Article

How to export ServiceTitan jobs and reports

By TrustPast

Updated October 22, 2026

An HVAC company on ServiceTitan has every call, job, technician visit and invoice in one chain. Years of that chain show how the company diagnosed, quoted and fixed things, season after season. Here is what to count before you apply, why you don’t export anything to apply, and, for after an agreement, how ServiceTitan’s own exports work and what the files hold.

Version note. Checked against ServiceTitan’s help pages on 22 October 2026. Menus change. If a step differs, ServiceTitan’s help page wins.

Count what you have; you do not export to apply

Polyshares publishes the order of things on its data handling page. “Intake asks for record counts, not files or exports.” And: “Nothing leaves your systems until Polyshares has made an offer and you have accepted it.”

Its ServiceTitan guide says the same about this tool: “The intake only needs the size, so you do not have to run an export to fill it in. You also do not need to clean or scrub an export.”

So the first job is a count. For ServiceTitan, Polyshares’ guide asks for three kinds of rows: “Report the combined job, customer and invoice rows as records.” In plain terms, write down:

how many jobs the company has run since it went live on ServiceTitan;
how many customer records it holds;
how many invoices it has sent;
how many years it has used ServiceTitan, and how many people log in, office and field.

The export steps further down are for later, if Polyshares makes an offer and you accept it. Until then, the jobs stay where they are and the dispatch board keeps running.

See your estimate

Where ServiceTitan shows how much you have

ServiceTitan has no single screen that shows the size of the account. Polyshares’ guide says so in its first line, and ServiceTitan’s own help pages we read don’t name one either.

The count comes from reports and searches. ServiceTitan’s reports page says: “Go to the navigation bar and click Reports.” Then: “Click the name of the report you want to run.” Then use “the dropdowns and date fields to create filters for your report,” and “Click Run Report.” The results display in a table.

Polyshares’ guide adds the counting method for its intake: run a job or invoice report with the date fields covering the whole time the company has used ServiceTitan, export it, and count the rows. For customers, it points to the customer search with no filters. Those counting files stay on your computer. They are not an export to apply, and nothing is sent.

Who can do it: ServiceTitan says “Access to reports is managed through reporting permissions,” and to contact your account administrator if you can’t open them.

Here is the count to write down, as our own advice:

Jobs: rows in a job report covering every year.
Customers: rows in the unfiltered customer search.
Invoices: rows in an invoice report covering every year.
Years: the date of the oldest job.

Worth two minutes to see your range? Our estimate asks five questions about the company and its records.

Who can export, and what the plan allows

The search-results permission. ServiceTitan’s job-list page says to log in “as an administrator or manager,” open Settings, then People and Employees, edit the employee, and on the Permissions tab enable “Allow exporting search results.” Without it, the export option does not appear on job searches.

Reports. Access is “managed through reporting permissions.” ServiceTitan’s reports page lists its users as office employees.

The price book. ServiceTitan’s price book page lists its users as administrators and managers.

Plan. ServiceTitan does not publish which package includes which export on the help pages we read. Polyshares’ guide says report exports “depend on your permissions and package,” and suggests confirming with your account manager if the Reports area looks limited.

Limits. ServiceTitan does not publish a row or size limit for report exports on the help pages we read. We found no figure, so we give none.

The steps, in ServiceTitan’s words

These steps are for after an agreement with Polyshares says what is in scope. Each step names its source.

Step 1: Turn on the export permission

“Log in to ServiceTitan as an administrator or manager.” Go to the top toolbar and click Settings. In the side panel click People, then Employees. Find the employee, click Edit, open the Permissions tab, find “Allow exporting search results,” enable it, and click Save Changes. Source: ServiceTitan, export job lists to Excel.

Step 2: Export the job list

Search for the list of jobs. Click “Export to Excel (*xlsx)” to send the job list to Excel. Source: ServiceTitan, export job lists to Excel.

Step 3: Export the customer list

In the top toolbar click Search. Click the dropdown and select Customers. “Do not apply any filters. This pulls up all Customer Records in your account.” Click the Expand icon and select “Export to Excel (*.xlsx).” Source: ServiceTitan, export a list of customers.

Step 4: Run a report

“Go to the navigation bar and click Reports.” Click the report name, set the filters and date fields for the years the agreement covers, and click Run Report. Source: ServiceTitan, run, filter, and export reports.

Step 5: Export the report

“Above the report results, click Export.” Under Exporting Format, choose “Export to XLSX: For use in a spreadsheet application.” Leave “Export only aggregated data” unticked if the agreement covers the detail rows. Click Export. “The exported report downloads to your computer.” Source: ServiceTitan, run, filter, and export reports.

Step 6: Export the price book, if it is in scope

Click Pricebook in the navigation bar, then Import/Export in the side menu, then the Export tab. Choose the export type, the business unit, and “Include inactive” to keep retired items. Click Export. “An XLSX version of your pricebook downloads to your computer.” Source: ServiceTitan, import and export your pricebook.

Polyshares’ guide also describes a developer route through ServiceTitan’s export interface for the full history. That is for an agreement to settle, with your account manager, not for the application.

What the files contain

Every export above is an Excel workbook (XLSX). Reports can also come out as PDF, which is for printing, not for this.

A job list holds the jobs your search returned. A report holds “only the columns and date range you ran,” as Polyshares’ guide puts it, so check the date fields before you export. The customer list holds every customer record when no filter is applied. ServiceTitan describes a customer record as the top-level account “containing all locations, jobs, and history.”

What the files don’t hold: photos, videos and attachments. Polyshares’ guide says they “sit on customer, location, job and project records,” and that “The help center does not document a bulk download for photos and attachments from the office app.” ServiceTitan does not publish one on the pages we read either.

Here is what that means in an HVAC company, as our own description. The job report is the service history: the no-cool calls, the maintenance visits, the installs. The invoice report shows what each one came to. Read by year and by season, it shows how the company handled the same failures in different homes. The job files page goes through what a job record holds beyond the numbers. The CRM records page covers the customer side. The quotes that came before the jobs are on the estimates and quotes page.

Check the export

Five checks, as our own advice:

Open the job report. Is the oldest job from the year the company went live?
Count the rows. Do they match the count you wrote down?
Check the columns. A report holds only the columns you ran.
If the file looks short, run the report in yearly ranges and add them up. No published limit doesn’t mean no limit.
Open the customer file. Was it exported with no filter, as ServiceTitan’s page says?

The personal data in a ServiceTitan export

A ServiceTitan export is a customer list with a service history attached. The customer file carries names, locations and contact details. The job and invoice files carry the customer on every row, and the job notes the technician typed on site.

Technicians’ notes often hold more than the repair. A gate code. A dog. A note that the homeowner is elderly and needs the visit called ahead. Membership records carry billing schedules.

Polyshares publishes how this is handled. Its data handling page says: “Names, emails, phone numbers, account numbers, and addresses are removed or replaced by a specialist PII partner before Polyshares or any buyer sees the record. Roles, timestamps, and the work itself are kept.” It also says that if the partner reviewing the sample “spots anything that reads as identifying, the record goes back for another pass before pricing continues.”

Polyshares’ ServiceTitan guide adds: “Card numbers, bank details and payroll figures are not needed, and your company chooses which record types leave ServiceTitan.” And: “Polyshares does that work, so your team does not have to scrub records first.”

What is never included

Start with what Polyshares publishes. Its home page says the licence is “Defined material for a defined term. It does not cover what you hold on behalf of your own clients.” Its data handling page says names, emails, phone numbers, account numbers and addresses are removed or replaced before Polyshares or any buyer sees the record.

Now our own advice, which is ours and not Polyshares’:

Customer contact fields. Names, phone numbers, emails and addresses. They were there so the tech could find the house.
Payment details. Card numbers and bank details. Polyshares’ guide says they are not needed.
Payroll. Technicians’ pay and timesheets. Polyshares’ guide says payroll figures are not needed either.
Membership card numbers and financing paperwork. They sit near the service record but are not part of how the work was done.
Health reasons. A customer who got a priority call because of a medical need. That belongs to them.
Photos that identify a home or a person. A house number, a plate, a face.
Anything a commercial client owns under contract. Their specs and drawings attached to a job may be theirs.

What is licensed is set out in Polyshares’ offer and the terms you agree, after Polyshares has read an anonymized sample.

What this means for an HVAC company

Here is what an HVAC company usually keeps in ServiceTitan, as our own description and not a list from any buyer. The service agreements and memberships, with their visit schedules. The equipment on each customer’s record, with install dates. The good-better-best proposals, and which option the homeowner chose. The unsold estimates kept for follow-up. The fault codes in the job notes, and the repair that followed. The HVAC companies page goes through the rest of an HVAC company’s record.

What this means for a plumbing, roofing or auto-repair company

A plumbing company on ServiceTitan keeps the same chain: the call, the camera inspection, the quote, the repair; see the plumbing companies page. A roofer keeps the inspection, the estimate and the job; see the roofing companies page. An auto-repair shop usually runs a shop system rather than ServiceTitan; the auto-repair shops page covers its record. If your company runs Jobber instead, the Jobber guide covers the same ground. The books usually sit in QuickBooks; the QuickBooks guide covers that side.

Where we fit

We, TrustPast, explain the process and give you a range with our estimate. It is ours, not an offer. Polyshares pays us a referral fee. You pay us nothing. We never see your ServiceTitan account, your export, or your files. How the de-identification works, in plain words, is on how it’s safe. Why buyers want records like these at all, and what they leave out, is on what data buyers actually want from a trade business.

Before you apply

Four things to settle first, as our own advice:

Count. Jobs, customers, invoices, years. Write the four numbers down.
Don’t export for the application. Polyshares asks for counts.
Find the system before ServiceTitan. If the company migrated from another tool, those years count too. Note how many.
List what stays out. Customer contacts, payment details, payroll, client-owned files.

Then answer the five questions. If the range is worth your time, apply.

TrustPast

Questions and answers

Do we have to export our ServiceTitan data to apply?

No. Polyshares says intake asks for record counts, not files or exports, and that nothing leaves your systems until Polyshares has made an offer and you have accepted it. Count jobs, customers and invoices. Export only after an agreement says what is in scope.

Why can’t I see Export to Excel on a job search?

ServiceTitan ties it to a permission. An administrator or manager opens Settings, then People and Employees, edits the employee, and turns on Allow exporting search results on the Permissions tab. Without it, the option isn’t there.

Is there a limit on how many rows a report export can hold?

ServiceTitan does not publish one on the help pages we read. Its reports page describes the export to PDF or XLSX and says nothing about a row limit. If a file looks short, run the report in smaller date ranges and add the rows.

Can we download all the job photos at once?

ServiceTitan’s help pages we read don’t describe a bulk download of photos and attachments. Polyshares’ ServiceTitan guide says the same and suggests asking your ServiceTitan account manager. For the count, you don’t need the photos at all.

Do we remove customer names before anything moves?

No. Polyshares says names, emails, phone numbers, account numbers and addresses are removed or replaced by a specialist PII partner before Polyshares or any buyer sees the record. Its ServiceTitan guide says your team does not have to scrub records first.

Does the price book count?

It is part of how a company prices its work, and ServiceTitan exports it as an XLSX file. Mention it on the call. Polyshares decides what it licenses, after it has read an anonymized sample.

What does it cost us?

Nothing. Polyshares says there is no fee and no commission. Polyshares pays TrustPast a referral fee; you pay us nothing.