How to Export Your Customers and Jobs From Workiz

Your customers and your job history belong to your business, not to the software you keep them in. Whether you are switching, keeping a backup, or handing numbers to a bookkeeper, getting them out of Workiz goes through its reports, and it is worth doing while the account is still active rather than the week after you cancel it.

I've used Workiz, and my advice to anyone leaving it is short: export your jobs, not only your customers. The Jobs report can show the client's name, phone number, email and address on every row, so one jobs file carries both, and that is the file Taskrol's Workiz importer is built around.

The export, step by step

Log in as an Admin or Manager. From the sidebar menu, select Reports and open the Jobs report. Unlike the Jobs page, it shows jobs in every status, done and canceled included, and you can filter it by status, team member, job type and more. It opens on the current week, so widen the time range to cover every job you want to bring over.

Next, select Fields and check the columns you want in the file. For a move, turn on Job ID, client name, job type, scheduled date, client phone number, client email address, job status, job street address and job address city. Then export the report as a CSV file; Workiz's help center says most of its reports offer one.

Some accounts have Workiz's newer reporting, which it is rolling out gradually. There, the All jobs report lists every job with no filter set, and it is the report Workiz points to for exporting job data. Its default columns carry no client phone, email or address, so add those columns first (Workiz lets you add or remove columns on these reports), then select Export As and choose CSV, and rename the headers as described below before you upload: a Job Date column, for example, has to become Scheduled. A saved custom report exports from Actions → Export as → CSV, and the file lands in your downloads folder.

What the help center does not spell out is the name of the export button on the older Jobs report, or what the column headers in the CSV are called. I won't guess menu names for you. If you can't find the export on your account, ask Workiz support where it is, and ask before you cancel, not after.

What Taskrol's importer reads

The importer expects a CSV with a header row and one job per row. It recognizes these column headers: Job #, Client, Type, Scheduled, Phone, Email, Status, Tech, Address and City. If your file names a column differently, rename that header in the first row before you upload. Dates are read in the form Mon Jan 15, 2024 9:00 AM.

What comes across

Every row becomes a job under its customer. Customers are created from the client name, phone, email, street address and city. A customer who appears on ten rows is created once, matched by name and phone, and if a customer with that phone number is already in Taskrol, the jobs go under the existing record.

Each job keeps its Workiz number in the title (Workiz #1234, for example), lands on its scheduled date, and carries the job address. Status maps simply: Done arrives as completed, Canceled as cancelled, and every other status as a new job.

What does not come with it

Money stays behind. Job totals, invoices, estimates and payments are not part of this import, and neither are photos, attachments, job notes, your price book or your automations. The job type and technician columns don't carry over either: Taskrol does not match Workiz technician names to your Taskrol team, so assign open jobs yourself after the import. State and ZIP are not read, only street and city.

A jobs file also only holds customers who booked a job. If you keep customers who never did, export your client list too. On Workiz's newer reporting, the All clients report is the one Workiz points to for exporting customer data; send that file to support and we move it for you. Keep the Workiz account readable for a while after you move, so last year's invoice is still there if a customer asks for it.

Check the file before you trust it

Open the CSV before you upload it. Compare the row count with the number of jobs the report showed for the same range. Deleted jobs are not in Workiz's Jobs report and cannot be restored, so a gap there is not an export problem. Then find three jobs you know (one done, one canceled, one for a customer who called you more than once) and make sure each row carries a phone number.

The phone column matters most. It is how a returning customer stays one record instead of two. Rows without a phone are matched by name alone, so two different customers with the same name and no number end up as one record.

Loading it into Taskrol

In the Taskrol web app, open Settings → Database import → Workiz. The screen has the upload button. Upload the CSV and Taskrol tells you how many customers and jobs it created. Upload each file once: customers with a phone number are matched again on a second upload, but jobs are not, so the same file uploaded twice gives you every job twice. The Solo plan is free, so you can load your own history and look at it before deciding anything.

Housecall Pro and Markate import the same way, under Settings → Database import. From any other system, or for anything else you can export from Workiz, migration goes through support: send the file to [email protected] and our support team moves it for you. We move what your old system exports. Whatever the route, don't cancel Workiz on import day. Finish the jobs already open where they started, book new ones in Taskrol, and close the old account after a quiet week.

Questions about leaving Workiz

Does Workiz have one button that exports everything?

Not one its help center describes. Exports go through reports: the Jobs report for job history and, on accounts with the newer reporting, the All clients report for the customer list. If you think your plan includes more, ask Workiz support before you cancel.

Should I export customers or jobs for Taskrol?

Jobs. Each row carries the client's name, phone, email and address, so one upload creates both. Export the client list as well only if you have customers who never booked a job, and send that file to support.

Do invoices and payments come across from Workiz?

No. The Workiz import brings customers and jobs, without totals, invoices or payments. Export the financial reports your bookkeeper needs before you close the account, and keep Workiz readable for a while in case a customer asks for an old invoice.

Who in my company can run the export in Workiz?

On Workiz's newer reporting, the built-in reports open only for Admins and Managers. Older reports are granted role by role, under your profile icon → Settings → Roles & Permissions, on the Reports tab. If you can't open the Jobs report, ask the account owner to grant it.

What happens to jobs that are still open in Workiz?

Any status other than Done or Canceled arrives in Taskrol as a new job on its scheduled date, not assigned to the Workiz technician. The cleanest cutover is to finish open jobs in Workiz and book new ones in Taskrol; any open jobs you do bring over, assign once your team is set up.

Can I try the import before paying for anything?

Yes. The import works on the free Solo plan, so you can upload your Workiz file, look at what arrived, and decide from there.