Find how much you have
In ServiceTitan, open Reports in the navigation bar. If Reports or Create Report is missing, ask your account administrator for reporting permissions.
Click Create Report, choose All as the report type, then pick the Jobs template. Add the columns you want, such as Job #, Completion Date and Status, then click Next, name the report and save it.
Open the saved report and set the date filters wide enough to cover your whole history. Each filter applies to a specific date depending on the column (for example job completion or invoice date), and a tooltip on the column header explains which. Click Run Report.
Read the total. Drag a column header into the group-by box and scroll to the Count section, which ServiceTitan's own example uses to count jobs. Or click Export, choose XLSX, and count the rows in the spreadsheet.
Cross-check with the Customer List report. Turn on Show Inactive Customers, export it, and add up the Lifetime Jobs Completed column. That column counts completed jobs and ignores date filters, so it gives an all-time completed-jobs number.
For the start date, export the Jobs report to XLSX, sort the date column and note the earliest completion date. If you also run estimates, invoices or projects, repeat the count for each and keep the numbers for the description.
What to put on your intake
Your intake has five boxes for each system. Here is what goes in each one for ServiceTitan.
- What does it hold?
- Customers, locations, calls, jobs, estimates, invoices and payments for your trades business, plus the photos, videos and files technicians attach to jobs. Say which of these you actually use day to day.
- Data types
- Structured records for the job, invoice and customer data. Add Image or Video only if technicians attach photos or video to jobs (ServiceTitan accepts both), and Text if your jobs carry real written notes.
- How big is it?
- Choose Jobs as the unit and enter the total from your Jobs report. Say whether it counts every job or only completed ones, and put estimate and invoice counts in the description so a buyer sees the full shape.
- Verified or estimated
- Verified when the count comes from a report with no filters other than your date range. Estimated when you are working from a single year, a business-unit subset or an old figure.
- Records start
- The earliest job date in the report. If you switched to ServiceTitan from another tool, the older history probably lives in that tool, so add it as its own system.
Exporting the full history
If a buyer licenses your records, this is how the full history comes out of ServiceTitan.
A full-history export happens only after a license is signed and the scope is agreed: which record types, which date range, and which business units are in.
Reports route. An administrator runs the agreed reports (Jobs, Invoices, Customers, Estimates and similar templates), clicks Export above the results, and chooses XLSX. A PDF option exists too, and Export only aggregated data limits the file to just the aggregated report data. Large histories are easier to handle in date slices.
API route. An administrator grants two permissions, one to generate an API application key and one to manage API application access. A developer creates an app at developer.servicetitan.io and selects the endpoints it needs under API Scope (ServiceTitan's V2 APIs cover areas such as Jobs, Projects and Invoices). The app is then connected in Settings, Integrations, API Application Access, which produces the Client ID and Client Secret.
Scheduled files route, with care. ServiceTitan's General CSV integration drops one CSV per record type (including customers, locations, jobs and projects) into an SFTP folder you control. It is an accounting feed: it runs on a set cadence, picks up posted transactions and records modified since the last run, and is set up through Technical Support and your Customer Success Manager or Account Executive. The help article does not say it can backfill your full history, so confirm that before choosing this route.
Photos, videos and files attached to jobs are separate from report data. The help articles describe downloading them from a job's Media section in the mobile app, or from a project's Media & Attachments section, and neither describes a bulk export of every attachment, so plan a separate pull with your ServiceTitan account team.
Under the license, customer names, addresses, phone numbers and emails are removed before delivery, and payment and account data are excluded.
We only ask for an export after you sign a license and agree the scope. Sizing your data for the intake never needs one.
Limits to know
- Creating custom reports depends on your ServiceTitan package. ServiceTitan's help page says to contact your Customer Success Manager to get access, so confirm this before you plan around the Jobs template.
- The run-a-report help page documents PDF and XLSX exports. It does not list CSV for these reports, and it does not state a row limit, so slice very large histories by date.
- A report that shows fewer rows than you expect usually has an active filter. Clear them all, then add them back one at a time. A blocked pop-up can also stop the export download.
- The Customer List report shows active customers only unless you turn on Show Inactive Customers, and its lifetime columns ignore date filters.
- The General CSV integration is built for accounting handoffs. It cannot be used alongside any other accounting integration, and transactions it delivers are marked as Exported in ServiceTitan, so do not turn it on just for a data export if you already sync with accounting software. Keep every file it delivers, because ServiceTitan says deleted export files cannot be recovered.
- The API setup page says to sign in to the developer portal with your ServiceTitan account, not an Enterprise Hub or Partner Portal login. It does not mention plan or pricing requirements, so ask your account team whether API use costs extra.
- Project document management (folders, Media & Attachments) needs account configuration and is aimed mainly at residential and commercial construction. Files there can be up to 250 MB each, in image, video, audio and common document formats.
- We did not find a published limit on how long ServiceTitan keeps job records. If it matters to your history, ask your account team.
This guide isn't legal advice. Check your contracts, and any recording-consent rules that apply, with your own lawyer.
Why buyers value it
ServiceTitan holds the full arc of a service or install job: the call that started it, the estimate, the work performed, the invoice and the payment. For AI buyers building scheduling, pricing and lead-qualification tools for the trades, that sequence is the valuable part, because each record has a real outcome attached.
Years of continuous history also show seasonality, job mix and what customers actually paid. That is hard to learn from public sources, and it is specific to roofing, solar and other field-service work where one company's jobs repeat across years.
What stays private
Customer names, service addresses, phone numbers, emails and billing contacts are removed or replaced before delivery. Payment details, card and bank information and account numbers are excluded, along with employee, payroll and timesheet records and technician identities.
Internal setup such as user lists, integration credentials and API keys is not licensed. Third-party content stored in the system, such as supplier price lists or files from other vendors, is excluded unless you can show you own it.
Common questions
Sources
Vendor documentation, checked . Screens and plans change, so if a step looks different in your account, check with ServiceTitan.
- ServiceTitan Help: Run, filter, and export reports (opens in a new tab)
- ServiceTitan Help: Custom report template guides (opens in a new tab)
- ServiceTitan Help: Create a report of customer counts by marketing campaign (opens in a new tab)
- ServiceTitan Help: Customer List report (opens in a new tab)
- ServiceTitan Help: Jobs and Projects Home (opens in a new tab)
- ServiceTitan Help: Get started with API dev portal V2 (opens in a new tab)
- ServiceTitan Help: General CSV integration guide (opens in a new tab)
- ServiceTitan Help: Manage project media files and forms (opens in a new tab)
- ServiceTitan Help: Manage photos, videos, and files in the Field Mobile App (opens in a new tab)