Where the implementation stands
Live status, what has been completed since the last update on 29 August, and what happens next.
Go live
15 October 2026
27 days from today. Launch date to be confirmed with Jake on Monday
Current phase
Build
Pricebook loading into ServiceTitan
Pricebook delivered
11 September
6,071 items in ServiceTitan's import template, as promised
Next milestone
Mon 21 Sep
Amanda meets Jake to set the launch date and start scheduling demos
The road to go live
Discovery
Jul to 16 Aug
Complete
Build
17 Aug to late Sep
In progress · pricebook
Demos
Held until the pricebook is in
To be rebooked
Parallel testing
Follows the demos
Planned
Training
Alongside testing
Planned
Go live
15 Oct
Target
The work behind the numbers
6,071
Pricebook items delivered for import. 5,050 materials and 1,021 equipment, every part number once
10
Suppliers' purchase data compiled. Nine by 11 Sep, Richmond BMR (404 items) added 17 Sep
9
Business units agreed by Scott and Lisa on 11 Sep, down from 21
59
User accounts configured. 40 field, 19 office
23
Field vehicles named and assigned
114
Payroll records reconciled across 15 departments
111
Working documents produced to date, 63 of them since 29 August
Completed since the last update
Pricebook
- Purchase history requested from every supplier. Scott re-asked six of them directly on 3 September, which is what got Master Group and DigelAir moving
- First full book sent 3 September: 5,163 items, every row with a vendor, the vendor's part number, a category, a cost and a cost account
- 215 duplicate part numbers removed. The ClimateCare member price list taken out at ServiceTitan's direction, since memberships are built separately
- Final materials pricebook sent 11 September in ServiceTitan's own template: 6,071 items, one item per part with every supplier who sells it listed as a vendor, cost set to what we actually pay, 40 new categories
- Richmond BMR added 17 September: 404 items ready to import, including a new Building Materials category branch
- Electrical materials mapped to 402-100 HVAC Material, which is where two years of City Electric bills already post in QuickBooks
- Flat rate service work started: labour rate build, flat rate model and a first service item file, with Jeff Garton's rates filled in on 4 September
People and field setup
- Staff list, skills, business units and teams completed by Scott on 10 September, with departed staff marked for removal. Sent to Jake the same day
- Business units settled 11 September on Scott's list of nine: Residential Construction, Commercial Construction, Commercial HVAC, Retail HVAC Service, Retail Plumbing Service, Restoration, Commercial Duct Cleaning, Retail HVAC Installations and Memberships
- Residential Construction set up as one unit with custom homes and renovations as job types under it
- Max Lauckner confirmed no longer with Climate Works (10 September)
- Call routing sorted with ServiceTitan on 14 September. At go live the main line 613-838-9989 forwards to the ServiceTitan tracking number. Nothing further needed until then
Accounting and data
- QuickBooks customers and locations with open balances fully imported into ServiceTitan (11 September). Invoice mapping for opening AR is under way
- The three Winmar Lanark balances confirmed as bad debt. They will be written off in QuickBooks before the final reload and left out of the ServiceTitan import
- Alex Cook-Remillard given access to ServiceTitan's GL mapping workbooks on 8 September
- Jeff Garton's commission rules sent to ServiceTitan. Jake confirmed both rules can be automated per job
Sessions held
- Payroll discovery with Lisa, Kelly and Katie, 1 September
- Estimating and sales discovery, 2 September
- Residential estimates and orders template planning with Jeff Armstrong and Jamie, 16 September
- Pricebook Pro dropped on 1 September. ServiceTitan's product team followed up with Scott on 15 September and the decision stands
Access and training
- ServiceTitan invitations sent to staff
- Self training modules assigned so people learn the basics before the demos
- Permissions set for every staff record
Why the demos moved. ServiceTitan cancelled the Demand Service (9 Sep), Residential Install (11 Sep) and Accounting (14 Sep) demos so they run on the real pricebook rather than an empty system. That is the lesson from the previous consultant, where there was nothing real to look at. Service Agreements was postponed on Scott's call so Derrick's new service manager can attend. All of them get rebooked as soon as the pricebook is imported.
Go live date. On 2 September Jake flagged that the last five weeks of the plan would shift by however long the pricebook took. It was delivered on 11 September. Amanda is meeting Jake on Monday 21 September to go over the launch date and start scheduling the demos.
Demo schedule
Each workstream is demonstrated on a live, configured system before testing begins. The demos below were held back until the pricebook is in, and are being rebooked together so every team moves into testing at the same time.
| Date | Workstream | Who should attend | Status |
|---|---|---|---|
| Thu 27 Aug | Accounting (first pass) | Everyone who approves customer invoices, receives vendor invoices, and the bookkeeping side that exports to QuickBooks | Held |
| Tue 1 Sep | Payroll (discovery) | Lisa Boyd, Kelly van Herpen, Katie Young | Held |
| Wed 2 Sep | Estimating and sales discovery | Estimators and sales | Held |
| Mon 21 Sep | Estimate templates review | Amanda, Jake | Scheduled |
| To rebook | Demand Service | Tayler Cockrem, Amanda Jung, Derrick Wojcik, Jeff Garton, Jamie Ladouceur | After pricebook |
| To rebook | Residential Install | Jamie Ladouceur, Jeff Armstrong, install coordination | After pricebook |
| To rebook | Accounting (full demo) | Katie Young, Alex Cook-Remillard, accounting team | After pricebook |
| To rebook | Payroll (full demo) | Payroll administrator and every manager who approves timesheets | After pricebook |
| To rebook | Service Agreements | Derrick Wojcik and his new service manager | Postponed |
| To book | Memberships | Amanda Jung, call centre, dispatch, invoicing | Not yet booked |
| To book | Commercial Construction | Tony McCarville, Connor Cummings, Caroline Skinner, Ahnaf Rahman, accounting, field supervision | Working sessions first |
Where each part of the project sits
Counts are from ServiceTitan's shared project log as Jake last updated it on 10 September. The right hand column is where each area actually stands today.
| Area | Done | Open | Waiting | Where it stands today |
|---|---|---|---|---|
| Pricebook | 0 | 3 | 3 | Materials and equipment delivered 11 Sep, Richmond BMR 17 Sep. Jake to import. Flat rate service items are next, kept to a few dozen per trade for the first pass |
| Demand Service | 9 | 3 | 4 | Teams, skills, business units and permissions done. Demo to book on Monday |
| Payroll | 8 | 6 | 0 | Overtime rules, activities and profiles built in ServiceTitan. Payroll decisions and ADP coding with Alex |
| Accounting | 5 | 2 | 2 | Tax zones and ledger types done. Pricebook GLs mapped. QuickBooks sandbox waiting on admin access |
| Commercial Construction | 5 | 3 | 0 | Estimate handover and billing owners decided. Purchasing and PO flow to be built from the team's current files |
| Residential Install | 3 | 4 | 0 | Template planning held 16 Sep. PO and ordering flow to be built from the team's current files |
| Memberships | 3 | 3 | 3 | Plans built. Amanda Jung answered Jake's start and end date questions for the legacy import on 10 Sep. Discounts go in after the pricebook |
| Service Agreements | 3 | 3 | 2 | Terms and agreement list delivered, start date set to 1 Jan 2026. Template wording and import still with Jake and Derrick |
| Data | 1 | 1 | 2 | Customers and locations imported. Opening AR invoices being mapped. Duplicate merge runs again after the QuickBooks data |
The last pieces of the puzzle
Everything else is in place. These are the remaining items before demos and testing can run end to end.
| Item | What's needed | With |
|---|---|---|
| Launch date and demos | Confirm the go live date and start booking the workstream demos. Meeting Monday 21 September | Amanda and Jake |
| QuickBooks sandbox | Find out who has QuickBooks admin access, so a copy of the company file can be set up as a test environment for ServiceTitan exports | Climate Works |
| Pricebook Pro cancellation | Written confirmation of the cancellation before the 1 October renewal, so no charges are incurred. Requested from ServiceTitan sales | ServiceTitan sales |
| Payroll decisions and coding | Payroll decisions and the ADP coding to match ServiceTitan, since nothing is set up in ADP yet | Alex |
| Construction templates | The construction team's current estimate, workflow and ordering files. Amanda will use AI to convert them into versions that flow with the pricebook and ServiceTitan | Construction team |
| Residential templates | The residential team's current estimate, workflow and ordering files, converted the same way | Residential team |
Why the templates matter. Converting how each team already estimates and orders into ServiceTitan's format means purchasing, purchase orders and vendor bills all run through the pricebook, so AP works cleanly from day one without the teams building every PO or estimate from scratch.
Power Vac bookkeeping
Books caught up. Power Vac's books have been brought from nearly 1,000 unreconciled transactions down to 13 pending. The full list of requests went to the team on 17 September. The last 13 are waiting on answers from Troy about deposits and withdrawals we cannot find evidence for, plus payroll access.
The plan, week by week
| Week | What happens | Phase |
|---|---|---|
| 31 Aug | Pricebook Pro dropped. Payroll discovery and estimating discovery held. Jake flags pricebook timeline risk. First full pricebook sent 3 Sep | Done |
| 7 Sep | Business units, teams and staff list finalized. Demos held back until the pricebook is in. Final pricebook delivered 11 Sep | Done |
| 14 Sep This week | Residential templates planning. Call routing confirmed. Richmond BMR added. Go live date requested | Build |
| 21 Sep | Monday meeting with Jake on the launch date and demo scheduling. Estimate templates review. Pricebook import. Construction and residential templates start once their files are in | Build |
| 28 Sep | Workstream demos on the real pricebook, all teams together. QuickBooks sandbox set up for export testing | Demos |
| 5 Oct | Parallel testing: real jobs run in both systems. QuickBooks export testing on a copy of the company file | Testing |
| 12 Oct | Hands on training, final testing, all ledger accounts confirmed | Training |
| 15 Oct | Go live, subject to Monday's meeting with Jake | Launch |
Note. The weeks from 28 September onward are our proposed plan. They hold only if the pricebook import and demos land next week. ServiceTitan's own project timeline still shows 15 October, and the committed date will be updated here after Monday's meeting.