Where the implementation stands
Live status, what has been completed since the last update on 18 September, and what happens next.
Go live
12 November 2026
37 days from today. Locked in with ServiceTitan on 2 October and it cannot move again
Current phase
Build and load
Pricebook in the system, final templates and pricing being gathered
Demos restart
Thursday 8 Oct
Accounting and Memberships, then the rest from the week of 13 October
Next deadline
Friday 9 Oct
Install kits, warehouse order history and estimate details due to ServiceTitan
The road to go live
Discovery
Jul to 16 Aug
Complete
Pricebook
Aug to early Oct
Loaded
Demos
8 Oct, then w/c 13 Oct
Starting Thursday
Training
13 to 16 Oct and w/c 26 Oct
Booked
Data and testing
Service Fusion pull 6 Nov
Planned
Go live
12 Nov
Confirmed
The work behind the numbers
10
Suppliers whose purchase history is in the pricebook. Crane and O'Dell imported 1 Oct, EMCO sent 2 Oct
25
Core flat rate services priced and signed off by Scott Clements on 2 October
2,253
Service Fusion jobs behind the flat rate pricing, 3,001 service lines over a full year
9
Business units live, all set to Canadian dollars with one warehouse after the 28 Sep tenant pass
102
ServiceTitan ledger accounts mapped against the live QuickBooks chart, 78 match exactly
619
Duplicate customer groups reviewed, 209 exact duplicates already marked to merge
38
Active technicians in ServiceTitan with roles, skills and business units set
Completed since the last update
Pricebook
- Crane and O'Dell imported into ServiceTitan by ServiceTitan on 1 October
- Richmond BMR, O'Dell, Crane and EMCO files built and handed over, each one costed, categorised and mapped to a ledger account
- EMCO came through after Scott's push with Blair Greenwood, 324 codes and 28,429 of spend, sent for import on 2 October
- ServiceTitan is cleaning up the older Wolseley file and importing the HVAC equipment Scott supplied, cross referenced against Jeff Armstrong's model numbers
Flat rate pricing
- A full year of Service Fusion history pulled and ranked, 3,001 service lines across 2,253 jobs, so pricing is built on what we actually sell and what customers actually paid
- Cost built from wage plus burden for the hours each job takes, grossed up for non job time, plus parts at what we pay
- Scott Clements reviewed every line and returned his prices on 2 October. He kept today's price on diagnostics and maintenance and set the rest
- 25 core services loaded into the import template and sent to ServiceTitan the same afternoon
Accounting and data
- QuickBooks pulled live on 28 September: 464 accounts, 186 items and the class list, matched line by line against ServiceTitan
- 78 of the 102 ServiceTitan accounts match a QuickBooks account exactly. The 14 with no counterpart and the two class questions are with Alex and Lisa
- QuickBooks sandbox connection session held with ServiceTitan on 30 September
- Duplicate customer file reviewed: 2,859 rows in 619 groups. The 209 exact duplicates are marked to merge and the false matches are marked to keep
- Agreed with ServiceTitan that AR exceptions come in as new customers and get merged on the QuickBooks side
Tenant and people
- Full configuration pass on 28 September: every business unit switched to Canadian dollars, default warehouse set, addresses corrected and the old quote file removed from the construction agreement
- Four more technicians invited and contact details corrected from Lisa and Scott's replies
- Technician roles list confirmed by Lisa and Scott on 6 October, so payroll codes can now be mapped to it
- Call routing path confirmed with ServiceTitan. The team is on board with switching the main line ahead of go live and a test call will be booked with their telecom specialist
The go live date is now 12 November. It was locked in with ServiceTitan on 2 October and they have said it cannot be extended again. The pricebook was what held the old date, and that is now done. Lisa's note on the same thread is the right one: this date must not move again, so everything below is about protecting it.
Demos restart this Thursday. Accounting and Memberships go first on 8 October, then the rest from the week of 13 October once everyone is back from Thanksgiving. Scott Clements has approved the attendee lists for residential installs and construction, and Katie Young has confirmed Thursday. Every session runs on the real pricebook rather than an empty system.
Two things sit on the critical path this week. ServiceTitan needs the residential install kits and the warehouse order history from Jamie, and the estimate summaries plus ERV, HRV and dual fuel pricing from Jeff Armstrong, both by Friday 9 October. Without them the teams can still work, but every purchase order and estimate gets built from scratch instead of from a template.
What happens between now and go live
| Date | What happens | Status |
|---|---|---|
| Thu 8 Oct | Accounting and Memberships demos. Katie Young and Alex Cook-Remillard on accounting, Jeff Garton and Amanda Jung on memberships | Booked |
| Fri 9 Oct | Install kits and warehouse order history from Jamie. Estimate summaries and ERV, HRV and dual fuel pricing from Jeff Armstrong | Due |
| 13 to 16 Oct | ServiceTitan Academy training window for the whole team, after Thanksgiving | Booked |
| W/c 13 Oct | Remaining demos: Demand Service, Residential Installs, Commercial Construction, Payroll and Service Agreements | Scheduled |
| W/c 26 Oct | Hands on training week on the configured system | Planned |
| Fri 6 Nov | Final Service Fusion data pull. Jobs booked between this date and go live get entered in both systems | Planned |
| Thu 12 Nov | Go live | Confirmed |
Where each part of the project sits
Counts are from ServiceTitan's shared project log as Jake last updated it on 5 October. The right hand column is where each area actually stands today.
| Area | Done | Open | Waiting | Where it stands today |
|---|---|---|---|---|
| Pricebook | 6 | 1 | 0 | Ten suppliers in. Last piece is the HVAC equipment import and the clean up of the older Wolseley file, both with ServiceTitan |
| Demand Service | 15 | 3 | 1 | Teams, skills, job types and durations done. Waiting on Jeff Garton's final job summaries and Jamie's warehouse order list |
| Payroll | 13 | 2 | 0 | Overtime rules and profiles built. Technician roles agreed 6 October, labour codes now get mapped to them |
| Accounting | 8 | 0 | 1 | Tax zones, ledgers and the QuickBooks map done. Waiting on vendors to copy invoices to the ServiceTitan AP inbox |
| Commercial Construction | 6 | 2 | 0 | Estimating, billing and job booking decided. Purchase order method still to settle, demo in the 13 October block |
| Residential Installs | 6 | 4 | 0 | Waiting on install kit contents from Jamie and package pricing and summaries from Jeff Armstrong |
| Memberships | 6 | 2 | 2 | Plans and import built. Discounts go on once flat rate pricing is in, and the discount small print is with Lisa and Scott |
| Service Agreements | 5 | 2 | 1 | Terms, agreement list and import done. Derrick still owes the two and three visit template wording and the time and material markup |
| Data | 3 | 2 | 0 | Customers and locations imported. Duplicate decision on the commercial accounts is the open piece |
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 |
|---|---|---|
| Install kits | The materials in each residential install package, nine kits in total, so estimates and purchase orders build themselves. Due Friday | Jamie |
| Warehouse ordering | Recent warehouse stock orders from the suppliers, so replenishment runs off a template. Boone is in, the rest are not | Jamie |
| Estimate packages | Customer facing summaries for each package, plus ERV, HRV and dual fuel pricing. Due Friday | Jeff Armstrong |
| Payroll labour codes | Group the technicians who should share a labour code so payroll calculates without manual fixes | Lisa and Scott |
| 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. This covers most of the migrated AR | Lisa, Scott and Alex |
| Vendor invoices | Ask the suppliers to copy invoices to the ServiceTitan AP address so bills create themselves in both systems | Climate Works |
| Service Fusion export | Request the final data export for 6 November early, since Service Fusion can be slow to hand data over | Amanda |
One window to plan for. The final data pull from Service Fusion is 6 November and go live is 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.