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ServiceTitan at closing or sale: what to export and who keeps it
By SourceX Editorial · Updated
Short answer
ServiceTitan data at closing or sale should be exported in full before anyone cancels the subscription or hands over admin access. Pull customers, jobs, estimates, invoices, equipment, memberships, call recordings and photos with their IDs intact. Then put in writing who keeps each copy: the buyer, the seller's retained archive, or no one.
Key takeaways
- Export before cancellation or closing, because access to a subscription platform ends with the subscription.
- Keep record IDs with every export so jobs, invoices, recordings and photos can be re-linked later.
- Call recordings, photos and attachments usually need a separate pull from tabular report exports.
- In a sale, the purchase agreement decides who keeps the account and whether the seller retains a copy.
- Read the subscription agreement for export help, post-termination deletion and vendor use rights before giving notice.
Why the export comes before the cancellation or the closing#
The ServiceTitan export has to come before cancellation or closing because the account is a subscription, and access usually ends when the subscription does. What happens to the data after that point is governed by your agreement with the vendor, not by the fact that the records describe your customers.
Owners sometimes assume the vendor keeps a copy they can request later. Some software vendors retain data for a period after termination, others delete on a schedule, and terms change between contract versions. Get the post-termination terms in writing from your account team, and plan the export as if access ends the day the subscription does.
A sale adds a second deadline. Once the buyer takes over admin rights, the seller depends on the buyer's cooperation for any later copy, so run the full export while the seller still controls the account.
Export checklist: record families and what to keep with them#
The export checklist covers every record family that tells the story of a job, together with the identifiers that tie them together. A spreadsheet of invoices without job IDs answers tax questions but loses the history that makes the records useful for warranties, diligence or licensing.
| Record family | Include | Keep with it |
|---|---|---|
| Customers and locations | Contact details, service addresses, tags, notes | Customer ID and location ID |
| Jobs and appointments | Job type, business unit, status, technician, timestamps, summary and notes | Job ID, customer and location IDs, linked estimate and invoice IDs |
| Estimates | Every option presented, sold and unsold, with line items | Estimate ID, job ID, sold status |
| Invoices and payments | Line items, pricebook codes, payment status | Invoice ID and job ID; payment summaries only, never full card data |
| Equipment | Make, model, serial, install date, warranty dates | Equipment ID and location ID |
| Memberships and agreements | Agreement type, visits due and completed, renewal history | Agreement ID, customer and location IDs |
| Call recordings | Audio files and any transcripts or call outcomes | Call ID, linked booking or job ID, date |
| Photos, forms and attachments | Files and completed technician checklists | Job ID and a file name map |
| Pricebook | Services, materials, equipment and task codes | Item IDs used on invoice lines |
How to get the data out#
Getting ServiceTitan data out usually takes more than one route, and the right mix depends on your plan, your integrations and what your account team will support. Confirm each option in writing before relying on it.
- Built-in reports: export each record family by date range, and save the report setups so the same pull can be repeated.
- API access: an integration partner or developer can pull records through the platform's API if your account permits it, which keeps IDs and handles volume better than manual reports. ServiceTitan's API Terms grant only a limited license to build an interconnection with the platform and let ServiceTitan revoke credentials at any time, so finish any API pull well before notice takes effect.
- Data connectors or warehouse feeds: if you already pay for one, confirm that it reaches closed and historical jobs, not only recent activity.
- Account team request: ask in writing what bulk export help is available and whether fees apply.
- Files: plan a separate pull for call recordings, photos and attachments, since tabular reports usually carry only references to them.
- Verification: pick sample jobs from several years and confirm each one re-links across the exported files.
Who keeps the account and the copies in a sale?#
Who keeps the ServiceTitan account in a sale depends mostly on deal structure, and the purchase agreement should say so expressly. The table shows the usual starting positions; your agreement and your counsel decide the real answer.
| Situation | Usual starting position | What the seller should settle |
|---|---|---|
| Stock or equity sale | The company, its account and its records stay together under the new owner | Whether the seller may keep a copy for tax, warranty or dispute purposes |
| Asset sale | Customer records and the account move only if listed as purchased assets | Exactly which record families transfer and what the seller retains |
| Merger into a platform company | The account is often migrated or retired after closing | Who exports full history before the old account shuts down |
| Closing without a buyer | The owner or wind-down officer controls the account until cancellation | What to keep for legal reasons and whether to preserve an archive |
What your subscription agreement says about your data#
Your subscription agreement sets the rules for data held in ServiceTitan, and its terms depend on your contract and its version. Read it before giving notice, because notice periods, auto-renewal and export assistance often interact.
Look for five things: who owns customer data, what rights the vendor keeps to use it, including aggregated or de-identified use, what export help is offered and at what cost, how long data is kept after termination, and whether the agreement can be assigned to a buyer. If a clause is unclear, ask your account manager for a written answer and file it with the export.
Store the finished export in company-controlled, encrypted storage, and record who ran it, when and by which method. That note becomes part of the provenance any buyer, auditor or licensee will ask about later.
Mistakes that cost owners their job history#
The mistakes that cost owners their ServiceTitan history are usually small and procedural. The most common is exporting only the current year, or only open jobs, because that is what the default report shows. Closed jobs from earlier years are the history a buyer, a warranty claimant or a licensee actually asks about.
Other losses come from exporting reports without IDs, so jobs and invoices cannot be matched again; forgetting recordings and photos until the account is closed; letting the only admin leave before the export is done; and assuming the buyer's migration team will capture everything. A migration usually moves what the new system needs to operate, not the full archive.
Illustrative: a plumbing owner sells to a regional platform#
Illustrative: a fictional plumbing and drain company has run on ServiceTitan for many years, with call recordings and technician photos stored in the platform. The owner agrees to an asset sale to a regional home services platform that plans to move the company onto its own instance.
Before signing, the office manager runs a full export by record family with all IDs, pulls recordings and photos separately, and checks that sample jobs re-link. The purchase agreement lists customer, job and equipment records as purchased assets, transfers the export to the buyer, and lets the seller keep a copy only for tax, warranty and dispute purposes, under confidentiality.
Because the export was finished first, the buyer's migration team works from a verified copy instead of a live account, and the seller's obligations after closing are clear. Any later decision to license the history belongs to the buyer.
How SourceX treats an exported ServiceTitan archive#
SourceX works from an archive the company already controls and does not need live access to ServiceTitan. In the Supply step of the SourceX five-step transaction, the company describes record families, years and volumes, and nothing is shared during the initial assessment.
In the Rights step, the subscription agreement and any purchase agreement are reviewed to confirm who can license the records. If a package proceeds, the SourceX Evidence Packet records the export date, method and operator as provenance, alongside licensing rights, permitted use, the privacy record and release authorization.
Frequently asked questions
Does ServiceTitan delete our data as soon as we cancel?
Do not assume either way. Post-termination retention and deletion depend on your agreement and the vendor's current policies. Ask your account team in writing how long data stays available after cancellation and whether any export help is offered, then finish your own export before the notice takes effect.
Are call recordings included in standard report exports?
Usually not as files. Tabular exports may list calls or reference them, but the audio itself typically needs a separate download through the platform, an integration or the phone provider. Confirm the route early, because recordings are often the largest and slowest part of an export.
Can I keep a copy of the job history after selling the company?
Often yes, but only as the purchase agreement allows. Buyers commonly permit a seller copy for tax filings, warranty questions and disputes, with confidentiality limits. A copy kept for those purposes does not by itself give the seller a right to license it.
What about technician and payroll records in the account?
Export timesheets and technician records if you need them for payroll or employment obligations, but keep them apart from customer and job exports. Employee records follow their own retention rules and are not part of any data licensing package.
Should we export even if the buyer is taking over the account?
Yes. A complete, verified export protects both sides: the seller has evidence for tax and warranty questions, and the buyer has a clean copy if the account is later migrated or retired. The export also documents exactly what existed at closing.
Sources
- ServiceTitan's API Terms grant a limited license to use the APIs only for an interconnection with the platform, and ServiceTitan may revoke credentials at any time. Source
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