What must the buyer be able to do with the data?
Start with the buyer's operating tasks. Staff may need to find a customer, locate the service address, identify equipment, review a job, and understand an invoice. A single customer count does not show that each of those tasks will work.
Use the buying hub to connect the data review to the deal decision. Ask which records support the purchase case and which are needed for the first week. Separate those needs from fields that are convenient to collect but serve no defined purpose.
A migration acceptance map links a required operating task to its source records, export settings, target fields, test evidence, and open exceptions. It helps the parties define completion without assuming that a downloaded file contains the whole business history.
Which report settings affect the result?
ServiceTitan's report instructions describe filters, column choices, exports, and date behavior. The relevant date can depend on the report or measure. Record those settings with the export instead of relying on a filename such as final sales.
The guide also describes an aggregate-only export choice. An aggregate total can answer a financial question while omitting the detail needed to test individual records. Decide which evidence serves the actual task before interpreting the result.
Record the report name, permissions, period, date basis, selected columns, and export time. These are practical reconciliation controls. They do not establish that a particular provider report includes every item that the purchase agreement describes.
How should the record types be separated?
Treat customers, service locations, equipment, jobs, and invoice items as distinct sets. One customer may have more than one location. One job may connect to several invoice items. Those relationships can matter more than matching a headline count.
Ask the seller to explain how the system represents each relationship. Check actual identifiers and linking fields in a controlled sample. Names alone can create confusion when customers share a surname or a business has several similar site names.
The acquisition diligence guide provides the wider review structure. Include the data map there so technical findings can be assessed alongside contracts, open jobs, billing, and the buyer's planned operations.
What do the ServiceFusion export instructions establish?
ServiceTitan's ServiceFusion export guide describes named reports for its onboarding process. It includes customers, equipment, service locations, past jobs through Sales by Customer, and invoice items through Sales by Product/Service.
The guide tells users to preserve the downloaded format before upload. For stated report errors, it suggests trying one-year batches and then seeking provider help if errors remain. That instruction is a defined product process, not a promise that all historical data is available.
Follow the applicable provider's current instructions for the actual account. Other systems can have different formats, permissions, and limits. Confirm license and account terms separately; successful access to a report does not answer the buyer's right to use the software.
Which tests should come before closing?
Use an authorized sample and a written acceptance list. The parties need evidence that the required fields and relationships survive the proposed process. An upload without an error can still leave a record unusable for the intended task.
- Define the record types, periods, and operating tasks the buyer needs.
- Save authorized source totals and the exact report settings.
- Compare export counts, amounts, identifiers, and known exclusions.
- Test representative linked records in the proposed target system.
- Record exceptions, responsible owners, and accepted completion evidence.
Choose samples for a reason. Include an active customer, a location with equipment history, an open job, and a record with a known exception when those cases exist. Do not invent those facts merely to fill a checklist.
How can a count reconciliation expose an exception?
The following illustration assumes 1,240 required job records and an export containing 1,210 distinct job identifiers. The difference is 30 records. These invented counts show the method; they are not target data or an acceptable-loss standard.
| Illustrative check | Result under the assumptions | Next question |
|---|---|---|
| Required source jobs | 1,240 | Does the period use the agreed date basis? |
| Exported distinct job IDs | 1,210 | Were duplicates or filters removed? |
| Difference | 30 | Which records explain the gap? |
| Acceptance status | Open | Are the missing cases resolved or expressly accepted? |
Do not label the 30 records lost until the settings and source detail have been checked. Some may belong outside the agreed period. Others may reveal a real export limit. The buyer needs the actual explanation and its effect on the required tasks.
Why must job history be linked to financial evidence?
A job report and a revenue report can answer different questions. The migration team may focus on identifiers while underwriting focuses on collected revenue, invoices, or accrual timing. Neither total should silently replace the other.
Use the P&L reading guide when comparing report amounts to financial statements. Reconcile the period, basis, credits, and other actual differences. A dispatch export is not a substitute for a quality-of-earnings analysis.
Keep operational acceptance and financial reconciliation connected through shared definitions. If a history limitation affects the buyer's ability to support an earnings assumption, record that effect. Do not solve an unresolved financial question by declaring the upload complete.
How should private customer information be handled?
The FTC's personal-information guidance supports understanding the information held, limiting access, and protecting needed data. Apply those principles to the authorized migration task. Technical availability does not establish permission to disclose every field.
Use reduced-field files where they answer the question. Give named-record access only to authorized reviewers with a defined need. Counsel should assess actual contracts, notices, privacy duties, and proposed uses before a transfer is treated as permitted.
Avoid putting raw exports in public deal materials or an unrestricted shared folder. Set the approved transfer channel, recipients, retention plan, and exception log before exporting. These controls should make the evidence usable without turning diligence into an unnecessary data collection exercise.
What does a useful exception log contain?
Describe each exception in terms of the buyer's task. A missing attachment, broken customer link, and excluded historical period can have different effects. A generic note saying data issue does not help the parties choose a remedy.
Record the affected set, tested sample, source explanation, proposed action, and person responsible. Also state whether the buyer has accepted the limitation. Keep that decision tied to the actual evidence and sale terms.
An unresolved item need not always block every part of a deal. Its importance depends on the facts. The parties should decide the effect explicitly instead of allowing a provider's progress screen to make the commercial decision for them.
Who signs off on the first operating day?
Assign acceptance across operations, finance, technical support, and the deal team as relevant. Each reviewer should confirm the tasks within their scope. No one count can represent all those uses.
The buyer should know who will respond if the first live dispatch reveals a problem. Define access, escalation, and permitted corrections before staff rely on the imported records. Preserve the agreed evidence so a later exception can be traced.
What belongs in the closing file?
Keep the requirement map, report settings, reconciliations, tested samples, exclusions, and accepted responsibilities together. The plumbing purchase guide connects those findings to the wider acquisition decision.
Completion means the agreed evidence supports the actual operating plan. It does not promise perfect history, universal portability, or future system performance. The buyer needs a clear record of what was tested, what passed, and what still requires action.