ServiceM8 Integration

What is the ServiceM8 Integration?

The ServiceM8 integration connects your Cooledge quoting system with your ServiceM8 job management. This means you can quote in Cooledge and automatically push everything to ServiceM8 when customers accept.

What it does:

• Imports customer details from ServiceM8 jobs into quotes
• Links quotes to ServiceM8 jobs automatically
• Pushes accepted quotes back to ServiceM8
• Uploads quote PDFs to ServiceM8 jobs
• Syncs invoice items and payments

How the Integration Works

When Creating Quotes

In the Cooledge mobile app:

1. Tap "Load from ServiceM8" when creating a quote
2. Enter your ServiceM8 job number
3. Customer name, email, and address auto-fill
4. Create your quote as normal

What's happening:

• Cooledge connects to ServiceM8
• Pulls customer and site data from that job
• Links the quote to the job automatically
• You don't have to type customer details

[IMAGE PLACEHOLDER: Mobile app with "Load from ServiceM8" button and job number field]

When Quotes Are Accepted

After a customer accepts and pays their deposit, the system handles everything automatically. It creates or updates the ServiceM8 job if needed, appends the completed works to the job with quote reference and details, pushes all invoice items from the accepted quote, and adds the deposit as a negative line item to show the customer already paid it. Quote PDFs get uploaded to the ServiceM8 job, and if they paid by credit card, that payment gets recorded too.

What you see in ServiceM8:

• Job has all quote items added to materials
• Deposit shows as payment (credit card) or negative line (manual payment)
• Quote PDF attached to job
• Job notes updated with quote acceptance details

[IMAGE PLACEHOLDER: ServiceM8 job showing synced items and documents]

Setting Up the Integration

Step 1: Enable ServiceM8 in Cooledge

1. Log into the Cooledge Portal (web version at app.cooledge.com.au)
2. Go to Settings (gear icon in sidebar)
3. Click Integrations
4. Find ServiceM8 and click Connect

[IMAGE PLACEHOLDER: Settings > Integrations page with ServiceM8 card]

Step 2: Authorize Cooledge

You'll be redirected to ServiceM8 to authorize the connection:

1. Log in to ServiceM8 (if not already logged in)
2. Review permissions that Cooledge is requesting
3. Click Authorize or Allow
4. You'll be redirected back to Cooledge

Permissions Cooledge needs:

• Read customer/company data
• Read and write jobs
• Add materials to jobs
• Upload attachments
• Create payments

[IMAGE PLACEHOLDER: ServiceM8 OAuth authorization screen]

Step 3: Confirm Connection

Back in Cooledge:

• You'll see "Connected" status with a green checkmark
• Shows when connection was established
• You can disconnect anytime

[IMAGE PLACEHOLDER: ServiceM8 integration showing connected status]

That's it! The integration is now active.

Using the Integration

Loading Customer Data from ServiceM8

In the Cooledge mobile app:

1. Start creating a new quote
2. Tap "Load from ServiceM8" button (below customer name field)
3. Enter the ServiceM8 job number
4. Tap Load
5. Customer details auto-fill (name, email, address)
6. Continue with your quote

[IMAGE PLACEHOLDER: Mobile flow showing Load from ServiceM8 button → job number entry → auto-filled customer form]

Tip: Have the ServiceM8 job number handy before you start. You can find it in the ServiceM8 app or dispatch board.

What Gets Imported

From ServiceM8 job to Cooledge quote:

• Customer/Company name
• Contact name and email
• Site address (full street address)
• Phone number (if available)

What doesn't get imported:

• Job history or notes
• Existing invoices
• Staff assignments
• Job attachments

The integration focuses on getting customer details right, not duplicating all ServiceM8 data.

Quote to ServiceM8 Sync

Automatic sync happens when:

1. Customer accepts quote
2. Customer pays deposit (credit card OR you confirm manual payment)

What gets pushed to ServiceM8:

• All accepted quote items (as job materials)
• Deposit amount (as payment or negative line item)
• Quote PDF (uploaded as attachment)
• Acceptance notes (quote reference, date, payment method)

[IMAGE PLACEHOLDER: Diagram showing quote acceptance → sync trigger → ServiceM8 updated]

Sync is automatic! You don't need to do anything. Once deposit is confirmed, syncing happens in the background.

Checking Sync Status

In the Portal (Web)

When you open an accepted quote that's linked to ServiceM8:

You'll see:

• ServiceM8 Job # field (shows the linked job number)
• Sync status indicator:
  • Green checkmark = Synced successfully
  • Yellow pending = Syncing now
  • Red error = Sync failed

[IMAGE PLACEHOLDER: Quote detail page showing ServiceM8 sync status]

If sync failed:

1. Click Retry button
2. System attempts to sync again
3. If it keeps failing, check your ServiceM8 connection

In ServiceM8

Open the job in ServiceM8:

Check for:

• Completed Works section has quote reference
• Materials tab has all quote items
• Attachments has quote PDF
• Payments has deposit (if credit card) or negative material line (if manual)

[IMAGE PLACEHOLDER: ServiceM8 job showing synced data in different tabs]

Payment Method Syncing

The integration handles deposits differently based on payment method:

Credit Card Payments

What happens:

• Customer pays via Stripe when accepting
• Cooledge records payment
• Creates payment record in ServiceM8
• Shows in ServiceM8 Payments tab
• Amount, date, and "Credit Card" method recorded

Manual Payments (EFT, Cash, Bank Transfer)

What happens:

• You confirm deposit in Cooledge portal
• Cooledge records payment
• Adds negative line item to ServiceM8 job materials
• Shows as "-$1,500 Deposit (EFT)" or similar
• Keeps job total accurate

Why different?
ServiceM8 API requires payment records to have transaction IDs (from payment processors). Manual payments don't have these, so we use negative line items instead.

Troubleshooting

Connection Issues

"Not connected" showing:

• Click Connect again in Settings > Integrations
• Authorize Cooledge in ServiceM8
• Check your ServiceM8 subscription is active

"Connection expired":

• OAuth tokens expire after time
• Click Reconnect
• Authorize again

Sync Issues

Quote not syncing:

• Check deposit is confirmed (payment status = succeeded)
• Check quote status is "Accepted"
• Try the Retry button
• Check ServiceM8 job number is valid

Customer details not loading:

• Double-check the job number (no spaces, correct number)
• Make sure job exists in ServiceM8
• Check ServiceM8 job has customer/company data
• Try refreshing your connection

Items not appearing in ServiceM8:

• Check quote was accepted (not just Draft or Sent)
• Verify deposit was paid/confirmed
• Look in ServiceM8 Materials tab (not just Completed Works)
• Check for error status in quote details

Integration Limits

What the integration does NOT do:

• Doesn't import old ServiceM8 jobs automatically
• Doesn't sync bookings/scheduling (use ServiceM8 calendar)
• Doesn't sync customer changes after quote created
• Doesn't delete data (only adds to ServiceM8)

One-way sync:
Data flows from Cooledge quotes → ServiceM8 jobs when quotes are accepted. Changes in ServiceM8 won't update existing Cooledge quotes.

Disconnecting ServiceM8

To disconnect:

1. Go to Settings > Integrations
2. Click Disconnect on ServiceM8 card
3. Confirm disconnection

What happens:

• New quotes won't be able to load from ServiceM8
• Existing linked quotes stay linked (historical data preserved)
• No data is deleted from ServiceM8
• You can reconnect anytime

Best Practices

Use ServiceM8 job numbers:

• Always have job number ready when quoting
• Keeps everything connected
• Customer data accurate
• Easy to find in both systems

Check sync status:

• After quote acceptance, check it synced (green checkmark)
• Fix any errors immediately (red status)
• Don't let failed syncs pile up

Confirm deposits before invoicing in ServiceM8:

• Make sure Cooledge deposit synced first
• Check ServiceM8 shows payment or negative line
• Avoids double-charging customer

Keep ServiceM8 connection active:

• Don't disconnect unless necessary
• Reconnect if expired
• Test periodically (create test quote, check it syncs)

Common Questions

Do I need ServiceM8 to use Cooledge? No! ServiceM8 integration is optional. Cooledge has its own built-in job management, calendar, and invoicing. Use the integration if you're already using ServiceM8.

Can I use Cooledge calendar if I have ServiceM8? When ServiceM8 integration is enabled, Cooledge hides its calendar and job management (you use ServiceM8 for that). Cooledge focuses on quoting only.

What if I enter the wrong job number? The quote will link to the wrong ServiceM8 job. Cancel the quote and create a new one with the correct job number. Or edit the ServiceM8 job number in the quote before customer accepts.

Does ServiceM8 see my pricing? Yes - when quotes are accepted, all items and prices push to ServiceM8. This keeps your ServiceM8 invoicing accurate.

Can I edit synced data in ServiceM8? Yes! Once data is in ServiceM8, it's yours to edit. Cooledge doesn't overwrite changes you make in ServiceM8.

What happens if ServiceM8 is down? Quoting still works! Customer data import won't work (you'd enter manually), but quote creation, acceptance, and PDFs all work. Sync will retry when ServiceM8 is back up.

Is my ServiceM8 data secure? Yes. Connection uses OAuth (industry standard). Cooledge only accesses data you authorize. Credentials are encrypted. Connection can be revoked anytime.

Related Articles

• Getting Started - Setting up your Cooledge account
• Creating Quotes - Quote creation basics
• Understanding Jobs - Job management in Cooledge

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Need more help? Email support@cooledge.com.au or check Settings > Integrations in your portal.