Where the implementation stands
Live status, what has been completed since the last update on 6 October, and what happens next.
Go live
12 November 2026
23 days from today. Date unchanged and on track
Current phase
Sign offs and training
Six of seven workstream demos held. Accounting sign offs now with the new Head of Finance
Training guides
Wed 21 Oct
Jake sends the written guides for every workflow except payroll
Next milestone
Thu 22 Oct
Payroll demo with Sunny, and the training logistics call to set the training week
The road to go live
Discovery
Jul to 16 Aug
Complete
Pricebook
Aug to early Oct
Loaded
Demos
13 to 15 Oct, payroll 22 Oct
6 of 7 held
Sign offs and training
Now to early Nov
Under way
Final data pull
Mon 9 Nov
Requested
Go live
Thu 12 Nov
Confirmed
The work behind the numbers
6 of 7
Workstream demos held 13 to 15 October. Payroll moved to 22 October so Sunny can join
8
Residential install kits built from our own quotes and supplier codes, checked by Jamie and accepted by ServiceTitan
450,000+
QuoteSoft materials loaded into a construction estimate in under a minute
$4.41M
Receivables migrated at 24 August, a 100% tie to QuickBooks. Sign off is the last step
33
Accounting and payroll decisions packaged into four short sign off sheets for Sunny
Completed since the last update
Demos
- Accounting and Memberships on 13 October, Demand Service and Service Agreements on 14 October, Residential Installs and Commercial Construction on 15 October
- Fixes from the demos are in: tax on purchase orders now shows correctly at 8% or 13%, every business unit can take card payments, and change orders show on the continuation sheet
- Terms and conditions added to the retail install and construction quote templates on 19 October, using Jeff Armstrong's wording
- The team has started the ServiceTitan Academy courses ahead of hands on training
Installs and pricing
- Install kits built from every install quote in Service Fusion since January 2025, matched to the parts we buy most from Boone and Master Group. Jamie confirmed them and ServiceTitan accepted them on 8 October
- Jeff Armstrong's package summaries and dual fuel, ERV and HRV pricing delivered on 7 October. Membership pricing to show on every install quote
- Derrick set the time and material rates on 13 October: $110 an hour, $75 truck charge and 40% markup on materials
- Warehouse ordering template has what it needs from Boone, with Daikin copper being added
- Mastron confirmed fully built. Marden goes in as a single sheet metal line, since that is how they bill
People and setup
- Every technician checked against the agreed business units and roles. Construction crew moved to Installer, departed staff removed
- Default labour type set for every technician from Scott Clements' chart on 14 October
- New Internal Property Holdings business unit added for the rental properties
- Shared service manager login created, so managers can close jobs from the office
- Dispatch board teams set up so the office can filter by crew
- Robert Koop and Riley Brazeau added with their rates. Sunny Singh set up as an Admin on 19 October
- Staff positions corrected so each person gets the right Academy courses
Accounting and data
- Four sign off sheets for Sunny covering the ledger map, classes and tax, receivables and the go live data, and payroll codes
- QuickBooks connection mapping and test exports under way with Jake and Alex
- Service Fusion asked to pull the full sales history, all attachments and the file showing which job each attachment belongs to, as of Monday 9 November
- Backup ready if Service Fusion is late: the sales history pulled a week at a time and merged. ServiceTitan confirmed that layout works for their import
- Historical job photos are part of that request, so they come across at go live
Demos are done, bar payroll. All six were run in the live system on the real pricebook. What came up in them has already been fixed or is in the list below. Payroll is this Thursday so our new Head of Finance can see it first hand.
Sunny Singh started as Head of Finance on 19 October. He is taking over the controller role, so the accounting and payroll decisions now go to him rather than sitting with Alex. They are packaged into four short sheets so he can work through them quickly. Jake is giving him a ServiceTitan accounting overview on Wednesday.
Pricebook Pro cancellation. ServiceTitan raised a termination fee on the add on we cancelled before using. We have told them in writing that we are not paying one and asked for written confirmation that nothing will be billed. Their management is reviewing it.
QuickBooks Desktop needs an upgrade. The office copy is the 2023 version and has to be upgraded to get bank feeds back. Jake says the effect on ServiceTitan is light, a new connector once it is done, but the timing should be set with him so it does not land in go live week.
Demo schedule
| Date | Demo | Status |
|---|---|---|
| Tue 13 Oct | Accounting | Held |
| Tue 13 Oct | Memberships | Held |
| Wed 14 Oct | Demand Service | Held |
| Wed 14 Oct | Service Agreements | Held |
| Thu 15 Oct | Residential Installs | Held |
| Thu 15 Oct | Commercial Construction | Held |
| Thu 22 Oct | Payroll, moved from 16 October so Sunny can attend | Booked |
Where each part of the project sits
Counts are from ServiceTitan's shared project log as Jake last updated it on 13 October. Several of his open items have since been closed by email. The right hand column is where each area actually stands today.
| Area | Done | Open | Waiting | Where it stands today |
|---|---|---|---|---|
| Pricebook | 6 | 1 | 0 | Suppliers in, Mastron confirmed, Marden as one line. Last piece is the HVAC equipment import, with ServiceTitan |
| Demand Service | 15 | 4 | 1 | Demo held. Teams, shared manager login and card payments done. Business unit emails answered today: a shared mailbox is fine |
| Payroll | 13 | 2 | 0 | Labour type set for every technician. Three new labour codes need setting up in QuickBooks. Demo Thursday |
| Accounting | 8 | 0 | 1 | Demo held, tax fix in. Ledger and class decisions with Sunny. Connection testing with Jake and Alex this week |
| Commercial Construction | 6 | 2 | 0 | Demo held. QuoteSoft materials load straight into estimates, terms on quotes, change orders working |
| Residential Installs | 6 | 4 | 0 | Demo held. Install kits, package summaries and pricing all delivered, so three of Jake's four open items are done. Quote approval wording is with Scott Clements |
| Memberships | 7 | 2 | 2 | Demo held. Plans and import built. Discounts still to decide |
| Service Agreements | 5 | 2 | 1 | Demo held. Time and material rates set by Derrick. Two and three visit template wording still to come |
| Data | 3 | 2 | 0 | Go live export requested from Service Fusion for 9 November, backup tested. Commercial customer duplicates still to decide |
The last pieces of the puzzle
Everything else is in place. These are the items between here and go live, each with an owner.
| Item | What's needed | With |
|---|---|---|
| Accounting sign offs | Answers on the four sheets: ledger map, classes and tax, receivables and go live data, payroll codes. Includes who signs off the receivables tie and who approves the QuickBooks connection on the live file | Sunny |
| QuickBooks set up | Create the three new labour items, rename 400-010 to Plumbing Service Labour, and write off the three Winmar Lanark balances before the final reload | Alex and Sunny |
| QuickBooks upgrade | Upgrade from the 2023 version and set the timing with Jake so the new connector is in before go live week | Alex and Sunny |
| Quote approval wording | Drop "a copy of which is attached" from the quote wording, and decide whether service quotes get their own terms or lose the reference | Scott Clements |
| Membership discounts | Decide whether a membership discount applies only to the covered equipment or across other work too | Lisa and Scott |
| Commercial customers | Decide whether the restoration and property accounts become one customer per company with a location per site, or stay as one customer per claim | Lisa, Scott and Alex |
| Training week | Set the hands on training dates on Thursday's logistics call with ServiceTitan's trainer | Lisa, Scott and Amanda |
| Service Fusion export | Written confirmation that the export team will deliver everything on the morning of 9 November. Asked again today | Service Fusion |
| Pricebook Pro | Written confirmation that the add on is cancelled with no fee | ServiceTitan |
| Vendor invoices | Suppliers copying invoices to the ServiceTitan AP address so bills create themselves in both systems | Climate Works |
One window to plan for. The final data pull is Monday 9 November and go live is Thursday 12 November, so anything booked in those few days gets entered in both systems. It is a known, short double entry period and the team will be told exactly how to handle it.
The plan, week by week
| Date | What happens | Status |
|---|---|---|
| Tue 20 Oct | QuickBooks connection mapping and test exports, Jake and Alex | Booked |
| Wed 21 Oct | Jake sends the written training guides. ServiceTitan accounting overview for Sunny and Alex at 2pm | Booked |
| Thu 22 Oct | Training logistics call at 11am. Payroll demo with Sunny | Booked |
| W/c 26 Oct | Sunny's sign offs back. QuickBooks items set up and mapping finished | Planned |
| Late Oct to early Nov | Hands on training on the configured system, dates set on 22 October | Planned |
| Mon 9 Nov | Final data pull: Service Fusion sales and attachments, and the QuickBooks customer list, transaction list and receivables aging, all as of that day | Requested |
| Thu 12 Nov | Go live | Confirmed |