Send Lead Data from WhatConverts to ServiceTitan

Create a Zapier workflow that automatically sends lead data from WhatConverts to ServiceTitan as new customers.

Before You Begin

Make sure you have:

• Your ServiceTitan API credentials (Tenant ID, Client ID, and Client Secret)
  • See Connect WhatConverts to ServiceTitan for information on how to access this information
• Your WhatConverts API key:
  • For Master Account integrations: Generate a Master API Key
  • For Profile integrations: Generate a Profile API Key
• A Zapier account

Create Your Lead to Customer Workflow

To build your Zapier workflow for sending leads from WhatConverts to ServiceTitan:

Step 1: Set Up the Trigger

1. Log in to your Zapier account.
2. In the left-hand menu, click "+ Create", then click "Zaps".
3. Use the AI Copilot to enter the integration you are setting up, or click “Trigger Box” and search for "WhatConverts".
4. Select "New Lead" as the Trigger Event. Click “Continue”.
5. Connect your WhatConverts account by following the prompts (see Connect WhatConverts to Zapier for detailed instructions).
6. Test the trigger to verify it successfully retrieves lead data from WhatConverts.

Step 2: Search for Existing Customers

1. Click the "+" button to add a new step.
2. Search for and select "ServiceTitan" as the app.
3. Choose "Search Customers" as the action.
4. Connect your ServiceTitan account using your Tenant ID, Client ID, and Client Secret.
5. In the search fields, map the customer identifier from WhatConverts (such as phone number or email) to search for existing customers in ServiceTitan.
6. Test this step.

Step 3: Create Customer in ServiceTitan

1. Add a new ServiceTitan step.
2. Choose "Create Customer" as the action.
3. Set up a filter condition based on Step 2:
   • Only continue if "Search Customers" returned no results
   • This ensures you only create a new customer if one doesn't already exist
4. Map the following fields from the WhatConverts lead.

Work with Custom Fields

If you want to send custom data from WhatConverts to ServiceTitan custom fields:

1. Create the custom field in ServiceTitan first
   • Log in to ServiceTitan
   • Navigate to your custom fields settings
   • Create the custom field you need
2. Get the custom field ID
   • Click "Edit" on the custom field you just created
   • Look at the URL in your browser
   • Copy the field ID from the URL
3. Map the custom field in Zapier
   • In the "Create Customer" step in Zapier, look for the custom fields section
   • Use a key-value pair format:
     • Key: Enter the custom field ID from ServiceTitan
     • Value: Map the corresponding field from WhatConverts (Step 1)
   • The key is the ID number, and the value is the dynamic data from WhatConverts
4. Test this step to create a test customer in ServiceTitan.
5. Verify the customer appears correctly in ServiceTitan with all mapped fields including custom fields.

Activate Your Workflow

Once you've successfully tested all steps:

1. Review the entire workflow to ensure all mappings are correct.
2. Verify the duplicate prevention logic is working (Step 2: Search for Existing Customers).
3. Click "Publish" to activate the Zap.
4. Monitor the first few leads that come through to ensure customers are created correctly without duplicates.

Understand the Data Flow

When a new lead is tracked in WhatConverts (through a phone call, form submission, or chat), this workflow automatically:

1. Checks if that customer already exists in ServiceTitan based on their contact information.
2. If no existing customer is found, it creates a new customer record in ServiceTitan with the lead information.
3. If a matching customer is found, it stops the workflow to prevent duplicate creation.

This ensures your ServiceTitan customer database stays accurate and up to date, with new leads from your marketing efforts tracked in WhatConverts.

Related Topics

• What is the ServiceTitan Integration?
• Connect WhatConverts to ServiceTitan
• Understand the ServiceTitan Integration
• Send Appointments from ServiceTitan to WhatConverts
• Send Transactions and Sales Value from ServiceTitan to WhatConverts