Skip to content
Menu
Builds
Invoice Check Simpro, ServiceM8 or AroFlo to Xero or MYOB Enquiry and Quote Follow-up Email or web form to a reply your staff approve Job Profit Report Simpro, ServiceM8 or AroFlo with Xero or MYOB KPI Report Jotform, Airtable and n8n Supplier Bill Approval Supplier bills in MYOB or Xero
Pricing Work Insights About AI Labs Get a free fit check by email

Insight Job software and accounts 5 min read

ServiceM8 Android: check the job photos before you invoice

By Renzo Demartini, Chartered Accountant ·

Drafted with AI, reviewed and spot-checked by me.

Technician A photographs the valve on Job 2101. A marked copy is saved. The original stays. F01 is not attached, so the office sees 2 of 3. F01 is attached and opens. All 3 files are accepted. The job is not evidenced until the office opens all 3 files.
The build behind this topicA$3,900

Invoice Check

Invoices that do not reach Xero or MYOB, duplicates, and job numbers that do not match.

  • Simpro
  • ServiceM8
  • AroFlo
  • Xero
  • MYOB
See Simpro to Xero invoice checks
Fixed price · AUD · No GSTA person approves

A maintenance crew takes the photo and fills in the form. The office needs to open them, against the right job, before it invoices. Nobody checks that the two ends agree until a customer asks for the proof.

The short answer: test one job on a real Android phone. Record the original photo, a marked copy and a completed form, then have the office open each file. ServiceM8’s Android help lists “Take and annotate photos” and “Complete Forms”,1 so the capture is documented. Your register shows the handover.

  1. 01 · CaptureThe original photo

    ServiceM8 Job 2101 Sample

    • P01Original photo
  2. 02 · Mark upA separate copy

    ServiceM8 P01 marked Copy

    • Circle at valveLabel: seep
  3. 03 · FormThe inspection form

    ServiceM8 F01 PDF

    • Inspection formCompleted
  4. 04 · OfficeA person opens all 3

    Accept the evidence?Reviewer B opened 3 of 3 files

At the end of the day Step 4 is a person: the office decides the evidence is enough.

Match the phone to the job

Technician A

The Android handset and the staff login that normally do this work.

Job 2101

Expected: an original photo, a marked copy and a completed inspection form.

Reviewer B

Opens each file in the office, and records the time and the result.

Use the handset and login your crew normally use, because ServiceM8 says access “depends on your staff permissions and the features enabled in your account”.1 Its Android and iOS apps are “nearly identical”, so the general mobile help applies.2 Agree what the office must see before anyone captures it.

Capture the original and the marked copy

The original photo P01 and its marked copy, with what to check in the Diary
Item Captured Markup Check in the Diary
P01 original 10:05 am None Opens, Job 2101
P01 marked From the original Circle at valve, label “seep” Separate copy, original still there

Sample data, not a client’s. Open the job, tap Camera, take the photo, tap Done, then Save. ServiceM8 says “Saved photos will be saved to the Job Diary”.3 Marking up saves “a separate, marked up version in the job Diary, with the original photo still available”.4 Keep both, and note that Android can annotate photos but “drawing diagrams is not available”.1

Complete the form and check the office

What the phone shows and what the office opens for each file
Evidence On the phone Office opened Decision
P01 original In the Diary, 10:05 am 10:08 am Pass
P01 marked In the Diary, 10:06 am 10:08 am, “seep” readable Pass
F01 inspection PDF in the Diary, 10:07 am 10:09 am, valve note matches Pass

ServiceM8 says “Completed forms convert to a PDF, auto-saved to the job diary”.5 The office opens the PDF and compares its answers with the photo, because a thumbnail alone is not a pass. Record the reviewer and the time. These are sample outcomes, not ServiceM8 status labels.

Hold a missing attachment

The office opens 2 of 3 files until F01 is attached

Files opened · orange: one missing

The first failed check stays on the record beside the corrected one.

Illustrative figures, not client data.

Repeat the test with F01 left off the job, so the office records 2 of 3 and returns it to Technician A. Do not replace a missing file with a reassuring note. ServiceM8 says you can “attach an existing PDF or other file to a job’s Diary in the ServiceM8 app”.6 For a file added from the office, it says “After the upload finishes, the file(s) will be shown in the job diary”.7 The hold is your team’s control, not a ServiceM8 block.

The acceptance checklist

  1. Right job. Job 2101 on every file.
  2. Original kept. P01 original is still there beside the marked copy.
  3. Markup readable. The circle and “seep” can be read.
  4. Form opens. F01 opens and agrees with the photo.
  5. Reviewer recorded. Reviewer B, the time and the result.

Run this before you invoice the job. Hours saved: not measured. Dollars saved: not measured. Running costs: your ServiceM8 plan and any support.

Where a person stays in charge

Rules check

Files expected against files opened, and the job reference on each.

Claude drafts

A one-line message to the technician when a file is missing. It never closes a job.

You decide

Reviewer B decides whether the evidence is enough to invoice the job.

Rules can count the files on a job and match their references, and I build that kind of workflow around the software a business already runs. Whether the evidence is enough stays with a person. A build for it is quoted as a Custom build, from A$9,500 (AUD, no GST charged).8 Once the evidence is accepted, Invoice Check covers job invoices on their way to Xero or MYOB.

If you want to know which handover is worth fixing first, a Workflow Audit costs A$990 (AUD, no GST charged). It is a 60-minute call, a read-only review of your systems and a written report, with a fixed quote for each of the top 3 things worth automating.8 Start with a free fit check by email at the foot of this page.

Questions

Does ServiceM8 run on Android?

Yes. Its help says it is “available for Android with almost all the same functionality as the iOS app”.1

Can Android staff complete a form?

Yes, the Android help lists Forms. It says editing or filling PDFs from attachment previews is not available on Android.1

Does a completed form prove the office has it?

ServiceM8 saves a PDF to the job Diary.5 Have the office open it and record the result as a separate step.

Sources

Not sure which to fix first?

Get a free fit check by email and I will say whether it is worth automating. No call needed. The next step is a A$990 workflow audit: the top 3 things worth automating, with a fixed quote for each.

Get a free fit check by email

If you would rather have it built

Each topic has a fixed-price build behind it. The audit tells you which one is worth doing for your business.

Need more than one workflow? For strategy, board work and larger custom builds, I work through renzodemartini.com.

More insights

Start with a free fit check by email

A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.

Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit

Get a free fit check by email

Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.

Sending saves your details in HubSpot so I can reply. No mailing list. No payment is taken. How your enquiry is handled.