Start with the phones, not the data
Workiz puts a lot of weight on its built-in phone system: call recording and tags, call flows, call masking and Genius Answering. For many Workiz shops, the phone numbers customers call are wired into Workiz. That makes the phone the riskiest part of the move. Get it wrong and calls go nowhere for a day.
Before you plan anything else, answer these questions:
- Which numbers do customers call? Your main line, Google profile number, truck wraps, yard signs, ad tracking numbers.
- Who owns each number, and where is it hosted today?
- Which numbers are only for ad tracking and can be retired?
- Who answers after hours today, and who is on call?
The safe order is: set up the new system, forward the numbers to it, run both for a week, and only then port the numbers. Ask Workiz support exactly how porting out works for the numbers you hold with them before you give notice.
Decide what is worth moving
| Pile | What goes in it | What to do |
|---|---|---|
| Must move | Active clients and addresses, price book items, open estimates, unpaid invoices, scheduled jobs, service plan customers | Export, clean, import |
| Keep for reference | Finished jobs, paid invoices, call history, message threads | Export and store |
| Leave behind | Duplicate clients, dead leads, retired items, ad tracking numbers you no longer use | Skip |
How to export your data from Workiz
These steps come from Workiz's help center, checked on the date in the sources. Workiz is rolling out a newer reporting system in stages, so what you see depends on your account. Sign in as an Admin or Manager: Workiz says built-in reports in the new reporting engine are visible to those roles only.
1. Jobs (and the client details on them)
Workiz's Jobs report shows jobs that were completed, created, scheduled or scheduled to end in a time range, and you can filter by status, including done and canceled. Workiz says that, as with most of its reports, you can export the data as a CSV file.
- Open the Jobs report and widen the time range to cover the history you want.
- Click Fields and turn on the columns you need. Workiz lists Job ID, client name, client phone number, client email address, job street address, city and zip code, job type, status, scheduled date, job total, job source and service area, among others.
- Export to CSV.
Tip: because the Jobs report can carry client name, phone, email and address, it doubles as a client list for anyone who has had a job. Leads who never booked will not be on it. Note that Workiz says deleted jobs cannot be accessed or restored.
2. Custom reports
If you need fields the built-in reports do not show, build a custom report, save it, then open it and choose Actions, Export as, CSV. Workiz says the file goes to your downloads folder. Custom reports can answer questions like revenue by service area or client trends over time.
3. Items and services
Workiz's Items and Services report shows usage of the items in your catalog over a time range and, per Workiz, can be exported as CSV like most of its reports. Use it to see which items you actually sell before you rebuild your price book.
4. Message Center conversations
To keep a record of customer conversations, open the Message Center, click the three dots next to a thread and choose Export chat. Workiz saves it as a .txt file. This is one thread at a time, so save the ones that matter: disputes, warranty promises, commercial accounts.
5. What to ask Workiz support
The help articles we checked did not describe a single full-account export, a client list export separate from reports, or a bulk export of call recordings, photos or attachments. Ask Workiz support what they can provide before you give notice, and get the files in hand first.
Clean the files before you import
- Remove duplicate clients. Sort by phone and by email.
- Split cells that hold two phone numbers into separate columns.
- Keep the Job ID column. It lets you match old invoices and jobs later.
- Tag your service plan customers so their next visits are booked in the new system. A lapsed membership is revenue you already earned.
- Check that every price book item has a cost, not just a price.
- Total your unpaid invoices in Workiz and write the number down. After import, the new system should match it.
A two-week switching plan
Example plan for a four-truck HVAC shop. Adjust to your size.
| When | Task |
|---|---|
| Week 1, day 1 | List every phone number and where it rings. Export jobs, custom reports and items |
| Week 1, day 2 | Clean files; save key message threads |
| Week 1, day 3 | Dry-run import, review rows, import |
| Week 1, days 4-5 | Set up price book, techs, phone menu, after-hours rules and templates |
| Week 2 | Forward numbers; run both systems; book new work in the new one |
| After week 2 | Port numbers once calls are flowing; keep Workiz until old invoices are paid |
Common mistakes when leaving Workiz
- Forgetting ad tracking numbers printed on trucks or old mailers, so those calls stop ringing.
- Exporting the Jobs report for the default range (the current week) instead of your full history.
- Losing service plan visits that were due next month.
- Not saving message threads about open warranty or billing questions.
- Switching in peak cooling or heating season.
What to say when a regular customer notices a change:
"We switched our scheduling software this month. Same number, same techs, same prices. Your next maintenance visit is still on the calendar."
How SWITCHBOARD handles a move from Workiz
The SWITCHBOARD import takes any spreadsheet or CSV, including the files above: dry run, review the rows, import, and Undo if needed. Setup is done with you on a call. Your numbers are forwarded first and ported later, and during the shadow week your phones ring you first while the AI receptionist catches the rest. The goal is to be live in about one to two weeks. Compare the two in our side-by-side with Workiz, or read the general guide to switching software without losing data.
Questions people ask
How do I export jobs from Workiz?
Open the Jobs report, set the time range and status filters, choose the columns under Fields, and export to CSV. Workiz says most of its reports can be exported as CSV.
Can I export my client list from Workiz?
The Jobs report can include client name, phone, email and address, so exporting it gives you every client who has had a job. For other client fields, build a custom report and export it from Actions, Export as, CSV, or ask Workiz support.
Can I keep my phone numbers when I leave Workiz?
Ask Workiz support how porting works for your numbers. The safe sequence is to forward the numbers to the new system first, run both for a week, then port.
How do I save my Workiz text and email history?
In the Message Center, click the three dots next to a thread and choose Export chat. Workiz saves it as a .txt file, one thread at a time.
How long does switching from Workiz take?
About one to two weeks is realistic for a small or mid-size shop, with the phone cutover as the step to plan most carefully.
Sources
- Workiz phone system (checked November 10, 2026)
- Workiz Help: Understanding the Jobs report (checked November 10, 2026)
- Workiz Help: Exporting a custom report as a PDF or CSV (checked November 10, 2026)
- Workiz Help: Items and Services report (checked November 10, 2026)
- Workiz Help: Exporting your Message Center conversations (checked November 10, 2026)
- Workiz Help: Managing access to Reports (checked November 10, 2026)