ServiceTitan | ElevenLabs Documentation

Your receptionist can look up callers in ServiceTitan, send new work as a booking for your call takers to review, and tell existing customers when their next appointment is. ServiceTitan’s API exchanges a client ID and secret for short-lived tokens and also needs an app key, which webhook tools can’t do, so Reception connects through Zapier.

Before you start

ServiceTitan’s Zapier integration is in open beta, and ServiceTitan provides it as is. To connect it:

A ServiceTitan administrator submits ServiceTitan’s Zapier registration form. ServiceTitan contacts you with next steps.
In ServiceTitan, go to Settings → Integrations → API Application Access, select Connect New App, and choose Zapier 3.0.X.
Review the scopes, choose a Booking Provider option, and select Allow Access.
Generate a client secret and copy it, along with the client ID and your tenant ID.

The client secret gives access to your ServiceTitan data. Store it safely and don’t share it.

Set up

Connect Zapier

If you haven’t yet, connect Zapier in Reception.ai.

Add the ServiceTitan actions

In your Zapier MCP server at mcp.zapier.com, add the actions below from the ServiceTitan (3.0.X) app. To connect, enter your tenant ID, client ID, and client secret, and choose the production environment. For each field, either set a fixed value or let the AI fill it in, as listed.

Assign the tools

In Reception.ai, open the Zapier integration’s Tools tab, select Refresh tools, and assign each action to the Client (receptionist).

Test it

Test your receptionist as a new caller who needs a repair. The booking appears in ServiceTitan for your team to review.

Actions

Find the caller

Field	Value
Zapier action	Search Customers
Set in Zapier	Nothing.
Let the AI fill in	Phone (the caller’s number) or Name.
Assign to	Client

Send a booking

A booking is the safest way to send new work. Your call takers review it in ServiceTitan and turn it into a job, so your receptionist never books over your dispatch board.

Field	Value
Zapier action	Create Booking
Set in Zapier	Booking Provider, Source (for example, `Reception`), and optionally Business Unit, Job Type, and Campaign.
Let the AI fill in	Name, Summary (the problem, the caller’s phone number, and when they’re available), Is First Time Client, the service address, Start (the caller’s preferred time), and External Id.
Assign to	Client

External Id must be unique for every booking. Add a procedure telling your receptionist to use the caller’s phone number followed by the current date and time.

Check a customer’s appointments

Field	Value
Zapier action	Search Appointments
Set in Zapier	Nothing.
Let the AI fill in	Customer Id, from Search Customers.
Assign to	Client

Limitations

Zapier’s ServiceTitan app can’t check capacity or technician availability, so the time on a booking is the caller’s preference, not a confirmed slot.
Create Job and Create Appointment need IDs for the location, business unit, job type, and campaign, and book straight onto your schedule. Leave them to your call takers.
The integration is in open beta and ServiceTitan doesn’t officially support it.
Each action your receptionist runs uses tasks from your Zapier plan. Zapier currently counts two tasks per successful call; failed calls aren’t counted. When the plan runs out, the actions stop until it resets.

Troubleshooting

Problem	What to check
A ServiceTitan action doesn’t appear in Reception.ai	Select Refresh tools on the Zapier integration after adding actions in Zapier.
An action shows Changed and isn’t used	You edited it in Zapier. Select Update in the Tools tab.
Zapier can’t connect to ServiceTitan	Check that your registration was approved, and that you used a 3.0.X client ID and secret, not an old API key.
`UniqueConstraint` error on a booking	External Id repeated an earlier booking. Make sure it includes the date and time.
Known customers aren’t found	Try the caller’s name as well as their phone number.