Automation for ServiceM8

ServiceM8, with the enquiries that never reach it.

ServiceM8 runs a job once it exists. We build the automation around the edges: getting every enquiry in as a job, following up the quotes that go nowhere, and bringing past customers back when their next job is due.

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Start from what’s there

What ServiceM8 covers, and what it leaves.

  • What ServiceM8 already does

    Scheduling, job cards, quoting, invoicing and a native Xero sync. Its Automation add-on sends booking confirmations and reminders, quote follow-ups, payment follow-ups and feedback requests by SMS or email. If you already use those, we leave them running and build around them.

  • Where work still slips

    ServiceM8 can only chase a job it knows about. A quote request sitting in your inbox, a lead forwarded by a directory, a message left while you were up a ladder: none of it is in ServiceM8 until someone types it in, usually at the end of a long day. And the customer whose boiler you serviced last autumn is in your job history, not in anyone's diary.

What we automate

How it works, step by step.

  • 01

    Enquiry to job, as it arrives

    Starts when: a quote request comes in through your website, or an enquiry email lands in your inbox.

    1. The enquiry is read and the name, address, contact details and job description are pulled out.
    2. A client and a job are created in ServiceM8, with any photos the customer sent attached.
    3. The customer gets an email straight away confirming you have it and when to expect contact.
    4. Anything that can't be read cleanly goes to a person to check instead of being guessed.
  • 02

    Quotes still open after the follow-ups

    Starts when: a quote has gone out and the job hasn't moved once ServiceM8's own follow-ups have finished.

    1. A webhook on the job's status tells the automation when the quote was sent and when it changes.
    2. Past the cut-off you set, the job lands on a short call list with the quote and the customer's history.
    3. If you want, one last email goes out in your wording, approved by you at setup.
    4. The moment the job is accepted or marked lost, nothing more is sent.
  • 03

    Past customers, when work comes due

    Starts when: a completed job reaches a date that matters: an annual service, a gas safety check, a periodic inspection.

    1. Completed jobs are read from ServiceM8 and grouped by job type and completion date.
    2. The customer gets a reminder email before the work is due, with a way to book.
    3. A reply or booking creates a new job in ServiceM8 and stops further reminders.
    4. Anyone who has opted out or bounced is suppressed across every sequence.

What it connects to

ServiceM8, wired into the rest.

  • Your website's quote form

    Submissions become ServiceM8 jobs instead of emails waiting to be read.

  • Your inbox

    Enquiries forwarded from directories and lead sources are read and filed as jobs.

  • Google Business Profile

    If you don't use ServiceM8's own feedback request, a completed job can trigger a request pointing at your Google review link.

  • Xero

    ServiceM8 already syncs with Xero. We leave that link alone and read payment status from ServiceM8.

  • A simple source report

    Where each job came from and what happened to it, so you can see which lead sources actually win work.

The connection

Through ServiceM8's public API and webhooks.

ServiceM8 publishes a REST API with API key or OAuth access, and webhooks that fire when fields you're watching change on jobs, clients, payments and notes. It also has a Zapier app with triggers including New Job and Job Completed. This is a documented route, not screen-scraping.

We still treat the first step as a check. A documented API isn't a working one until we've called it against your account and the add-ons you actually pay for, and nothing writes to ServiceM8 until you've seen what it will write.

Who it suits

A good fit if…

  • You run ServiceM8 as a sole trader or a small team, and a good share of enquiries arrive by web form, email or directory rather than a phone call you answer.

  • You do repeat or recurring work, such as servicing, inspections or maintenance, where past customers are the easiest next job.

  • You have quotes out that nobody has time to chase beyond the first reminder.

Less useful if nearly all your work comes by phone and you answer every call. Missed-call text-back needs a telephony and SMS provider, which we scope with you before promising it.

FAQ

ServiceM8 automation, answered straight.

ServiceM8 automation

  • Does this replace ServiceM8's Automation add-on?

    No. If you use the add-on for reminders, quote follow-ups and feedback, keep it. We build what sits outside ServiceM8: enquiries that never became jobs, quotes still open once its follow-ups have run, and past customers due more work.

  • Will it create jobs in ServiceM8 without me checking?

    Only if you want it to. By default anything uncertain comes to you first, and you approve the wording of every customer email before it goes live.

  • Can it text my customers?

    ServiceM8 can send SMS itself through its add-on. Sending texts from our side needs an SMS provider set up for your business, which is a scoping step, not something we switch on by default.

Keep reading

Ready to stop the leak?

Tell us where enquiries are slipping through, and we’ll show you what to build first.

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Reviewed September 2026.