Where the implementation stands
Live status, what has been completed, and the plan week by week through to go live.
Go live
12 October 2026
53 days from today
Current phase
Build
Configuration and decisions
First demo
24 August
Commercial Construction
Next milestone
24 August
Construction and Accounting demos
The road to go live
Discovery
Jul – 16 Aug
Complete
Build
17 – 31 Aug
In progress
Demos
24 Aug – 14 Sep
Scheduled
Parallel testing
21 Sep – 5 Oct
Planned
Training
28 Sep
Planned
Go live
12 Oct
Target
The work behind the numbers
59
User accounts configured — 40 field, 19 office
21
Business units defined and mapped to accounting
5
Overtime rule sets built, union and non union
23
Field vehicles named and assigned
114
Payroll records reconciled across 15 departments
48
Working documents produced to date
310
Decisions and open questions researched, answered and closed
Completed to date
People and field setup
- All 59 staff records built with roles, business units, positions and payroll settings
- Technician skills framework defined and mapped — refrigeration, controls, gas fitting, welding, security clearance
- Fleet rebuilt from Kelly’s list: 23 field vehicles named, assigned and validated
- Mobile app access and first drive settings applied across the technician file
- Business unit assignments confirmed with Scott and Lisa, including the construction crossover
- Toronto branch scoped out of the October go live and documented
Payroll
- Full year to date ADP history reconciled — 114 people, 15 department codes, every earnings and deduction code traced
- Five overtime rule sets written from the collective agreements and the company’s own practice
- Union deductions mapped, including the Local 787 funds that run through a generic code
- Overtime confirmed as already handled in ADP, closing an assumed blocker
- Banked hours system designed, since neither system holds a running balance
- Statutory holiday premium route designed for all five rule sets
- Activity and labour code list produced and delivered to ServiceTitan
Accounting
- Chart of accounts audited against the year end trial balance
- General ledger structure built for ServiceTitan within the account name limits
- Accounting classes mapped to all 21 business units
- Pricebook GL mapping confirmed as editable in bulk after the fact, which removed a sequencing constraint on the pricebook build
- QuickBooks export route and web connector test plan defined
- Tax zone and accounting type work under way
Data and migration
- Migration sequence agreed with the ServiceTitan data team — Service Fusion base, then QuickBooks customers, jobs and invoices, then open balances
- Duplicate merge approach settled while the bulk tool is still available
- Carpentry labour confirmed as staying in the existing system
- Equipment types mapped from Service Fusion
Governance
- 310 decisions and open questions researched, answered and closed, each with its source, its owner and its date recorded
- Question packs issued to and returned from Lisa, Scott and Kelly, each consolidated so most answers come from a report rather than from memory
- Pricebook Pro build plan prepared ahead of the vendor session
- Weekly RAID review running with ServiceTitan
Access and training
- Permissions roles mapped to every staff record
- Invitation plan built in two waves — management and office ahead of the demos, field crews ahead of parallel testing
- Completion tracker prepared so training progress is visible per person
- Second ServiceTitan accounts arranged for the two managers who also work in the field
Demo schedule
Each workstream is demonstrated on a live, configured system before testing begins. Attendees are asked to be logged in beforehand so the session is spent on the workflow rather than the software.
| Date | Workstream | Who should attend | Status |
|---|---|---|---|
| Mon 24 Aug | Commercial Construction | Tony McCarville, Connor Cummings, Caroline Skinner, Ahnaf Rahman, accounting, field supervision | Confirming date |
| Mon 24 Aug | Accounting | Everyone who approves customer invoices, receives vendor invoices from purchase orders, and the bookkeeping side that posts and exports to QuickBooks | Confirmed |
| Mon 7 Sep | Residential Install | Jamie Ladouceur, Jeff Armstrong, install coordination | Scheduled |
| Tue 8 Sep | Demand Service | Tayler Cockrem, Amanda Jung, Derrick Wojcik, Jamie Ladouceur, Scott Clements, Kelly van Herpen, a field technician | Scheduled |
| Wed 9 Sep | Payroll | Payroll administrator, plus every manager who approves weekly timesheets | Scheduled |
| Thu 10 Sep | Memberships | Call centre, dispatch, invoicing and accounting; field managers optional | Scheduled |
| Mon 14 Sep | Service Agreements | Estimating, call centre, dispatch, invoicing and accounting | Scheduled |
Where each part of the project sits
Counts are taken from the shared project log. Active means work in hand this week. Scheduled means dated and on track for a later week. Waiting means it cannot start until another workstream finishes. Delivered means done and with the relevant people for review.
| Area | Active | Scheduled | Waiting | Delivered | Current focus |
|---|---|---|---|---|---|
| Amanda Foran Project lead | 4 | 8 | 6 | 3 | Tax zone and ledger accounts ahead of Monday’s accounting demo, the pricebook catalogue build, and vendor purchase history. Skills, truck assignment and the business unit review were delivered this week |
| ServiceTitan Jake Hansen, implementation | 7 | 6 | — | — | Overtime rules and profiles, activity and labour codes, We Care and legacy membership plans, and the duplicate merge file |
| Construction workflow Leads to be confirmed | 6 | — | — | — | Six process decisions dated 28 August — estimate handover and sign off, progressive billing, purchase orders and vendor invoices, and job booking |
| Connor Cummings | 2 | — | — | — | The full construction material list, and confirmation of the construction demo date — 21 August |
| Derrick Wojcik | 2 | — | — | — | Service agreement terms and conditions, and the current agreement holders with values, visits and addresses — 21 August |
| Lisa Boyd | 2 | — | — | — | Final ServiceTitan permissions so account invitations can go out, and confirming a lead for each workstream on the project roster — 21 August |
Delivered this week
| Item | What was delivered | Status |
|---|---|---|
| Fleet and truck assignment | Full field vehicle list rebuilt from Kelly’s corrections — 23 vehicles, every one named and assigned, office vehicles removed, ready to load | Delivered |
| Technician skills | Skills framework reviewed and completed — refrigeration, controls, gas fitting, welding and security clearance, mapped to each technician | Delivered |
| Business units and managed status | Business unit and managed technician status reviewed and assigned across all 59 staff records, including the construction and commercial service crossover | Delivered |
| Payroll history | Full year to date ADP reconciliation completed — 114 people across 15 departments, every earnings and deduction code traced | Delivered |
| Account access plan | Two wave invitation and training plan built, with a completion tracker per person, ready to issue on permissions | Delivered |
Invitations go out this week. Everyone attending a demo is asked to log in when the invitation arrives and complete a short training module beforehand, so each session is spent on how Climate Works works rather than on the software.
The plan, week by week
| Week | What happens | Phase |
|---|---|---|
| 17 Aug This week | Overtime rules and limits, activity and labour codes, tax zone ledger accounts, skills review, truck assignment, membership plans built, construction material list, service agreement terms, first account invitations | Build |
| 24 Aug | Commercial Construction and Accounting demos. Pay first drive decision, activities, business unit review, team management, mobile forms, catalogue items, merge review | Build and demo |
| 31 Aug | Overtime profiles assigned to technicians, pricebook GL accounts, field invoicing and templates, membership and agreement import files built and tested, construction revisions | Build |
| 7 Sep | Demos. Residential Install, Demand Service, Payroll and Memberships | Demo |
| 14 Sep | Service Agreements demo. Second pass demos and revisions across every workstream. Default vendors and costs begin | Demo |
| 21 Sep | Parallel testing begins across all workstreams — real jobs run in both systems side by side | Testing |
| 28 Sep | Hands on training for every user on the configured system, alongside continued parallel testing. All ledger accounts confirmed | Training |
| 5 Oct | Final parallel testing. QuickBooks export testing on a clone — invoices, adjustments, payments and bills | Testing |
| 12 Oct | Go live | Launch |
Next update: Thursday 27 August, after the Commercial Construction demo.