Where the implementation stands
Live status, what has been completed, and the plan week by week through to go live.
Go live
15 October 2026
47 days from today
Current phase
Build
Configuration and decisions
First demo
27 August
Accounting — held, went well
Next milestone
Mon 31 Aug
Two confirmed ServiceTitan calls (weekly check-in; project phases & workflow review, incl. Pricebook Pro), plus a commercial construction walkthrough Jake has proposed pushing a week — date to be confirmed
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
15 Oct
Target
The work behind the numbers
59
User accounts configured — 40 field, 19 office
21
Business units defined and live in ServiceTitan
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 — HVAC install, service & maintenance, refrigeration, controls, gas fitting, duct cleaning, sheet metal, restoration and plumbing
- Fleet rebuilt from Kelly’s list: 23 field vehicles named and assigned; Jake’s 27 August review found 15 technicians still without a valid truck on file and 3 more sharing a truck with someone else — the follow-up sheet sent to Kelly on 28 August covers 13 of those 18, missing 5 names (see below)
- Team and Business Unit assignment sheet sent to Scott and Lisa (28 August) so each technician’s primary Business Unit and Team can be set in ServiceTitan — still with them, most rows not yet filled in
- Team and business unit assignments cross-checked 28 August against what was actually sent to Scott and Lisa, not just the live ServiceTitan record; of the 5 names that didn’t match Climate Works’ own records, Carter Dinsdale and Max Lauckner are now confirmed (via Jeff Garton, 28 August) as deactivated in ServiceTitan and no longer with Climate Works — resolved as departed. Dawson Gough-Loyer, Domenic Petrocco and Quintan Hunt remain pending confirmation
- 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
- Business unit structure finalized — 21 units, confirmed live in ServiceTitan; GL/accounting-class mapping to those units was covered at the 27 August demo but is not yet finalized — Amanda and Alex Cook‑Remillard are connecting Monday 31 August on all things accounting, GL mapping included
- 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
- Alex Cook‑Remillard looped in on GL decisions, following the 27 August accounting demo
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
- Alex Cook‑Remillard looped in on the open AR client-mapping issue, ongoing with Anahit on the ServiceTitan data side
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
- ServiceTitan completed a full roles and permissions pass on 28 August — CSR to Dispatch reclassifications, Managed Tech corrections, and the dispatch board rebuilt with team groupings (Jeff Garton)
- Access level for Alex, an outside party requiring ServiceTitan access, decided and approved — restrictive initial access, to be expanded only if the role requires it
Open item — mobile access & self‑training rollout. Not yet done. Waiting on Lisa to finish the staff permissions pass; once that’s complete, logins and self‑training go out to the team early next week. On Amanda’s list to tackle with Jake.
Open issue — call routing. ServiceTitan’s Forward‑to‑Number setup, meant to route missed and after‑hours calls, was not completed by the prior consultant. Confirmed 28 August directly with ServiceTitan support; needs to be finished ahead of go live.
Open decision — Pricebook Pro. Lisa flagged a peer-group thread questioning whether Pricebook Pro is worth keeping: ServiceTitan’s annual renewal lands 1 October, and Pricebook Pro adds roughly $19.43 USD per managed tech on top of the $188.88 core rate, with opt-out requiring notice to ServiceTitan before the renewal date. Lisa separately said she’d rather have Marketing Pro than Pricebook Pro and asked whether ClimateWorks can get out of it entirely, citing poor original guidance from the ServiceTitan sales team. Jake’s counter-argument: without full material-item detail in the Pricebook, POs can’t be entered once and flow through — legacy and ServiceTitan double entry would be required. Lisa has also noted that Commercial Construction pricing won’t run out of ServiceTitan at all, which narrows who the Pro tier would actually serve. Both the cost and value angles are live for the 31 August conversation with Jake Hansen.
In progress — Pricebook vendor data build. The full construction material list task has been taken off Connor Cummings; Amanda is now sourcing the data directly. Outreach has gone out to 21 vendors to kick off the price list collection needed for the Pricebook build — a large task, moving as lists come back in. Jeff Garton has also given Amanda internal login access for some vendors, which allowed partial data to be pulled directly; full data is still awaited from others.
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 |
|---|---|---|---|
| Not yet held | Commercial Construction | Tony McCarville, Connor Cummings, Caroline Skinner, Ahnaf Rahman, accounting, field supervision | Rescheduling – Jake has suggested pushing ~1 week |
| Thu 27 Aug | Accounting | Everyone who approves customer invoices, receives vendor invoices from purchase orders, and the bookkeeping side that posts and exports to QuickBooks | Held – went well |
| 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 |
| W/c 31 Aug | Payroll (discovery) | Payroll administrator, managers | Scheduled |
| Wed 9 Sep | Payroll (full demo) | 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 | 7 | 2 | Tax zone and ledger accounts ahead of Monday’s accounting demo, and vendor purchase history. Pricebook data build now under way directly with vendors — outreach sent to 21 vendors, plus internal vendor logins from Jeff Garton giving partial data from some; still awaiting data from others as lists arrive. Skills and truck assignment were delivered this week; the Team & Business Unit sheet and the demo attendee planner are with Scott and Lisa awaiting their input, to be resolved on Monday’s call |
| 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 items drafted 28 August — estimate handover and sign off, progressive billing, purchase orders and vendor invoices, and job booking — none finalized. The Commercial Construction demo hasn’t been held yet, so no decisions have actually been made on these |
| Connor Cummings | — | — | — | — | The full construction material list has been taken off Connor’s plate (29 Aug) — Amanda is now sourcing the pricebook data directly with vendors. Construction demo date still to be confirmed |
| Derrick Wojcik | — | — | — | 2 | Service agreement terms and conditions, and the current agreement holders with values, visits and addresses — delivered 25 August; Derrick confirmed 26 August which listed agreements are no longer active (canceled, on hold for nonpayment, or property sold to a new owner) |
| 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; Jake’s 27 Aug review flagged 18 records still needing Kelly’s input, 13 of which have been sent to her so far (see below) | Delivered |
| Technician skills | Skills framework reviewed and completed — HVAC install, service & maintenance, refrigeration, controls, gas fitting, duct cleaning, sheet metal, restoration and plumbing — mapped to each technician and live in ServiceTitan | 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 |
| Accounting demo | Held 27 August with Amanda, Alex Cook‑Remillard and the accounting team — went well. As next step, one commercial service and one residential vendor invoice sent to ServiceTitan the same day for testing | Delivered |
| Commercial service agreement data | Derrick Wojcik delivered the full agreement list (customers, addresses, visit counts, contract values, start dates) and example agreements/T&Cs to Jake, 25 August — confirmed 26 August which agreements are no longer active (canceled, on hold for nonpayment, or property sold to a new owner) | Delivered |
Sent to the team this week — awaiting their input
These are ready on our side and out with Climate Works, but aren’t complete until the team has filled them in — listed separately so “sent” isn’t confused with “done.”
| Item | What’s needed | Status |
|---|---|---|
| Team & Business Unit assignment | Sheet sent to Scott and Lisa (28 Aug) to pick each technician’s primary Business Unit and Team for ServiceTitan — most rows still blank | Awaiting Scott & Lisa |
| Demo attendee planning | Sheet sent to Scott and Lisa (27 Aug, followed up 28 Aug) to mark Must Show vs Nice to Have per demo/discovery call — not yet complete. Scott asked to sort names out on a call rather than the sheet directly; set for Monday’s 3pm “Review Project Phases” call with Scott, Lisa and Jake | Awaiting Scott & Lisa |
| Truck assignment — final few | Per Jake’s 27 Aug review: 15 technicians with no valid truck on file and 3 more sharing someone else’s truck. The sheet sent to Kelly (28 Aug) covers 11 of the 15 plus 2 of the 3 — still need to add Kent Burwash, David Crowe, Earl Wallace, Cameron Biron and Nathan Marriage before it’s complete | Awaiting Kelly |
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 | Accounting demo held 27 Aug and went well (Commercial Construction still to be scheduled — Jake has suggested pushing it a week so estimators can first attend the broader Estimating Discovery session). Pay first drive decision, activities, business unit review, team management, mobile forms, catalogue items, merge review | Build and demo |
| 31 Aug | Two confirmed ServiceTitan calls Monday — weekly check-in; and a 3–4pm EST working session with Scott Clements, Lisa Boyd and Jake (“Review Project Phases and Outstanding Workflow Items”) to sort out Must Show vs Nice to Have names for the Estimating Discovery Demo and work through other open items, including the Pricebook Pro renewal decision. A Payroll discovery call is also scheduled for this week. The commercial construction sales-to-invoicing walkthrough, originally booked for Monday, is being pushed to 7 Sept so estimators can attend the Estimating Discovery Demo first — Jake proposed the postponement on 28 Aug and Scott confirmed the same day. 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 |
| 15 Oct | Go live | Launch |
Note: the Accounting demo is now confirmed complete and went well (27 Aug); Commercial Construction has not yet been held and is being rescheduled. The Pricebook Pro renewal decision is open, to be discussed with Jake Hansen Monday. The project-status table above is otherwise still as of 20 August and hasn’t been fully re-confirmed since.