Getting started with QuoteCloud

Keep ServiceM8 clients and QuoteCloud contacts matched

Add a client in ServiceM8 and they're ready to quote in QuoteCloud. Or start in QuoteCloud and the client reaches ServiceM8. One Zap for each direction, and a good reason to pick only one.

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Use ServiceM8's New Client trigger with QuoteCloud's Find or Create Contact, so each new ServiceM8 client is found or added in QuoteCloud. For the other direction, QuoteCloud's New Contact Created trigger runs ServiceM8's Create Client. ServiceM8's Zapier app can't search for clients, so run one direction, not both, or you'll get duplicates.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Ridgeline Trade Services' QuoteCloud contacts: Priya Shah of Bramble & Bean Café, found or created by a Zap from ServiceM8; Tom Ellery, added in QuoteCloud and sent to ServiceM8; Hannah Whitfield, found by a Zap because she was already in QuoteCloud. In front, an illustration of the ServiceM8 client Bramble & Bean Café, 22 Harbour Street, primary contact Priya Shah.

Why keep the two client lists matched?

Ridgeline's office manager, Nadia Brooks, adds every new client to ServiceM8 first, because that's where the crews see them. When one of them needs a bigger quote, the tech shouldn't have to type the client into QuoteCloud too.

So a Zap copies each new ServiceM8 client into QuoteCloud's contacts with Find or Create Contact, which uses the contact that's already there if the email matches. When Bramble & Bean Café asked for a quote on a new coffee machine circuit, Priya Shah was already in QuoteCloud.

  • Find or Create Contact matches on email, so a client who's already in QuoteCloud isn't added twice.
  • ServiceM8 has no such search in Zapier: Create Client always adds a new client.
  • That's why one direction is safer than two: see which way clients should flow, below.

How does a new ServiceM8 client reach QuoteCloud?

One trigger, one search that creates when nothing's found.

ZapNew ServiceM8 client: find or create the contact

  1. When ServiceM8TriggerNew ClientPasses on
    • Name
    • Primary contact first name
    • Last name
    • E-mail address
  2. Only if Filter by ZapierFilterOnly clients with an email address: QuoteCloud matches contacts on email.
  3. Then QuoteCloudSearchFind or Create ContactFinds the contact by email, or creates it.Searches on
    • Email
    • First name
    • Last name

Nadia adds Bramble & Bean Café at 11:20 am on Monday. At 11:21 Priya Shah is in Ridgeline's QuoteCloud contacts, ready for the next quote.

Result

Every ServiceM8 client with an email is a QuoteCloud contact, without duplicates on the QuoteCloud side.

QuoteCloud's Zapier app: Essentials and up · no per-document fee (no document is created)

QuoteCloud for trade services

And from a new QuoteCloud contact to ServiceM8?

For teams whose quotes start in QuoteCloud, such as website enquiries.

ZapNew QuoteCloud contact: create the ServiceM8 client

  1. When QuoteCloudTriggerNew Contact CreatedPasses on
    • First name
    • Last name
    • Email
  2. Then ServiceM8ActionCreate ClientAlways adds a new client: there's no search to check first.Mapped in
    • Name
    • Address
    • First Name
    • Last Name
    • E-Mail Address

Run this Zap or the one above, not both: a contact the first Zap creates fires New Contact Created, and Create Client would add the client to ServiceM8 a second time.

Tom Ellery fills in Ridgeline's website enquiry form and Nadia adds him to QuoteCloud to quote a split system. A minute later he's a ServiceM8 client, with his address as the default job address.

Result

Clients who start in QuoteCloud reach ServiceM8 before the first job is booked.

QuoteCloud's Zapier app: Essentials and up

The same client in both apps

Ridgeline's QuoteCloud contacts, beside the ServiceM8 client the first Zap copied.

QuoteCloud · ContactsRidgeline Trade Services Sample data

Contacts QuoteCloud address book

  • Priya ShahOwner · Bramble & Bean Cafépriya.shah@example.com Found or created by a Zap from ServiceM8
  • Tom ElleryHomeowner · 9 Banksia Courttom.ellery@example.com Added in QuoteCloud by Nadia · sent to ServiceM8
  • Hannah WhitfieldHomeowner · 18 Kestrel Wayhannah.whitfield@example.com Found by a Zap (already in QuoteCloud)
Each contact says where it came from.

Zap

  1. New Client
  2. Find or Create Contact
ClientsRidgeline Trade Services Illustration · sample data

ClientBramble & Bean Café22 Harbour Street

Name
Bramble & Bean Café
Address
22 Harbour Street
Primary contact
Priya Shah
E-mail address
priya.shah@example.com
Mobile
0400 555 731

Client history

  1. Client createdBy Nadia Brooks, officeMon 12 Oct · 11:20 am

Illustration with sample data: a generic CRM record, not ServiceM8’s screen.

Bramble & Bean Café, added in ServiceM8 by Nadia.

The client record is our illustration of a generic job app with sample data, not ServiceM8's screen. Every business here is fictional.

Which client fields travel?

Each Zap runs one way, so each direction is its own group.

Clients and contacts: ServiceM8 fields and QuoteCloud fields, one group per Zap
ServiceM8: ServiceM8 fieldDirectionQuoteCloud: QuoteCloud fieldGoes intoExample (sample data)Note
New Client → Find or Create Contact
E-mail address ServiceM8 to QuoteCloud Email Search value priya.shah@example.com The value the search matches on.
Primary contact first name ServiceM8 to QuoteCloud First name Contact field Priya
Primary contact last name ServiceM8 to QuoteCloud Last name Contact field Shah
New Contact Created → Create Client
Name QuoteCloud to ServiceM8 First name + Last name Client field Tom Ellery Required. A business contact can use the company name.
First Name QuoteCloud to ServiceM8 First name Client field Tom
Last Name QuoteCloud to ServiceM8 Last name Client field Ellery
E-Mail Address QuoteCloud to ServiceM8 Email Client field tom.ellery@example.com
Address QuoteCloud to ServiceM8 A value you map Client field 9 Banksia Court ServiceM8 uses it as the default job address. Map it only if your trigger carries it.

All values are sample data. Check your triggers' test data for the exact field names.

Which way should clients flow?

Choose the app where clients are born, and copy from there.

  • ServiceM8 first (most trades)

    The office and the crews add clients in ServiceM8. Run the New Client Zap: QuoteCloud finds or creates each one, so there are no duplicates.

  • QuoteCloud first

    Enquiries arrive as QuoteCloud contacts, from your website or a QuoteCloud form. Run the New Contact Created Zap, and add clients to ServiceM8 only through it.

  • Not both

    With both Zaps on, every ServiceM8 client comes back as a second client: ServiceM8's Zapier app can't check whether a client exists. Make with ServiceM8's own API can, if you build it.

Stop typing clients twice

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and test with a sample client at an @example.com address.

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Build the client Zap in four steps

  1. Start with New Client

    In Zapier, choose ServiceM8's New Client trigger and load a test client that has an email address.

  2. Filter on email

    Add Filter by Zapier so only clients with an email address carry on.

  3. Find or create the contact

    Add QuoteCloud's Find or Create Contact and map the email, first name and last name.

  4. Test, then turn it on

    Run it twice with the same test client: the second run should find the contact, not create another.

Questions about clients and contacts

Will the Zap create duplicate QuoteCloud contacts?

No, as long as the client has an email. QuoteCloud's Find or Create Contact finds the contact by email and creates it only when nothing matches. Filter out ServiceM8 clients without an email, because the search has nothing to match on.

Can QuoteCloud contacts become ServiceM8 clients?

Yes. QuoteCloud's New Contact Created trigger can run ServiceM8's Create Client, with the name, email and, if your trigger carries it, the address that ServiceM8 uses as the default job address. Create Client always adds a new client, because ServiceM8's Zapier app can't search.

Can I run both client Zaps at once?

Not safely. A ServiceM8 client copied into QuoteCloud fires New Contact Created, and the second Zap would create the client again in ServiceM8. Choose the app where clients start and run the Zap from there. Make with ServiceM8's API can check first, if you build it.

Do these Zaps carry the per-document fee?

No. The fee applies to documents created through Zapier or the API. Finding or creating contacts and creating ServiceM8 clients don't create documents, though they still count towards your Zapier plan's tasks.

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.

One client list, kept in step.

Start a free 14-day trial of QuoteCloud and build the client Zap with a test ServiceM8 client.

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