About this add-on

Service Contracts is developed and supported by VersaciLabs. It is not developed or supported by ServiceM8.

It is used in the ServiceM8 Online Dashboard. After installation, users can open Service Contracts from the ServiceM8 Add-ons menu. A "View Service Contracts" action is also available from ServiceM8 client cards in the Online Dashboard.

Service Contracts does not add buttons to the ServiceM8 mobile app.

Before you start

  • You can install add-ons and approve OAuth access in ServiceM8.
  • Your ServiceM8 clients are already set up.
  • Your staff members are active in ServiceM8.
  • You know the recurring services you provide, such as monthly inspections, quarterly pest treatments, annual equipment servicing or compliance checks.
  • If you manage multiple sites under one client, activate ServiceM8's Client Sites add-on before setting up contracts.

Service Contracts also works without Client Sites. In that case, services are attached directly to the client.

Install and connect

  1. Open the ServiceM8 Add-on Store.
  2. Find Service Contracts.
  3. Click Connect.
  4. Approve the requested ServiceM8 permissions.
  5. After approval, Service Contracts syncs your account details, staff and site mode.
  6. Open Service Contracts from the Add-ons menu in the ServiceM8 Online Dashboard.

No separate username or password is required.

First-time setup

After connecting, open Settings and review the core scheduling defaults.

  • Create staff capabilities, such as Pest Control, Hydrant Testing, Fire Extinguisher Service or HVAC Maintenance.
  • Tick which ServiceM8 staff members hold each capability.
  • Review the catchment window, which controls how close due dates need to be before services can be grouped into one visit.
  • Review the generation horizon, which controls how far ahead Service Contracts creates ServiceM8 jobs.
  • Review the renewal notice window, which controls when renewal quote jobs are created.
  • If you activate ServiceM8 Client Sites later, return to Settings and resync from ServiceM8.

Service Contracts uses staff skills when grouping visits. Visits are only merged into one job when a single technician has every capability required for that visit.

Set up services

Open Services to create the service types your business provides. For each service, you can set:

  • Service name and description
  • Required staff capability
  • Default instructions
  • Default checklist items
  • Default per-visit price
  • Required report type
  • Service icon

These defaults are copied into a contract when the service is added to a site. Later changes to the service template do not automatically change existing contract schedules unless you choose to apply the template to existing lines.

Create a contract

Open Contracts, then choose New Contract.

  1. Select the ServiceM8 client.
  2. Enter the contract name, start date, end date, PO number, client reference and contract-level instructions.
  3. Choose whether the contract should expire, offer a renewal or roll on.
  4. Add one or more sites.
  5. Add services to each site.
  6. Set each service schedule, quantity, unit price, checklist, report type and instructions.
  7. Preview the schedule.
  8. Save the contract as a draft or activate it.

Contract instructions apply to every generated job. Site instructions apply to every job at that site. Service instructions apply only to that service.

How jobs are created

Service Contracts runs a daily scheduler. When a service is due within the generation horizon, it creates a ServiceM8 job with:

  • The client or site
  • Contract, site and service instructions
  • Any required report notes
  • Checklist items
  • PO number
  • Client reference
  • Billable line items for per-visit pricing
  • Assigned staff where a qualified staff member is available

If multiple services at the same site are due within the catchment window, Service Contracts tries to group them into one ServiceM8 job. If no single staff member has all required capabilities, separate jobs are created.

Manage upcoming visits

Open a contract and review the upcoming visits preview. From there, you can:

  • See the jobs Service Contracts expects to create
  • Preview the full job description before it is created
  • Skip a one-off visit
  • Move a one-off visit date
  • Add one-off instructions for the next visit only
  • Generate a job early
  • Pause a site
  • Remove a site
  • Unlink or cancel a generated job

Skipping or pausing a visit does not cause it to reappear later. Service Contracts records that the occurrence has been handled.

Import contracts from a spreadsheet

Open Contracts, then Import. You can paste data or upload a CSV/TSV file. Use one row per service at a site.

  • Select the client.
  • Paste or upload the spreadsheet.
  • Confirm column mapping.
  • Match sites.
  • Create missing services.
  • Review imported rows.
  • Create draft contracts.

Imported contracts are saved as drafts so you can check them before activation.

Schedule, map and renewals

The Schedule page shows upcoming contract visits in a calendar view. The Map page shows contract sites and upcoming visits by location. Imported sites may need geocoding before they appear correctly on the map.

Service Contracts supports three renewal behaviours:

  • Expire: the contract ends and stops generating new jobs.
  • Offer renewal: Service Contracts creates a renewal quote job during the renewal notice window.
  • Roll on: the contract keeps generating jobs after the end date until cancelled.

You can also renew a contract manually. Renewing creates a new contract term using the same sites, services, instructions and schedules.

Support

For help, email peter@versaci.family. Please include:

  • Your business name
  • Your ServiceM8 account email
  • The client name involved
  • The contract name or contract number
  • The ServiceM8 job number, if relevant
  • A screenshot or short screen recording, if helpful
  • The steps you took before the issue happened
  • Any error message shown on screen

Please do not send credit card details, passwords or sensitive customer information by email.

What we can help with

  • Installing and connecting Service Contracts
  • OAuth connection problems
  • Setting up services, staff skills, schedules and renewals
  • Importing contracts from spreadsheets
  • Understanding generated ServiceM8 jobs
  • Troubleshooting missing, duplicated, skipped or grouped visits
  • Questions about PO numbers, job materials, checklists, reports and instructions
  • Issues with the Schedule or Map pages
  • Disconnecting the add-on

Data, privacy and disconnecting

Service Contracts uses approved ServiceM8 access to read and manage the information required to provide recurring contract workflows, including clients, sites, staff, jobs, schedules, checklists, job materials and email publishing where enabled.

See the VersaciLabs Privacy Policy for more information about how personal information is handled.

You can disable Service Contracts from the ServiceM8 Add-on Store at any time. This revokes the add-on's access to your ServiceM8 account. Existing jobs already created in ServiceM8 remain in your ServiceM8 account.