, and warns that missing scopes cause permission errors. Start narrow and add only what a job proves it needs.
Connect it inside your tenant. An admin goes to Settings, Integrations, API Application Access, chooses Connect New App, picks the app and allows access, then copies the client ID and generates a client secret. The ServiceTitan page lists two permissions the person needs, Generate API Application Key and Manage API Application Access, and says you cannot sign in with an Enterprise Hub or Partner Portal login. Makini adds that the secret cannot be viewed again once the window closes, so a lost secret means generating a new one and updating whatever uses it, and that the app must be in an Enabled state.
Test before it touches real jobs. ServiceTitan says developers can request an integration environment through the developer site, and that for production customers it is a clone of production data. Ask for one. Even with it, keep the first agent read-only, drafts only, for a few weeks.
Rate limits and events. A 2024 guide from the vendor Rollout says most APIs allow 60 calls per second per application per tenant, and that reporting APIs allow five runs of the same report per minute. The same page says it may be out of date and that webhook subscriptions were limited to an older version at the time. We could not read ServiceTitan's developer pages for current event details, so treat limits and webhooks as questions for your account rep before you scope anything that depends on them.
ServiceTitan's own AI, and where an outside agent fits
ServiceTitan is building AI into the product. In September 2025 Contractor magazine reported on Atlas, an assistant ServiceTitan describes as "the ultimate ServiceTitan power user." According to that article it can run reports, find jobs and dispatch technicians from typed or spoken commands, and take actions such as lowering marketing spend when schedules are full. The article does not say what it costs or who can use it.
If ServiceTitan's own tools cover a job, use them. An outside agent makes sense when the work crosses tools (ServiceTitan, QuickBooks, your phones, your ad accounts), when you want your own rules about who is contacted and when, or when you want a record of what the agent did and who approved it that is not tied to one vendor's roadmap.
What an agent does inside ServiceTitan
| Job | What it watches | What it reads | What it drafts | Who approves |
|---|---|---|---|---|
| Unsold estimate follow-up | An estimate with no decision after a set number of days | Estimate, customer, last contact | A short note referencing the work quoted | CSR or comfort advisor |
| Completed job, no invoice | A finished job with no invoice | Job, invoice status, technician notes | A nudge to the office, not the customer | Office manager |
| Maintenance due | A customer whose service is due this season | Customer, equipment, last visit | A message offering times | CSR |
| Missed-call recovery | A call that ended with no booking | Call log, customer match | A text back and a task | CSR |
| Owner morning summary | Every morning | Jobs, estimates, cancellations, unbilled work | One summary with exceptions first | None, it only reads |
Which of these is first depends on where your office loses work. The estimate follow-up workflow is where many HVAC companies start, because the data is simple and the loss is easy to see.
Setup steps and what you need
- A ServiceTitan admin with the two permissions above, willing to register an app and generate a secret.
- Two or three jobs, in order, each with its narrowest scopes.
- An integration environment requested before any build.
- A place where drafts land and a named person who approves them each day.
- Someone who owns rotating credentials and watching for failures.
Start with a person approving every message and loosen it only after you have read enough drafts to trust them. We explain the model in human-in-the-loop AI.
Limits and risks
- Pricing and discounts. Dispatchers and comfort advisors decide, not an agent.
- Scheduling changes. An agent can suggest a slot. A person confirms it with the customer and the technician, especially for emergency calls.
- Wrong customer. Match on address and phone, not only a name, and check the service location on multi-site accounts.
- Double messages. If ServiceTitan's own marketing or booking tools already text a customer, decide which one owns that message.
- Upkeep. Scopes, secrets and the product itself change. Someone has to own that, which is the reason for managed AI operations.
Where Cortex fits
Cortex builds AI agents that work inside the software you already run, with a person approving anything that goes to a customer. We are not a ServiceTitan partner or a certified app, and we will say so when ServiceTitan's own tools are enough. See what we connect on integrations, how this looks for HVAC companies, and how agents help with dispatch and scheduling. If you run Jobber instead, see AI agents for Jobber.
The free AI Operations Audit looks at your software, phones and books in 30 minutes and tells you which job to hand an agent first.
Questions people ask
Does ServiceTitan have an API?
Yes. ServiceTitan's help center documents a developer portal where you register an app, pick the endpoints it may use, and get an application key. Calls use OAuth 2.0 with a client ID and secret.
Who can set up ServiceTitan API access?
ServiceTitan says your team needs the Generate API Application Key and Manage API Application Access permissions, and that you sign in with a ServiceTitan account, not an Enterprise Hub or Partner Portal login. In practice that means an admin.
Can I connect ChatGPT to ServiceTitan?
We found no native ChatGPT connector. An assistant would need the API credentials behind it, the narrowest scopes that do the job, and a rule that a person approves anything a customer sees.
Is there a test environment?
ServiceTitan says developers can request an integration environment, and that for production customers it is a clone of production data. Request it before you build, and keep the first agent read-only.
Should I use ServiceTitan's own AI instead?
Sometimes. ServiceTitan announced Atlas in September 2025 as an assistant inside the product. If it covers a job, use it. An outside agent earns its place on work that spans ServiceTitan and your other tools, or needs your own rules.
Sources
- Get started with API dev portal V2, ServiceTitan
- ServiceTitan connection guide, Makini
- ServiceTitan API Essential Guide, Rollout
- ServiceTitan Brings AI Automation to the Trades With Atlas, Contractor magazine
Originally published at buildcortex.dev.
