For a service business, the useful collection is often the job and its related visits, notes and billing records. Start by identifying the unit of work in your ServiceTitan account. Then inspect which related groups you actually retain and can export. A completed job row should not stand in for the visit history, photos and outcome notes without checking them.
Start with the report’s actual purpose
Choose a report or output that contains the job records relevant to your workflow. Record its name, date filters, columns and account context. Inspect a small representative output before describing its contents. A job summary, a technician view and an invoice output can answer different questions even when they refer to the same work.
Separate the job from its visits
Fictional job J-204 has an initial visit V-1 and callback V-2. A dispatch assignment and a completion note may describe one visit, while an invoice describes the overall job. Keep the job and visit references distinct so you can see which record belongs to which event.
If the output contains only job IDs, do not invent visit IDs to make the map look complete. Describe job-level records and add the visit-level relationship as a question to inspect.
| Group | Reference to inspect | Common description gap |
|---|---|---|
| Job | Persistent job ID | Current state versus event history |
| Appointment/visit | Visit and job references | Multiple visits collapsed |
| Technician note | Job or visit relationship | Note creation time versus work time |
| Photo | Attachment and work reference | File link mistaken for included image |
| Invoice | Invoice and job references | Billing mistaken for completion |
Inspect one callback
Choose a job that needed a second visit. Check whether the first attempt, return visit and final note can be distinguished. Look for the actual references rather than relying on matching customer names. A customer may have several jobs at the same address, and one technician may record several visits in a day.
Keep media and billing as separate groups
Photos can add context, but their job or visit relationship needs inspection. Record actual file availability separately from image URLs or report links. A photo date alone is not a reliable job identifier.
Likewise, an invoice establishes billing details, while completion notes describe work. A credit, adjustment or later payment can have its own reference and date. Preserve those groups if they are part of the proposed collection rather than folding them into a single job total.
Describe the observed collection
Write the date range and relationship fields you checked for each group. Use the field-service workflow comparison to create the map and the evidence matrix to ask a buyer about the actual scope.
- Report/output name and selected filters
- Job identity and separate visit identity where present
- Assignment, note and completion references
- Photo links and actual file availability
- Invoice, adjustment and payment relationships
- Earliest and latest observed records per group
Questions about this comparison
Does completed mean all related notes are included?
No. Inspect the notes and the chosen output separately.
Can customer name connect every job record?
It can be ambiguous. Look for persistent job and visit references.
Must we export everything before starting?
No. Begin with a bounded inventory and a representative inspection, then identify the remaining questions.
Sources
- Run, filter, and export reportsServiceTitan, Inc. · Checked 2026-10-04