ServiceM8 setup & automation
We set up and automate ServiceM8 for trade and plant businesses that bill variable work — by the hour, the cube, the tonne or the load. The job finishes, the sheet gets filled in on a phone, and a priced draft invoice is waiting for you to approve.
If you charge a flat call-out fee, ServiceM8 already invoices it for you. But the moment the price depends on what actually happened on site — hours run, cubes placed, tonnes carted, which machine went out, what the mix was — no template can work it out.
What you need to bill the job lives in three places: an operator's head, a photo of a crumpled sheet, and a text sent at 4pm. Someone has to reassemble it. So it happens late, or on a weekend, or not at all. The money sits in your filing cabinet instead of your account — and the hardest jobs to price are always the biggest ones.
No new app for your crew to learn. It all runs inside ServiceM8 and Xero — accounts stay in your name, and you can switch our access off whenever you like.
A digital form in the ServiceM8 app, asking only the questions that actually change the price. Filled in on a phone at check-out, not on paper in the ute.
The completed sheet is read against your rate card and priced automatically — hours, cubes, machine, minimum charges, levies. Your rules, not a generic template.
It creates a draft invoice and stops. You approve it. Anything unusual is flagged rather than guessed at. Nothing reaches your customer unchecked.
Jobs finished without a sheet, and drafts sitting unsent, get chased automatically on a schedule — so nothing quietly falls off the end of the week.
What was invoiced this week, what's still in draft, who owes you and for how long, and which quotes have gone cold. Reconciled against Xero, not guessed.
Duplicate clients merged, jobs categorised, rates written down properly. Reporting built on messy data just lies to you confidently, so this comes first.
The questions that decide the price, on the phone that's already in his pocket, at check-out. No paper to lose, no photo to squint at, no ringing him the next morning to ask what the mix was.
Priced against your rate card — hours, cubes, machine, minimums, levies — and waiting as a draft. You read it and approve it. Anything unusual is flagged, never guessed.
Sent the day the work finished instead of the weekend after, with a pay-now link on it. The single biggest thing that moves money out of your customers' accounts and into yours is simply invoicing sooner.
This runs live in a concrete pumping business today. Operators fill in a 27-question sheet at check-out. An hourly cloud routine attaches sheets to new jobs, prices the finished ones into draft invoices, and emails the office. It runs whether or not anyone's laptop is open — a job created with no sheet had one attached by the next run, with nobody watching.
The pricing was back-tested against real historical invoices before it touched a live one, and anything it can't price confidently escalates to a human instead of guessing. A wrong invoice in front of your customer costs far more than a late one.
Start with the audit. If you go ahead, it comes off the setup — so the diagnosis is effectively free if you hire us, and cheap if you don't.
Admin audit. We go through your ServiceM8 and Xero and show you where the hours and the money are actually going — including how many days it currently takes you to invoice a finished job. Credited in full against setup.
One week, fixed scope. Job sheet, pricing rules, drafts, chasing and reporting installed and tested on a real job before it touches a second one.
Keeps it running — the cloud routines, the Friday email, rate-card changes when your prices move, and support. No lock-in contract.
We do the admin for trade businesses — quoting, invoicing, chasing money, and the paperwork that still isn't done at 9pm. We're not automating a process we read about. We're automating the one we do.
We know why the sheet comes back half-filled, why the mix strength is missing, why the operator wrote the deal in the email body instead of on the form, and why "just make it automatic" is the fastest way to send a customer a wrong invoice. Those details decide whether an automation survives contact with a real crew.
Fixed scope. Tested on one real job before it goes near the rest. And a human approval step that never gets removed to make a demo look better. We'd rather flag ten jobs for you to check than send one wrong invoice to a customer you've had for fifteen years.
ServiceM8 is job management software built for trade and service businesses — quoting, scheduling, dispatching the crew, job cards on the phone, and invoicing, all in one place. It's what we build on, and it talks to Xero, MYOB and QuickBooks.
What it gives you: every job in one place instead of a diary, a whiteboard and three text threads. Quotes out the same day, from the ute. The crew seeing their run without ringing the office. Photos, notes and signatures attached to the job rather than lost in someone's camera roll. Invoices raised the day work finishes, not the weekend after. And a live picture of what's been quoted, what's booked and what's owed.
If you're not on it yet, start a trial through the link below and we'll set it up properly the first time — considerably less painful than moving everything across again in six months.
No proposal process, no discovery phase, no three-week onboarding. Here is the whole thing, start to finish.
Tell us how you bill and roughly how long invoicing takes you now. We'll say honestly whether automating it is worth the money, or whether you're fine as you are. No pitch, and no charge.
We go through your ServiceM8 and Xero and show you where the hours and the money are actually going, including how many days it currently takes you to invoice a finished job. You get that in writing whether or not you go further, and it comes off the setup in full if you do.
Job sheet, pricing rules, drafts, chasing and reporting. Tested on one real job before it goes near the rest. You approve everything before it touches a customer.
Cloud routines, the Friday money email, rate-card changes when your prices move, and support. No lock-in. Cancel whenever you like and the system stays in your account.
Start your free trial through the link below and we'll set it up properly the first time. Signing up through this link tells ServiceM8 we referred you, which costs you nothing and means they send any follow-up to us rather than a stranger.
No, and we won't build it that way. It creates a draft and stops. You approve it. An invoice sent automatically with the wrong number on it does more damage than a late one ever will.
They fill in a form in the ServiceM8 app they already have, when they check out of a job. If it takes them longer than the paper sheet did, we've built it wrong. Everything else happens where they never see it.
More than most people expect. Reading, checking, chasing and remembering are all candidates. The audit exists to sort what can go from what can't, before you spend anything.
It gets flagged instead of guessed at. The aim is to automate the standard job and hand you the exceptions — not to pretend exceptions don't exist.
You do. ServiceM8 and Xero stay in your name and on your card — we never resell you your own software. We connect to them, and you can disconnect us at any time from inside your own account.
No. This work is entirely remote. We're Adelaide based and work with trade businesses anywhere in Australia.
Fifteen minutes, no pitch. Tell us how you bill and how long invoicing takes you now, and we'll tell you honestly whether automating it is worth the money — or whether you're fine as you are.
Call us