Sales Process~12 min

Estimate Creation & Approval

Purpose

Defines how to build professional, accurate estimates in ServiceTitan and the approval process for larger jobs.

Every time you present pricing to a customer — on-site service call, sales appointment, or follow-up proposal.

Open the job in ServiceTitan → Estimates tab → New Estimate.

Select the appropriate estimate template for the job type.

Build Good/Better/Best options (each as a separate "option"):

- Include all line items: equipment, materials, labor, permits, disposal, tax.

- Use standard descriptions from the pricing book — modify only for Spartan-specific details.

Add diagnostic photos from the job to the estimate.

Review for accuracy — check quantities, pricing, descriptions.

Preview the customer-facing version to ensure it looks professional.

Under $5,000: Tech or sales rep can present and close without additional approval.
$5,000 - $15,000: Requires manager or lead tech review. Call or Slack for verbal approval.
Over $15,000: Must be reviewed and approved by Josh or designated manager.
Custom / non-standard work: Manager approval regardless of amount.

Walk customer through each option on your tablet.

Explain inclusions and reasoning — outcome-based descriptions.

Show total per option with financing terms.

Get electronic signature on chosen option in ServiceTitan.

Confirm start date, duration, and any customer prep needed.

If approved on-site, update job status and coordinate with dispatch.

If customer needs time, email estimate through ServiceTitan and set follow-up.

For large jobs needing permits, initiate permit process immediately.

Notify install team so they can begin material staging.

Never present handwritten or verbal-only pricing. Everything through ServiceTitan.
Double-check math — errors erode trust.
If customer wants modifications, update in real-time and regenerate.
Estimates valid for 30 days — pricing may need refresh after that.