Getting started with QuoteCloud

Turn a signed quote into a ServiceM8 Work Order

When both homeowners have signed, a Zap creates the job in ServiceM8 at Work Order, with the customer, site address, job contact and the quote's reference. The office books it from the job list it already uses.

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Build a Zap with QuoteCloud's Zapier app, on Essentials and up. QuoteCloud's Document Signing Complete trigger fires when every signer has signed, and ServiceM8's Create Job action creates a new job with Job Status set to Work Order, the customer, job address, job contact and the quote's reference as the purchase order number. Scheduling stays in ServiceM8.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Weirbrook Plumbing & Gas's hot water quote WP-2214, with the heat pump chosen of three systems and both Leah and Marcus Odell signed, the $1,299.76 deposit paid through Stripe. In front, an illustration of ServiceM8 job 5184 at Work Order, created by a Zap: customer Leah and Marcus Odell, job address 41 Larkhill Road, description with WP-2214, purchase order number WP-2214, job contact Leah Odell.

Why create the job from the signed quote?

Weirbrook Plumbing & Gas sends its hot water replacements from QuoteCloud, because the Odells had three systems to weigh up and two people to sign. Before the Zap, Yasmin Lowe in the office watched for signed quotes and typed each one into ServiceM8 as a new job: name, address, mobile, what was sold.

Now the Zap does the typing. When Marcus signs after Leah on Tuesday evening, job 5184 appears in ServiceM8 at Work Order. On Wednesday morning Yasmin books the install for Friday, from the same job list as every other job.

  • Document Signing Complete waits for every signer, so a half-signed quote never makes a job.
  • The quote's reference goes into the job's purchase order number, so anyone on the job can find the signed quote.
  • Create Job always makes a new job. If the work started as a ServiceM8 job, see what happens to that one.

How does a signed quote become a ServiceM8 job?

A trigger, a filter and one ServiceM8 action. Every name is the exact event you pick in Zapier.

ZapSigning complete: Work Order job

  1. When QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
    • Document title
    • Reference
    • Prepared for
    • Recipient email
    • Job address (data item)
  2. Only if Filter by ZapierFilterOnly job quotes: the document has a Job address data item, so signed service agreements don't make jobs.
  3. Then ServiceM8ActionCreate JobJob Status is required: choose Work Order.Mapped in
    • Customer Name
    • Job Status: Work Order
    • Job Address
    • Job Description
    • Purchase Order Number
    • Job Contact First Name
    • Job Contact Mobile
    • Job Contact E-Mail Address
  4. Or Microsoft TeamsAction · optionalSend Channel MessageTell the office a job is waiting.Mapped in
    • Channel
    • Message

Use Recipient Signed Document instead if one signature is enough. The field map lists every field. The same job can be built in Make, bring your own.

Marcus Odell signs WP-2214 at 7:12 pm, after Leah. At 7:13 job 5184 is in ServiceM8 at Work Order, with the address, Leah's mobile and WP-2214 as the purchase order number.

Result

A Work Order job the moment the last signer signs. The office schedules it, assigns the plumber and invoices it in ServiceM8 as usual.

QuoteCloud's Zapier app: Essentials and up

Hot water options for plumbers

Signed on one side, a Work Order on the other

WP-2214 signed by both homeowners, beside the job the Zap created.

Weirbrook Plumbing & GasHot water replacement quote WP-2214 Sample · fictional business

Data items the Zap reads these

Job address
41 Larkhill Road
Job contact mobile
0400 555 214

Choose, sign and book the install

2 of 2 signed

  • Leah OdellHomeowner SignedTue 20 Oct, 6:51 pm
  • Marcus OdellHomeowner SignedTue 20 Oct, 7:12 pm

Deposit to book the install (20%)

$1,299.76

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

The data items the Zap reads, and both signatures with the deposit paid.

Zap

  1. Document Signing Complete
  2. Create Job
Jobs · Work OrderWeirbrook Plumbing & Gas Illustration · sample data

Job · ID 5184Leah & Marcus Odell · Hot water41 Larkhill Road

  1. Quote
  2. Work Order
  3. Completed
Status
Work Order
Customer
Leah & Marcus Odell
Job address
41 Larkhill Road
Job description
Replacing your 250 L electric hot water system · WP-2214 signed
Purchase order no.
WP-2214
Job contact
Leah Odell · 0400 555 214

Job diary

  1. Install booked for Fri 23 OctBy Yasmin Lowe, officeWed 21 Oct · 8:05 am
  2. Job created at Work OrderFrom WP-2214, signed by Leah and Marcus OdellTue 20 Oct · 7:13 pm · Added by a Zap

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

Job 5184 at Work Order. Yasmin booked the install the next morning.

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

What does the Zap put on the ServiceM8 job?

Create Job's fields as Zapier lists them, with the sample values from WP-2214.

Signed quote to Work Order job: QuoteCloud fields and the ServiceM8 Create Job fields they fill
ServiceM8: ServiceM8 field (Create Job)DirectionQuoteCloud: QuoteCloud fieldGoes intoExample (sample data)Note
Create Job
Job Status QuoteCloud to ServiceM8 A fixed value Job field Work Order Required. Quote, Work Order, Unsuccessful or Completed.
Customer Name QuoteCloud to ServiceM8 Prepared for Job field Leah & Marcus Odell Left blank, ServiceM8 creates a new customer from the job contact.
Job Address QuoteCloud to ServiceM8 Job address (data item) Job field 41 Larkhill Road
Job Description QuoteCloud to ServiceM8 Document title + Reference Job field Replacing your 250 L electric hot water system · WP-2214 signed
Purchase Order Number QuoteCloud to ServiceM8 Reference Job field WP-2214 How the team finds the signed quote.
Job Contact First Name QuoteCloud to ServiceM8 Recipient first name Job field Leah
Job Contact Mobile QuoteCloud to ServiceM8 Job contact mobile (data item) Job field 0400 555 214
Job Contact E-Mail Address QuoteCloud to ServiceM8 Recipient email Job field leah.odell@example.com

Data item names are the ones in your template; check the trigger's test data for the exact field names. All values are sample data.

Variations for ServiceM8 teams

A different trigger, an extra step, or the Make route.

  • Wait for the deposit

    Start from Document Part Paid instead, so the job appears only once the deposit is in. Book on deposit.

  • One signature is enough

    Recipient Signed Document fires for each signer. Add a filter on the signer if only the account holder's signature should make the job.

  • A new client too

    Add ServiceM8's Create Client before Create Job for first-time customers, with the address as the client's default job address. Clients matched.

  • Build it in Make instead

    Bring your own: connect Make to QuoteCloud with Make's built-in OAuth and call QuoteCloud's API from a scenario, beside Make's ServiceM8 modules. No ready-made QuoteCloud app on Make.

Stop retyping signed jobs

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

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Build the Work Order Zap in five steps

  1. Add data items to the template

    In QuoteCloud, add a Job address data item, and a job contact mobile if you want one, to your job quote templates.

  2. Start with Document Signing Complete

    In Zapier, choose QuoteCloud's Document Signing Complete trigger and load a fully signed test quote.

  3. Filter to job quotes

    Add Filter by Zapier so only quotes with a job address carry on.

  4. Create the job

    Add ServiceM8's Create Job, set Job Status to Work Order and map the customer, address, description, reference and job contact.

  5. Test, then turn it on

    Run the test, find the job in ServiceM8, delete it if you like, and switch the Zap on.

Questions about signed quotes and Work Orders

Which QuoteCloud trigger should create the ServiceM8 job?

Document Signing Complete, when every signer must sign first: it fires once the last signer has signed. Recipient Signed Document fires for each signer instead. To wait for money rather than signatures, use Document Part Paid for a deposit or Document Paid for payment in full.

Does the Zap update the ServiceM8 job the quote came from?

No. ServiceM8's Zapier app has no action that updates a job and no search to find one, so Create Job always makes a new job. If the work began as a ServiceM8 enquiry job, the office closes or archives that one, or you build the update yourself in Make with ServiceM8's API.

Does the job get the client's chosen system and extras?

Not unless your trigger's test data shows them, and we haven't confirmed that it does. The recipe puts the quote's title and reference in the job description and purchase order number, so the plumber opens the signed quote to see the chosen system, extras and notes.

Does the Zap schedule the job?

No. It creates the job at the status you choose, usually Work Order, with the client, address and job contact. Your office still books the time and assigns staff in ServiceM8, and job cards, completion and invoicing stay there too.

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.

They sign. The job is waiting.

Start a free 14-day trial of QuoteCloud, connect ServiceM8 in Zapier and build the Work Order Zap with a test quote.

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