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How to export Service Fusion data
By SourceX Editorial · Updated
Short answer
A Service Fusion data export should capture customers, locations, equipment, estimates, jobs, notes, invoices, payments, agreements and attachments, run by an admin in date batches and checked against in-app totals. The rule that saves the most trouble: anything you do not migrate to the new system goes into a read-only archive before your Service Fusion access ends.
Key takeaways
- Confirm export permissions, plan features and your contract's end-of-access terms in writing before the first export.
- Export by record family and by date batch, then reconcile row counts against the totals shown in the app.
- Notes, photos, signed forms and attachments often need a separate step from list and report exports.
- Anything you do not migrate goes into a read-only, indexed archive rather than staying in an account that will close.
- Keep the export log, because it is the proof of what was captured, by whom and when.
What Service Fusion data can you export?#
Service Fusion data usually leaves the system in two forms: list and report exports that come out as spreadsheet files, and documents such as photos, attachments and signed forms stored with individual records. Which exports exist, who may run them and how much history they include depend on your plan, user role and the current version, so confirm the details in Service Fusion's help documentation or with its support team.
Start from a list of record families rather than a list of menus. A COO who knows the business needs customers, jobs, estimates, invoices and agreements can then find the export for each one, and spot the families that have none.
- Customers, contacts and service locations, including billing and service addresses.
- Equipment tied to locations: make, model, serial number and install date.
- Estimates and proposals, with line items and status.
- Jobs or work orders, with job type, technician, dates and status.
- Job notes, checklists and custom fields.
- Invoices, payments, refunds and credit memos.
- Service agreements or maintenance plans and their visit schedules.
- Photos, documents, signatures and other attachments.
- Settings you will rebuild elsewhere: price book, job types, tax rates, tags and users.
Four checks before the first export#
The checks before the first export cover permissions, plan features, end-of-access terms and connected tools. Skipping them is how teams find out near the end of a contract that the person running exports cannot see archived jobs, or that attachments were never part of the plan.
Ask the vendor in writing what happens after cancellation: how long the account stays readable, when data is deleted and whether a full backup can be requested. Vendors differ. Jobber's help center, for example, separates cancelling, which preserves the account so you can re-subscribe and retrieve reports, from permanent closure, which is final.
| Check | Question to answer | Who answers |
|---|---|---|
| Permissions | Does the exporting user have admin rights and see inactive and archived records? | Your Service Fusion admin |
| Plan features | Are bulk, report and attachment exports included on your plan? | Account manager or support |
| End-of-access terms | How long does data stay readable after cancellation, and can you request a full backup? | The vendor, in writing |
| Connected tools | Which records live in accounting, payments, phone or marketing tools instead? | Office manager and IT |
Service Fusion export checklist by record family#
The checklist below covers each record family, what to capture and the most common trap. Take the last column seriously: experience with other field service systems shows how often default filters trim history without warning.
ServiceTitan's migration guide for FieldEdge, for example, says to set every Invoices filter to All before exporting, because otherwise only the previous six months come out. Its Housecall Pro guide suggests running a report in one-year batches if it errors. Check whether similar date defaults or size limits apply to each Service Fusion report you run.
| Record family | Capture | Watch for |
|---|---|---|
| Customers and locations | Active and inactive accounts, every service address, contacts and tags | Inactive customers hidden by default filters |
| Equipment | Make, model, serial, install date and location link | Equipment kept only in free-text notes |
| Estimates | Line items, options, status and dates | Declined estimates left out of standard views |
| Jobs and work orders | Job type, technician, dates, status and job number | Date defaults that trim older history |
| Notes and checklists | Full note text with job number and author | Long notes cut off in spreadsheet cells |
| Invoices and payments | Line items, totals, payment method and status | Payments recorded only in accounting |
| Agreements | Plan type, start and end dates, visit schedule | Expired agreements dropped from lists |
| Attachments and photos | Each file with the record ID it belongs to | Files downloaded with no link to their job |
A step-by-step export routine#
A repeatable export routine keeps the work checkable when different people run different pieces. The goal is that someone who was not involved can later see what was pulled, when, and whether it was complete.
- Open an export log listing each record family, the report used, filters, date range and the person running it.
- Export in date batches, oldest first, so a failed run affects only one period.
- Compare the row count in each file with the total the app shows for the same filters.
- Open every file and look for cut-off text, broken characters and missing columns.
- Confirm each file carries the IDs needed to rejoin records: customer, location, job and invoice numbers.
- Store the files in two places the company controls, with access limited to named people.
- Have a second person pick records in the app and find them in the export.
Archive what you do not migrate#
Archive what you do not migrate: every record that will not move into the new platform should be exported into a read-only, indexed archive before access ends. New systems often import only active customers, open agreements and recent jobs, which leaves years of history in an account that will eventually close.
That history still has work to do. The IRS says to keep records that support income or deductions until the period of limitations for the return runs out, generally three years, and to keep employment tax records for at least four years. Warranty claims, disputes, insurance questions and customers asking what was installed can reach back further than a migration carries.
Keep the archive plain: the export files, the export log, a short index of what each file holds, and a note on how tables rejoin. Read-only storage with limited access protects it from accidental edits and from casual browsing of customer details.
Illustrative: a mechanical contractor leaves Service Fusion#
Illustrative: a fictional mechanical contractor serving homes and light commercial buildings decides to move from Service Fusion to a larger platform after opening a second branch. The new vendor will import active customers, equipment and open agreements, but not closed jobs.
The COO opens an export log, confirms with Service Fusion support which exports the plan includes, and runs customers, equipment, estimates, jobs, invoices and agreements year by year. Attachments come out in a separate pass, and the team names folders by job number so photos stay linked.
Row counts match for every family except notes, where long entries were cut off, so the team reruns that export in another format. The full set goes into a read-only archive with an index. When a customer later disputes a compressor warranty, the office finds the original install job and its photos without reopening the old account.
How SourceX looks at a Service Fusion archive#
SourceX looks at a Service Fusion archive as a possible source of connected job histories, not as a migration project. The initial fit check uses metadata only: systems, years of history, record families and whether jobs link to notes, invoices and callbacks.
If a package proceeds, it follows the SourceX five-step transaction: Supply, Rights, Preparation, Approval and Delivery. Large archives stay in the company's own storage, personal and confidential details are removed during Preparation, and the supplier approves every step before anything is delivered.
Frequently asked questions
Can I still export Service Fusion data after I cancel?
It depends on Service Fusion's current terms and your contract. Some vendors keep an account readable for a period after cancellation and others delete data on a schedule. Ask support in writing before you give notice, and finish exports while normal access still works rather than counting on a grace period.
Is a spreadsheet export enough for a migration?
It usually covers structured records such as customers, jobs and invoices. Photos, signed documents and long notes often need separate handling, and the new vendor may want specific column layouts. Ask the receiving vendor for its import template and whether it offers migration help for Service Fusion customers.
Should we export records we are not migrating?
Yes. Closed jobs, old estimates, expired agreements and inactive customers are rarely imported, yet they answer warranty, tax and dispute questions later. Export them into a read-only archive with an index so they stay usable after the old account closes.
Who should run the exports?
An admin user who can see every record, including inactive and archived ones, working from a written export log. A second person should check counts and sample records. Splitting the work this way catches permission gaps and filter mistakes while there is still time to rerun.
Can the archive be used for anything besides record-keeping?
It can. A complete, linked archive supports analysis of callbacks, equipment life and estimate outcomes, and it can be assessed for licensing to AI developers. Any such use depends on your customer terms, privacy notices and software contracts, which counsel should review first.
Sources
- 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
- ServiceTitan's Housecall Pro guide says that if a jobs report errors, run it in one-year batches. Source
- Jobber's help center says cancelling an account preserves it and lets you re-subscribe later to retrieve reports or other information, while permanently closing an account is final. Source
- The IRS says to keep records supporting an item of income, deduction or credit until the period of limitations runs out, generally 3 years, and to keep employment tax records for at least 4 years after the tax becomes due or is paid, whichever is later. Source
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