How to export your data from Service Fusion (step by step)

Service Fusion has no "download everything" button, but most of what you need comes out as Excel through its reports. Plan on six exports from five screens, plus time to check each file. Do it while you still have full access and well before your renewal date, because Service Fusion's subscription agreement lets it deactivate your account and delete the data after termination.¹

Your data is yours: the same agreement says the customer holds title to its electronic data.¹ This guide shows each export as an illustrated click path, what you get, and what won't come out at all.

What you'll end up with

Six files, and a clear idea of which ones a new system can read. Here's what each becomes if you're moving to TradesWork, which has no dedicated Service Fusion importer and reads Service Fusion files through its general spreadsheet option:

Before you start: permissions and dates

Two checks save a wasted afternoon.

Permissions. Service Fusion controls access per user under My Office, Workforce Management, on the Access tab.² Its permission table lists separate report permissions: Reports, Customers for the Customer List report, and Reports, Sales Revenue for the job and estimate reports. Catalog, invoice and Service Agreement Management access are separate permissions too. Run these exports as an owner or admin with all of them switched on.

Dates. The agreement renews automatically for periods equal to your initial term, and either side ends it with 30 days' written notice before the term ends.¹ Find your term end date now and work backward. Your exports should be done, checked and stored before you send notice.

1. Export your customer list

This is the file that matters most.

Service Fusion's help center lays it out:³

1. Go to Reports, then Reports Dashboard.
2. Scroll to the bottom left and click Customer List, then Custom.
3. Leave the customer creation date range blank so every customer is included.
4. Move columns from left to right. Use the double arrow to move all of them. You must pick at least three.
5. Scroll down, choose Excel as the report type and click Generate Report.

Check the row count against the number of customers you expect. Spot-check a few customers with more than one service address, and any parent accounts you use. If you're moving to a system that keys customers by ID, make sure a customer ID column came through.

2. Export your Product Catalog

Hover over My Office and choose Product Catalog, then click Export at the top right. Service Fusion's help center says this exports the entire Product Catalog to Excel, including every item regardless of your filters and whether it's active or inactive.⁴

Each product carries a Unit Price, Unit Cost and Member Price. The member price is the one applied when a customer has an active service agreement.⁴ Keep that column in your archive even if your next system handles member pricing differently.

3. Capture your Service Catalog

The Service Catalog lives under My Office, Service Catalog. Service Fusion's help center says it has the same layout as the Product Catalog, minus a few product columns, but it only documents the Export button for products.⁴ We won't draw a click path that isn't documented. Look for an Export button on your screen. If it isn't there, you have two routes:

• Ask support in writing for an Excel export of the Service Catalog, including service rates and flat rate descriptions.
• Rebuild from your sales history. ServiceTitan's help center, written for shops leaving Service Fusion, suggests the Sales by Product/Service custom report for invoice items.⁵ That gives you the services you've actually sold and their prices, which is a reasonable start.

Each service in Service Fusion can be built from several service rates plus materials.⁴ A spreadsheet flattens that. Expect to tidy multi-rate services by hand.

4. Export jobs and estimates

Job and estimate history comes from Reports, Reports Center. Click Create New Report, choose the Sales Revenue report or the Estimates report, pick a date range, then move every column across with the double arrow and click Generate Report.⁶ On the finished report, the option directly to the right of Customize exports it to Excel; the help center doesn't name that button.⁶ Save the report so you can re-run it.

The older Reports Dashboard also has Sales Revenue reports (All Sales Ungrouped, Sales by Customer, and others). Service Fusion's report guide notes that some columns, including the service location address, completed date and job source, only appear when the report is run as Excel, not HTML.⁷ Always choose Excel.

For years of history, run one year at a time. That's ServiceTitan's advice for Service Fusion reports that error out on long ranges.⁵

5. Export invoices and open balances

Go to Reports, Reports Dashboard, find the Accounting section and open the custom version of the Invoice report. Set a range of invoice dates (Service Fusion's help center says several years is fine), choose the payment conditions, include all columns, select Excel and generate.⁸

Run it twice: once for all invoices as your archive, and once for unpaid only so you have your open balances. Re-run the unpaid list on your cutover day, since it changes daily.

If you want PDF copies of the invoices themselves, Accounting, Invoice Dashboard lets you select invoices and press PDF to download them in a batch.⁹

6. Export service agreements

Go to Customers, Service Agreement Management. Each widget on that dashboard opens a table with Print and Excel exporting, though the help center doesn't name the exact button.¹⁰ Users need the Service Agreement Management permission to see it.

Export every agreement type with its customer, price, start and expiration dates and payment frequency. You'll need this list to rebuild memberships in any new system and to decide when each customer's billing should move.

What you can't export yourself

The formal export under the agreement

Service Fusion's subscription agreement describes one more route. If you ask for help exporting your data, Service Fusion provides a Customer Content export file through its secure delivery method where feasible, and invoices you for it as a professional service.¹ Three details matter:

• It won't start until the fee is paid.
• The file is provided as-is, and Service Fusion isn't responsible for errors or omissions in it.
• After termination it may deactivate your account and delete the data, and it keeps data only for a period consistent with its standard business processes, with no fixed number of days.¹

So ask early, in writing, what the file contains, its format, when you'd get it and the fee. Don't count on it as your only copy.

What TradesWork does with these files

TradesWork has no dedicated Service Fusion importer. Your files come in through the general Another system or a spreadsheet option: a customer list and a price list from any CSV or Excel file, with you confirming what each file is and matching each TradesWork field to a column. Each customer's address becomes their first service location. You get a preview before anything saves, and rows that fail go to a downloadable CSV to fix and re-drop.

app.tradeswork.app · Column mapping for a spreadsheet from another system: This file is a Customers spreadsheet, with each column matched to a TradesWork field

Jobs, estimates, invoices and service agreements don't import. Keep those exports as your permanent archive and rebuild memberships by hand. The Service Fusion to TradesWork migration guide covers the full plan, and the TradesWork vs Service Fusion comparison covers whether to switch at all.