Where Things Stand
Live status of the ServiceTitan rollout, updated as I go. Go-live: August 13, 2026 · final data reload: August 10. Last major update: July 9, 2026.
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DAYS TO GO-LIVE
Target: Aug 13, 2026
6%
SERVICETITAN READINESS
per ServiceTitan tracker
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DAYS TO DATA RELOAD
final clean load: Aug 10
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OPEN ITEMS
tracked & owned
📋 Team — we need your input. A short questionnaire collects the last business details we need to finish the ServiceTitan setup: business units, accounting, payroll, memberships, purchasing and more. Please fill in your section and click Send to Amanda.
Open the questionnaire →
✓ Done so far
Current findings
Rollout Overview
Where the ServiceTitan implementation stands and the path to our August 13 go-live.
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DAYS TO GO-LIVE
Target: Aug 13, 2026
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DAYS TO DATA RELOAD
final clean load: Aug 10
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MIGRATION ITEMS OPEN
on the cutover punch list
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OPEN ST ITEMS
tracked & owned
Two priorities are driving this rollout, owned end-to-end by Amanda:
1) Every team member onboarded and trained for their area. 2) All configuration and data entry completed and verified before launch.
Launch readiness
This week click to update
Scope being led to go-live
System configuration
Business units, job types, PO approval routing, job costing, roles & permissions — built and tested.
Data & financials
Service Fusion → ServiceTitan migration, Chart of Accounts, QuickBooks & Fintech connections.
Price book
Build the pricebook in ServiceTitan (native Pricebook Pro).
Training
Underway now — 52 trainees in four tracks: self-paced ServiceTitan Academy courses + live demo sessions, tracked in the dedicated training tracker.
SOPs & KPIs
Standard operating procedures + reporting layer, incl. Construction job-cost KPIs.
Through go-live
Weekly status, issue triage, and cutover management to August 13.
Risks & how they're handled
| Watch item | How it's handled |
|---|---|
| Chart of Accounts | Youcef's chart is the source of truth — ServiceTitan maps to the existing accounts, not a rebuild. The account list is out to Rebekka to confirm on a separate sheet, then loaded and tested well before launch. |
| Operational config (BUs, PO approval, job costing) | Each workstream has an owner and a session being scheduled. Reviewing what's built and finishing the rest — where the Construction profitability gains come from. |
| Labour hours → job cost | Payroll moves to ADP, kept separate at launch. ServiceTitan still captures technician time against jobs for costing; ADP linkage can follow after go-live. |
| Training | Underway now — 52 trainees across four tracks with live demo sessions; the plan is refined with our ServiceTitan consultant as sessions are booked, and progress is tracked in the dedicated training tracker. |
| AR migration (QuickBooks ↔ Service Fusion) | Caught by the rehearsal load — not go-live week. QuickBooks (~$3.2M) is the source of truth; the load approach is being decided from the real AR aging before anything is erased or reloaded. The full clean reload happens Aug 10 regardless. |
| Final data pull | Only external dependency (Service Fusion). The large Sales-by-Customer export was slow last time (needed their dev team) and must land Monday Aug 10 — being requested well in advance so vendor timing can't affect Aug 13. |
| Cutover edge cases | Two workstreams handled deliberately, separate from AR: construction jobs still open on Aug 10 (progress billing, holdbacks) get a per-job plan; memberships (roster, deferred revenue, recurring billing, owed visits) migrate as their own workstream. |
My Responsibilities & Open Items
What I'm personally accountable for on this rollout, and the live status of everything still outstanding in ServiceTitan. Data-migration / cutover items live on the Data Migration tab.
What I own end-to-end click to check off
Open items at a glance
Items advance Not started → Received → Uploaded in ServiceTitan as I work them; anything blocked shows red. Click a status to update.
Source of truth for full task detail: the ServiceTitan project Smartsheet + weekly status / working-session calls.
Outstanding in ServiceTitan
Data Migration — Countdown to Aug 10
The system gets wiped and re-loaded fresh on Monday Aug 10; we go live Thursday Aug 13. Everything loaded so far is a rehearsal — its whole job is to surface issues now, while there's time to fix them. That's working: the rehearsal caught the AR question below in July, not in go-live week.
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DAYS TO DATA RELOAD
final clean load: Aug 10
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DAYS TO GO-LIVE
Aug 13, 2026
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PUNCH-LIST ITEMS OPEN
each owned & dated
The AR decision — in progress
QuickBooks is the confirmed source of truth for accounts receivable (~$3.2M). QuickBooks and Service Fusion number invoices differently, so we're not hand-linking the two systems. Two clean load approaches are on the table — bring the QuickBooks balances into ServiceTitan as standalone records, or finish collecting the old balances in QuickBooks while all new work starts fresh in ServiceTitan. The call gets made from the real AR aging data once QuickBooks + Service Fusion access is in hand — nothing gets erased or reloaded until it's decided.
Handled separately, on purpose
Memberships aren't AR and never show on an AR report — the member roster, deferred revenue, recurring billing and owed maintenance visits migrate as their own workstream. Construction jobs still open on Aug 10 (progress billing, holdbacks) get a deliberate per-job plan rather than a frozen balance.
Cutover punch list
Click a status to advance it (Not started → In progress → Done).
Pricebook Build
Building the flat-rate pricebook natively in ServiceTitan (Pricebook Pro) — ready for our August 13 go-live.
How it works: the flat-rate menu covers residential service, repair, replace, maintenance and duct cleaning. Commercial and construction stay estimate-based. Prices are built from our burdened labour rate plus material / equipment markups, so they reflect true margins.
In the flat-rate book
- Residential HVAC service & repair
- Install / replace — furnaces, AC, heat pumps, water heaters (Good / Better / Best)
- Maintenance / Core Comfort tune-ups
- Duct cleaning
- Residential plumbing service calls
Stays estimate / custom
- Commercial HVAC projects
- Construction & sheet-metal
- Custom homes & new builds
- Large-loss restoration
Build phases — now to go-live
Click a status to advance it (Not started → In progress → Done).
What unblocks it: three decisions drive pricing — (1) our burdened labour rate and (2) material / equipment markups from Rebekka, and (3) which suppliers to connect. These are on the team questionnaire; pricing can't be finalized until they're in.
Organizational Chart — Current State (Ottawa)
Scott Cummings — President · Lisa Boyd — General Manager · reconciled to the June 23 staff list. Toronto / GTA onboards separately in the fall.