Getting started with QuoteCloud

Job status, notes and the signed PDF on the ServiceM8 job

The question every ServiceM8 user asks: when the client signs, can the original job move to Work Order with a note and the signed PDF in its diary? Through Zapier, not on its own. Here's why, and the three ways teams close the gap.

Start free 14-day trial Book a demo

Not directly through Zapier. ServiceM8's Zapier app has two actions, Create Job and Create Client, and no search, so a Zap can't change the status of an existing job, add a note or attach a file. Teams create a new Work Order job, send the office a message to update the job, file the signed PDF in a shared folder, or build the update in Make with ServiceM8's API.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Ridgeline's quote RT-4127, signed on site by Hannah Whitfield with the $1,523.94 deposit paid, and its activity ending in a new Work Order job created by a Zap. In front, an illustration of the original ServiceM8 job 2071, still at Quote, whose diary shows only what Mia did: no entry from a Zap, because ServiceM8's Zapier app can't update a job.

Why can't a Zap update the job the quote started from?

Because ServiceM8's Zapier app doesn't offer it. Its triggers tell Zapier about new jobs, queued jobs, completed jobs, new clients and form responses. Its actions are Create Job and Create Client. There's no search to find a job, and no action to change a job's status, add a note to its diary or attach a file.

So when Hannah Whitfield signs RT-4127, a Zap can create job 2072 at Work Order, but job 2071, the enquiry Mia logged on site, stays at Quote until someone in Ridgeline's office changes it. That's the same for every QuoteCloud event: views, signatures, payments, expiry.

  • ServiceM8's own REST API can do all three: Update a Job, Create a new Note and Create a new Attachment. It's reachable from Make, or from any tool that calls an API, if you build it.
  • QuoteCloud's side is the same either way: the signed document, its reference and its PDF.

What can a Zap write to ServiceM8?

From ServiceM8's Zapier app, read on 30 Oct 2026.

  • It can create

    A new job, with Job Status (Quote, Work Order, Unsuccessful or Completed), customer, job and billing address, job description, purchase order number, work completed and the job and billing contacts. Or a new client.

  • It can't change

    An existing job's status, its diary notes or its attachments, and it can't look up a job or client. Every Zap that writes to ServiceM8 creates something new.

Close the gap 1: tell the office which job to move

A person updates the job; the Zap makes sure they know, and files the signed PDF where they can find it.

ZapSigning complete: message the office, file the PDF

  1. When QuoteCloudTriggerDocument Signing CompletePasses on
    • Reference
    • Prepared for
    • ServiceM8 job number (data item)
  2. Then SlackActionSend Channel Message'RT-4127 signed by Hannah Whitfield: move job 2071 to Work Order.'Mapped in
    • Channel
    • Message
  3. Then QuoteCloudActionGenerate or Fetch Document PDF LinkThe link is short-lived, so the next step uses it straight away.Mapped in
    • Document
  4. Then Google DriveActionUpload FileInto a shared jobs folder, named with the job number.Mapped in
    • File (the PDF link)
    • File Name
    • Folder

Hannah signs at 9:48 am. At 9:49 Nadia sees the message, moves job 2071 to Work Order in ServiceM8 and drops 'RT-4127 signed.pdf' from the shared folder into the job diary.

Result

One job, moved by a person who knows it's signed, with the signed PDF in reach. Use Microsoft Teams in place of Slack if that's where your office talks.

QuoteCloud's Zapier app: Essentials and up · no per-document fee

Slack alerts from QuoteCloud

Three ways teams handle the original job

Pick the one that matches how your office already works.

  • A new Work Order job

    The Zap creates the Work Order job and the office archives the enquiry job. Simple, and nobody retypes the address. Signed to Work Order.

  • A nudge to the office

    The Zap tells the office which job to move and files the signed PDF in a shared folder. One job, updated by a person. The recipe above.

  • Build it in Make

    A Make scenario that calls ServiceM8's API to update the job, add a note and attach the PDF. Fully automatic, but you build, test and maintain it. Below.

Close the gap 3: update the job itself with Make

Make is QuoteCloud's bring-your-own route. You connect Make to QuoteCloud with Make's built-in OAuth connection and call QuoteCloud's API or Zapier endpoints from a scenario. On the ServiceM8 side, the scenario uses Make's ServiceM8 modules, or calls ServiceM8's REST API directly, where Update a Job, Create a new Note and Create a new Attachment all exist.

The shape of it: keep the ServiceM8 job's ID in a data item when the proposal is drafted, then, when the document is signed, update that job's status to Work Order, add a note with the quote's reference and the deposit, and attach the signed PDF fetched from QuoteCloud straight away. There's no ready-made QuoteCloud app or template on Make, and we haven't tested this scenario: treat it as a project for someone comfortable with APIs.

  • QuoteCloud API access is on the Essentials plan and up.
  • Ask us how your scenario should hear about a signature before you build: book a demo.
  • ServiceM8's API reference lists the job, note and attachment calls.

Start with the simple version

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and build the Work Order or the message Zap with a test quote.

Start free 14-day trial Book a demo

Questions about the original job

Can a Zap change a ServiceM8 job to Work Order when the quote is signed?

Not an existing job. ServiceM8's Zapier app can create a job at any status, including Work Order, but has no action that updates a job. Teams create a new Work Order job, have the office move the original one after a Slack or Teams message, or build the update in Make with ServiceM8's API.

Can the signed PDF be attached to the ServiceM8 job?

Not through ServiceM8's Zapier app, which has no attachment action. A Zap can fetch the signed PDF with Generate or Fetch Document PDF Link and upload it straight away to a shared Google Drive folder. ServiceM8's own API can attach files to a job, from a Make scenario you build.

Can quote views and signatures show in the ServiceM8 job diary?

Not through Zapier: there's no note or diary action in ServiceM8's Zapier app. QuoteCloud shows every view, signature and payment in the document's activity, and a Zap can post them to Slack or Microsoft Teams. ServiceM8's API has a Create a new Note call for teams building in Make.

Is the Make route supported by QuoteCloud?

Make is supported as bring-your-own: Make's built-in OAuth connection to QuoteCloud, then QuoteCloud's API or Zapier endpoints from your scenario. There's no ready-made QuoteCloud app or template on Make, so you build and maintain the scenario. API access is on Essentials and up.

More ServiceM8 questions

More on QuoteCloud and ServiceM8

Six use cases with the exact Zapier steps, when to quote where, then how to connect and what it costs.

Know what moves. Then build.

Start a free 14-day trial of QuoteCloud and choose the way your office handles the original job.

Start free 14-day trial Book a demo

See pricingQuoteCloud on ZapierAll integrations