How to Migrate from ServiceTitan to Deelo (Step-by-Step Guide With Data Map)

Most teams don't leave ServiceTitan because it stopped working. They leave because the bill keeps climbing, the platform keeps growing in directions they don't need, and a four-truck shop is paying for tooling built for a forty-truck operation. If that describes you, this guide is the playbook.

We'll walk through the exact 10-step migration to Deelo: what to audit, how to export, how every ServiceTitan object maps into Deelo, which crew to pilot with, and how to run both systems in parallel until cutover. We'll also be honest about what does not migrate cleanly -- because pretending otherwise is how migrations blow up at week six.

Budget 4-8 weeks for a 5-30 truck operation, 8-16 weeks for 30+ trucks. Read this end-to-end before you start. The biggest migration mistakes are made in week one, not week five.

Don't open a single export file until your leadership team has answered these four questions in writing. Skipping this step is how migrations turn into 4-month death marches.

Before exporting anything, inventory what you actually have. Most operations are surprised by how much custom configuration accumulates over 2-5 years of ServiceTitan use. Walk through every major object and write down what's there:

Customers and locations. How many active customers? How many service locations per customer (commercial accounts often have 10+)? What custom fields have you added?

Equipment and assets. How many tracked units (HVAC systems, water heaters, generators) across your customer base? What service history is attached?

Pricebook. How many SKUs? How is it structured -- by category, by trade, by season? Are there custom price tiers for membership customers or commercial accounts?

Invoice and work order history. How many years back? Do you need it queryable in the new system, or is read-only archive acceptable?

Technicians, dispatch rules, recurring services. How many active technicians? What territory rules are configured? How many recurring service plans (annual maintenance agreements) are active?

Marketing and membership programs. What email campaigns and membership programs are active? Membership revenue is sticky -- treat this list as gold.

This audit usually takes 1-3 days. Document everything in a single spreadsheet -- it becomes your migration master list.

ServiceTitan supports several ways to extract your data: built-in CSV exports for major objects (customers, locations, invoices, work orders), in-product reporting that can be exported to spreadsheet, and an API for programmatic access. For most migrations, the CSV exports are the fastest path. The API is useful if you need to extract custom fields or relationships that the standard exports flatten.

Work through this export checklist:

1. Customers (with all custom fields) 2. Service locations (linked to customers) 3. Equipment / installed assets 4. Pricebook / services / materials 5. Active work orders (last 90 days, in-flight jobs) 6. Historical work orders (everything older -- archive) 7. Invoice history 8. Technician roster and roles 9. Membership / service agreement records 10. Recurring service schedule

Save every export with a timestamp in the filename (e.g., `customers_2026-05-01.csv`). You will run multiple exports across the migration window, and you need to know which file is current.

A few objects don't export cleanly: dispatch board layouts, custom report definitions, and some workflow automations are ServiceTitan-specific and need to be rebuilt manually in Deelo. Make a list of these as you go -- Step 7 is where you recreate them.

This is the core of the migration. Every ServiceTitan object needs a destination in Deelo. The good news: Deelo's data model maps cleanly to ServiceTitan's because both are built around the same underlying field service primitives (customer, location, work order, invoice, technician). The differences are mostly in naming and where data lives across Deelo's CRM, Field Service, and Invoicing apps.

Use this field map as your starting point:

Custom fields are the gotcha. ServiceTitan custom fields don't have a one-to-one Deelo equivalent unless you create them. Deelo supports custom fields on contacts, customers, work orders, and assets -- create them before you import, and the CSV mapping step will recognize them.

Always start with customers and locations. They're the safest object to migrate because errors are easy to spot (a missing phone number, a wrong address) and easy to fix without breaking anything downstream. Every other object you'll import later -- work orders, invoices, equipment -- depends on customer records existing first.

In Deelo, open the Field Service app and use the import wizard. Upload your customer CSV, then map columns:

- ServiceTitan Customer Name → Deelo Customer Name - ServiceTitan Phone → Deelo Phone - ServiceTitan Email → Deelo Email - ServiceTitan Address → Deelo Primary Address - Custom fields → Deelo custom fields you created in Step 3

Import in batches of 500-1,000 records. After each batch, spot-check 10 random records. Verify the address parsed correctly, the phone formatted right, and any custom fields populated. Catching a mapping error after 500 rows is a 5-minute fix; catching it after 50,000 rows is a multi-hour cleanup.

Next, import service locations. These link to customer records via the customer ID, so you need the customer import complete first. Validate again with random spot-checks.

With customers and locations live, layer on equipment and pricebook.

Pricebook first. Your pricebook is the foundation for every quote and work order going forward. Import services and materials into Deelo's catalog. Group by trade or category (HVAC repair, plumbing repair, install, maintenance) using catalog tags. If you have membership pricing tiers, set those up as customer tags now -- they'll automatically apply discounts at quote time.

A practical tip: don't migrate every pricebook item. Most operations have 30-50% of their pricebook unused over the past two years. Run a usage report from ServiceTitan, sort by frequency, and migrate the top 80% of items used in the last 12 months. The rest can be added on demand.

Equipment second. Each piece of installed equipment becomes a Deelo Service Asset linked to a customer and a service location. This is where your value compounds: every future work order against that asset attaches to its history, so the next tech sees what was done last time, what parts were used, and what warranty status applies. Import in batches, link to the right customer + location, and verify the model/serial number fields landed correctly.

Here's where most teams over-engineer the migration. You do not need to import five years of work order history as live records. You need it queryable for warranty lookups, customer disputes, and tax records -- nothing more.

Import historical work orders into Deelo as archived/closed records. This means:

- Status: closed - Linked to the right customer + location + asset - Line items captured (so revenue history queries work) - No active scheduling, no notifications, no dispatch impact

The goal is searchability, not active workflow. A tech in the field should be able to look up 'last service on this unit' and see the archive entry, even though that work order was created in ServiceTitan three years ago.

Do not try to migrate work orders that are currently in flight (created but not invoiced). Those should finish in ServiceTitan, not get migrated mid-job. Active work in flight is a Step 9 problem -- handled during parallel run.

Data is in. Now rebuild the operating logic. This is where the manual work concentrates -- and where Deelo's all-in-one structure pays off, because dispatch rules, automations, and customer communications all configure in one place instead of four.

Walk through:

Territory and zone rules. If you assign techs by zip code, neighborhood, or distance from home, recreate those rules in Deelo's dispatch settings. Test with 5-10 sample work orders before going live.

Recurring service templates. For every annual maintenance plan (HVAC tune-ups, water filter replacements, generator services), create a recurring work order template. Set the cadence, the default services, and the customer notification rules. Deelo will auto-generate work orders on schedule.

Automation triggers. ServiceTitan has built-in automations for common workflows (post-job follow-up, review request, membership renewal). Recreate the ones that drive revenue or retention in Deelo's Automation app. Skip the ones that nobody uses -- a clean automation list is more valuable than a comprehensive one.

Customer notifications. SMS confirmations, 'tech on the way' alerts, post-job follow-up emails. Configure these in Deelo's Marketing + Field Service apps. Test with internal phone numbers before exposing to customers.

Do not roll out to the whole team at once. Pick one tech, one dispatcher, and run real jobs through Deelo for one full week while everyone else stays on ServiceTitan.

Pick a tech who is opinionated and willing to push back. The compliant tech who says 'it's fine' won't surface problems. You want the one who'll say 'this dispatch flow has 3 extra clicks compared to ServiceTitan and it's slowing me down.'

During the pilot week:

- Run 15-30 real jobs end-to-end (book → dispatch → work order → invoice → payment) - Track every friction point: where did the tech have to ask 'how do I do X?' - Track every workflow gap: what did ServiceTitan do automatically that Deelo doesn't yet? - Track every win: where is Deelo faster, clearer, or simpler?

At week's end, have a 60-minute debrief. Decide what to fix before expanding (configuration tweaks, additional training, custom fields you missed) and what to ship as-is. If the pilot surfaced more than 3 critical issues, extend the pilot another week. Do not move to parallel run until the pilot crew gives a clean thumbs-up.

Parallel run is the safety net. All techs are now using Deelo. ServiceTitan stays live as a read-only reference and a fallback if something breaks.

During parallel run:

All new work goes into Deelo only. Don't double-book, don't double-invoice. New jobs are Deelo jobs.

In-flight ServiceTitan work finishes in ServiceTitan. Don't migrate mid-job. Let those work orders close out, get invoiced, get paid -- then migrate them as archived records.

Billing runs through Deelo. This is the most common stumbling block. Customers are now paying invoices generated by Deelo. Test the payment processing flow with internal cards before the first real customer invoice.

Daily 15-minute standup. Owner or migration lead, dispatcher, and one rotating tech. What broke yesterday? What's blocking today? What did we learn? This is the highest-leverage hour of the migration.

Two to four weeks in parallel is the right window. Less than two and you haven't seen edge cases. More than four and you're paying for two systems with no benefit. Once parallel run hits a steady state -- no critical issues for 5 consecutive days -- you're ready to cut over.

Cutover is the simplest step if Steps 1-9 are done right. It's also where teams get sloppy because they think the hard part is over.

Cutover checklist:

1. Final ServiceTitan export -- pull the latest customers, invoices, and work orders one more time. This is your archive of record. 2. Reconcile any in-flight invoices or payments that landed in ServiceTitan during parallel run. Migrate them as closed records to Deelo. 3. Update customer-facing assets: website booking widget, email signatures, SMS templates, voicemail greetings. Anywhere a customer interacts with your business, make sure they land in Deelo, not ServiceTitan. 4. Disable ServiceTitan logins for techs and dispatchers. Keep one read-only admin login for the next 90 days for historical lookups. 5. Cancel ServiceTitan subscription. (Or downgrade to read-only archive plan if available -- depends on your contract.) Note your subscription end date and back up everything before it ends. 6. Communicate internally and externally. One Slack message to the team confirming Deelo is the system of record. One email to commercial customers confirming nothing changes on their end (because nothing should -- service quality and continuity are the point).

You're done. The next 90 days are about adoption and refinement, not migration.

An honest section, because pretending everything migrates 1:1 is how teams get blindsided in week six.

Realistic timelines based on operation size:

- 5-15 trucks: 4-6 weeks. One owner-led migration, pilot crew of 1 tech + 1 dispatcher, 2 weeks parallel. - 15-30 trucks: 6-10 weeks. Dedicated migration owner (often the operations manager), pilot crew of 2-3 techs, 3 weeks parallel. - 30+ trucks: 10-16 weeks. Migration project team (ops manager + IT + finance), phased rollout by region or trade, 4 weeks parallel.

Cost-wise, the migration itself is mostly labor (your team's time). Deelo plans run $19-$69 per seat per month with a free tier to validate the platform first. Compare that against your current ServiceTitan invoice -- most operations see the math work out within the first billing cycle.

The real cost of migration is opportunity cost: your owner or ops manager spends 3-8 weeks heads-down on this. Plan for that. Don't try to launch a new service line, hire 5 techs, and migrate platforms in the same quarter.

Three things make Deelo migrations smoother than most platform switches:

Built-in import wizard. Deelo's Field Service app includes a CSV import flow with field mapping, validation, and batch error handling. You don't need a custom integration to move 50,000 customer records.

Customer success migration support. On paid plans, Deelo's customer success team does a kick-off call to walk through your data audit, helps map your custom fields, and stays on standby during pilot week. Not magic -- but having someone to ping when you hit a snag at 4pm on a Wednesday matters.

Free tier for evaluation. You can build out customers, pricebook, and a handful of test work orders on the free plan before paying a dollar. Validate that the data model fits your operation before committing to a full migration.

Deelo's pricing -- $19/seat for Starter, $39/seat for Business, $69/seat for Enterprise -- includes the full app suite (CRM, Field Service, Invoicing, Marketing, Inventory, and 50+ more) on every tier. There are no add-on fees for individual modules, which is the structural reason most teams come out ahead on cost compared to per-feature platforms.