Switch from ServiceTitan

Overview#

The switching kit brings your ServiceTitan data into TradesWork from files you export. TradesWork never logs in to ServiceTitan or uses its API (ServiceTitan's terms don't allow it). The 4-minute path is four exports (price book, customers, locations, email consent) plus connecting QuickBooks, and gives you a working account with your own customers, prices and open balances. Reports you build once in ServiceTitan add memberships, visits due, job and invoice history, open estimates and tasks, and can be scheduled to email TradesWork daily so it stays current while you run both. Re-dropping newer exports updates the same records instead of duplicating them.

Before you start#

• In TradesWork you need the Owner or Admin role.

• In ServiceTitan you need a role that can export (Admin or Office). If you can't see Export, ask your ServiceTitan admin to export for you.

• Use a computer, not a phone. Files can be Excel (.xlsx), CSV or a ZIP of them, up to 50 MB per drop.

• Want to look before you commit? You can import into a separate sandbox company first. See Try an import in a sandbox company first.

Steps#

1. Open the switching kit#

1. Open Settings › Tools › Import / Export Data (the page is titled Switch from ServiceTitan). ServiceTitan is selected in the row of source buttons.

2. The Export assistant on the right lists each file with Where to click steps and an Open ServiceTitan link. Press Pop out assistant to keep it beside ServiceTitan. Every step turns green when its file arrives.

2. The 4-minute path#

The assistant's The 4-minute path group has five steps. Press Start the clock (or just open the first export) and the timer runs until all five are green.

Price book (about 45 s):

1. In ServiceTitan go to Pricebook › Import/Export and open the Export tab.

2. Data File Type: Pricebook (Settings, Materials and Part Link).

3. Click Export and save the Excel file. (Several business units? Export each and drop them together; items with the same code are merged.)

Customers (about 45 s):

1. Click the Advanced Search icon (magnifier) in ServiceTitan's top bar.

2. Object type Customer. Leave every filter empty and click Search.

3. Click Export on the results. Type, status, member status, balance, tags and custom fields come across (custom fields become notes on the customer).

Locations (about 30 s): same screen, object type Location, Search, Export. Service addresses, zones and tags come across.

Email consent (about 45 s):

1. Marketing › Audiences › Contacts › Export.

2. Marketing › Audiences › Suppression › Export.

3. Download both from Marketing › Analytics › Data Exports (they take a minute to prepare). Bounced, invalid and unsubscribed addresses go on your suppression list, so TradesWork never emails them.

Connect QuickBooks Online (about 60 s): press Connect QuickBooks and sign in to the QuickBooks company ServiceTitan already syncs to. See step 6.

3. Drop the files#

1. Drag the files onto Drop your ServiceTitan exports here: a ZIP is fine, or press Choose files. Any order, any file names.

2. Or press Watch my Downloads folder (shown only in browsers that allow folder access, such as Chrome and Edge on a computer): export from ServiceTitan as usual and new export files are picked up automatically while the page is open. Nothing else is uploaded, and it stops when you close the page or press Stop watching.

3. What we found lists each file and what TradesWork thinks it is. Press Skip on anything you don't want.

4. If a file says We're not fully sure about this one or We don't recognize this file, answer This file is a… and confirm what each column means. See Fix import problems: column mapping, re-drops and duplicates.

4. Review the preview#

1. Preview: your data in TradesWork shows the first 20 customers and price book items exactly as they'll appear. Nothing is saved until you import.

2. The Import card shows the counts, and how many rows can't be imported as they are (everything else still goes in).

5. Import#

1. Choose Import into your company, or Try it in a separate sandbox company first.

2. Press Import. A progress card shows each part as it finishes.

3. When it says Import finished, press See your customers or See your price book. Rows that couldn't be imported are listed with Where, What and Reason; press Download as CSV to fix them and drop again.

6. Reconcile with QuickBooks#

1. Under Reconcile with QuickBooks, press Reconcile with QuickBooks. TradesWork reads your customers, invoices and payments from QuickBooks (read-only).

2. It matches your imported customers by email, then phone, then exact name, and compares open A/R: Open A/R in QuickBooks against Open A/R from your files. It says Open A/R matches QuickBooks to the penny., or how far off it is with every difference listed under Differences.

3. If your files have no open balances or invoice history, press Bring missing A/R and invoices from QuickBooks. Invoices QuickBooks has and TradesWork doesn't (by invoice number) come across with their customers. Nothing is written to QuickBooks, and what's brought over is never posted back.

7. Optional and full history#

In the assistant under Optional (+1–2 min):

• Visits due: Follow Up › Recurring Service Events › Export. Each visit lands on its membership, so drop it with the memberships report.

• Open office tasks: Tasks › View all › Export as…. Status, priority, due date and assignee (matched to your team by name) come across.

Under Full history: build once, then schedule to your import address, create each report once in Reports › All Reports › Create Report, run it for all time and export it:

• Memberships (Customer Memberships template): memberships with type, dates and status. They don't bill in TradesWork until the owner presses Start billing imported memberships (see step 9).

• Jobs and invoices: jobs keep their numbers, business unit, job type, campaign and a completed appointment with the technicians matched by name; invoices keep their totals and paid status. An invoice whose job isn't in the files gets a placeholder job.

• Open balances (A/R): Reports › Legacy Reports › Accounts Receivable (Detail). Each open balance becomes an open invoice. Or let QuickBooks bring them (step 6).

• Open estimates: they land on the Follow Up board; automated follow-up texts stay off for them until you start them.

• Installed equipment: links by Location ID.

Imported history is never posted to QuickBooks.

8. Keep it current: the daily mirror#

1. Under Daily mirror: scheduled reports, copy Your import address (import-…@…).

2. In ServiceTitan, Reports › Scheduled Reports: schedule each report above to email that address daily as Excel or CSV.

3. Each emailed file imports like a drop and appears in the table with Received, Report, Files and Result. Column fixes you made on this page are applied to the same report when it arrives by email.

4. When you're ready, press Cut over: stop mirroring. Emailed reports are still logged but no longer imported. Then turn the schedules off in ServiceTitan.

9. Finish the switch#

1. Job numbers: imported jobs raise the floor automatically. If you didn't import jobs, type your Last ServiceTitan job number and press Save, so QuickBooks never sees the same invoice number twice.

2. Imported memberships: once ServiceTitan has stopped billing your members, the owner ticks ServiceTitan has stopped billing these members and presses Start billing … imported memberships. Each keeps ServiceTitan's next billing date when it's still ahead; nothing is billed for past periods.

3. Connect payments and phones. Start your phone number port in week one; it takes 1–2 weeks.

Settings that change this#

• Settings › Tools › Import / Export Data: the kit, Reconcile with QuickBooks, Daily mirror: scheduled reports, Check a header row, Imported memberships, Job numbers and Your companies (switch between your company and sandboxes).

• Settings › Integrations › QuickBooks Online: set the cutover date to the day after your last ServiceTitan export to QuickBooks.

• Settings › Phones › Phone Numbers, Call Recording & Texting: Leaving ServiceTitan? What to enter for your port.

Tips#

• Start with the 4-minute path. You can see your own data in TradesWork in a few minutes and add history later.

• Not sure a file will be recognized? Paste just its first row (the column names, no customer data) into Check a header row. Our ServiceTitan layouts were written from ServiceTitan's screens and help pages, and a file whose layout hasn't been checked on a real export yet says layout not yet checked on a real export.

• Big drops (over 5,000 rows) import in the background with a progress page you can leave.

• Keep using ServiceTitan while you try TradesWork. During a side-by-side run, re-export and re-drop the customer list (and reports) whenever you like: records update, nothing duplicates.

• Every imported record keeps its ServiceTitan ID, so support can trace anything back.

• Price book images don't come across in ServiceTitan's spreadsheet; prices, codes, descriptions and categories do.

Troubleshooting#

• The customer export only has some customers → filters were set on Advanced Search. → Clear every filter and search again. If the file has exactly 1,000 or 5,000 rows it was probably cut off.

• I can't see Export → your ServiceTitan role may not allow exports, or the button sits above the search results. → Ask your ServiceTitan admin. Tell us what you see: that button hasn't been seen on a live screen yet.

• Visits due say "No membership for this visit" → the visit's membership isn't in TradesWork. → Drop the Customer Memberships report with it.

• The mirror table says "skipped" → no spreadsheet attached, or the report's columns weren't recognized. → Schedule it as Excel or CSV, and check its first row in Check a header row.

• Reconcile says "Connect QuickBooks first" → QuickBooks isn't connected. → Press Connect QuickBooks.

• I don't have the Locations or Equipment template → report templates depend on your ServiceTitan package. → Skip them; locations are made from customer addresses.

• Equipment didn't link to addresses → equipment links by Location ID. → Drop the Locations report in the same go, or keep the Location ID column.

• "The connection dropped during the import" → everything imported so far is saved. → Drop the files again to finish.

• More problems: see Fix import problems: column mapping, re-drops and duplicates.

FAQ#

Can't you just log in to ServiceTitan for me? No. ServiceTitan's terms forbid it and TradesWork never asks for your ServiceTitan password. You do every click; the exports take a few minutes.

Do my memberships and recurring visits come across? Yes. Memberships import with their type, dates and status, and visits due land on them. They don't bill in TradesWork until the owner starts billing, so no member is charged twice.

What about job and invoice history and open balances? Jobs, invoices and the A/R report import as history: jobs with their numbers and a completed appointment, invoices with totals and paid status, open balances as open invoices. QuickBooks can also bring open A/R and invoices across, and reconciles the total to the penny. Imported history is never posted to QuickBooks.

Can scheduled ServiceTitan reports email TradesWork every day? Yes: that's the daily mirror. Schedule them to your import address. Some ServiceTitan accounts only allow internal recipients; then forward the report email from your own mailbox.

Are the file layouts final? Not yet. They were written from ServiceTitan's screens and help pages and haven't been checked against every real export. If something isn't recognized, use Check a header row, fix the columns on the drop screen (they're remembered for the mirror), and tell support.

What about cards on file, phone numbers and call recordings? See What can't move when you switch, and what to do instead.

Coming from ServiceTitan#

TradesWork uses ServiceTitan's data model and words (Customer, Location, Job, Appointment, Business unit, Job type, Campaign, Pricebook, Estimate, Invoice), so imported data lands where you'd expect it. The default look also follows ServiceTitan's menu order. Plan a 2–4 week side-by-side run: one crew first, then the office, then cut over at your ServiceTitan renewal.