How to cancel ServiceTitan without losing data or your phones

To cancel ServiceTitan you email your customer success manager. That part takes five minutes. The rest of this guide is about the 90 days before that email, because the order you do things in decides whether you keep your data, your phone numbers and your members' autopay, and whether you owe the rest of your contract.

The short version: get your data and your new system running first, then give notice inside your window. Every step below cites ServiceTitan's own help center or Terms of Use where we can.

The 90-day plan at a glance

Work backward from your renewal date. Here's what that looks like for a shop starting three months out. Compress it if your window is shorter, but keep the order.

1. Day -90

   Find your dates

   Term end, notice deadline, notice method, from your own order form. Calendar reminders two weeks before each.

2. Day -85

   Ask for your data in writing

   Email your CSM for the termination export: format, timing, fee. Keep the reply.

3. Day -80

   Run your own exports

   Customers, pricebook, locations, equipment, memberships, jobs, invoices, A/R, saved payment methods.

4. Day -70

   One crew goes live in the new system

   ServiceTitan stays the system of record for everyone else.

5. Day -50

   Office moves; phone port submitted

   New bookings start in the new system. Card-update links begin, earliest bill dates first.

6. Day -45 to -30

   Written notice

   Inside your window, to your CSM and billing@servicetitan.com, listing every Pro product.

7. Day -14

   Final exports and reconciliation

   Open A/R checked against AR Transactions by Customer. Billing invoices downloaded.

8. Day 0

   Access ends

   ServiceTitan's termination export arrives, or doesn't. Your own files are your archive.

Step 1: Find your term, renewal date and notice window

Everything else is scheduled backward from these dates, so start here.

Your order form is the document that matters. ServiceTitan's Terms of Use (§5(a)) say that if you signed an order form, the term is whatever it specifies. If the Terms of Use are your only agreement, subscriptions are month-to-month and renew automatically unless either side gives at least 30 days' written notice of nonrenewal.¹

ServiceTitan doesn't publish its order forms. A competitor's write-up citing BBB complaints describes a standard 12-month initial term, 24 and 36 month terms offered at about 5% and 10% discounts, and notice commonly due 30 to 60 days before renewal. Miss it and a new full term starts.² Your copy is the only reliable answer.

Write down three dates: the end of your current term, your notice deadline, and when your access ends. The Terms of Use say access to the service, and the information in it, ends at termination.

What leaving early costs

The Terms of Use (§5(c)) say that if you end the agreement before the term is up, you owe a termination fee equal to all remaining payments, which ServiceTitan describes as tied to a minimum usage commitment rather than a penalty. The same BBB-citing write-up lists three real demands:

The first one is easy to check: seven months at $2,303 a month is $16,121. Do the same multiplication on your own contract before you decide anything.

If that number is large, the cheapest path is almost always to start the new system now, run it alongside ServiceTitan, and give notice for the renewal date. The cost calculator below helps you compare staying through the term against the alternative.

Step 2: Request your data export in writing, first

Do this before you give notice, while the relationship is still a customer relationship.

The same section says service fees may apply, the format can be a Microsoft SQL Server backup (.BAK), Microsoft Tape Format (.MTF) or another format ServiceTitan chooses, and ServiceTitan isn't obligated to keep your data more than 60 days after termination.¹ A .BAK file needs SQL Server and someone who knows it to open. Plan for that.

Send your CSM a short email that asks:

• for a full export of your customer data at termination, including attachments, photos and call recordings if possible;
• what format you'll receive and how to open it;
• when you'll receive it relative to your end date;
• whether there's a fee, and how much.

Keep the email and the reply. You own your data under §8(a); a written request makes sure everyone agrees on what you'll get.

Step 3: Run your own exports

Don't rely only on the end-of-term export. While you have full access, export your customer list, your pricebook, and reports for locations, equipment, memberships, recurring service events, jobs, estimates, invoices, payments, open A/R and saved payment methods. Our step-by-step guide on how to export your data from ServiceTitan has the click paths for each.

Two details catch people. The AR Management screen can't export; use the AR Transactions By Customer report instead.³ And scheduled reports can be emailed as Excel files on a timer, but only to employees with an email on their profile, which is handy for re-running the files that change during the parallel run.⁴

Step 4: Plan the parallel run

Don't switch everything on a Monday. Run both systems side by side for a short, defined period:

1. One crew first. A lead tech who likes trying new things takes their jobs in the new system for a week or two. Fix gaps in the pricebook, forms and job types while it's cheap.
2. Then the office. New bookings and dispatch move. Jobs already scheduled in ServiceTitan finish there.
3. Then everyone, and ServiceTitan becomes a lookup-only archive until access ends.

One competitor's guide puts a ServiceTitan exit at 6 to 10 weeks with 2 to 4 weeks of parallel running.⁵ Your size and season matter more than the software. Avoid cutting over in your busiest month.

Step 5: Give written notice through your CSM

ServiceTitan's help center says to contact your customer success manager to cancel ServiceTitan Core or any Pro products. Your CSM's details are on the TitanAdvisor page, which also has a scheduling link.⁶

Why copy billing? For subscriptions governed only by the Terms of Use, §5(a) says notice by email to billing@servicetitan.com is sufficient, and §4(c) says add-on subscriptions should be cancelled before they renew by contacting the same address. If your order form names a different method, follow it too. Expect a retention conversation. Listen if you like; just don't let it push you past your deadline.

Step 6: Port your phone numbers

Your phone numbers move by porting to a new carrier, not by export. ServiceTitan's help center lists what the new carrier needs:⁷

• a screenshot of your numbers from Settings, Phone Numbers;
• a port request using the same zip code as your ServiceTitan account;
• if asked for an account number, your numerical Tenant ID, found under Settings, Integrations, API Application Access;
• if asked for an invoice, a past one downloaded from Settings, Billing, before your final date.

Porting runs on carrier time.⁸⁹ Submit the port well before your end date, and keep calls ringing in ServiceTitan until it completes. If you use tracking numbers per campaign, map each one to the same campaign in your new system so marketing reports don't break. If you take bookings through Reserve with Google or Local Services Ads, ServiceTitan says the LSA booking link is now powered by Reserve with Google, so switch that link at cutover too.¹⁰

Step 7: Re-collect cards on file

Stored cards are the thing owners most often get wrong. ServiceTitan stores a token and the last four digits; the card data sits with the payment processor.¹¹ ServiceTitan's Payments FAQ says pricing and setup are per merchant, and accounts run on different processors.¹² A processor like Adyen exports card data only to another PCI-compliant processor, as an encrypted file, on a formal request from the data owner, and Stripe says imports typically take around 10 business days once it has good data.¹³¹⁴ Whether that request can be made for a departing contractor's cards is not something to count on.

Plan to re-collect them:

1. Run the Saved Payment Methods report to see who has a card on file.¹⁵
2. Start with members on autopay, sorted by next charge date.
3. Send each a secure link to save a card in the new system 10 days or so before their next charge.
4. Collect the rest at their next visit or invoice.

Membership autopay keeps running in ServiceTitan until you switch each member, so time this with your parallel run and make sure nobody gets charged twice.

Step 8: Cut over accounting

Agree a cutover date with your bookkeeper. ServiceTitan keeps posting everything dated before it; the new system posts only invoices and payments dated on or after it. Never re-post history.

• Invoice numbers. QuickBooks Online rejects a duplicate document number, and ServiceTitan's own help center documents that error and its fix, renumbering.¹⁶ Make sure new job and invoice numbers start above your last ServiceTitan number.
• Open balances. Invoices open at cutover already live in your books. Payments against them should be applied to those invoices, not create new ones.

Step 9: Confirm the end and keep your archive

In the last weeks before access ends, run your final exports including history reports, check open balances against the AR Transactions By Customer report, download billing invoices you might need, confirm you know how to open the termination export, and confirm in writing that billing stops on the agreed date. Store everything in two places.

Where TradesWork fits

If you're switching to TradesWork, you can run steps 3 and 4 before you commit to anything. Drop your ServiceTitan customer, pricebook, location and equipment exports, plus job, invoice and membership reports, into a sandbox company and preview everything. Move one crew while ServiceTitan stays live. Re-dropping newer exports updates the same records, and scheduled ServiceTitan reports emailed daily keep things in sync during the side-by-side run. Membership billing stays off until you press start, and connecting your QuickBooks Online file reconciles counts and open A/R to the penny.

app.tradeswork.app · Accounting overview with accounts receivable and invoices

The honest limits: there's no connection to your ServiceTitan account, cards and phone numbers still need steps 6 and 7, and several ServiceTitan file layouts are still being validated against real exports, so keep your files as an archive too. TradesWork is month-to-month or annual at published prices, and annual never auto-renews at a higher price. See the TradesWork vs ServiceTitan comparison, or our list of ServiceTitan alternatives if you're still deciding.