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Service Titan & QuickBooks to WEX FSM

Written by Ben

What Exports from Service Titan & QuickBooks

What We Load Into WEX FSM

Customers

Customers

Contact Phone and Email

Customer Phone and Email

Customer Locations

Customer Locations

Invoice and Job Summary Notes

Invoice and Job Summary Notes

Invoices

Invoices

Payments

Payments

Installed Equipment

Installed Equipment

Price Book

Simple Price Book upon Request

Total Time Estimate: 3 - 5 business days*

*Time estimate is from the date your data is received, reviewed, and accepted for upload. During periods of high volume, your data transfer may take an additional 3-5 business days to complete. You should plan on making 1 normal monthly license payment prior to the completion of your core data load.
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This Data Calculation is for informational purposes. It is intended to relate what generally exports from your data source. Your data loading plan may be revised based on the actual data submitted.

Data Loading Details

Your data will be loaded in two phases to ensure all data is loaded into WEX FSM. This will include an initial “Full Data Load” and a final “Supplemental Data Load”.

*Important* Please refrain from editing, merging, or deleting the data that has been initially loaded. Any changes to this data will result in either a failed supplemental data load or all of your changes being set back to their original values. Changes may be made after we complete your supplemental data load.

Your full data load will include:

  • Customers: From your system of record (either Service Titan or QuickBooks), with added locations from Service Titan

  • Customer Notes: From QuickBooks only. Service Titan tags will load as a note to the customer timeline for the loaded customers only.

  • Additional Customer Phone and Email Addresses: From Service Titan, will load to Contacts tab with no labels for the loaded customers only (from .bak file only)

  • Invoices: From your system of record (either Service Titan or QuickBooks) + Job Summary Notes from Service Titan for the loaded invoices only

  • Payments: From your system of record (either Service Titan or QuickBooks)

  • Accounts: From QuickBooks only

  • Classes: From QuickBooks only

  • Taxes: From QuickBooks only (if currently set up)

  • Customer Installed Equipment: From Service Titan for the loaded customers only

  • Pricebook: QuickBooks item list. Service Titan Price Book can load on request as a simple list with no groupings and no images.

These items will not be included in your data load as either they do not export, or do not export with enough detail to load:

  • Estimates

  • Jobs (without Invoices)

  • Appointments

  • Images / Attachments

  • Maintenance Agreements

  • Customer Notes

Making the Switch

On your Make the Switch date, we will guide you thru submitting your supplemental data. The supplemental load will capture all the data you've entered into QuickBooks or Service Titan since your Full Data Load was collected. We will have this loaded for you in a few days, so that everything is up to date.

We consider you’ve Made the Switch when you’ve:

  1. Stopped entering new customers, invoices, and payments directly into Service Titan

  2. Started entering all new customers, invoices, and payments directly in WEX FSM

  3. Have run your final sync from Service Titan to QuickBooks

We will load the following data in the final supplemental data load:

  • All new customers, locations, invoices, payments, notes from your system of record.

  • All new contacts, job summary notes and equipment from Service Titan for the loaded customers.

Once you have Made the Switch and the Supplemental Data Load is complete, you will be able to sync newly entered data from WEX FSM to QuickBooks. Our team will activate this for you automatically and notify you accordingly.

Exporting Your Service Titan Data

There are two options for submitting your Service Titan data for upload. The method used will depend on your subscription level.

  • Preferred: Supply your Service Titan username/password

  • Alternative: Request a SQL server backup file (.bak) from Service Titan

To determine which method will be used:

  1. Log into your Service Titan account

  2. Click on Reports

    1. If your Report screen has a blue Create Report button (pictured below), you may submit your Service Titan login only. We will pull all of the required data on your behalf using the Preferred method.

      1. Note: We may need to coordinate logging in with you as Service Titan has added two-factor authentication (2FA).

    2. If your Report screen does not have the blue Create Report button, you will need to request a backup file from Service Titan. You will submit both the backup file and your Service Titan login for us to use the Alternative method.

      1. Note: It is imperative that Service Titan supplies the SQL server backup file (.bak). Be sure to ask for this explicitly (we cannot use .CSV backup files). If needed, refer your agent to their "Open Data Pledge".

For QuickBooks Desktop users:

Creating your QuickBooks Desktop Backup File

  1. Go to File > Back Up Company > Create local backup file

  2. In the Create Backup window, click Local Backup

  3. In the Backup Options window, click the Browse button and select your location

    1. If prompted, select the button Use This Location (take note of where this location is on your computer)

  4. Select Save It Now and click Finish

You will need to submit:

  1. QuickBooks Desktop backup file (.QBB)

  2. QuickBooks Desktop admin username and password (it must be the admin login)

For QuickBooks Online users:

Submitting Your QuickBooks Online Data

  1. Log into WEX FSM and complete the Configurator.

  2. A chat message will popup in the lower right corner asking you to confirm your Data Source(s)

  3. On the main Scheduling page, you will see a banner prompt to connect your Quickbooks Online account

  4. Click the Connection link and enter your QuickBooks Online login information

    1. If you have multiple company files, be sure to select the correct company file

    2. Selecting the wrong company file will result in incorrect data being loaded

  5. If you are unable to successfully connect, please ensure you are logging in with an Admin user

  6. Once connected, you will be redirected to WEX FSM where you can login again

    1. A successful login will remove the banner used in Step 3

Next Steps

  1. Log into WEX FSM and complete the Configurator.

  2. A chat message will popup in the lower right corner asking you to confirm your Data Source(s)

  3. The chat agent will prompt you to submit your Service Titan data

    1. Submit Service Titan username and password if you have the blue Create Report button

    2. Submit a Service Titan backup file only if you do not have the blue Create Report button

  4. Be sure to monitor your chat message for a request to submit your 2FA code.

  5. Submit QuickBooks data:

    1. If QuickBooks Desktop user:

      1. The chat agent will prompt you to submit your .QBB file and admin username and password outlined above

    2. If QuickBooks Online user:

      1. Follow the instructions above for "Submitting Your QuickBooks Online Data

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