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

Workiz exports through its reports. Most reports download as a CSV file you can open in Excel, but there's no "download everything" button, and two things many shops care about, the full price book and service plans, have no self-serve export documented in Workiz's help center. So you run a handful of reports, and you ask support in writing for the rest.

Do it early. Workiz's terms say the service "is not intended to, and will not, operate as a data storage or archiving product," that you're solely responsible for backing up your content, and that after termination Workiz may permanently delete it.¹

What you'll end up with

A handful of CSV files. Here's what each one becomes if you're moving to TradesWork, which has no dedicated Workiz importer and reads Workiz files through its general spreadsheet option:

Before you start: date and access

Find your renewal date. Workiz's Billing FAQ says each plan has its own renewal date, shown next to Auto-renewal on the Billing page.⁴ Its terms require written notice at least 30 days before the term ends, sent to cancel@workiz.com.¹ Your exports should be done before that notice date, not after.

Check your role. In the new engine, built-in reports such as Jobs, Invoices, Estimates and Payments are visible only to Admins and Managers, and "there's no permission that changes that."² Legacy reports are switched on per role and per report. The Financial Data permission can also hide numbers. Do this work as an Admin.

Check your plan. Workiz's pricing page lists custom reports on Pro and Ultimate, not Standard.⁵ Built-in reports cover most of what you need, so Standard accounts can still export.

1. Export your client list

In the new engine, the All clients report is "your full client directory," with no default filter, and Workiz calls it the best place to start to "export your customer data."³ Default columns are Client ID, first and last name, company name, primary phone, email, city and tags.

1. From the sidebar, select Reports and open All clients under the client reports.
2. Leave the filters empty. Add columns for street address, state, zip and secondary phone if they're offered, and the service plan name and status if you sell plans.⁶
3. Select Export As, then CSV.²

Check the row count against the number of clients you expect.

If you don't have the new reports yet, ask support to join the beta or for a full client export in writing. Meanwhile, the Jobs report below includes client name, phone, email and the job street address, city and zip, which gives you every client who has had a job.⁷

2. Export your jobs

The Jobs report shows completed, created and scheduled jobs for any time range, and Workiz says it can be exported to CSV "as is the case with most reports."⁷ It defaults to the current week.

1. Open Reports, then the Jobs report.
2. Set the time range as wide as it goes, or one calendar year at a time for long histories.
3. Select Fields and tick every column: Job ID, client name, phone and email, job type, tags, dates, status, creator, address, service area, job total, source and external company.
4. Filter status to include done and canceled jobs, then export to CSV.

Deleted jobs don't appear and can't be restored.⁷ Name each file with its date range.

3. Export invoices, estimates and payments

The new engine has an All invoices report covering every invoice regardless of status, with Invoice ID, invoice name, client, status, total, amount due, created date and whether it was sent, and an All estimates report built the same way with estimate ID, client, status, amount, created date and technician.⁸⁹ Open each with no filters and use Export As, then CSV. On legacy accounts, use the legacy Invoices and Estimates reports.

The Payments report lists every payment logged in Workiz, cash and card, with payment type, confirmation codes, tips and the last four digits of cards.¹⁰ It defaults to the current month, so widen the range and export it for each year you need.

For open, disputed or warranty-relevant work, also keep PDFs:

Open the invoice and select Actions, then Download.¹¹ It's one at a time, so do it for the invoices that matter, not all of them.

4. Capture your items and price book

This is the gap. We couldn't find a help center article for exporting your full item list or flat-rate groups. What you can export:

• Items and Services report: every item used on jobs or invoices in a time range, with units, price, cost and profit, exportable to CSV.¹² It defaults to the current month; set the widest range. Items never sold won't appear, and items only on estimates appear only once copied to a job or invoice.
• A custom report, if your plan includes it, saved and exported from the report's Actions menu:¹³¹⁴

For the full catalog, ask support in writing. If you use Price Book Pro catalogs, note that those are Workiz's prebuilt content, so ask what you're entitled to take.

5. Record service plans

There's no documented service plan export either. Workiz's Service Plans FAQ says you can view every subscription under Service Plans, Client plans tab, filtered by plan or status (Pending approval, Active, Expires soon, Expired), and add the service plan name and status as columns on the client report.⁶ Add those columns to your All clients export. For each active plan, also note price, billing frequency, visits remaining and the next visit date.

One warning for later: in Workiz, cancelling a plan "permanently deletes all upcoming visits, jobs, and scheduled payments."⁶ Don't cancel plans until their replacement is set up elsewhere.

6. Phone numbers, conversations and recordings

• Numbers: list them from Workiz Phone, Numbers tab. You'll port them out later; Workiz's steps are in our migration guide.¹⁵
• Message Center: export a thread from the three-dot menu, Export chat. It downloads as a .txt file, one conversation at a time.¹⁶
• Call recordings: you can listen to them from Workiz Phone, Calls.¹⁷ We found no bulk download. Save the few you need for open disputes.

What you can't export yourself

A technical option: Workiz's Developer API add-on can read clients, jobs, invoices and estimates with an API key.¹⁹ That's a job for someone comfortable with code; most shops should stick to the reports.

After you give notice

Workiz's terms say that on termination you "immediately lose all access," you're responsible for downloading or backing up your content, and Workiz may permanently delete it.¹ Re-run clients, open jobs and invoices close to cutover. Keep every file in a folder you control, with a second offline copy.

How TradesWork imports these files

There's no dedicated Workiz importer in TradesWork. Your Workiz client list and item list come in through the Another system or a spreadsheet option: you confirm what each file is, match fields like name, phone, email, address, code, price and category to your columns, preview the result, and can try it in a sandbox company first. Each customer's address becomes their first service location.

app.tradeswork.app · Column mapping for a spreadsheet from another system: This file is a Customers spreadsheet, with each column matched to a TradesWork field

Job history, invoices, estimates and service plans don't import; they stay in your exported files as your archive. The full plan is in how to migrate from Workiz to TradesWork, and the head-to-head is on TradesWork vs Workiz.