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What to export before you cancel ServiceTitan
By SourceX Editorial · Updated
Short answer
Before you cancel ServiceTitan, export every record family the business may need later: customers and locations, jobs, estimates, invoices and payments, memberships, equipment, the pricebook, call recordings, photos and form responses. Start when you decide to give notice, keep ServiceTitan IDs on every file, and store two copies: a working set and a sealed archive.
Key takeaways
- Start the export when you decide to give notice, because access after the contract end date depends on your agreement, not on goodwill.
- Migration tools usually move active records; closed jobs, unsold estimates, recordings and attachments need their own export.
- Every exported file should keep the original ServiceTitan IDs so jobs, invoices, calls and photos can be relinked later.
- The business keeps working during the notice period, so finish with a final export of records created since the first pull.
- Keep two copies: a working set for the new system and a sealed archive that nobody edits.
When should you start exporting before you cancel?#
The ServiceTitan export should start on the day you decide to give notice, not in the last week of the contract. Notice deadlines, renewal terms and any post-termination access are set in your order form and master agreement, so read those first and note every date that limits what you can still download.
Read the agreement's data clauses at the same time. Look for who owns the data you entered, what the vendor must return or make available at termination, and whether a fee applies to a bulk export or a data return. Those clauses decide which export routes you can rely on.
Then ask the vendor in writing what access remains after the end date, whether read-only access is available, in what format a full data return can be provided, and when data is deleted. Keep the reply with your export records. Answers given on a sales call are hard to rely on later.
- Notice deadline in the order form, and how notice must be delivered.
- Contract end date and the last day of full user access.
- Any read-only or data-return window after the end date.
- Last date to request a full export or a bulk attachment download.
- Phone number porting date, if your lines run through the platform.
- Payment processing cutoff and the date autopay customers move.
The cancellation checklist by record family#
A cancellation checklist works best when it is organized by record family rather than by screen or report. Each family has its own export route and its own way of failing, so give each one an owner and a completion check.
Most teams combine report exports to spreadsheets, API pulls run by a developer or integration partner where the account allows it, and written requests to the vendor for bulk attachments and recordings. The route matters less than proof that each family came out complete.
| Record family | What to include | Check before you cancel |
|---|---|---|
| Customers and locations | Bill-to and service addresses, contacts, tags, do-not-service flags | Customer and location counts match account totals |
| Jobs and appointments | Job type, status, dates, assigned technicians, summaries, completion notes | Counts by year and job type match in-app reports |
| Estimates | Sold and unsold estimates, every option presented, line items, who presented | Unsold estimates appear, not only sold ones |
| Invoices and payments | Line items, taxes, discounts, payments, refunds, credit memos | Monthly totals reconcile to the accounting system |
| Memberships | Plan type, start and renewal dates, billing schedule, visits used and remaining | A sample of members matches the in-app record |
| Equipment | Make, model, serial, install date, location, linked service history | Equipment links to the right location ID |
| Pricebook | Services, materials, equipment, codes, descriptions, prices, images | Item counts and categories match |
| Calls and recordings | Call log, source, booking outcome, audio files named by call ID | Random recordings open and match the log |
| Photos, forms and attachments | Job photos, signed forms, checklists, inspection form responses | Files sit in folders named by job ID |
| Reports and dashboards | Definitions, filters and saved outputs the team relies on | Key reports are saved as files with their settings |
Records teams forget until the account is closed#
The records most often forgotten are the ones nobody reports on every week. A migration scope built around active customers and open work can quietly leave out years of history that only matters when a warranty claim, an audit or a buyer's question arrives.
Walk each department through the list below and ask where the record lives today. If the answer is a screen inside ServiceTitan, it belongs on the export plan.
- Unsold and dismissed estimates, including the options the customer turned down.
- Technician notes and job summaries written in the field.
- Form and checklist responses such as safety checks, inspections and sign-offs.
- Custom fields and tags the team created over the years.
- Lead source and campaign attribution attached to calls and jobs.
- Texts and emails sent to customers from inside the platform.
- Scheduled recurring service events that have not happened yet.
- User lists and permission settings, kept for your own audit trail.
Memberships, stored payments and phones need their own plan#
Memberships carry obligations, so the membership export has to show what each customer has already paid for. Export the plan, the billing schedule, the next renewal date and the visits used and remaining, then check a handful of members by hand. A member who loses a prepaid tune-up in the switch becomes a complaint.
Stored payment methods usually cannot be exported as plain card numbers. Ask your payment processor whether tokens can be transferred to the new processor under its security rules, and plan to re-collect payment details from autopay customers if they cannot.
Phone lines need the most careful sequencing. If your numbers run through the platform's phone service, download call recordings and call logs before the port, because they may be out of reach once the numbers move. Check integrations too: accounting sync, marketing tools and financing partners may each hold part of the record.
Why keep two copies of the export?#
Two copies protect two different jobs. The working set feeds the new system and gets mapped, cleaned, deduplicated and trimmed. The sealed archive stays exactly as exported, so it can prove what ServiceTitan held on the day you left.
Store the sealed archive in storage the company controls, not in the migration vendor's workspace, and limit who can open it. Add a manifest that lists each file, the export date, the route used, any filters applied and the row count, and record a checksum for each file so later copies can be verified.
The archive earns its keep later. Warranty disputes, tax questions, buyer diligence and any future data licensing conversation depend on original records with original IDs, not on the cleaned version that went into the new platform.
In what order should you shut ServiceTitan down?#
Shut ServiceTitan down in a fixed order: export history first, move live services such as phones and payments next, and take a final export of new records last. Cancelling is not one event; the business keeps booking calls, running jobs and taking payments right up to the end date, so a single export taken early will miss weeks of work.
Run the completeness checks inside this sequence, while access is still full. Compare counts by year, reconcile invoice and payment totals by month against the general ledger, and trace a few jobs from call to payment. A gap found after the account closes may not be fixable.
| Phase | What happens | Done when |
|---|---|---|
| Decision to cancel | Read the agreement, send written questions to the vendor, assign an owner to each record family, pause any purge or auto-archive settings | Dates and vendor answers are on file |
| Before notice goes out | First full export of history: closed jobs, unsold estimates, recordings, photos, form responses; test any API access | Counts by year match in-app reports |
| Notice period | Export remaining record families, reconcile totals, plan membership and autopay transitions, list every integration | Controller and service manager sign off on their families |
| Before the phone port and payment cutover | Download final call logs and recordings, move autopay customers, switch off integrations that write into the account | Recordings open and match the call log |
| Final days of access | Final export of records created or changed since the first pull, last reconciliation, manifest and checksums completed | Sealed archive closed and verified |
| After the end date | Verify the second copy, file the vendor's deletion or data-return confirmation, remove saved credentials | Archive opens without the platform |
Illustrative: a mechanical contractor cancels as the owner retires#
Illustrative: a fictional commercial and residential mechanical contractor is winding down after the owner decides to retire. Its commercial service agreements are being assigned to another contractor, and the residential side will close. There is no new platform, so there is no migration partner and no import scope to lean on.
The COO builds the export plan the day the owner signs the notice letter. The commercial customers' equipment and service history are exported first, because the assignment agreement requires them to go to the incoming contractor. Residential memberships are exported with visits remaining, so each member can be offered a final visit or a prorated refund. Call recordings are downloaded before the phone numbers port to the incoming contractor.
In the final week, a delta export catches the jobs completed during the notice period. The sealed archive, keyed by the original IDs with a manifest and checksums, stays with the company. Months later it answers a warranty question from a former customer, and it gives the owner a documented history to describe in a metadata-only fit check before the company's records are retired.
How SourceX looks at a cancellation archive#
SourceX treats a complete cancellation archive as potential supply, the first stage of the SourceX five-step transaction: Supply, Rights, Preparation, Approval and Delivery. The initial fit check asks only for metadata, such as which systems held the records, how many years remain and which record families exist; no files are shared.
If a package moves forward, the SourceX Evidence Packet records provenance, including the system that produced each file and the export date and route, alongside licensing rights, permitted use, the privacy record and release authorization. The company keeps ownership, and any license covers a defined use only.
Frequently asked questions
Does cancelling ServiceTitan delete our data right away?
Not necessarily, but do not plan around a grace period. What happens to your data after the contract ends, and for how long it is retained, depends on your agreement and the vendor's policies. Ask in writing, keep the answer, and finish your export before the end date regardless of what you are told.
Can the new software vendor handle the export for us?
The new vendor can usually help move the records it plans to import, which tends to mean active customers, open work, equipment and live memberships. Its scope rarely covers closed history, recordings or every attachment. Treat the vendor's migration as one input and keep your own complete export.
What if we are closing the business, not switching platforms?
Then nobody else will export for you, and the archive is the only copy that will exist. Export every record family, not just what a buyer of the business needs, and keep the records required for tax, payroll, warranty and legal obligations. Decide who will hold the archive after closing and how long it will be kept.
Should we export inactive customers and old jobs?
Yes. Inactive customers still carry equipment history, warranty records and past invoices, and old jobs are what a buyer, an auditor or a data licensing review will ask about. You can leave them out of the new system and still keep them in the sealed archive.
What file formats should the archive use?
Use CSV with UTF-8 encoding for tables, original formats for audio, photos and signed documents, and a plain manifest describing every file. Avoid relying on PDF report printouts as the only copy, because they are hard to search, reconcile or relink by ID.
Who should own the export project?
The COO or operations manager should own the plan, with the office manager handling customer and membership records, the controller handling invoices and payments, and a developer or integration partner handling API pulls. The owner signs off once every record family passes its completion check.
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