ProjectFlow for ServiceM8 | Live work order table and document automation

Built for high-volume ServiceM8 workflows

Track related jobs, monitor forms, update statuses, and generate documents in bulk using the data already captured in ServiceM8.

Turn hours of documentation into minutes.

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ProjectFlow live table showing ServiceM8 work orders, statuses, form completion and document generation

A live work order table connected to ServiceM8, showing job status, form completion, document generation and processing information in one place.

The problem

Spending hours tracking, updating and double handling?

When high-volume work scales up, admin teams often end up:

Checking jobs one by one to see what has been completed
Updating spreadsheets with information already stored in ServiceM8
Chasing missing info, forms and photos from technicians
Tracking admin steps outside the normal job workflow
Copying job, client and form data into documents and certificates
Working out which jobs are ready to process, invoice, export or hand over

The solution

See every job in one live table

Sync related ServiceM8 jobs into one live table so your team can track progress, key dates, statuses, forms, documents and processing steps without opening every job one by one.

Track forms and workflow status

See which jobs are missing forms, photos, signatures or completion details, and quickly review completed forms without opening every job one by one.

Generate documents in bulk

Use job, client, site and form response data already captured in ServiceM8 to generate certificates, reports, completion documents or handover packs. Automatically. In bulk.

Live table

Track every related job in one live table.

Sync related jobs from ServiceM8, group them by custom field, client or category, then manage the whole group from one live spreadsheet-style table.

Set up a live job table in minutes
View all job details, addresses, dates, schedules, statuses and custom fields in one table
See live totals for jobs added, active, awaiting forms or documents, and awaiting payment.
Easily customise the columns you want to see or create custom table views to fit different purposes

ServiceM8 project dashboard with grouped jobs, schedules, statuses, forms and document tracking

Stop updating manual spreadsheets. Get REAL clarity on your projects

Custom Status Workflows

Track every step from completion to processing.

High-volume work often has extra admin steps around forms, photos, documents, invoicing and handover. ProjectFlow lets you track those steps from the live table, using either your own ProjectFlow workflow fields or the ServiceM8 fields you already use.

ProjectFlow jobs in progress KPI showing job counts by workflow status

1 Create custom workflow statuses Create dropdowns inside ProjectFlow for the admin stages your team needs to track, such as awaiting forms, forms checked, ready for documents, documents generated, sent to client, ready to invoice, processed or batched.

2 Use ServiceM8 statuses or custom fields Keep using your existing ServiceM8 job status or custom fields, and view or update those fields from the table instead of opening each job individually.

3 Set requirements by status Set forms, photos or documents to be required at specific workflow stages, so admin knows what needs to be collected, checked or created before a job moves forward.

Document automation

Generate documents in bulk from ServiceM8 data.

Stop copying the same job, client and form information into certificates, reports and completion documents. ProjectFlow can generate documents one at a time or in bulk using the data already captured on your ServiceM8 jobs.

Use ServiceM8 data to populate documents, including:

Job data
Client details
Site information
Custom fields
Form responses
Photos
Signatures and sign-offs
Manual project fields

Save hours by generating completed documents from the data already captured on each job.

How document generation works

1. Start with your template

Upload an existing PDF template or connect a Google Doc template your team already uses for certificates, reports or completion documents.

2. Map the fields you need

Map ServiceM8 job, client, site, custom field and form response data into the areas of the document where that information needs to appear.

3. Generate and save

Generate documents individually or in bulk, then save them back to the ServiceM8 job or into Google Drive where needed.

Also supports

Recurring information such as company details, licence numbers or standard wording
Photos, signatures, checkboxes and form response values
Existing official PDF or Google Doc layouts where documents need to stay consistent
Dynamic PDFs where sections, photos or form responses change by job

Form tracking

Track & review ServiceM8 forms without opening every job.

ProjectFlow brings ServiceM8 form completion and response data into the live table, so admin can quickly see what is required, what is missing, and what has been reviewed.

Required forms

Set which ServiceM8 forms are required for the job group and see which jobs have them completed, missing or still outstanding.

Review and mark off

Review completed form responses, sign-offs, photos and inspection answers, then mark them as checked or flag them for follow-up.

Form response table

View completed form responses across all jobs in a table format, so you can scan every response without opening each job or form one by one.

One connected workflow

From job list to completed documents and export.

ProjectFlow brings the office workflow around high-volume ServiceM8 jobs into one connected process.

Start with your job list

Sync existing ServiceM8 jobs or upload new work orders from a spreadsheet.

Track in one live table

See related jobs, dates, statuses, forms, documents and processing steps in one place.

Check forms and missing info

Identify which jobs are missing forms, photos, signatures or completion details.

Generate documents

Create certificates, reports, completion documents or handover packs from job and form data.

Batch completed work

Group completed jobs for invoicing, client reporting, provider processing or CSV export.

Bulk upload

Starting from a spreadsheet? Bulk add jobs to ServiceM8

Upload a spreadsheet of work orders, map the columns to ServiceM8 fields, and create the jobs without entering them one by one.

Bulk add jobs with addresses, contacts, billing details and custom fields
Use existing client information for repeated contact or billing details
Create or assign sites to new jobs added.
Keep information you don't need in ServiceM8 tracking in ProjectFlow only.

CSV column mapping screen for bulk uploading ServiceM8 jobs

Stop wasting hours adding jobs one at a time.

Batching and exports

Batch completed jobs for invoicing, processing or handover.

High-volume work often needs completed jobs grouped for provider processing, portal uploads, client reporting, invoicing or internal handover.

ProjectFlow helps your team define what makes a job ready to batch, see which jobs are ready, create batches, view those batches from the live table, and export clean CSV files for the next step.

1Define batch requirementsSet the forms, documents, statuses or job information required before a job can be included in a batch. Decide what information your batches should contain.

2Create and track batchesSee which jobs are ready to batch, create batches, and view those from the live table.

3Export for the next stepExport a CSV for invoicing, client reporting, provider processing, portals or internal handover.

Who it's for

Built for high-volume ServiceM8 workflows.

ProjectFlow suits businesses managing large groups of related jobs where forms, documents, reporting or processing steps are part of the workflow.

Compliance work Inspections Fire and security HVAC and electrical rollouts Plumbing or maintenance programs Property maintenance Insurance repair work Facilities work Provider or contract-based work Recurring client site work

Plans

Choose the setup that fits your workflow.

Start with live job tracking, then add form review, document automation, bulk upload and batching as your workflow grows.

Starter

For teams that need one live table to track related ServiceM8 jobs.

Book a demo

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