The Complete ServiceM8 Setup Checklist for Australian Trades Businesses

ServiceM8 is one of the most powerful job management platforms available for Australian trades businesses. Set up well, it transforms how you quote, schedule, dispatch, invoice, and follow up. Set up poorly - or left at default - it adds friction rather than removing it.

This checklist covers everything a Sydney or Australian trades business should configure before going live with ServiceM8.

1. Account and Business Settings

Before anything else, make sure the basics are right:

Business name and ABN entered correctly (this appears on quotes and invoices)
Business address set to your registered address in NSW
Time zone set to AEST / AEDT (Sydney)
Business hours configured for scheduling purposes
Invoice numbering sequence - decide whether to continue your existing invoice numbers or start fresh
Payment terms set (e.g. 14 days, 7 days, COD)
Email and SMS sender details configured - clients should see your business name, not "ServiceM8"

2. Staff and User Setup

Each person who will use ServiceM8 needs their own account with appropriate permissions:

Create a user account for every technician, admin, and manager
Assign the correct permission level (Admin, Staff, or Custom)
Confirm each user can log in to the iOS or Android app
Set up staff categories if you have different trade types (e.g. electrical, plumbing, cleaning)
Set individual availability schedules if staff have different working hours

Sydney note: If you have subcontractors working on jobs, ServiceM8 has a separate subcontractor workflow - don't add them as staff.

3. Client and Contacts Import

Export your existing client list from your old system or spreadsheet
Import into ServiceM8 (CSV import is available)
Check that business names, contact names, and billing addresses are correct
Assign client categories if you manage different types (e.g. residential, commercial, strata)
Set default billing contacts for clients that have separate accounts payable contacts

4. Job Templates

Job templates are the backbone of a well-run ServiceM8 account. Create a template for every type of job you do regularly:

Name each template clearly (e.g. "Electrical Safety Check - Residential", "Routine Maintenance Visit", "Emergency Call-Out")
Set the default job duration for scheduling accuracy
Add a mandatory pre-job checklist (safety, materials required, client access notes)
Add a mandatory completion checklist (work done, photos taken, client sign-off)
Set the default job status workflow (New → Dispatched → In Progress → Completed → Invoiced)
Add required materials or labour line items to pre-populate quotes and invoices
Enable photo capture if photo documentation is required for that job type

5. Automation Setup

This is where ServiceM8 really earns its keep. Set up at minimum:

Booking confirmation SMS/email - sent automatically when a job is created
Appointment reminder - sent 24 hours before the scheduled time
On-my-way notification - triggered when the technician checks in to travel to the job
Job completion message - sent to the client when the job is marked complete
Invoice sent notification - confirmation to the client when an invoice is issued
Quote follow-up - automatic follow-up if a sent quote hasn't been accepted after X days

For businesses with ongoing maintenance contracts, also set up:

Recurring job creation - automatically schedules the next job when the current one is completed
Contract expiry reminders

6. Xero Integration (or MYOB / QuickBooks)

Most Australian trades businesses use Xero. Connecting ServiceM8 is straightforward but requires careful configuration:

Connect your Xero organisation to ServiceM8 in Settings → Integrations
Map ServiceM8 account codes to the correct Xero accounts
Set the default tax rate (GST at 10% for most Australian services)
Decide whether invoices sync as drafts (recommended) or auto-send
Test with a single job - create, complete, and invoice it - and confirm the Xero entry is correct before rolling out to all staff

7. Online Booking (Optional but Recommended)

ServiceM8's online booking widget lets clients self-book directly into your calendar:

Enable the online booking portal
Set which job types are available for online booking
Restrict available times to avoid overbooking
Add the booking link or widget to your website
Test the booking flow from a client's perspective

8. Staff Training

A system no one uses correctly is worse than no system at all:

Walk every technician through the job lifecycle on their device: receive a job, travel, check in, complete checklist, take photos, mark complete
Show admin staff how to create jobs, send quotes, and manage the dispatch board
Run through the invoicing process with whoever handles billing
Create a short internal guide or cheat sheet for common tasks
Schedule a two-week check-in to catch any issues early

9. Go-Live Checklist

Before switching off your old system:

Run parallel for one week - use both systems and compare outputs
Confirm invoices appearing in Xero are correct
Confirm automations are firing at the right times
Confirm technicians are marking jobs complete in the field, not at the end of the day
Confirm all clients have been migrated from the old system

Getting Help with Your ServiceM8 Setup

A well-configured ServiceM8 account takes time to build properly. Most businesses that set it up themselves end up with default templates, no automations, and a system that's technically working but not saving them any time.

At Proanalytica Technologies, we set up ServiceM8 for trades and field service businesses across Greater Sydney - from initial configuration through to staff training and ongoing support. If you'd like a ServiceM8 setup done properly, get in touch.