How to Clean Up a ServiceTitan Pricebook, Step by Step

Cleaning a pricebook is not hard work. It is long work. For a typical book of 200–500 items, doing this properly by hand takes most shops 20–40 hours, spread over evenings, because each step is done row by row. This guide is the whole process, in the order that avoids rework. If you get to step three and decide your time is worth more than that, the shortcut is at the bottom.

Step 1 — Export the whole book, and back it up

In ServiceTitan, go to Settings → Pricebook (or Pricebook → Export, depending on your version) and export your Services and Materials to Excel or CSV. Export everything, even categories you think are fine — duplicates hide across categories, and cleaning a partial book can create new duplicates when the pieces go back together.

Then copy that export, name it with today's date, and store it where you will not edit it. That untouched file is your undo button — if anything goes wrong, you can always re-import the original.

Step 2 — Remove duplicates

Work through the sheet looking for two kinds of duplicates:

• Same code, twice. A code should identify exactly one item.
• Same item, different name. "Water Heater Install 50 Gal" and "50 Gallon Water Heater Installation" at the same price are one item in two rows.

For each duplicate, keep one row — usually the one with the most complete description and the current price — and delete the other. Keep a list of what you removed and why. Six months from now, that list is the answer when someone asks where an item went.

Step 3 — Fix the codes

Every row needs a code, and every code needs to be unique. Fill blanks with a consistent pattern (a category prefix plus a short name slug works well), scan for repeats, and check for codes with leading/trailing spaces — identical on screen, different values.

Step 4 — Normalize the categories

Sort or filter by category and you will see the problem immediately: the same category spelled three or four ways, abbreviations next to full names, categories that differ only by a plural "s." Pick the canonical spelling for each and change every variant to match. While you are there, empty the joke categories, ex-employee categories, and "Misc — old" buckets into real categories or retire their items.

Step 5 — Clean the money fields

Prices and costs should be plain numbers. Remove dollar signs, commas, and stray text ($1,250.00 becomes 1250.00), and keep one decimal convention throughout. Then look for blanks: a service with no price, or a material with no cost, will produce a wrong invoice or a silent loss later.

Step 6 — Audit cost against price

Add a quick comparison: which rows have a price at or below cost? On a few-hundred-item book, expect a small handful — a part whose cost rose, a promotion price that never ended. Do not fix these by guessing. Flag them, decide each deliberately, and change only what you mean to change.

Step 7 — Import in small batches, then spot-check

Do not import the whole cleaned book at once. Leave the ID column blank for new items — ServiceTitan generates IDs, and filled-in IDs on new items are a classic cause of import failure. Import one category first, then open 5–10 items and compare them against your sheet. If that batch is right, import the rest. Finally, search for three services in the mobile app the way a tech would. Findable in seconds means the clean book is doing its job.

Keep three files together afterwards: the original export, the cleaned file, and your list of changes — your audit trail.

Pricebook Clean-Up is an independent service and is not affiliated with, endorsed by, or sponsored by ServiceTitan.