ServiceM8 Jobs to Xero Invoices

# ServiceM8 Jobs to Xero Invoices

## Purpose
Deploy to eliminate double-entry between your field service tool and accounting system, getting invoices out faster and reducing errors.

## When to Use
Automatically generate Xero invoices when ServiceM8 jobs are marked complete, including labour, materials, and travel charges with correct GST treatment.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (ServiceM8 or Xero)

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## ServiceM8 Jobs to Xero Invoices

### Overview
Automatically create a Xero invoice when a ServiceM8 job is marked as "Completed", pulling through all line items including labour, materials, and travel with correct GST treatment, so your invoices go out the same day the job is finished.

### Prerequisites
- ServiceM8 account (any plan with API access)
- Xero account (Standard or above)
- Zapier account (Professional plan for multi-step Zaps)
- Xero chart of accounts with separate revenue accounts for:
  - Labour income (e.g., "200 - Labour Revenue")
  - Materials income (e.g., "201 - Materials Revenue")
  - Travel / call-out fees (e.g., "202 - Travel Revenue")

### Setup Steps

**Step 1: Configure your ServiceM8 job templates**
Ensure your ServiceM8 job templates include structured line items:
- Labour: Use hourly rates with hours logged
- Materials: Use itemised materials with quantities and unit costs
- Travel: Use a standard call-out or travel fee
- Each line item category will map to a different Xero revenue account

**Step 2: Create a new Zap in Zapier**
Log in to Zapier and click "Create Zap". Name it "ServiceM8 Completed Job to Xero Invoice".

**Step 3: Configure the ServiceM8 trigger**
- App: ServiceM8
- Trigger event: "Job Status Changed"
- Account: Connect your ServiceM8 account
- Filter: Set to trigger only when status changes to "Completed"
- Test: Mark a test job as completed in ServiceM8 and verify Zapier detects it

**Step 4: Add a filter step**
- Condition: Job Status equals "Completed"
- This ensures only completed jobs generate invoices (not status changes to "In Progress" or other states)

**Step 5: Configure the Xero action**
- App: Xero
- Action event: "Create Sales Invoice"
- Account: Connect your Xero organisation

**Step 6: Map fields**

| ServiceM8 Field | Xero Field | Notes |
|----------------|------------|-------|
| Client Name | Contact Name | Match existing or create new Xero contact |
| Client Email | Contact Email | For invoice delivery |
| Client Address | Invoice Address | Site address for the completed job |
| Job Number | Invoice Reference | Prefix with "SM8-" for identification |
| Completion Date | Invoice Date | Date the job was completed |
| Due Date | Due Date | Set to completion date + your payment terms (e.g., 14 days) |
| Labour line items | Line Item (Labour account) | Map to Labour Revenue account |
| Materials line items | Line Item (Materials account) | Map to Materials Revenue account |
| Travel / call-out | Line Item (Travel account) | Map to Travel Revenue account |
| Total (inc GST) | Invoice Total | Verify totals match |

**Step 7: Configure GST treatment**
- Labour: GST on Income (10%)
- Materials: GST on Income (10%)
- Travel: GST on Income (10%)
- For GST-registered businesses, all line items should include GST unless the service is GST-exempt

**Step 8: Add email delivery (optional)**
- Add a final Xero action: "Email Invoice"
- This automatically emails the invoice to the client upon creation
- Include your standard payment terms and bank details in the Xero invoice template

**Step 9: Test the integration**
1. Create a test job in ServiceM8 with labour, materials, and travel line items
2. Mark the job as "Completed"
3. Wait 2-3 minutes for the Zap to run
4. Open Xero and locate the new invoice
5. Verify: correct contact, all line items present, GST calculated correctly, totals match ServiceM8
6. If email delivery is enabled, check the client received the invoice

### Error Handling
- **Contact not found in Xero:** Configure Zapier to create a new Xero contact if no match is found by email
- **Missing line items:** If ServiceM8 job has no line items, the Zap will create an invoice with zero value. Add a filter to skip jobs with $0 total.
- **Duplicate invoices:** Use the ServiceM8 Job Number as the Xero reference. Before creating, check for existing invoices with the same reference.
- **GST discrepancy:** If ServiceM8 and Xero calculate GST differently due to rounding, review the BAS report quarterly.

### Maintenance
- Reconcile ServiceM8 job completions against Xero invoices weekly
- Review new Xero contacts created by the Zap monthly and merge with existing records
- Update line item mappings when you add new service categories in ServiceM8
- Adjust payment terms in the Zap if your business payment terms change

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**Complexity:** intermediate | **Setup time:** 20 minutes | **Tools:** ServiceM8, Xero, Zapier