Stop re-typing every job into Xero. We connect ServiceM8 and Xero so invoices, payments, customers and line items flow automatically — built in days, monitored continuously, and maintained as both platforms evolve.
Both platforms do their job well. The pain lives in the gap between them, and that gap is almost always staffed by someone re-typing data they've already typed once.
Job complete in ServiceM8, then 15–30 minutes rebuilding the same invoice in Xero. Multiplied across every job, every week.
Parts and time captured in ServiceM8 don't always make the round trip to Xero, and you only find out at month-end reconciliation.
Same client lives in ServiceM8 and Xero with two different names, two phone numbers, and a contact record that hasn't been touched since onboarding.
Xero shows the overdue invoice. Nobody sees it for two weeks. The follow-up email that should have gone day 7 never goes at all.
Four bidirectional flows replace every manual handoff. Built in Zapier or direct API, depending on what your workflow actually needs.
Forward flows in orange (jobs becoming invoices). Reverse flows in blue (payment status updating ServiceM8).
Every workflow is mapped to your real ServiceM8 categories, your real Xero items, your real GST handling. No generic templates.
The moment a ServiceM8 job is marked complete, a fully line-itemised, GST-correct Xero invoice is created and emailed to the client.
When Xero records a payment, the matching ServiceM8 job is marked paid and the team gets a Slack ping. No more "is this paid?" questions.
Configurable email cadence at day 7, 14 and 21. Stops the moment payment lands in Xero. No awkward double-chases.
Client added to ServiceM8 instantly creates the matching Xero contact, with phone, email and billing address mapped to the right Xero fields.
Stock items used on a ServiceM8 job map cleanly to your Xero inventory items, with correct accounts and GST. Reconciliation becomes a non-event.
Every automation is monitored. If a Zapier run fails or an API returns an error, you know within minutes — not at month-end when a client asks where their invoice is.
Pro Hire VIC's job-to-invoice flow used to take half a day every week. Variable-rate billing was reconciled by hand against ServiceM8 timesheets. We built the bridge — ServiceM8 jobs through a custom rate engine into Xero invoices — and it's run cleanly for over six months. The same architecture works for plumbers, electricians, cleaners or any service business with billable jobs.
Sarah K. — Operations Manager, Pro Hire VIC
Read the full Pro Hire VIC case study →Fixed-price scope. Tested in staging. Monitored after launch.
We map your current ServiceM8 categories, Xero items and the manual steps connecting them. You see the realistic ROI before committing a dollar.
Written proposal listing every workflow we'll automate, the exact Zapier or API connections, and a flat price. No hourly creep.
We build with your real data structure in a sandbox. Walk you through every scenario. Switch to live only when you've signed off.
Every live automation is monitored. We alert you within minutes if anything fails, and add new workflows as your business grows.
Drag the sliders. The number is what you're spending on the bridge work that should be automatic.
Automation typically eliminates 60–80% of these hours. The figure shown is your full current cost.
It removes every manual step between marking a job complete in ServiceM8 and seeing a paid, reconciled invoice in Xero. The automation creates the Xero invoice with the right line items, tracking categories, GST and customer record, sends it to the client, watches Xero for payment, and updates ServiceM8 — without anyone retyping a thing.
Both. Zapier is the fastest path for most ServiceM8 + Xero workflows, and as a Zapier Certified Expert that's typically what we recommend. Where the workflow needs custom logic Zapier can't handle, we build a direct API integration instead. We choose based on what's right for your business, not which tool we sell more of.
Yes. Every automated invoice maps to your existing Xero items, GST treatments and tracking categories. We don't create new entities in Xero — we use the structure you already have. Your accountant won't notice a change in the books, only fewer hours billed.
Most Melbourne service businesses go from signed plan to live automation in 3 to 5 working days. Complex multi-entity Xero setups or unusual job categorisation in ServiceM8 may add a day or two for testing.
We monitor every live automation and alert you within minutes if a run fails. Our retainer plans cover ongoing maintenance, so when Zapier or ServiceM8 push platform updates, we adjust the workflow before it impacts your invoicing.
Bring us your ServiceM8 categories, Xero items and current process. We'll map the gap, identify the biggest time leaks, and quote a fixed price to close them — in 30 minutes, at no cost.
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