Why it happens
Report results depend on filters, date fields and job or invoice types that are rarely written down. Small differences in any of them produce different answers to the same question.
ServiceTitan reporting
ServiceTitan reporting you can trust before you act on it.
Agree what each KPI means, validate the report logic against the source records and put the right reports in front of the right people on a schedule.
Different from dashboards: this is about definitions and accuracy. Dashboards combine sources into live views.
The problem
Plenty of reports. Little agreement.
“Two managers pull the same report and get different totals.”
“We have no shared definition of “booked” or “close rate.””
“Reports were built once and nobody has checked them since.”
“Leadership gets a monthly pack assembled by hand.”
How Throughline approaches it
Define, validate, then distribute.
01 / Inventory
See what exists
List the reports in use and the decisions each one feeds.
02 / Define
Write the KPI down
Definition, source, date logic and an owner for every metric that matters.
03 / Validate
Check against records
Recount a sample from raw data. Fix the report or the data entry behind the gap.
04 / Distribute
Put it on a schedule
A documented report library, with distribution and a review cadence.
In practice
What one KPI definition looks like
Illustrative example. Your definitions are set with your team.
Close rateIllustrative
- Definition
- Estimates sold ÷ estimates created in the period
- Source
- ServiceTitan estimates
- Date logic
- Estimate created date
- Edge cases
- Dismissed estimates count as not sold
- Owner
- Sales manager
- Validation
- Recount a sample from the raw records
Reporting
- Shared KPI definitions
- Validated report logic
- Reports inside ServiceTitan and exports
- Scheduled distribution
Dashboards
- Views that combine several sources
- Hosted, with role-based access
- Scheduled data refreshes
- Standard package with fixed pricing
Scope
What’s included, and what isn’t.
Exact scope, deliverables and fee are confirmed in writing before work begins.
Included
- An inventory of the reports in use
- A KPI definition sheet agreed with your team
- Validation of selected reports against source records
- New or corrected ServiceTitan reports within the agreed scope
- Scheduled distribution where your account supports it
- Documentation of the report library
Not part of this service
- Live cross-system dashboards (see the dashboards page)
- Redesigning your chart of accounts
- Work that needs access beyond the agreed scope
Who it’s for
A good fit, and when to choose something else.
A good fit when
- Leaders who get conflicting numbers from different people
- Teams about to build dashboards who need clean definitions first
- Companies preparing a regular management review
Probably not the right fit when
- Your main problem is that ServiceTitan and accounting disagree. Start with the QuickBooks reconciliation
- You want live views combining several tools. Look at dashboards
Deliverables
Examples of deliverables
KPI dictionary
Every metric defined once, in plain language.
Report inventory
Each report marked keep, fix or retire.
Validation notes
What was recounted and what was found.
Standard report pack
A weekly or monthly set for leadership.
Report owner list
Who maintains and reviews each report.
How to start
Three steps to a clear scope.
- 01Send a short brief: the reports, who uses them and where the numbers disagree.
- 02Have a call to pick the first KPIs and reports to validate.
- 03Receive a written scope listing the reports and definitions covered.
Nothing is submitted by this website. Your answers build an email draft you review and send yourself.
Related
Questions
Before you ask.
1Do you build reports inside ServiceTitan?
Yes, where it’s the right place. Options depend on how your account is set up. Exports and BI tools cover the rest.
2Do I need dashboards for this?
No. Clear definitions and validated reports are valuable on their own, and they make later dashboards far more reliable.
3Can you explain numbers that don’t match?
That’s the core of the work: find whether the report logic or the data entry causes the gap, then fix that cause.
Let’s find your starting point
What’s getting in the way of better work?
Tell me where your systems or processes are falling short. Your answers build a short brief you can read before anything is sent.