RegentOps

ServiceM8 + Xero

Reconcile ServiceM8 jobs with Xero financial records

See when completed operational work does not have the financial record you expected. RegentOps reads both systems and reports jobs with no qualifying matching invoice.
Start your free 90-day commercial audit

Read-only. RegentOps does not change data in your connected systems.

RegentOpsServiceM8 · Xero reconciliationrun 07:30Illustrative

Source systems

ServiceM822 May

Job 1182 · Completed 22 May · £1,940

Client linkmapped

ServiceM8 client → Xero contact confirmed

Xerochecked

No qualifying invoice for this job

Ingest

Reconciliation engine

6 checks
  1. 07:30:02ServiceM8 jobs read312 jobs in periodMatched
  2. 07:30:04Clients mappedConfirmed links onlyMatched
  3. 07:30:05Xero invoices readAuthorised and paidMatched
  4. 07:30:06Voided invoicesExcludedMatched
  5. 07:30:07Job 1182 matchNo qualifying invoiceNot found
  6. 07:30:07Finding openedPotentially unbilledChecking
Finding
Potentially unbilledHigh confidence

£1,940

  • ServiceM8 job completed 22 May.
  • Client mapped to a single Xero contact.
  • No authorised or paid Xero invoice qualifies.

Evidence

ServiceM8 job 1182Xero contactInvoice search
Review evidenceCreate actionDismiss

The situation

Both systems are correct. The picture still isn't.

ServiceM8 is built around the job: the booking, the visit, the materials, the completion, the photos. Xero is built around the transaction: the invoice, the payment, the reconciled bank line. The official integration connects them well when someone in the office pushes a job to invoice.

The exposure sits with the jobs nobody pushed. A job closed on site that never reached the invoicing queue leaves no trace in Xero at all, and ServiceM8 has no reason to consider it outstanding — operationally it is finished.

Neither system is wrong. Between them, though, the commercial picture is incomplete, and only a comparison across both can say so.

What is compared

Job by job, against the ledger

RegentOps holds canonical records from both sides so a ServiceM8 job and a Xero invoice can be evaluated by the same rule.

  • ServiceM8 jobs

    Completion state, job value, client and dates, read continuously and read-only.

  • Xero invoices

    Status mapped to canonical states. Draft is noted but does not count as billing; voided and deleted invoices are excluded entirely.

  • Client to contact mapping

    Confirmed links are stored and reused. Unresolved clients are held for review rather than guessed.

  • Matching logic

    Job references on invoices are checked first, then amount within a date window around completion.

  • Grace period

    Jobs completed recently are left alone until the normal billing cycle has had a chance to run.

Typical findings

What tends to surface on a ServiceM8 account

Reactive call-out never invoiced

ServiceM8

Job completed, £480 recorded

Xero

No qualifying invoice

£480Individually small. This is the pattern that repeats most.

Invoice created but never approved

ServiceM8

Job pushed to invoice

Xero

Invoice still in draft

Sent operationally, never issued financially.

Materials added after invoicing

ServiceM8

Job value £2,300 after additions

Xero

Invoiced £1,850

£450Value disagreement between systems.

Duplicate client records

ServiceM8

Two clients, one organisation

Xero

Single contact

Held for a mapping decision before any finding is raised.

Illustrative examples of the finding types, not customer data.

Setup

Connect once, then review

  1. Connect

    Authorise ServiceM8 and Xero with read-only access.

  2. Reconcile

    Jobs, clients, contacts and invoices become canonical records.

  3. Detect

    Completed jobs checked against qualifying invoices.

  4. Review

    Confirm client mappings and read the evidence per finding.

  5. Resolve

    Attach the right invoice, raise one in Xero, or dismiss with a reason.

The ServiceM8 and Xero connectors are implemented and roll out account by account. Nothing is written back to either system. For the underlying rule, see job completed but not invoiced; for the wider category, unbilled work software.

Reconcile your ServiceM8 jobs against Xero

Connect ServiceM8 and Xero. RegentOps reads the data, reconciles what each system knows and shows you the completed jobs with no qualifying matching invoice.
Start your free 90-day commercial audit

  • Free for up to 90 days

    Connect one accounting system and one job-management system.

  • Exposure and findings

    Total commercial exposure identified, the finding count, and the three strongest findings in full.

  • Read-only

    RegentOps reads your data. Nothing in your connected systems is changed.

ServiceM8 and Xero: common questions

Does RegentOps replace ServiceM8?
No. ServiceM8 remains where jobs, scheduling and completion live. RegentOps reads that record and compares it with your accounting data. Your engineers' workflow does not change.
Does RegentOps replace Xero?
No. Xero remains your accounting system of record. RegentOps does not post, amend or void anything in it.
Why reconcile ServiceM8 and Xero if they already integrate?
The official integration is very good at moving a record when someone sends it. It is not designed to report the job where nobody sent anything. Reconciliation asks a different question: across all completed jobs, which have no qualifying invoice at all?
Can RegentOps change ServiceM8 data?
No. The connection is read-only. Jobs, clients and attachments in ServiceM8 are never modified.
What happens if a job has no value recorded?
The job is still checked, but with no operational value there is no exposure figure to report. It is surfaced as a job requiring attention rather than as a monetary finding.
How are ServiceM8 clients matched to Xero contacts?
Customers are matched across systems and the resulting link is stored. Where a confident match cannot be made, the pair is presented for a human decision rather than assumed, and the confirmed mapping is reused afterwards.

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