Setup and Configuration

This phase covers the groundwork required before any production sync activity begins. Complete the steps in order and record progress in the onboarding tracker.

Step 0: Best practices for ServiceTitan data import

If you are new to ServiceTitan, the ServiceTitan team will migrate data such as customers and jobs from your legacy system. Agave uses the Legacy ID custom field to reconcile imported ServiceTitan records with those that already exist in your ERP, preventing duplicates.

Plan to populate Legacy IDs for:

• Customers
• Jobs

Confirm the field is populated prior to running the autolink process later in the project.

Step 1: Get access to Agave

1. Share the list of required Agave users with your Agave account manager. At least one participant should be able to access both ServiceTitan and the ERP during testing.
2. After the account manager provisions your user, reset your password:
   • Navigate to https://app.agaveapi.com/forgot-password.
   • Submit the email address tied to your Agave user (case-sensitive).
   • Follow the reset link delivered to your inbox to set a password.

Step 2: System connection

1. Sign in to Agave and open ERP Sync from the left navigation to access https://app.agaveapi.com/admin/erp-sync.
2. Review the appropriate system connection guide: https://sync-docs.agaveapi.com/docs/service-titan-and-acumatica/FAQs.
3. Schedule a working session with your Agave account manager to finalize the connection:
   • The account manager enters the credentials and troubleshoots any permission issues.
   • Once connected, the account manager enables the required data syncs, feature flags, and sync trigger filters for the onboarding.

Step 3: Setup Integration Mappings

Agave maintains cross-system translations for business units, accounts, and additional segments. Collect mapping workbooks early so Agave can configure them before dry-run testing.

Business Unit Mapping

Map each ServiceTitan Business Unit to the equivalent ERP segment (for example, Acumatica Branches or Subaccounts, Spectrum Cost centers, Sage 100 Contractor Departments, Vista Departments).

• Transactions and journal entries inherit the mapped ERP segment.
• Multiple ServiceTitan business units can map to a single ERP segment if needed.

When establishing business units, choose a level of granularity that supports your ERP reporting strategy. Reference:

• What is a business unit?
• Add and edit business units

Share the completed mapping with your Agave account manager for configuration.

GL Account Mapping

Agave writes the GL account stored on each ServiceTitan pricebook item. Preparation is split into two parts.

Create ServiceTitan GL accounts

Create ServiceTitan GL accounts that match your ERP account numbers exactly.

Integration type	GL accounts required
Document	Income (AR), Expense (AP), Asset (AP)
Journal entry	All accounts used for AR invoices, AR payments, AP invoices, inventory adjustments, and inventory transfers

Confirm the accounts exist before configuring pricebook items.

Configure Pricebook Items

Ensure every service, material, and equipment item in the pricebook references the correct GL accounts.

• When an item is flagged as inventory, populate all general ledger account fields.
• For guidance, review Edit pricebook items.

Payment Method Mapping

Create a mapping of payment methods in ServiceTitan to your ERP.

Timecard Mapping

Schedule a meeting with your Agave account manager and payroll manager to review how Timecards map to your ERP.

Step 4: Configure auto-batching settings in ServiceTitan

Go to Settings > Accounting > Journal Entries and Auto-Batching to access the Journal Entries and Auto-Batching settings screen to enable the settings.

The table outlines the recommended settings

Transaction type	Export type	Journal entry cadence	Sync frequency	Batch cadence	Separate by business unit	Separate by payment type
Invoices	Document	Daily	N/A	Daily	Yes	N/A
Payments (Invoices)	Document	Daily	N/A	Daily	No	No
Applied payments	Document	Daily, Weekly, or Monthly	Manual	Cannot be batched	No	No
Bank deposits	Journal Entry Summary	Per transaction	Manual	Cannot be batched	No	N/A
Vendor bills	Document	Per transaction	Manual	Daily, Weekly, or Monthly	No	N/A
Inventory adjustments	Document**	Daily, Weekly, or Monthly	N/A	Daily, Weekly, or Monthly	No	N/A
Returns	Document	Daily, Weekly, or Monthly	N/A	Daily, Weekly, or Monthly	No	N/A
Inventory transfers	Document**	N/A	N/A	Daily, Weekly, or Monthly	No	N/A
Receipts	Document**	N/A	N/A	Daily, Weekly, or Monthly	No	N/A

Step 5: Prepare data for a sync dry-run

Create the following records for end-to-end testing. The required data varies by integration type.

Document integrations

Data model	Prerequisites	Data needed
Vendors	Vendor exists in ERP	At least one ERP vendor
Customers	Customer exists in ServiceTitan	At least one ServiceTitan customer
Customer location	Location exists in ServiceTitan	At least one customer location tied to the customer above
Jobs	Job type mapped to ERP segment (if applicable)	At least one job for the test customer
AR invoices	GL accounts created; pricebook items mapped to income accounts; business units mapped	At least one posted AR invoice for the test customer and job; include an adjustment invoice
AR payments	Payment methods mapped to ERP	At least one posted AR payment tied to the test invoice; consider adding a prepayment, overpayment, and refund
AP invoices	GL accounts created; pricebook items mapped to expense and asset accounts; business units mapped	At least one posted AP invoice for the test vendor; include an inventory return
Timecards	Technicians created; timesheet activities and overtime rules (if applicable); pay periods configured	At least one approved timecard

Journal entry integrations

Data model	Prerequisites	Data needed
Journal entries	GL accounts created; pricebook items mapped to income accounts; business units mapped; auto-batching configured	At least one journal entry in an open ERP period

Record the results of each test in the onboarding tracker and flag failures to your Agave account manager for remediation.