What happens to your ServiceTitan data when you switch software?

What moves to the new system, and what stays behind?#

A switch from ServiceTitan typically moves the records your team needs on day one: active customers, service locations, equipment, open estimates, scheduled jobs, memberships and service agreements. Migration projects are scoped around what the receiving platform's import templates accept, because that is what gets you to go-live.

Closed jobs are where history thins out. Many migrations bring over only a summary of past work, or a limited slice of it, and leave behind technician notes, form responses, photos, call recordings, line-item invoice detail and the links between a booking, the visit, the invoice and any callback. Those links are the first thing a spreadsheet summary loses.

Ask the new vendor for a written import scope that lists each record type, how many years of history it covers and whether notes and attachments are included. Anything not on that list is yours to export and keep.

Checklist: what to export before you switch#

Before you switch, export every record family your team relies on, not only the ones the new platform will import. The table covers the record families most HVAC, plumbing and electrical companies keep in a field service platform. The control column is a general guide; your customer agreement and any third-party terms set the details.

Who owns the data in a ServiceTitan account?#

The data in a ServiceTitan account is governed by your agreement with the vendor, and software agreements of this kind commonly say the customer owns its data while the vendor holds a license to run the service. What differs from contract to contract is the practical part: export formats, how long access lasts after termination, when data is deleted and whether bulk exports carry a fee.

Ownership is also layered. Customer personal information is yours to protect, not to use freely. Payment card data typically sits with the payment processor. Benchmarks, templates and features built by the vendor stay with the vendor. Records pulled from manufacturer warranty portals or financing partners may come with their own terms.

Before you give notice, pull the agreement and order forms and mark the sections on data ownership, data return, termination and deletion. Then put these questions to the vendor in writing, and have counsel review anything that affects your rights. This is general information, not legal advice; your own agreement controls.

• 1Which export routes and file formats does our plan include?
• 2Does a full export include photos, attachments, form responses and call recordings?
• 3After the term ends, how long can we log in or export, and is that access read-only?
• 4When will account data be deleted, and will you confirm the deletion in writing?
• 5Is there a fee for a full-account export, and how long does one take to deliver?

How to run the export without losing history#

A complete ServiceTitan export is a project, not a button. Typical routes are report exports to spreadsheet files, an API integration where your account has API access, and a full-account export if the vendor offers one. Each route covers different record types, so confirm which routes your account includes and whether attachments and recordings come with them. Start as soon as the switch is decided, not in the final weeks of the term.

• 1Step 1: list every record family you use, including custom fields and forms.
• 2Step 2: confirm export routes, file formats and the last date you can export.
• 3Step 3: export lookup lists such as job types, business units, campaigns, technicians and tags, so codes in job records stay readable.
• 4Step 4: run a test export of a single month and check that IDs connect jobs, customers and invoices.
• 5Step 5: export each record family in full, keeping original IDs and timestamps.
• 6Step 6: export photos, attachments and recordings into folders named by job ID.
• 7Step 7: reconcile record counts against reports inside the system while access remains.
• 8Step 8: store the archive in company-owned storage with restricted access, a data dictionary and a written export log.

Why keep job history you will never import?#

Job history you never import still answers questions long after the switch. A warranty dispute needs the original install record. A callback on a water heater needs the first technician's notes. A buyer doing diligence on your company will ask for service history by customer and by job type.

The same history has value outside your business. AI developers building systems for field service and other physical-world work look for real sequences of what a customer reported, what a technician found, what was repaired and whether the fix held. Those sequences exist only in archives like yours, and they can be licensed, not sold, while your company keeps ownership.

A summary export cannot support any of these uses. Keeping the detailed records, with their links intact, keeps every option open. The export log matters as well: a one-page note of what was exported, when, by whom and from which account is what lets an auditor, an acquirer or a licensing counterparty trust the archive.

Illustrative: a plumbing company leaves ServiceTitan after a merger#

Illustrative: a fictional plumbing and drain company merges with a sister business that runs a different field service platform, and the combined team standardizes on that platform. The receiving vendor's migration scope covers active customers, equipment, memberships and open jobs, plus a short summary of past work.

The COO treats the old account as an archive to protect. The office manager exports jobs, invoices, estimates and technician forms year by year, an IT contractor pulls photos and call recordings into folders keyed by job ID, and the controller reconciles counts before the contract end date. Everything goes into the company's own cloud storage alongside an export log.

Later, the archive settles a disputed repipe warranty with the original photos and notes. When the owner asks whether the history has value beyond the company, the fit check runs on a description of the archive alone, and no files leave the company's storage.

How SourceX approaches an archived ServiceTitan history#

SourceX treats an exported field service archive as potential Supply in the SourceX five-step transaction: Supply, Rights, Preparation, Approval and Delivery. The first fit check uses metadata only, such as record families, years covered and whether jobs link to invoices and callbacks.

If a package moves forward, the Rights step reviews vendor terms and customer obligations, and Preparation removes customer names, addresses, phone numbers and other personal or confidential details. The SourceX Evidence Packet then documents where the records came from, the right to license them, the permitted use, what was removed in the privacy record and who authorized release. Large archives stay in your own storage or ship on encrypted drives, and you approve each step.