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 as job materials and completed works
• Uploads quote PDFs to ServiceM8 jobs
• Adds the deposit to the job as a negative line once you have the money

How the Integration Works

When Creating Quotes

When ServiceM8 is connected, every quote form has a job number field with a Load button beside it. Enter a ServiceM8 job number, press Load and confirm, and the customer details fill in for you.

In the Cooledge mobile app:

1. On the customer step, find the Job Number field
2. Enter your ServiceM8 job number
3. Press Load and confirm
4. Customer name, email, phone and address auto-fill
5. Create your quote as normal

In the Cooledge portal:

1. On any quote form (itemised, split, multi, VRV, install only, ducted or the floor plan wizard) find the Job no. (optional) field
2. Enter your ServiceM8 job number
3. Click Load and confirm
4. Customer name, email, phone and address auto-fill
5. Create your quote as normal

What's happening:

• Cooledge connects to ServiceM8
• Pulls customer and site data from that job
• Matches or creates the Cooledge customer
• Captures the job's contact person onto the customer automatically
• Links the quote to the job automatically
• You don't have to type customer details

When Quotes Are Accepted

The job goes across as soon as the customer commits, and the deposit follows the money.

The customer pays by card. Everything happens in one go. Cooledge creates or resolves the ServiceM8 job, appends the completed works with the quote reference and details, pushes every accepted quote item as job materials, uploads the quote PDFs and adds the negative deposit line.

The customer chooses EFT, cash or one of your custom options. The job, its materials, the completed works and the PDFs go across straight away, with no deposit line, because no money has moved. The Cooledge quote stays Accepted. When the deposit actually arrives and you record it with Receive Deposit, the negative deposit line is pushed to the job and the quote moves to Paid.

The quote has a 0% deposit. The job, materials, completed works and PDFs go across when the customer confirms their acceptance. There is never a deposit line, because there is no deposit.

What you see in ServiceM8:

• Job has all quote items added to materials
• A negative Quote {reference} Deposit Applied line once the deposit has been received, and only then
• Quote PDF attached to job
• Job description and completed works filled in from the quote

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

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:

• Access to your jobs, including job information, job contacts (customer email and phone numbers), job items and services and job payments
• Access to your job attachments (file attachments on jobs)

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

That's it! The integration is now active.

Using the Integration

Loading Customer Data from ServiceM8

The flow is the same in the mobile app and the portal: enter the job number, press Load, confirm and the customer details fill in.

In the Cooledge mobile app:

1. Start creating a new quote
2. On the customer step, find the Job Number field
3. Enter the ServiceM8 job number
4. Tap Load and confirm
5. Customer details auto-fill (name, email, phone, address)
6. Continue with your quote

In the Cooledge portal:

1. Open any quote form (itemised, split, multi, VRV, install only, ducted or the floor plan wizard)
2. Find the Job no. (optional) field
3. Enter the ServiceM8 job number
4. Click Load and confirm
5. Customer details auto-fill (name, email, phone, address)
6. Continue with your quote

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.

The job number you load is saved on the quote and prints on the quote PDF as "Job No.".

Quote to ServiceM8 Sync

Automatic sync happens when:

1. The customer pays the deposit by card, chooses a manual method or confirms a 0%-deposit quote. This is when the job and its contents go across
2. You record the deposit in Cooledge. This is when the negative deposit line goes across, for manual methods

What gets pushed to ServiceM8:

• All accepted quote items (as job materials)
• Quote PDF and report (uploaded as attachments)
• Completed works and job description from the quote
• The deposit, as one negative line item, once the deposit has been received in full

Sync is automatic. You don't need to do anything. The items push happens once and never repeats, and the deposit line is pushed once, when the money is real.

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

If sync failed:

1. Open More Actions and choose Retry SM8 Sync. It is available on both Accepted and Paid quotes
2. Cooledge attempts the push again and tells you what it did
3. If it keeps failing, check your ServiceM8 connection

In ServiceM8

Open the job in ServiceM8:

Check for:

• Completed Works section has the quote reference
• Materials tab has all quote items
• Attachments has the quote PDF
• Materials tab has the negative Quote {reference} Deposit Applied line, once the deposit has been received

Deposit Syncing

Every deposit reaches ServiceM8 the same way: as one negative line item on the job, named Quote {reference} Deposit Applied. Cooledge does not create payment records in ServiceM8, for card deposits or any other kind. The negative line is what keeps the ServiceM8 job total right, so what you invoice from ServiceM8 is the balance and not the whole quote.

What changes by payment method is the timing.

Credit Card Payments

• Customer pays through Stripe when accepting
• Cooledge records the payment and marks the quote Paid
• The job, the items and the negative deposit line all go across in one push

Manual Payments (EFT, Cash, Custom Options)

• Customer picks the method on the accept page. The job, items and PDFs go across immediately, with no deposit line
• The quote stays Accepted while you wait for the money
• You record it with Receive Deposit on the quote in Cooledge
• Once the deposit is fully covered, the negative deposit line is pushed and the quote moves to Paid

Part payments are fine. You can record the deposit in instalments, and the deposit line is pushed once, when the last of it lands.

No-Deposit Quotes

A quote with a 0% deposit never gets a deposit line. The job and its contents go across when the customer confirms.

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 the quote status is Accepted or Paid
• Read the error under ServiceM8 Job Sync on the quote. It names what went wrong
• Try the Retry SM8 Sync action in the More Actions menu
• Check the 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 the quote was accepted (not just Draft or Sent). Items go across at acceptance, not when the deposit lands
• Look in the ServiceM8 Materials tab, not just Completed Works
• Check for an error status in the quote's ServiceM8 Job Sync panel, then use Retry SM8 Sync

Deposit line missing from the job:

• The deposit line is only pushed once the deposit is fully received. A part-paid deposit has no line yet
• If the deposit is fully received and the line is still missing, use Retry SM8 Sync. It checks the job for the line first, so it will not add a second one. It answers Deposit line added to the ServiceM8 job. if it posted one, or Deposit line confirmed on the ServiceM8 job. if it was already there

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
• The job number also prints on the quote PDF as "Job No."

Check sync status:

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

Record deposits in Cooledge before you invoice in ServiceM8:

• The deposit line only reaches ServiceM8 after you record the money on the quote in Cooledge
• Check the job's Materials tab shows the negative deposit line before you invoice
• Otherwise you invoice the full amount and charge the customer twice

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. The quote records a sync error, and you push it across with Retry SM8 Sync once 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.