The 90-day exit calendar: leaving ServiceTitan without paying for a year you don't use

The most expensive way to leave ServiceTitan is to miss one date by a day. Miss the nonrenewal notice and you're usually signed up for another term. Leave early instead and ServiceTitan's Terms of Use say you owe a termination fee equal to all the remaining payments.¹ Everything else about leaving ServiceTitan (exports, phones, cards, training) can be fixed with effort. That one date can't.

So treat the exit as a calendar, not a project. Find your renewal date, call it R, and work backward. This post lays out the five clocks that run toward R, how long each one needs, and a dated 90-day exit calendar you can copy.

Find R before you do anything else

ServiceTitan's public Terms of Use cover customers whose only agreement is those terms: in that case subscriptions run month to month and renew automatically unless either side gives written notice of nonrenewal at least 30 days before the renewal date, and email to billing@servicetitan.com counts as notice.¹ Most shops, though, signed an order form with a fixed term, and the order form wins where it differs. A competitor's write-up, built from BBB complaint filings, describes 12-month initial terms as standard, 24 and 36 months offered at small discounts, and notice commonly due 30 to 60 days before renewal.² Treat those as typical, not as your terms.

Pull your signed order form and write down four things:

1. The renewal date (R). The day a new term starts if you do nothing.
2. The notice period. How many days before R written notice must arrive, and how (email, a named address, a form).
3. The access end date. Usually R itself. After it, assume you can't log in.
4. Any price change clause. It tells you what staying costs, which is the number you're comparing against.

Cancellation itself goes through your customer success manager, whose contact details are on the TitanAdvisor page in your account.³ Know that before you need it. Our guide to cancelling ServiceTitan covers the request email and the notice itself.

What leaving early actually costs

The Terms describe the early termination fee as an agreed minimum commitment rather than a penalty, and size it at all the remaining payments.¹ So the math is simple and unforgiving:

One BBB complaint quoted in that competitor write-up shows exactly this: seven months left at $2,303 a month, a $16,121 demand. Others cited run to $32,160 and $67,230.² If your renewal is four months away, waiting is almost always cheaper than leaving, as long as you use those four months well. That's what the calendar is for.

The five clocks that run toward your renewal date

Most exit plans fail because they treat leaving as one task with one deadline. It's really five tasks, owned by different people, each with its own lead time. Put them side by side and the start date picks itself.

A few notes on where those lead times come from.

Data access. On request at termination, ServiceTitan will make "commercially reasonable efforts" to export your data, fees may apply, it doesn't guarantee completeness or timeliness, and it isn't obliged to keep your data more than 60 days after termination.¹ That's a backstop, not a plan. Run your own exports while you have full access, and run the ones that change (customers, open A/R, memberships) again near the end. Our ServiceTitan export guide lists where each one lives.

Two add-ons have their own, shorter clocks. If you subscribe to Pricebook Pro, the Terms give you 10 days after that subscription ends to remove ServiceTitan-provided content before you can export your own; for Marketing Pro the window is 30 days.¹ If either applies to you, do that cleanup while everything is still running, not after.

Phone numbers. Federal rules require a simple port to finish within one business day and a non-simple one within four business days, unless the new provider or customer asks for longer.⁴ But "simple" has a narrow FCC meaning: a single-line account with no complex switch features and no reseller.⁵ A business with several lines and call tracking numbers is rarely simple, and carriers quote three to four weeks for complex ports.⁶ ServiceTitan's port-out steps also ask you to download billing invoices "before your final date."⁷ Details in our porting guide.

Cards on file. ServiceTitan's Saved Payment Methods report shows the last four digits, brand, expiry and whether each card is preferred for a membership, but not the card itself.⁸ Moving cards between processors takes a formal request from the account owner, and Stripe, for one, imports within about 10 business days of receiving good data from the old processor.⁹ Whether that request can be made for your cards is not something to bank on, so plan to re-collect, and give yourself one full cycle of member billing dates to do it.

Season. The one clock nobody writes down. A shop that goes live on new software in the second week of a heat wave will blame the software for everything the heat wave did. If R falls in your peak, start earlier so go-live lands before it, and accept a few weeks of overlap cost.

Pick your start date

Once each clock has a lead time, the start date is the earliest of the "latest safe start" column, minus a buffer for things you haven't thought of yet:

With a 60-day notice period, that's R minus 67 days for notice alone, and the buffer pushes you to about 80. With a 30-day period, the card clock (45 days) sets the pace and you land near 60. Either way, 90 days before R is the comfortable start. Starting at 90 also leaves time for a short side-by-side run, which we cover in running two systems in parallel.

A worked 90-day exit calendar

Here's the calendar for an example shop: renewal date Monday, March 1, 2027, a 60-day notice period in its order form, about 400 members on autopay, a main line and six tracking numbers. Swap in your own R and shift every date by the same amount.

1. Tue Dec 1, 2026 (R − 90)

   Dates and the written request

   Pull the order form. Write down R, notice period, access end. Email your CSM asking for a full data export at termination: format, timing, fee. Keep the reply.

2. Mon Dec 7 (R − 84)

   First full export

   Customers, locations, equipment, pricebook (all business units, include inactive), memberships, recurring service events, jobs, invoices, AR Transactions By Customer, Saved Payment Methods. Date every file.

3. Fri Dec 11 (R − 80)

   Give notice

   Written nonrenewal notice, by the method your contract names. Your deadline is Dec 31, a holiday, so send it three weeks early and get it acknowledged.

4. Mon Dec 21 (R − 70)

   New system loaded, one crew trained

   Import the first export set into the new system as a sandbox or trial. Train a lead crew on their own phones.

5. Mon Jan 4, 2027 (R − 56)

   Lead crew live, card plan starts

   One crew runs real jobs in the new system. Start card-update requests to members whose next bill falls after R, in order of bill date.

6. Mon Jan 25 (R − 35)

   Submit the phone port

   Port request with the account ZIP, Tenant ID as account number and billing invoices. Ask for a port date about two weeks out, midweek.

7. Mon Feb 1 (R − 28)

   Office moves

   New bookings and dispatch start in the new system. Jobs already booked in ServiceTitan finish there. Agree the accounting cutover date with your bookkeeper.

8. Mon Feb 15 (R − 14)

   Everyone moves

   All crews in the new system. ServiceTitan becomes lookup-only. Phones should have ported; if not, escalate now.

9. Mon Feb 22 to Fri Feb 26 (R − 7 to R − 3)

   Final exports and tie-out

   Re-run every export. Open A/R from AR Transactions By Customer tied to the penny against the new system. Download call recordings and photos you need for open warranties.

10. Mon Mar 1, 2027 (R)

    Access ends

    Assume no login from here. ServiceTitan may keep your data up to 60 more days, through about Apr 30, for the export you requested in December.

Three things about this calendar are deliberate.

The written export request comes before notice. Once you've given notice, you're a departing customer. Ask while you're still a customer whose renewal is in play, and get the format and any fee in writing.

Notice goes out three weeks before the deadline, not on it. In this example the deadline is New Year's Eve. Holidays, a CSM on vacation and an email that "never arrived" are how people end up renewed. Send early, by the exact method in the contract, and keep proof.

Final exports run the week before R, not the day of. The Terms say access ends at termination. If a report fails on the last afternoon, you want three more days to try again, not zero.

What to run, re-run, and keep

Your first export set is for loading the new system. Your last export set is your permanent archive, because after R the only copy of your history you control is the one on your own drive.

Why four years? The IRS asks businesses to keep employment tax records for at least four years and most other records for three, longer in some cases.¹⁰ Your old system's history is part of the record behind those numbers. One more trap: the AR Management screen can't export, so open balances come from the AR Transactions By Customer report instead.¹¹

The money: overlap cost versus the cost of rushing

Starting 90 days out means paying for two systems for part of that time. Owners often try to shrink the overlap to zero, which is how they end up cutting over in a week and re-keying half the board. A fair way to think about it:

• Overlap cost is roughly the new system's monthly price times the months you run both. On published month-to-month pricing, you can see this number before you start.
• Rush cost is harder to see: missed membership visits, a phone port that lands on a Monday in July, cards that fail after R because nobody asked customers to update them, and a crew re-learning a dispatch board in peak season.

If you're unsure what staying another term costs, our ServiceTitan cost calculator uses third-party published ranges to estimate it. For a full line-item budget, see what switching really costs.

Where TradesWork fits in the calendar

TradesWork is month-to-month by default, so starting the overlap 90 days early doesn't lock you into anything, and office users are free. Its importer takes the ServiceTitan exports in the calendar above (customers, locations, equipment, pricebook, job and invoice history, memberships and visits due, open estimates, tasks, open A/R and email unsubscribes), and re-dropping a newer export updates the same records rather than duplicating them, which is what the final-week re-run needs. Imported memberships don't bill until you start them, so nobody gets charged twice during the overlap. Several of those file layouts were built from ServiceTitan's screens and help docs and are still being checked against real exports, so keep your own archive regardless. There's no connection to ServiceTitan's API; the files come from you.

The broader point holds whatever you switch to: the date you can't recover is R. Find it this week.