Systems and records
Leaving ServiceTitan: how to keep your full job history
By SourceX Editorial · Updated
Short answer
Leaving ServiceTitan without losing job history means exporting every record type yourself, keyed by ServiceTitan IDs, while you still have full access. Treat the contract end date as the hard deadline and work back from it: lookup lists first, then jobs, estimates, invoices, equipment, memberships and calls, then a reconciliation of counts before the account closes.
Key takeaways
- The new platform's import scope is not your archive; plan a separate full export of closed history.
- Every exported record must keep its ServiceTitan ID so jobs, invoices, equipment and calls can be relinked later.
- Start before you give notice, because your agreement sets the notice period and any access after the term ends.
- Call recordings and photos are usually the slowest part of the export, so start them first.
- A reconciliation of record counts and invoice totals by year is the proof that the archive is complete.
When should the ServiceTitan export start?#
The ServiceTitan export should start before you give notice, not after you sign with the new vendor. Your agreement and order forms set the renewal date, the notice period and what access, if any, continues after the term ends, so those dates become the real deadline for keeping job history.
Owners often assume the new platform's onboarding team will bring everything across. Onboarding teams scope imports around what their own templates accept, which usually means current customers, equipment and open work. Closed history is your responsibility, and it takes longer than expected because recordings, photos and attachments are heavy and must be pulled separately.
Work back from the last day of full access and give each phase an owner. The table is a sequence, not a schedule: the gaps between phases depend on your contract and the size of your account.
| Phase | What to do | Why it matters |
|---|---|---|
| Before choosing a new platform | Pull the agreement, note renewal and notice dates, list every record type in use | You negotiate the switch knowing your real deadline |
| Before giving notice | Confirm export routes in writing and start call recording and photo pulls | Media takes longest and is easiest to lose |
| While both systems run | Export closed jobs, estimates and invoices by year and business unit | Staff can still explain odd records |
| Before access ends | Reconcile counts, spot-check jobs end to end, sign off | Gaps found later cannot be fixed |
| After cutover | Store the archive with an owner, an index and access rules | History stays findable for warranty, audit or a sale |
Record-type checklist for a full job history#
A full ServiceTitan job history is the set of record types that together let anyone rebuild what happened at a property, from the first call to the last invoice. Missing one type breaks the chain: invoices without jobs lose the work performed, and jobs without calls lose why the customer reached out.
For each record type, export the fields people forget and the ID that ties it to everything else. The ID column is the one to protect above all others.
| Record type | Fields that are easy to miss | ID to keep |
|---|---|---|
| Customers | Customer type, tags, lead source, do-not-contact flags, merged-record history | Customer ID |
| Locations | Site notes, access instructions, tax zone, several locations per customer | Location ID and customer ID |
| Jobs and appointments | Job type, business unit, technician, summary, completion notes, recall or callback flags | Job ID, appointment ID, location ID |
| Estimates | Options presented, sold or dismissed status, line items, follow-up notes | Estimate ID and job ID |
| Invoices and payments | Line items, pricebook codes, discounts, payment method type and dates | Invoice ID, job ID, payment ID |
| Equipment | Make, model, serial, install date, warranty dates, linked service history | Equipment ID and location ID |
| Memberships and recurring services | Plan type, start and end dates, renewals, visits used | Membership ID and customer ID |
| Calls and bookings | Call reason, campaign, booking outcome, agent, recording file | Call ID and the job it booked |
| Forms, photos and attachments | Checklists, signatures, before and after photos, permits | Job ID in the file name or folder |
| Lookup lists | Job types, business units, campaigns, technicians, tags, pricebook | Code values used in every other export |
Which export route covers which records?#
ServiceTitan export routes differ in what they return, and most accounts need more than one. Confirm with your account manager, in writing, which routes your plan includes and whether any carry a fee, then match each record type to a route before anyone starts pulling files.
Report exports suit structured records such as jobs, invoices and estimates, as long as you build record-level reports rather than exporting dashboards that summarize. API access, where your plan includes it, suits large pulls and media, but needs a developer or integration partner and a plan for rate limits. A vendor-assisted export can fill gaps; ask what it covers, its file formats and how it handles attachments.
- Build one report per record type at the most detailed level, with every ID column switched on.
- Run large reports by year or by business unit so no single file is truncated or times out.
- Save the report definitions, so the same pull can be repeated if a check fails.
- Name every file with the record type, date range and export date.
- Keep a running export log: who pulled what, when, from which account and by which route.
How do you keep jobs, invoices and calls linked after you leave?#
Jobs, invoices and calls stay linked only if every exported record keeps its ServiceTitan IDs and the new platform records them too. Ask the new vendor to store the old customer, location and equipment IDs in a custom field on migrated records; that one field lets staff find any old job from the new system.
Keep media in folders keyed by job ID, with call recordings keyed by call ID and a separate table that maps calls to the jobs they booked. Store the lookup lists beside the data, because a job type code or business unit number means nothing once the account that defined it is closed.
Finally, write a short readme for the archive: what each file contains, which IDs connect them and which date range each covers. The person who needs the archive in a warranty dispute may not be the person who built it.
How do you prove the archive is complete?#
A ServiceTitan archive is complete when record counts and totals in the export match what the platform reports for the same period, and a sample of jobs can be rebuilt end to end. Run the checks while you still have access, because a gap found after the account closes is permanent.
- Jobs by year and business unit match the counts in ServiceTitan's own reports.
- Invoice totals by year tie to the revenue in your accounting system.
- Every invoice has a matching job, and every job has a location and a customer.
- A sample of call recordings plays and links to the job it booked.
- A sample of completed jobs shows photos, forms and technician notes.
- The controller or office manager signs the export log as checked.
Illustrative: an HVAC contractor switches platforms at renewal#
Illustrative: a fictional residential HVAC and electrical contractor decides to move to another field service platform when its ServiceTitan term comes up for renewal. The new vendor's onboarding plan covers active customers, equipment, memberships and open estimates, and says nothing about closed jobs or call recordings.
The owner pulls the agreement first and finds the notice date is earlier than the team assumed. The office manager builds record-level reports for jobs, estimates and invoices by year; an integration partner pulls call recordings and photos into folders keyed by call and job ID; the controller reconciles invoice totals to the general ledger. The new platform stores old IDs on every migrated customer and piece of equipment.
When a private equity platform later approaches the owner about an acquisition, its diligence team asks for repeat-service and callback history by customer and equipment type. The archive answers without anyone needing a login to the old system.
What a complete job history supports after the switch#
A complete job history keeps answering questions after the switch: warranty claims, equipment failure patterns, technician reviews and customer disputes. It also supports a future sale, because buyers of home services companies look closely at membership retention, repeat service and callbacks.
The same linked records interest AI developers building tools for field service work, because they show what a customer reported, what the technician found and whether the fix held. Licensing such records grants defined use rights while your company keeps ownership. It is never a condition of keeping the archive, only an option the archive preserves.
SourceX starts with a metadata-only fit check: which record types exist, the years they cover and whether jobs, invoices, equipment and callbacks link by ID. No files are shared at that stage, and the archive stays in your own storage.
If a package proceeds, it follows the SourceX five-step transaction: Supply, Rights, Preparation, Approval and Delivery. Rights covers your vendor agreement, customer obligations and any franchise terms; Preparation removes names, addresses, phone numbers and other personal details; and the SourceX Evidence Packet records provenance, licensing rights, permitted use, the privacy record and your release authorization.
Frequently asked questions
Can our office manager run the export, or do we need a developer?
An office manager can usually handle report exports for jobs, estimates, invoices and customers. Call recordings, photos and very large histories often need API work, which means a developer or integration partner. Split the work by record type so each person handles what their tools reach, and keep one shared export log.
Should we keep a ServiceTitan login after switching?
Ask before you give notice. Some vendors offer reduced or read-only access after a switch and others offer none, so the answer depends on your agreement and what you negotiate. Treat any continued login as a convenience, not as the archive; the archive is the export you control.
What about card and bank details in payment records?
Do not export full card or bank numbers. Full card numbers normally live with your payment processor, and holding them in an archive adds security and compliance burden with no benefit. Export payment dates, amounts, method types and references so each invoice still shows how and when it was paid.
Where should the archive live?
Store it in company-controlled storage with encryption, named access and a second copy in a separate location. Avoid personal drives and the laptop of whoever ran the export. Record the archive's owner, location and access rules in the same readme that explains the files.
Does a franchise agreement change what we can keep?
It can. Some franchise agreements give the franchisor rights over customer lists, call recordings or system data, or require records to be returned when the agreement ends. Read the record and data sections of your franchise agreement before exporting, and have counsel review anything unclear.
Related resources
See if your company qualifies
A short company assessment. No data uploads are needed.