How do you export ServiceTitan data for an AI data license?
ServiceTitan holds the day-to-day record of a home service company: who called, what was booked, what the technician found and what was billed. Reports are the easy route out, and they return tables more than stories. The fuller record, with every job and its notes, comes through the vendor's API, which a developer has to build against.
What a ServiceTitan account usually holds
| Jobs and appointments | The work requested, the job type, who was sent and how the visit ended. Years of these show how a service company actually runs. |
| Customers and locations | People, addresses and equipment sites, linked to every job done there. They carry the most private detail in the account. |
| Invoices and estimates | What was quoted, what was sold and what was billed. Line items show how a technician priced a repair. |
| Call records | Inbound calls booked into the system, with the outcome and the agent. Recordings, where the account keeps them, are a separate and more sensitive layer. |
| Technician notes and job summaries | Free text written in the field about faults found and work done. This is the layer with the most language in it. |
| Memberships and recurring service | Maintenance plans and the visits attached to them, which show repeat relationships over time. |
How records leave ServiceTitan, route by route
| Tool | What an export gives you | What is missing or needs an admin |
|---|---|---|
| Reports with the Export button | A report's results as a PDF or an XLSX file, with an option to export only the aggregated data. The vendor's help page says access depends on reporting permissions. | One report at a time, so it is a table of chosen columns, not a full record. The help page gives no row limit, and active filters can quietly shorten the file. |
| Legacy reports | Older report pages that the help center describes as downloadable to Excel or CSV from a menu beside the PDF button. | Fixed layouts built for accounting or sales review. They do not carry technician notes. |
| Call search export | Call history exported from search results to Excel or CSV, according to the vendor's help center. | Call details only. Audio is not part of that file, and we did not find a published rule on recordings. |
| Data export APIs | Endpoints built for frequent, large pulls. The developer documentation says they accept GET requests and page through results with a continuation token. | Needs an app, credentials issued per tenant and a developer. Not every record type has an export version, and the regular endpoints cover the rest. |
| Regular APIs | Individual records such as a job or customer, read one request at a time. | Slower for bulk work. The vendor's help center sets a default request limit per application and tenant, and reporting calls have a separate, stricter limit. |
Tool names belong to their owners and are used only to say where records usually live. Export features change by plan and version, so check the current rules for your account.
Who needs to be involved
Reports follow the permissions of the person running them, so an administrator or someone with broad reporting rights should do the pull. The developer documentation says API credentials are a client ID and secret issued for each tenant, which means the company has to approve the access, not only the developer.
Plans and add-on modules differ between accounts, and so do the reports an account can see. Check the current rules for your own account before promising a file to anyone.
What to count: completed jobs and their dates
The unit to report is completed jobs, with the first and last job dates. Run a job report for a stated date range and write down the total it shows. Mark the figure as verified if it came from a report, and as estimated if it came from memory or a sales summary.
Add the number of customers with more than one job, and whether technician notes are filled in on most jobs or only a few. ServiceTitan's documentation does not publish a record count for an account or a retention period, so the account's own reports are the only count there is.
Cleaning before anything leaves
Customer names, phone numbers, street addresses, gate codes and card details appear in jobs, invoices and notes, sometimes typed into free text. They have to be removed or replaced with de-identified codes that keep one customer's jobs together.
Technician names and call recordings raise employee and consent questions. This is general information, not legal advice, so ask counsel about recording and privacy rules in the states you serve before any set is prepared.
What stays out for a ServiceTitan set
| Customer identities and addresses | Replaced with de-identified codes, or left out where a record cannot be cleaned reliably. |
| Payment and financing details | Card data, bank details and financing applications are not licensed. |
| Call recordings without clear consent | Left out of the license unless consent for this use is documented. |
| Pricebook and margin data the company treats as private | Cost and markup figures that reveal how the business earns money can stay with the owner. |
Picking a sample from a service history
A heating and cooling company has used ServiceTitan for many seasons. An administrator runs job and invoice reports for a stated date range and notes the totals, and a developer pulls job summaries and technician notes through the export endpoints. Customer names, addresses and phone numbers become de-identified codes, and call recordings are left out of the license. The owner reads a sample of cleaned jobs and decides whether the set goes ahead.
Questions owners ask about this
Can a ServiceTitan report alone give us the technician notes?
Often not. Reports return the columns they were built for, and notes usually need the API or a report that includes them. Check what your own reports contain first.
Do we need ServiceTitan's permission to license our own job data?
Your agreement with the vendor and your customer terms govern this, and we did not find a published rule on it. Ask counsel to read both before a set is prepared.
What if we switched to ServiceTitan from another system?
Older jobs may have been imported as summary records, which are thinner than native ones. Note the cut-over date and report the two periods apart.
Didn't find your question? Ask us directly.
Sources
The vendor's own pages this guide draws on. Some help centers did not open for us, and where a step rests on a summary and not the page itself, the guide says so. Menus and limits change by plan and version, so check the current pages for your account.
Keep reading
Related kinds of records
- Work orders and dispatch notes: A job from request to fix, in a technician's own words.
- Quotes and estimates: A price and the argument behind it, with margins and current prices kept out unless the owner says.
- Call recordings: Gong, Zoom and phone-system calls; transcripts before audio, and consent before everything.
- CRM history: Salesforce, HubSpot, Pipedrive and Zoho notes and timelines; fields alone say little.