When you adopt software, you are handing a vendor your most important records. Most of the time that is fine. The problem comes if you ever want to leave and discover the data does not come with you, or comes out in a form you cannot use. A few direct questions up front prevent that, and the way a vendor answers tells you how they think about your relationship.
The questions to ask
- Do I own my data, in writing?
- Can I export all of it, including documents, on demand?
- What formats does the export use, and are they usable elsewhere?
- Is there a fee or delay to export?
- What happens to my data if I cancel?
- How long do you retain it after I leave, and can I get a final copy?
What good answers sound like
| Question | A good answer |
|---|---|
| Who owns the data? | You do, stated plainly and in the contract |
| Can I export it? | Yes, all of it, on demand |
| What format? | Open, usable formats plus original documents |
| If I leave? | You keep a final copy; here is how |
Why this protects you
Clear data ownership is what keeps a vendor honest over time. If you can always leave with everything, the vendor has to keep earning your business, and you are never trapped by the cost of switching. It is the single most important piece of leverage you have, so settle it before you sign.
How FuneralHQ handles this
FuneralHQ’s Terms of Use say that your firm retains ownership of the data it enters. Export records while your account is active, or ask our team to arrange an export, including the signed documents stored on each case that you need. There is no fee to take your own data with you. If account access has ended, request the export from the team during the 90-day data-retention period. The security page explains the process; the Privacy Policy lists retention periods by record type.
Before you leave, list the records and documents you need, agree on the export scope and delivery method, and open a sample outside FuneralHQ. Retaining records for export does not mean the account stays open. If you are moving into FuneralHQ, use the migration guide to agree on the source files, mapping and separately scoped work.
Related resources
Read how to export funeral home data before switching and funeral home software red flags.
The FuneralHQ advantage
Control the record without adding more clerical work
FuneralHQ keeps permissions, activity history, documents, and case data together so good recordkeeping follows the work instead of becoming a second process after it.
We will work through a real example with you, from the first details to the finished record.
See it on one of your casesAbout the FuneralHQ Editorial Team
This guide was written by the FuneralHQ Editorial Team, the in-house team behind funeral home software used by independent firms to run cases, documents, payments, and QuickBooks sync in one record. Our editorial standards explain how we review product claims, outside sources, automation, updates, and corrections.