How to export your data from ServiceTitan (step by step)

Your ServiceTitan data is yours. ServiceTitan's own Terms of Use say the customer owns and retains its customer data (§8(a)).¹ Getting it out in a usable shape is a different matter: there's no single "download everything" button, so you run a handful of exports from different screens.

This guide shows each one as an illustrated click path taken from ServiceTitan's own help center, then the exact steps, what you get, and what you can't export at all. Run them while you still have full access, well before you give notice.

What you'll end up with

Here's the set of files this guide produces, and what TradesWork does with each one if that's where you're going. Every one of them is worth keeping whatever you move to.

Before you start: permissions and package limits

Most shops need four groups of records: what you'll import (customers, locations, equipment, pricebook), what keeps day one running (memberships, visits due, open jobs and estimates, open balances), what you'll keep as history (jobs, estimates, invoices, payments), and what you need for the cutover (who has a card on file, and your phone numbers).

Check what your login can do before you start. Here's what ServiceTitan's help center says:

If you can't create a template report below, note it and put it in your written request to your customer success manager.

1. Export your customer list

This is the most important file, and it takes under a minute.²

1. Click Search (the magnifying glass) in the top toolbar.
2. Choose Customers from the dropdown. Leave all filters unset.
3. Click the Expand icon and select Export to Excel (*.xlsx).

The help article warns that any filter changes the results.² Check the row count against the number of customers you expect. A file with exactly 1,000 or 5,000 rows has probably been cut off.

2. Export your pricebook

Your pricebook is years of work. ServiceTitan exports it as one Excel workbook.³

1. Click Pricebook in the navigation bar, then Import/Export in the side menu.
2. Open the Export tab.
3. Under Export Type, choose Pricebook (Settings, Materials and Part Link).
4. Select a Business Unit. The export includes items in the categories linked to it, so with several business units, export each one.
5. Tick Include inactive if you want retired items too.
6. Click Export. An XLSX file downloads.

The help article doesn't say whether images are included.³ Assume they aren't, and plan to re-attach the ones that matter.

3. Create reports from templates

Everything else comes out through reports, and most shops don't have the right ones saved yet. You build each one once from a template.⁵

1. Click Reports in the navigation bar, then Create Report.
2. Pick a report type to filter the list, or All, and click the template under Select a report template.
3. Under Columns to be displayed in the report, tick the columns you want. Include every ID column offered; IDs let a new system link locations to customers and equipment to locations.
4. Click Next, enter a Name, choose a Category, and click Save.

Build one from each of these templates: Locations, Equipment, Customer Memberships, Recurring Service Events, Jobs, Estimates, Invoices, All Payments and Saved Payment Methods.⁸

4. Run each report and export it

Any ServiceTitan report exports to XLSX or PDF.⁴ Always pick XLSX for data you'll import.

1. Click Reports, find the report (type a few letters in the search bar), and click its name.
2. Clear filters, or set the widest date range the report allows, and click Run Report.
3. Click Export above the results.
4. Under Exporting Format, choose Export to XLSX and click Export. Leave Export only aggregated data unticked.

Run history in chunks. For Jobs, Invoices, Estimates and All Payments, run one calendar year at a time and name each file with its range. If a report shows fewer results than expected, the help article says to clear active filters; if downloads fail, check your browser isn't blocking pop-ups.⁴ For Recurring Service Events, cover overdue visits plus at least the next 90 days.

Even if your new system can't import history, these files are your permanent record for warranty lookups, disputes and year-over-year reports.

5. Export open balances (A/R)

The A/R Management screen can't be exported to Excel. ServiceTitan's help center says to use the AR Transactions By Customer report instead.⁷

Set your filters, run it and export it as in step 4. Check the total against the A/R screen, and run it again on your cutover date, because open balances change every day. If you need columns it can't produce, the article points you to ServiceTitan Technical Support.⁷

6. Schedule the reports that change

During a side-by-side run you'll want fresh customers, memberships, jobs and A/R every day or two. ServiceTitan can email any report on a timetable as an XLSX attachment.⁶

1. Under Reports, All Reports, find the report and click its Calendar icon (or open it, click More and choose Schedule).
2. Choose Simple Report or Flexible Report.
3. Enter a subject, set Attach report as to XLSX, and pick a date range such as Yesterday or Trailing 7 Days.
4. Add recipients in Search and add recipients. They must be employees, technicians or business units with an email address in their profile.
5. Set Send report every and the time, then click Schedule. Scheduled reports are listed under Reports, Scheduled.

The recipient rule matters if you want reports to go to an import address outside ServiceTitan: send them to your own mailbox and forward them.

7. Capture cards on file and phone numbers

• Saved Payment Methods report. Create it from its template (step 3) to list which customers have a card stored.⁸ You'll use it to ask members on autopay to re-save a card.
• Phone numbers. Screenshot Settings, Phone Numbers. Your new carrier will ask for the details when you port your numbers.⁹

What you can't export yourself

• Stored card data. ServiceTitan stores a token and the last four digits; the card itself sits with the payment processor.¹⁰ Plan to re-collect cards rather than move them.
• Attachments, photos and call recordings in bulk. We found no bulk export on the customer's screens, and one competitor's switching guide warns that images, documents and recordings may not export.¹¹ Download the ones you need by hand, such as photos and signed paperwork for open warranties and recent installs.
• Automations, dynamic pricing rules, custom forms and report designs. These don't export in a form another system can use. List the ones you rely on and rebuild them.
• Your phone numbers themselves. They move by porting, on carrier timelines, not by export.

The termination export (.BAK)

There's one more route: asking ServiceTitan for your data when your agreement ends. Its Terms of Use (§5(e)) say that after termination, on request, ServiceTitan will make "commercially reasonable efforts" to export your customer data electronically.¹ Three caveats from the same section:

• Service fees may apply.
• The format is ServiceTitan's choice: a Microsoft SQL Server backup (.BAK), Microsoft Tape Format (.MTF) or another format it decides. A .BAK file needs a database tool, or someone who knows one, to read.
• ServiceTitan isn't obligated to keep your data more than 60 days after termination, and your access to the service ends at termination.

So don't rely on it alone. Cancellation goes through your customer success manager,¹² so request the export in writing before you give notice, asking what format you'll get, when and at what cost. Keep the email. Our guide on how to cancel ServiceTitan covers the timing.

Final export checklist

How TradesWork imports these files

If TradesWork is on your list, you drop these files on the import page in Settings, Integrations, in any order or as one ZIP. Its export assistant sits beside the drop zone with the same click paths, a timer for the quickest route (pricebook, customers, locations, email consent and a QuickBooks connection), and a green check as each file is recognized.

app.tradeswork.app · Twelve ServiceTitan export files recognized in TradesWork beside the export assistant checklist

It shows a preview before anything is saved, and you can import into a sandbox company first. Jobs keep their numbers, memberships arrive with billing held, imported history never posts to accounting, and new job numbers start above your last ServiceTitan number. Re-dropping a newer export, or a scheduled report email, updates the same records instead of creating duplicates. Several of these layouts were written from ServiceTitan's screens and help pages and are still being validated against real customer exports, so keep your files as an archive too. There's no direct connection to ServiceTitan, by design.

The switch page has the full walkthrough. Compare the two systems on TradesWork vs ServiceTitan, or see seven options on ServiceTitan alternatives.