How to switch from FieldEdge without losing data

Before you start: decide what to bring

Most switches go wrong because the shop tries to move everything. Make a short list first. For most plumbing, HVAC and electrical shops, the core is:

• Active customers with service addresses, phones and emails.
• Equipment at each address (unit model, serial, install date). This is gold for HVAC and water heater work.
• Open quotes and estimates you still want to close.
• Open and recent invoices, so you know who owes what.
• Your price book and any flat-rate pricing.
• Active maintenance agreements and their next visit dates.

Years of closed work orders can stay as an archived spreadsheet. You will rarely need them inside the new system, and every extra row is something to check.

Step 1: export your data from FieldEdge

FieldEdge has an Export button on its main list tabs. The steps below come from ServiceTitan's migration guide for FieldEdge data, which is the most detailed public write-up we found; FieldEdge's own Navigator video knowledge base is available to its customers. Menu names can vary by version, so check each file as you go.

Two more tips from the same guide. If a report throws an error, run it in one-year batches. If it still fails, contact FieldEdge support.

Price book and agreements. We could not find public, step-by-step instructions for exporting the FieldEdge Flat Rate price book or service agreements. Ask FieldEdge support or your onboarding contact for an export of both, and ask what format it comes in. FieldEdge also hosts a free weekly live Q&A, Power Hour, which is a good place to ask. If the price book export is not possible, plan time to rebuild your top 50 to 100 tasks by hand; most shops sell a small share of their book most of the time.

Step 2: check and clean the files

Open every file before importing anything. A worked example for a made-up 6-truck shop, Harbor Line Plumbing:

• CustomerList.xlsx has 4,200 rows. After merging duplicates (same phone, slightly different names) it drops to 3,900.
• InvoiceList.xlsx: total the open balances and compare against your accounts receivable report. Because FieldEdge syncs with QuickBooks, your QuickBooks file is a second place to check that the totals line up.
• EquipmentList.xlsx: confirm every row links to a customer or address that is still in the customer file.
• Fix formats: one phone format, one state abbreviation style, no blank emails written as "none".

Save the raw exports in a dated folder and never edit them. Clean copies go in a second folder. If something looks wrong later, you can always go back to the originals.

Step 3: import, set up and train

1. Dry run the import. A good import shows you what will be created and flags bad rows before anything is saved.
2. Import in order: customers, then equipment, then the price book, then open quotes and invoices.
3. Set up users and roles for office, techs and helpers.
4. Phones: forward first, port later. Forward your main number to the new system so no call goes dark; port it once everything works.
5. Train the office first, then techs. Office for a couple of hours; techs for an hour at a morning meeting, with the app on their phones a few days before go-live.

Step 4: run side by side, then cut over

Plan a shadow week. New calls and jobs go into the new system; FieldEdge stays open for lookups and for finishing work already in progress. Office manager Jordan Lee checks each evening that every job booked that day is in the new system and every payment is recorded. At the end of the week, close out FieldEdge, run one final export of everything, and archive it.

Example timeline for a small shop:

Common mistakes

• Exporting invoices with the default filters and losing everything older than six months.
• Leaving the price book to the end. Request it on day one; it is the slowest piece to get or rebuild.
• Forgetting maintenance agreements. Write down every active plan and its next visit before you switch, so no customer misses a tune-up.
• Switching in peak season. For HVAC, avoid the first heat wave or cold snap.
• Not checking the money. Open balances in the new system should match FieldEdge and QuickBooks to the dollar.

For the general version of this checklist, see how to switch field service software without losing data.

How SWITCHBOARD handles this

SWITCHBOARD imports FieldEdge's Excel exports or any spreadsheet: it runs a dry run, lets you review rows, imports and can Undo. Setup is done with you on a call, you can run a shadow week next to FieldEdge with the AI receptionist catching calls the office misses, and the goal is to be live in about one to two weeks. See SWITCHBOARD vs FieldEdge for a fair side-by-side.

Sources

• ServiceTitan Help: Export your FieldEdge data (checked November 10, 2026)
• FieldEdge Pricing page (Navigator video knowledge base, onboarding) (checked November 10, 2026)
• FieldEdge Member Training (Power Hour weekly Q&A) (checked November 10, 2026)
• FieldEdge home page (QuickBooks sync) (checked November 10, 2026)
• FieldEdge Flat Rate (checked November 10, 2026)