How to export all your data from ServiceTitan

Can you get a full copy of your ServiceTitan data?#

A full copy of your ServiceTitan data is usually obtainable, but it arrives in pieces through different routes rather than as a single download. What your account can reach depends on your plan, your agreement and the features enabled, so confirm the routes with ServiceTitan before you start.

A complete export matters at specific moments: before a software switch, during a sale or private equity diligence, when an owner wants an archive that does not depend on any vendor, and when a company considers licensing de-identified job history. In each case the value lies in records that still connect to one another, not in a pile of unrelated spreadsheets.

Read the data sections of your ServiceTitan agreement before you start: how it describes ownership of your customer data, what export help it promises and what happens to data after termination. Those terms, not the software screens, decide what you can insist on.

Export map: data types, routes and fields that need care#

The export map lists each ServiceTitan data type, the route most likely to reach it and the fields that need care. Routes vary by account, so treat the middle column as the first place to look, then confirm with your account contact or integration partner.

Route one: report exports#

Report exports are the route most office teams can run themselves: build or open a report in ServiceTitan's reporting tools and download it as a spreadsheet file, where your user permissions allow export. They suit structured records such as jobs, invoices, estimates and memberships.

Reports show only what the report designer chose to include. If a field is not in the report, it is not in the export, so compare each report's columns with the fields you see on a job screen before you call a record family done.

• 1Include the record ID and every linking ID in each report: job, customer, location, invoice and estimate.
• 2Slice large reports by date range, such as one year per file, so each export finishes and can be checked.
• 3Save the report definitions, so the same export can be rerun or audited later.
• 4Name files by record type and date range, and never edit exported files directly; work on copies.

Route two: API access through a developer or partner#

API access is the route for large volumes, attachments and records that reports do not show well, and it usually requires approval and credentials from ServiceTitan plus a developer or integration partner. Check what API access your account includes and what the terms permit before anyone writes code.

An API pull should keep every original ID, record timestamps with their time zone and log what was requested and returned. Store credentials securely, give the partner access only for the length of the project and revoke it afterward. Ask the partner for a written description of what was pulled; it becomes part of your export log.

Route three: written requests to ServiceTitan#

A written request to ServiceTitan covers what neither reports nor your own API work can reach easily, such as bulk call recordings, attachments or a complete account export if one is offered. Send the request to your account contact in writing and keep the reply with the archive.

Ask the same questions even if you have no plan to leave. Knowing the answers in advance turns a future switch, sale or shutdown into a scheduled task rather than a scramble.

• 1Which data types a full-account export includes, and in what file formats.
• 2Whether your account has any scheduled file export, such as an accounting export delivered over SFTP, and what it covers.
• 3Whether photos, attachments, form responses and recordings are included.
• 4Whether a fee applies and how long delivery takes.
• 5How long export or read-only access lasts after the agreement ends.
• 6When data is deleted after termination, and whether deletion is confirmed in writing.

How to check the export is complete#

An export counts as complete only when per-year totals match the system and a few sample jobs can be traced through every file using exported IDs alone. Run the checks while the account is still active, because a gap found later may be impossible to fill.

Compare record counts per year in each file with the same counts from in-system reports. Pick a handful of jobs and follow each one from customer to location, job, technician notes, estimate, invoice, payment and attachments using only the exported IDs. Open a sample of attachments and recordings to confirm they play or display.

Finish with a data dictionary that explains each file and column, and an export log recording who exported what, when, from which account and by which route. Keep the finished archive on storage your company controls, limit who can open it and hold a second copy somewhere separate.

Illustrative: an electrical company archives an inherited account before cancelling it#

Illustrative: a fictional residential electrical company bought a smaller competitor two years ago and moved its active customers and open memberships into its own ServiceTitan account. The competitor's original account, with years of closed jobs, technician notes and photos, is still being paid for, and the owner wants to cancel it.

Before cancelling, the office manager exports jobs, invoices, estimates and memberships from the old account year by year, with every linking ID. An integration partner pulls technician form responses and photos through the API, filed by job ID. The COO asks ServiceTitan in writing about bulk call recordings and how long read-only access lasts after cancellation. The controller reconciles counts per year and finds one year of photos missing, which the partner pulls again before the cancellation date. The archive and its export log go to company-controlled storage, and the inventory row for the old account is updated rather than deleted.

Why a complete export matters for licensing#

A complete, linked export is the starting point for licensing job history to AI developers building field service tools, because those developers need full sequences from call to outcome rather than summaries. Records are licensed under defined terms, and the company keeps ownership.

SourceX begins with metadata only: record families, years covered and which IDs link. In the SourceX five-step transaction, the Rights step reviews the ServiceTitan agreement and customer obligations, and Preparation removes personal details before anything is released. SourceX does not host multi-terabyte archives, so a large one remains on company storage or travels on an encrypted drive.