PortalMEin Add-ons That Extend ServiceM8

ServiceM8 gives trade and field-service businesses a strong foundation for managing customers, jobs, scheduling, forms, invoicing and field operations.

PortalMEin extends those capabilities with specialised add-ons designed to reduce repetitive administration, improve data consistency and automate more of the work surrounding each ServiceM8 job.

The PortalMEin add-ons covered in this article are:

1. Customer Portal
2. Client / Site Management
3. Forms
4. Expense Tracker
5. Route Planning
6. Template Manager
7. Commissions
8. Invoice Consolidation

Each add-on connects with ServiceM8 and addresses a specific operational challenge, from customer self-service and job creation through to cost allocation, commission payments and consolidated invoicing.

1. Customer Portal

PortalMEin Customer Portal gives customers secure, instant access to their ServiceM8 job history without requiring them to create an account or remember a password.

Customers access their personalised portal through a secure magic link. The portal automatically displays every job connected to their email address, whether they were recorded as the job contact or as a contact attached to the client.

Each job is displayed on a clear, timeline-style page showing the history of what occurred.

This can include:

• Job notes
• Photos
• ServiceM8 forms
• Attachments
• Asset history, where applicable

Businesses remain in control of what customers can access. Individual attachment types and content categories can be configured so only approved information is displayed.

Key benefits

The Customer Portal can help reduce enquiries such as:

• “Can you resend that report?”
• “What happened during the last visit?”
• “Do you have the photos from that job?”
• “Can I get another copy of the form?”

Instead of searching through old emails or contacting the office, customers can access their service history directly through the portal.

This gives customers a clearer and more organised experience while reducing repetitive administrative work for the office team.

Best suited to: Service businesses that want to give customers secure, self-service access to their job records, forms, photos, attachments and service history.

2. Client / Site Management

PortalMEin Client / Site Management simplifies the way businesses manage relationships between clients, sites and head offices in ServiceM8.

Tasks such as assigning a head office, changing job ownership or moving information between job and company records can otherwise require several manual steps.

Client / Site Management reduces these processes to a small number of actions.

Teams can:

• Assign head offices
• Update job and company relationships from mobile devices
• Copy contacts between jobs, sites and head offices
• Copy addresses between records
• Transfer custom field values
• Keep related records aligned across ServiceM8

This is particularly useful for businesses working with clients that operate across multiple locations or have complex organisational structures.

For example, a business may complete work at several individual sites while invoices and account management are handled by a central head office. Client / Site Management helps maintain those relationships without repeatedly re-entering information.

Key benefits

• Reduces repetitive data entry
• Simplifies head-office assignment
• Makes job ownership easier to update
• Helps keep client and site information consistent
• Reduces errors when transferring contacts and addresses
• Supports multi-location and complex customer structures

Best suited to: Businesses working with multi-site clients, property groups, franchises, facility managers or organisations with separate site and head-office records.

3. PortalMEin Forms

PortalMEin Forms expands the capabilities of native ServiceM8 Forms.

The PortalMEin Form Builder makes it easier to visualise and build ServiceM8 Forms, while PortalMEin Form Actions allow submitted answers to automatically trigger changes within the associated ServiceM8 job.

When a team member completes a ServiceM8 Form through the PortalMEin app, the standard completed form is still saved to the ServiceM8 job.

At the same time, the answers can trigger automated actions such as:

• Adding job line items
• Adding information to the job description
• Creating checklist items
• Performing other configured workflow actions

This allows the form to become an active part of the job workflow rather than simply producing a completed document.

Enhanced Mode

Enhanced Mode adds further photo-capture capabilities to ServiceM8 Forms.

Teams can:

• Capture a photo even when there is no dedicated photo question
• Take multiple photos without requiring multiple separate questions
• Automatically number and structure photos in the format expected by ServiceM8

The output document can then be configured to accommodate the information and images collected during the form process.

Key benefits

• Makes ServiceM8 Forms easier to design and visualise
• Automates job actions based on form responses
• Reduces manual line-item and checklist entry
• Allows additional and multiple photos to be captured
• Structures uploaded photos for ServiceM8
• Helps create faster and more responsive job workflows

Best suited to: Businesses that rely heavily on ServiceM8 Forms and want form responses to automatically update or build out the job.

4. Expense Tracker

PortalMEin Expense Tracker connects field-captured expenses directly with ServiceM8 jobs, job costs and commissions.

Expenses are captured as part of existing workflows through either native ServiceM8 Forms or PortalMEin Forms.

Businesses designate selected forms as expense forms. Each completed submission then creates a structured expense record.

Expenses can be assigned directly to ServiceM8 job line items, with the cost written back to ServiceM8 so job costing remains accurate and current.

They can also be applied as deductions from commissions, helping businesses account for real job costs before calculating staff payouts.

Expense allocation options

Expense Tracker allows businesses to:

• Allocate an expense to a job
• Assign costs to individual line items
• Split expenses across multiple line items
• Apply expenses as commission deductions
• Split deductions where required
• Calculate mileage expenses
• Calculate per-diem expenses
• Report on expenses by job or staff member

Key benefits

• Captures expenses as part of the field workflow
• Reduces separate expense spreadsheets and manual records
• Keeps ServiceM8 job costs accurate
• Shows how expenses affect job profitability
• Allows costs to be reflected in commission calculations
• Provides visibility across jobs and employees
• Ensures expenses are allocated and accounted for

Best suited to: Businesses that need accurate field expense capture, job-cost write-back and commission deductions without adding a separate administrative process.

5. Route Planning

PortalMEin Route Planning provides an interactive scheduling and route-optimisation workspace built specifically for ServiceM8 teams.

Scheduled jobs are displayed on a live map, allowing dispatchers to visualise where each technician is travelling throughout the day.

Technicians can be displayed using colour-coded routes, and individual staff schedules can be turned on or off to simplify the map view.

Jobs can be reordered using drag-and-drop controls, with scheduling changes synchronised directly back to ServiceM8.

Key features

Interactive Map View
Display scheduled jobs on a live map with colour coding for each technician.

Technician Filtering
Toggle individual technicians and their routes on or off.

Drag-and-Drop Rescheduling
Reorder jobs visually and write the updated schedule back to ServiceM8.

Driving Routes
Generate practical driving routes with estimated distance and travel time.

Route Optimisation
Optimise the order of stops to reduce driving time and improve efficiency.

Multi-Technician Visibility
View and manage several technicians from one workspace.

Live Schedule Sync
Send scheduling changes directly back into ServiceM8.

Key benefits

• Reduces unnecessary drive time
• Provides a visual overview of the daily schedule
• Helps dispatchers coordinate one technician or an entire team
• Makes job reordering faster
• Provides distance and travel-time estimates
• Improves daily routing efficiency
• Keeps the ServiceM8 schedule updated

Best suited to: Businesses dispatching multiple daily jobs and looking to reduce travel time while maintaining direct ServiceM8 schedule synchronisation.

6. Template Manager

PortalMEin Template Manager brings greater structure and consistency to how ServiceM8 jobs are created and carried out.

Rather than relying on a basic checklist or manually building each new job, businesses can create complete reusable job templates.

Templates can define:

• Job descriptions
• Job categories
• Custom fields
• Line items
• Materials
• Bundles
• Checklists

Checklist content can be added by referencing an existing checklist template or by creating the checklist directly within the job template.

This ensures each job starts with the correct structure and reduces variation between staff members or branches.

Replace or add

Templates can be applied in two different ways.

Replace allows the template to configure the job from the beginning.

Add allows the template to layer additional content onto an existing job without overwriting the information already there.

Multiple templates can be applied to the same job.

For example, a business could apply:

1. A base job template
2. A template for the specific service type
3. An additional template for optional or extra work

This allows complex workflows to be built progressively rather than requiring one oversized template for every possible situation.

Key benefits

• Standardises how jobs are created
• Reduces setup time
• Allows complete job structures to be reused
• Supports materials, bundles, checklists and line items
• Applies templates without necessarily overwriting existing information
• Allows multiple templates to be combined
• Reduces variability between jobs
• Helps ensure best-practice processes are followed

Best suited to: Businesses that want repeatable, controlled job creation across recurring services, complex workflows or larger teams.

7. Commissions

PortalMEin Commissions gives ServiceM8 businesses control over how staff commissions are calculated, divided and tracked.

Businesses can create commission rules that reflect their actual remuneration structure.

Commissions can be calculated using:

• Revenue
• Profit
• Staff members
• Materials
• Individual jobs

Different commission events can also be supported, including when a job is won or when it is completed.

Commission payments can be split between several staff members using either:

• Fixed percentages
• Actual time worked

Businesses can also control which materials and line items contribute to the commission calculation.

Deduction templates can be applied where required so the final commission reflects actual job performance and business costs.

Commission tracking

PortalMEin provides structured batch management for commission payouts and maintains a ledger of commission activity.

This allows businesses to see:

• What has been earned
• What has been prepared for payment
• What has already been paid

Key benefits

• Supports revenue-based or profit-based commissions
• Allows commissions to be split between staff
• Supports fixed-percentage and time-based allocation
• Controls which line items contribute
• Applies configured deductions
• Reduces manual commission calculations
• Maintains transparent commission records
• Tracks earned, prepared and paid commissions

Best suited to: ServiceM8 businesses with staff incentive programs, sales commissions, profit-sharing arrangements or commission structures involving several employees.

8. Invoice Consolidation

PortalMEin Invoice Consolidation simplifies billing for businesses that complete multiple ServiceM8 jobs for the same customer.

Instead of issuing a separate invoice for every completed job, qualifying jobs can be grouped into one consolidated invoice according to customer-specific billing rules.

Billing cycles can be configured as:

• Weekly
• Monthly
• Custom billing periods

When a ServiceM8 job is completed, the system evaluates whether it meets the requirements for consolidation.

Qualifying jobs are grouped into the appropriate billing-period invoice while the underlying ServiceM8 job data remains intact and traceable.

Customer-specific consolidation profiles

Businesses can configure a separate consolidation profile for each customer.

Profiles can determine:

• Billing frequency
• Which jobs are included
• Job filters
• How invoice details appear
• Whether jobs are summarised
• Whether full line-item detail is displayed

Cross-references are maintained between the original ServiceM8 jobs and the consolidated invoice.

At the end of the billing cycle, invoices can be generated automatically with options for review or automatic sending.

When billing rules change part-way through a cycle, jobs can be reprocessed so all qualifying work is included correctly.

Key benefits

• Reduces the number of invoices sent to high-volume customers
• Supports weekly, monthly or custom billing
• Applies customer-specific billing rules
• Preserves links to the original ServiceM8 jobs
• Supports summarised or detailed invoice presentation
• Allows review or automatic sending
• Reprocesses jobs when billing rules change
• Improves billing consistency and customer clarity

Best suited to: Businesses handling high job volumes, recurring service contracts or customers that prefer consolidated periodic billing.

How the PortalMEin Add-ons Can Work Together

PortalMEin’s add-ons can support a connected workflow across the full job lifecycle.

For example:

1. Client / Site Management establishes the correct relationship between a customer, site and head office.
2. Template Manager applies the required job description, category, fields, line items and checklists.
3. Route Planning helps dispatchers organise the most efficient technician schedule.
4. PortalMEin Forms collects field information and automatically triggers job actions.
5. Expense Tracker records field costs and writes them back to ServiceM8.
6. Commissions calculates staff entitlements using the configured revenue, profit, time and deduction rules.
7. Invoice Consolidation groups qualifying completed jobs into the appropriate customer billing cycle.
8. Customer Portal gives the customer secure access to job history, forms, photos and attachments.

This allows ServiceM8 to remain the core job-management platform while PortalMEin adds specialised tools for automation, customer access, financial control and operational consistency.

Which PortalMEin Add-on Is Right for Your Business?

Choose Customer Portal when customers need secure, self-service access to their job and service history.

Choose Client / Site Management when you manage multi-location clients, head offices and complex job-company relationships.

Choose Forms when ServiceM8 Form responses need to trigger job actions or capture more flexible photo content.

Choose Expense Tracker when field expenses need to be allocated to jobs, written back to ServiceM8 or deducted from commissions.

Choose Route Planning when dispatchers need an interactive map, route optimisation and live ServiceM8 schedule synchronisation.

Choose Template Manager when jobs need to be created with consistent descriptions, fields, materials, line items and checklists.

Choose Commissions when staff payments need to be calculated using configurable revenue, profit, time and deduction rules.

Choose Invoice Consolidation when customers need multiple completed jobs grouped into scheduled consolidated invoices.

Extend ServiceM8 with More Structured Workflows

PortalMEin’s add-ons are designed to reduce manual work around ServiceM8 while keeping the underlying job, client, scheduling and financial information connected.

The tools covered here help businesses:

• Give customers organised access to service history
• Manage multi-site customer relationships
• Automate actions from ServiceM8 Forms
• Capture and allocate field expenses
• Optimise technician routes
• Standardise job creation
• Calculate and manage commissions
• Consolidate high-volume customer invoicing

For ServiceM8 businesses managing more complex workflows, PortalMEin provides additional controls and automation without requiring teams to abandon the system they already use.

Learn More

Explore PortalMEin and its ServiceM8 add-ons:

https://www.portalmein.com/

PortalMEin is an independent third-party ServiceM8 add-on provider. Features and availability should be confirmed directly with PortalMEin.