TradeWeave · ServiceTitan Role Workflows

Warehouse / Inventory Manager

Owns the physical-to-digital gap — making sure what ServiceTitan says is on a truck or in a warehouse actually matches reality. One rule underlies almost everything: inventory quantity doesn't move until a Receipt is posted.

Purchase Orders Transfers Adjustments Inventory Counts + Inventory Mobile App

The role runs on two mechanisms: purchase orders bring parts in, transfers and adjustments move and correct stock once it's there. The hard rule underneath both: inventory quantity does not move until a Receipt is posted — creating or even receiving a PO isn't the same as the system believing the part physically exists yet.

Day in the life

The five-stage flow

From creating purchase orders through receiving, stock movement, cycle counts, and vendor returns/warranties.

1

Create and send purchase orders

Purchase Orders
  • Create with job number, business unit, vendor, order type, technician, inventory location, ship-to, required-by date, then line items.
  • If PO Approval Tiers are configured and the order exceeds a user's limit, they must Submit for Approval instead of creating directly.
  • A PO from a project needs a business unit actually assigned to that project — a mismatch is a common rejection.
2

Receive shipments correctly

Sent tab > Receive
  • Enter quantities per item; partial shipments move the PO to Partially Received rather than blocking.
  • A Bill may auto-generate on receipt, or has to be created manually if that setting is off.
Two silent traps Inventory quantity doesn't increase until the Receipt is posted. And a wrong price on the vendor Bill permanently alters the Weighted Average Cost for that SKU — double-check pricing before posting.
3

Manage stock levels and movement

AdjustmentsTransfersReplenishment
  • Adjustments correct discrepancies, convert units, or write off damaged stock.
  • Transfers move stock between locations — the receiving location must actively pick and confirm before both sides update.
  • Replenishment can run through a new PO or a Transfer — pick whichever matches where the stock actually needs to come from.
No reopening a canceled PO Use Copy from the Actions dropdown to re-order the same items instead of trying to resurrect a canceled order.
4

Run cycle counts

Inventory Counts
  • Choose a location or an Inventory Template covering several; optionally filter by Qty On Hand, Vendor Cost, or Usage Volume.
  • Assign a due date and employee(s) — this is the number to trust over gut feel when job costing looks off.
5

Handle returns, warranties, and vendor credit

ReturnsTask Management
  • Returns: link to the original PO, mark Returned when shipped back, then Credit Received once the vendor confirms.
  • Warranty claims run through a Task Management "Warranty Call with Parts" task, with materials and documentation attached by the technician.
  • Confirmed vendor credit gets added to an accounting batch and exported — this is where the role hands off to Bookkeeping.

Reference

Pitfalls & performance

Common pitfalls

SymptomFix
PO Received but count didn't movePost the Receipt — that's what updates quantity
WAC on a SKU permanently wrongDouble-check vendor pricing before posting bills
Can't reorder from a canceled POUse Copy from Actions instead
PO rejected on a project jobUse a BU assigned to that project
Job costing looks offRun a cycle count to find the variance

KPIs to watch

MetricWhere
PO fulfillment timePurchase Orders > Received tab
Inventory variance rateInventory Counts
Vendor return rateInventory > Returns
Stockout incidents / weekRequisitions > Item

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