Can I license my Simpro data to AI companies?

Who owns the records in your Simpro account?#

The contractor normally owns the business records it enters into Simpro, while the software vendor holds a license to host and process them. That is the usual pattern for field service and job management software, but the controlling document is your own subscription agreement and any order forms or addenda attached to it.

Read three parts of that agreement before anything else: the clause on customer data ownership, the clause on access to and export of data at the end of the term, and any acceptable use or API terms that limit how data may be pulled out. If your plan includes AI features, also check whether the vendor may use your records to improve its own products, and whether you can opt out.

Which Simpro records matter to AI developers?#

Simpro records matter most where they show a sequence of decisions with an outcome. Many Simpro users run both service work and project work, so the archive often contains two different stories: recurring maintenance on commercial sites, and quoted projects with change orders, progress invoices and closeout.

AI developers building estimating tools, maintenance planners and workflow agents look for those sequences. A quote that shows what was priced, which option the client accepted, what changed on site and what was finally invoiced teaches more than a clean list of completed jobs.

How do you get the data out with links intact?#

A licensable Simpro export keeps the identifiers that join one record to the next. A pile of separate spreadsheets without job, quote, site and asset IDs forces someone to rebuild the links later, and some links cannot be rebuilt at all.

Most contractors combine built-in reports for a first inventory with an API or bulk export for the full pull, depending on what their plan and configuration allow. Simpro's own documentation and your account manager are the right sources for current export options and limits. If an outside integrator runs the export, make sure the work happens under your account and that copies are deleted afterward.

• 1Start with standard reports to list record families, date ranges and rough volumes for an inventory.
• 2Confirm which export route your plan supports for full history, and whether API access needs to be enabled.
• 3Pull attachments separately and keep the job or asset ID in each file's path or index.
• 4Keep every native ID column, even ones that look redundant.
• 5Test one complete year end to end before exporting the full archive.
• 6Store the export in your own controlled storage, with a note of the date and method used.

Terms and contracts to check before scoping#

Your Simpro agreement is one of several documents that shape scope, and it is rarely the one that removes the most records. Customer contracts, especially commercial maintenance agreements and subcontracts on projects, often carry confidentiality clauses that cover site details, drawings and pricing.

None of these automatically block licensing, but each can remove a slice of records from scope. Rights are reviewed deal by deal, with counsel where needed.

What gets removed or excluded?#

Preparation removes anything that identifies a person or exposes a client's confidential material. That includes customer and contact names, site addresses, phone numbers and email addresses, plus technician names, which are replaced with consistent pseudonyms so work patterns survive.

Free-text fields need their own pass. Job descriptions, technician notes and form comments often mention a tenant by name, a building manager's mobile number or an alarm code, so automated detection is followed by a person reviewing a sample before release is approved.

Exclusions go further than redaction. Builder and architect drawings, client specifications, security system layouts and access details for sensitive sites usually stay out entirely, as do any records tied to defense or other controlled work. Client-specific pricing can be removed or generalized if you prefer not to license it.

Illustrative: a mechanical services contractor leaving Simpro#

Illustrative: a fictional commercial mechanical contractor has used Simpro for years to run planned maintenance on rooftop units and boilers, plus a steady flow of quoted replacement projects. It decides to move to a new platform and has a fixed date before its Simpro access ends.

Before the cutover, the operations manager exports full history with quote, job, site and asset IDs, and pulls attachments into folders indexed by job number. A review of its maintenance contracts finds that two large property management clients have strict confidentiality terms, so their sites are excluded.

The owner then scopes a package around maintenance histories that link each asset to its visits, defects found, quotes raised and repairs completed. Project drawings from general contractors are left out. The migration that forced the export becomes the reason the archive is complete.

How SourceX handles a Simpro-based package#

SourceX treats Simpro as a source system, not a special case. The fit check asks only for metadata: which Simpro modules you use, how many years of history are reachable, and which record families link. Nothing is shared during the initial assessment.

Packages that proceed follow the SourceX five-step transaction: Supply, Rights, Preparation, Approval and Delivery. The SourceX Evidence Packet records the export route, the agreements reviewed, what was removed and who approved release. Large exports stay in your own storage or ship on encrypted drives, and the data is licensed, not sold.