Home services and trades
How to export FieldEdge service history and agreements
By SourceX Editorial · Updated
Short answer
A FieldEdge data export should capture the full service history, not only what a new system will import: customers and locations, equipment, work orders with notes, estimates, invoices and every service agreement with its visit log. Export each record set with its IDs so the files can be rejoined, check counts before access ends, and keep the complete archive.
Key takeaways
- Export every record set with its internal IDs, or the files cannot be joined back together later.
- Service agreement visit logs, expired agreements and unsold estimates are the records migrations most often leave behind.
- Confirm export options and your contract end date with FieldEdge before you give notice.
- Check every export against counts in the live system while you still have access.
- Keep the full archive read-only and separate from whatever the new platform imports.
Which records belong in a complete FieldEdge export?#
A complete FieldEdge export includes every record set that describes a customer relationship over time: customers and locations, equipment, work orders, estimates, invoices and payments, and service agreements with their visit schedules. The new platform may import only active customers and open agreements, but the archive should hold everything.
Some record sets export directly from FieldEdge screens. A migration guide published by ServiceTitan, a competing platform, says the Customers tab has an Export button that produces CustomerList.xlsx, that the same button works on the Dispatching, Invoices and Quotes tabs, and that the invoices export includes the customer billed, the invoice total and the technician. The same guide warns that the Invoices tab filters must all be set to All first, or the export covers only the previous six months.
Report names and export options vary by version, user role and plan, and third-party instructions can go out of date. Treat the table as a list of record sets to find, then confirm with FieldEdge support which reports or extracts cover the rest, such as equipment, technician notes, attachments and agreement visits, and whether a full data extract is available.
| Record set | Key fields to include | Why it matters later |
|---|---|---|
| Customers and locations | Customer ID, location ID, type, status, created date | Every other file joins back through these IDs |
| Equipment | Equipment ID, location ID, type, make, model, install date, notes | Ties visits and repairs to the same unit over time |
| Work orders | Work order ID, location, equipment, job type, dates, status, technician | The core of the service history |
| Notes and attachments | Work order ID, technician notes, photos, forms | Holds findings that codes and totals miss |
| Estimates | Estimate ID, options, status, dates, linked work order | Shows decisions, including work you did not win |
| Invoices and payments | Invoice ID, work order ID, line items, totals, status | Confirms what was done and billed |
| Service agreements | Agreement ID, plan, location, covered equipment, start and end dates, renewal status | The recurring relationship and how it changed |
| Agreement visits | Visit ID, agreement ID, due date, completed date, work order ID | Shows whether promised maintenance happened |
Settle access, permissions and timing first#
Access and timing decide what you can still pull, so settle both before the first file is downloaded. An export started just before a contract ends tends to miss attachments, technician notes and anything that needs a support request.
- Confirm your contract end date, the notice terms and how long you keep read access afterward.
- Give the person running the export an administrator role that can see every location, technician and agreement.
- Ask FieldEdge support in writing what a full data extract includes, its format and whether attachments come with it.
- Agree a cutoff date with your accounting lead so open invoices are not split across two systems.
- Choose secure storage the company controls, never a personal drive.
Export order that keeps the files joinable#
Export reference records first, then transactions, then history, so every later file has something to join to. Keep the same date boundaries and the same ID columns throughout, and save each file under a name that states its source report and date range.
- Step 1: customers, locations and contacts with their IDs.
- Step 2: equipment with location IDs and install details.
- Step 3: price book, job types and technician lists as reference tables.
- Step 4: work orders in date-range batches, including closed and cancelled jobs.
- Step 5: technician notes, forms and attachments for each work order.
- Step 6: estimates (the Quotes tab), including unsold and expired ones with every option.
- Step 7: invoices and payments with every Invoices tab filter set to All, reconciled against your accounting system if invoices sync there.
- Step 8: service agreements, active and inactive, then every scheduled and completed agreement visit.
Service agreements: the history migrations usually drop#
Service agreement history is the record set migrations most often leave behind, because a new platform needs only active agreements and their remaining visits to keep billing and scheduling running. Expired and cancelled agreements, completed visit logs, past renewals and price changes often stay in the old system.
That left-behind history is the most informative part. A run of maintenance visits on the same equipment shows condition over time, which findings turned into repairs, and when customers renewed, upgraded or let an agreement lapse. Once the old system is shut off, those links are hard to rebuild. Export these fields for every agreement ever sold.
- Agreement status and the reason it ended, if it did.
- Plan name, tier or discount level as recorded, and the covered equipment.
- Each scheduled visit with its completed work order, or a missed or skipped status.
- Findings and readings recorded at each maintenance visit.
- Renewal dates, upgrades, downgrades and cancellations, with any notes.
How to check the export before access ends#
Checking an export means proving that the files hold what the live system holds and that they still join together. Run the checks while you can still compare against the live system, and keep a short log of each result.
Archive the record types a new system does not need as well: inactive customers and retired equipment, closed and cancelled work orders, unsold estimates, photos and signed forms, custom fields your office added, and old price book versions that explain historical invoices. Each is quick to export now and hard to recover later.
| Check | How to run it | Pass when |
|---|---|---|
| Record counts | Compare row counts with the live system using the same filters | Counts match, or every difference is explained |
| Join test | Match work orders to locations and equipment by ID | No orphaned work orders or visits |
| Spot check | Pick several long-standing customers and compare history screen by screen | Notes, dates and equipment match |
| Attachments | Open a sample of photos and forms from different years | Files open and link to the right work order |
| Agreements | Trace a few agreements from sale through each visit to renewal or cancellation | Every visit and status change is present |
Illustrative: a mechanical contractor leaves FieldEdge#
Illustrative: Copperline Mechanical, a fictional HVAC and plumbing contractor, is moving from FieldEdge to a new field service platform. The migration vendor plans to import active customers, open work orders and current agreements only.
The COO exports everything else first, including inactive agreements and every completed maintenance visit, and stores the files read-only in company cloud storage with an index of record sets, date ranges and row counts. During the join test, the team finds that visit records exported without the agreement ID cannot be matched to agreements, so it re-runs that export with the ID included.
After cutover, the new platform runs daily work while the archive answers warranty questions and later supports a review of the company's records for licensing. Nothing in the archive was edited, so its history can still be trusted.
How SourceX uses an exported archive#
SourceX starts with metadata about an exported archive, not the files themselves: the systems involved, the record sets, their date ranges and whether IDs link them. In the SourceX five-step transaction of Supply, Rights, Preparation, Approval and Delivery, the archive is described during Supply and stays in your own storage.
If a package proceeds, the SourceX Evidence Packet records where each record set came from, how it was prepared and what you authorized for release. You approve each step.
Frequently asked questions
Should we export FieldEdge data even if we are not switching systems?
Yes, a periodic full export is a sensible safeguard. It protects history against accidental deletion, gives you a copy for audits or a sale of the business, and lets you review older records without touching the live system. Store it read-only and note the date it was taken.
Can the new vendor's migration team do the export for us?
They can handle the import, but keep your own complete copy. A migration team focuses on what the new platform needs, so its extract may skip inactive records, attachments and history. Ask for their extract as well and compare it with your own archive.
What file formats should the archive use?
Use open formats that do not need the old software, such as CSV or spreadsheet files for records and the original file types for photos and documents. Keep a short index listing each file, its source report, its date range and its row count.
Who should own the export inside the company?
One accountable person, usually the COO or operations manager, working with whoever administers FieldEdge and the accounting lead. A single owner keeps the export order, checks and storage consistent and can answer later questions about how the archive was built.
How long should we keep the archive?
Follow your record retention policy and any legal, warranty or tax requirements that apply to your company. Service history often stays useful for as long as you might service the same equipment, because older visits explain current problems.
Sources
- ServiceTitan's FieldEdge migration guide says the Customers tab Export button produces CustomerList.xlsx, the same Export button works on the Dispatching, Invoices and Quotes tabs, and the Invoices report includes the customer billed, the invoice total and the technician. Source
- ServiceTitan's FieldEdge guide says to set every filter at the top of the Invoices tab to All before exporting, so the export includes all invoice data rather than only the previous six months. Source
Related resources
See if your company qualifies
A short company assessment. No data uploads are needed.