Home services and trades
Data inventory for home services companies: ServiceTitan, Housecall Pro, Jobber
By SourceX Editorial · Updated
Short answer
A data inventory for a home services company lists every system that holds customer, job and money records, what each one holds, how many years are reachable and who controls it. Start with the field service platform, whether ServiceTitan, Housecall Pro or Jobber, then add phone, accounting, photo, review and marketing systems, one row per record family.
Key takeaways
- A data inventory describes records; it does not copy or move them.
- Write one row per record family in each system, not one row per system.
- Most gaps sit outside the field service platform: phone systems, photo apps, shared drives and retired software.
- Treat ServiceTitan, Housecall Pro and Jobber as sets of questions, because export options depend on plan and setup.
- Mark unknowns as unknown; guessed date ranges and volumes cause problems later.
What belongs in a home services data inventory?#
A home services data inventory belongs in one spreadsheet, with one row per record family in each system and a fixed set of columns. The point is to answer, without opening any customer file, what records exist, where they sit, how far back they go and who controls them.
Keep customer names, addresses and sample records out of the inventory itself. It will be shared with advisers, a buyer's diligence team or a licensing partner, so it should describe the shape of the data without containing any of it.
- System: the product name and whether the company still pays for it.
- Record family: jobs, estimates, invoices, call recordings, photos, agreements and so on.
- Reachable history: the oldest and newest records you can still open or export.
- Approximate volume: counts from reports, such as jobs per year, rather than file sizes alone.
- Links: which IDs connect this record family to the others.
- Controller: who holds admin rights inside the company, and which contract governs the vendor.
- Export route: report, API, connector, vendor request or manual download.
- Known restrictions: franchise terms, customer contracts, recording notices, personal data.
Pre-filled rows for the field service platform#
The field service platform rows cover the core of a home services company's history, and they look much the same whether the company runs ServiceTitan, Housecall Pro or Jobber. Copy these rows, then edit them to match what your account actually holds.
Fill the columns the same way for every row so the inventory can be sorted and compared. A blank cell should mean nobody has checked yet, never that the answer is no.
| Record family | What to note | Common gap |
|---|---|---|
| Customers and service locations | Active and inactive customers, multi-location accounts | Duplicates created by different CSRs |
| Jobs or work orders | Job types, trades, statuses, years reachable | History missing from before the last migration |
| Estimates or quotes | Whether declined options are kept | Unsold options deleted or overwritten |
| Invoices | Line item detail and pricebook codes | Free-text lines with no item code |
| Technician notes and forms | How many jobs carry real notes, which checklists are in use | Blank or copy-paste notes |
| Photos and attachments | Whether photos attach to jobs | Photos kept on personal phones |
| Equipment records | Make, model, serial and install date coverage | Equipment recorded only for agreement customers |
| Maintenance agreements or memberships | Visit history and renewals | Agreements tracked in a separate spreadsheet |
Pre-filled rows for phone, accounting, reviews and the rest#
Phone, accounting, review and marketing systems fill in the parts of the story the field service platform does not hold. They are also where restrictions tend to hide, because each one runs under its own terms.
Pay attention to the seams between systems. If the accounting software receives invoices without the field service job ID, or the phone system logs calls without the booking they created, note that in the links column. Those breaks decide how much of the inquiry-to-invoice story can be rebuilt later.
| System | Example records | What to note |
|---|---|---|
| Phone system or call tracking | Call recordings, call logs, marketing source, booking outcome | Recording notice history, storage settings, link to jobs |
| Accounting software | Invoices, payments, vendor bills, job costing | Whether job IDs carry over from the field service platform |
| Payroll and HR | Timesheets, pay, personnel files | List for completeness, then mark as excluded from any data project |
| Review platforms | Customer reviews and replies | Platform terms usually govern reuse of reviews |
| Marketing and email tools | Campaigns, lists, opt-outs | Consent and unsubscribe records |
| Customer financing | Applications and approvals | Usually controlled by the lender; exclude |
| Supplier and manufacturer portals | Parts orders, warranty registrations and claims | Who owns the account and what the portal terms say |
| Shared drives and email | Permits, inspection reports, commercial bids, photos | Folder structure and who can access it |
| Retired systems | Old desktop software, server backups | Whether the data can still be opened at all |
ServiceTitan, Housecall Pro and Jobber: the same questions for each#
ServiceTitan, Housecall Pro and Jobber differ by plan, add-on and version, and their export features change over time, so the inventory treats each one as a set of questions rather than a ranking. The answers go into the export route and restriction columns.
Answer from your own account and the vendor's documentation, and confirm anything uncertain with your account manager. Record the date you checked, since plans and features change.
Some answers are documented, though not always by the vendor itself. ServiceTitan's migration guide for Housecall Pro says customers download from the Customers tab as customers.xlsx, and jobs export from See all jobs once the date range is set back to the start and every column is selected; if a report errors, it suggests one-year batches. Its FieldEdge guide notes that the Invoices tab shows only recent months unless every filter is set to All before exporting. For Jobber, the help center says a cancelled account is preserved and can be reactivated to retrieve reports, while a permanently closed account cannot. Treat these as starting points and verify them in your own account.
| Question | Why it matters |
|---|---|
| Which reports export each record family, and how far back? | Report exports are the most common route and may limit date ranges or columns |
| Is API access available on your plan, and who can turn it on? | API pulls keep IDs and handle volume better than manual reports |
| How are photos, attachments and recordings exported? | Files usually need a separate route from tabular data |
| What did the last migration leave behind? | Pre-migration history often survives only in the old system |
| Who holds admin rights in the company? | Exports and integrations need an admin, and a departing admin is a risk |
| What does the subscription agreement say about ownership and deletion? | It sets control during the subscription and after it ends |
How to fill the inventory without moving any data#
Filling the inventory takes conversations, report counts and screenshots of settings, not exports. The aim is an accurate description that the owner, the operations lead and any adviser can rely on.
- List every subscription from the accounting system and company card statements; each paid tool is a candidate row.
- Ask the office manager, dispatch lead and service manager which tools they use daily and which ones they gave up.
- For each system, open the oldest record you can find and note its date.
- Run count reports for jobs, estimates, invoices and calls by year instead of guessing.
- Note who holds admin rights and whether that person still works for the company.
- Find the governing contract for each vendor and note its clauses on ownership, export and deletion.
- Mark anything uncertain as unknown and assign a name to resolve it.
Illustrative: a three-trade contractor maps its systems#
Illustrative: a fictional HVAC, plumbing and electrical contractor moved from desktop software to Housecall Pro and later to ServiceTitan as it grew. Before any discussion of AI tools or licensing, the owner asks the operations lead to build an inventory.
The inventory turns up three surprises. Desktop-era job history survives only on a server backup in the office closet. Call recordings sit with the phone provider rather than in the field service platform, under a retention setting nobody had reviewed. Plumbing photos from the Housecall Pro years were carried over, but electrical photos were not.
The owner decides to restore and preserve the old backup, review the recording retention setting with the phone provider, and request the missing electrical photos while the legacy Housecall Pro access still works. The finished inventory gives the company one honest view of its history, with every gap written down.
How SourceX uses a data inventory#
SourceX uses the inventory as the starting point of the Supply step in the SourceX five-step transaction: Supply, Rights, Preparation, Approval and Delivery. A company shares metadata, meaning systems, record families, years and approximate volumes; no files, exports or samples are needed for the fit check.
The same rows feed the SourceX Enterprise Data Value Framework, which helps identify which record families deserve a fuller review and which carry restrictions that rule them out early. The restrictions column then becomes the starting agenda for the Rights step.
Frequently asked questions
How precise do the volume figures need to be?
Approximate is fine for a first inventory. Counts by year from a report, such as jobs completed or calls recorded, are more useful than file sizes. Note the date and the report you used so the figure can be refreshed later without starting over.
Should payroll and HR systems be in the inventory?
List them for completeness, because a full map shows where personal data sits, but mark them as excluded from any data licensing work. Employee pay, personnel and benefits records are never part of a licensing package.
Do we list systems we no longer pay for?
Yes. Retired systems often hold the oldest history, and they are the rows most likely to disappear. Note whether the data can still be opened, where the backup sits and who knows the password.
Who should own the inventory inside the company?
Usually the operations lead or office manager, with the owner signing off. The owner knows the history, but the people who run the systems daily know where records actually go. Give one named person responsibility for keeping it current.
How often should the inventory be updated?
Update it whenever a system is added, retired or migrated, and before any sale, refinancing or licensing discussion. Between those events, a light review at the start of each year keeps it accurate.
Sources
- ServiceTitan's migration guide describes exporting Housecall Pro customers as customers.xlsx and jobs from See all jobs, running reports in one-year batches if they error. Source
- ServiceTitan's FieldEdge guide says to set every Invoices filter to All before exporting so the export is not limited to the previous six months. Source
- Jobber says a cancelled account is preserved and can be re-subscribed to retrieve reports, while permanent closure is final. Source
Related resources
See if your company qualifies
A short company assessment. No data uploads are needed.