Exporting from Workiz and GorillaDesk: reports, customers, APIs and what happens when you leave

How do Workiz and GorillaDesk exports compare?

Workiz and GorillaDesk both serve smaller field service companies, and both document self-serve exports. They differ on how long your data sticks around after you leave. We read both vendors' help centers, pricing pages and terms on October 19, 2026. Neither page set is static, so recheck the links before you act.

Sources for every row are linked in the sections below and listed at the end of the page, all read October 2026.

How do you export data from Workiz?

Workiz runs two reporting systems side by side: legacy reports on the Reports tab, and a newer reporting engine with built-in and custom reports. Its help center says the new engine is "currently only available to select users and accounts as part of a limited release" (Workiz help: Managing access to Reports). Which screens you see depends on your account.

Built-in reports (new engine). Open the report, select Export As, and choose PDF or CSV. Workiz says only Admins and Managers can see built-in reports, and no permission toggle changes that, so the person exporting needs one of those roles.

Custom reports. Open a saved custom report and select Actions, then Export as, then PDF or CSV. The file lands in your downloads folder (Workiz help: Exporting a custom report as a PDF or CSV). Custom Reports is an add-on you switch on in the Feature Center (Workiz help: Custom Reports), and Workiz's pricing page lists custom reports on Pro and Ultimate but not Standard (Workiz pricing and plans).

Legacy reports. Workiz's article on the legacy Jobs report says "as is the case with most reports in Workiz, you also have the option of exporting the data as a CSV file" (Workiz help: Understanding the Jobs report).

Clients. Workiz's client reports, including an "All clients" directory report, sit in the new engine, and Workiz says they are "currently only available to users who are part of the beta program" (Workiz help: Understanding your client reports). If your account doesn't have them, ask support how to get a full client export before you plan around one.

Messages. Workiz documents exporting a Message Center conversation: open the Message Center, select the three-dot icon next to a thread, and choose Export chat. The thread downloads as a .txt file (Workiz help: Exporting your Message Center conversations). That is one thread at a time, so save the conversations tied to open disputes, warranties and large jobs.

Does Workiz have an API for pulling your data?

Yes, on its top plan. The Workiz pricing page lists Open API as included on Ultimate and not included on Standard or Pro. Workiz shows "Request pricing" for all three plans rather than published prices. To get credentials, an admin turns on the Developer API add-on in the Feature Center, then creates named keys under Settings, Integrations, Developer v2. Each key can be read-only or read and write per resource. The resources include jobs, leads, clients, invoices, estimates, custom fields, tags, users, events and timesheets (Workiz help: Accessing your Workiz API credentials). For an export, a read-only key with an expiration date is the safer setup.

What happens to your Workiz data when the agreement ends?

Read this before you plan a cancellation. Workiz's terms (version 1.8, last updated February 19, 2026) say that on termination "Pro will immediately lose all access to and use of the Service," "Pro shall be responsible for download or backing up any Pro Content," and "Workiz may permanently delete Pro's Pro Content from Workiz's databases" (Workiz terms and conditions). There is no grace period in that clause. Your exports have to be finished before the termination date, not after.

The same terms say "Pro is the sole and exclusive owner of Pro Content," while granting Workiz a broad, perpetual license to process it. On timing, section 18.1 sets a 12-month initial term unless the Sales Order says otherwise, renewing automatically for further 12-month periods unless either side gives written notice at least 30 days before the term ends. Fees for a renewal term are non-refundable. Workiz also reserves the right to raise fees by up to 10% on the anniversary date, with 30 days' written notice. Check your own Sales Order, because it can override these defaults.

How do you export customers from GorillaDesk?

GorillaDesk's help center keeps it short: "At any time you can export your company data through the always accessible reports and customer export features." The customer export is at the Customers tab, then the Action button, then Export (GorillaDesk help: Exporting your customer data).

Reports follow the same pattern. GorillaDesk's article on the All Credits report says you can export it "to a CSV Excel worksheet," and its Revenue by Source report offers export "to an Excel CSV worksheet" or print (GorillaDesk help: All Credits report; GorillaDesk help: Revenue by Source). Run every report you use with the widest date range and keep the files.

GorillaDesk lists pest control, lawn care, cleaning and pool service among its industries, so think about the records those trades depend on: barcoded traps and devices, service agreements, subscription billing and recurring schedules. Check that each one appears in some export. Where it doesn't, screenshot it or ask support for it in writing.

Does GorillaDesk have an API?

GorillaDesk says its "public API is available as an add-on for Pro users," turned on under Add-Ons, then API, where you generate and manage keys (GorillaDesk help: GorillaDesk API). Its pricing page describes Open API Access as a way to "push to GorillaDesk new customers, leads and jobs from any lead form or software of your choice," so the published framing is about getting data in. Whether the API can pull your full history out is not stated on those pages. Have a developer read the documentation at api.gorilladesk.com before you count on it.

What happens to your GorillaDesk data when you cancel?

GorillaDesk's terms (effective March 5, 2020, as shown on the page we read) say "You own your Account Data." They also say you can remove data by deleting it and that GorillaDesk is "not responsible or liable for the removal or deletion of any of your Data." On termination: "we may permanently delete your GorillaDesk account and all the data associated with it any time after 30 days from the date of termination" (GorillaDesk terms). Treat those 30 days as a safety margin, not a plan. Export before you cancel.

The refund rules in the same terms: no refunds for payments already made, and no refunds on add-ons such as SMS packages and custom documents. You keep access until the end of the period you paid for. The pricing page says monthly plans can be cancelled "at any time without penalty," annual plans are "billed for the entire year at the start," and accounts can be frozen for seasonal breaks (GorillaDesk pricing). The terms say to request cancellation inside your GorillaDesk account.

One import limit matters if you are moving to GorillaDesk rather than away from it. Its pricing FAQ says the free data move covers contact information, service and billing addresses, notes and a starting balance, and "you can not import complete past service or billing history." Keep your old system's exports for your records either way.

Export checklist for Workiz or GorillaDesk

1. Confirm who on your team has the role needed to export: Admin or Manager on Workiz, an admin user on GorillaDesk.
2. Export the client or customer list and count rows against the on-screen total.
3. Export every report you use (jobs, invoices, payments, estimates, leads) with the widest date range.
4. Save message threads, photos and documents tied to open work or disputes, one by one if needed.
5. Screenshot automations, service plan setups, tax rates and templates.
6. Ask in writing about saved cards and about any record type you can't find in an export.
7. Check your term: Workiz's default is annual with 30 days' notice; GorillaDesk is month to month unless you prepaid a year.
8. Cancel last.

For field mapping and the cutover itself, read moving to a new CRM without losing records. Our Workiz alternative page and GorillaDesk alternative page set out who each product suits. Workiz lists trades such as garage door, locksmith and appliance repair among its industries and sells phone and AI add-ons, while GorillaDesk prices by route with unlimited users on every plan, which fits recurring route work. For the other big vendors, see exporting from Jobber.

Our side, stated once: when we build a custom CRM, the database belongs to the client's company and we charge no per-user fees. We don't publish prices, and we make no promises about results.

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