ServiceM8 Integration with Sophiie

The ServiceM8 Integration is designed to facilitate seamless integration between Sophiie and ServiceM8, allowing users to synchronize their leads, jobs and schedules efficiently. This Integration ensures that your data is always up-to-date across both platforms, enhancing your workflow and improving communication with your clients.

Overview

The ServiceM8 integration empowers you to:

Synchronize Leads/Customers and unified Appointments (combining Jobs and Job Activities).
Automatically create new records in Sophiie if they don't exist yet.
Forward inquiries from Sophiie straight to your ServiceM8 Inbox (optional setting).
Enjoy a seamless two-way sync—updates in either system reflect instantly in the other.

Setup & Connection

Here's how to get started:

Go to Settings in Sophiie
- Log in to your Sophiie account.
- Navigate to the Settings section.
Open Integrations
- Click Integrations.
- Scroll to the ServiceM8 Integration section.
Connect ServiceM8
- Click the Connect button.
- A popup window opens with ServiceM8's consent screen.
- Click Allow to grant permissions.
- The popup closes automatically and the sync configuration dialog opens.
Select Sync Direction
After successful connection, choose how data should sync:
- Two-way sync
  Both systems stay in sync. Customers and jobs created or updated in either system will appear in the other.
  Initial sync: A full sync runs in both directions when you first connect.
- Sophiie → ServiceM8
  Data flows one way, from Sophiie into ServiceM8.
  Initial sync: A full sync is run from Sophiie to ServiceM8 at the beginning.
- ServiceM8 → Sophiie
  Data flows one way, from ServiceM8 into Sophiie.
  Initial sync: A full sync is run from ServiceM8 to Sophiie when you first connect.
(Optional) Enable Inquiry Forwarding
You can additionally choose to send inquiries from Sophiie into your ServiceM8 Inbox.
This option works independently and can be combined with any sync direction above.
You're Connected!
After saving your preference, Sophiie and ServiceM8 begin syncing according to your chosen mode. You can track sync progress on the integrations page.

How It Works

Two-Way Sync

Sophiie → ServiceM8
Customers and appointments created or updated in Sophiie are synced to ServiceM8.
ServiceM8 → Sophiie
Changes in ServiceM8 (e.g., job scheduling, customer updates) are synced back to Sophiie.

Initial sync: A full sync runs in both directions when you first connect.

One-Way Sync (Sophiie → ServiceM8)

Data flows only from Sophiie into ServiceM8.
Customers and appointments created or updated in Sophiie will appear in ServiceM8.

Initial sync: A full sync runs from Sophiie to ServiceM8 when you first connect.

One-Way Sync (ServiceM8 → Sophiie)

Data flows only from ServiceM8 into Sophiie.
New or updated records in ServiceM8 will appear in Sophiie.

Initial sync: A full sync runs from ServiceM8 to Sophiie when you first connect.

Appointment Sync (Jobs + Job Activities)

What gets synced: Sophiie focuses on the appointments that matter most to your day-to-day work:

Upcoming appointments are always synced
Past appointments still in progress (pending, confirmed, or active) are synced
Old completed or cancelled appointments are skipped to keep things fast

Appointments in Sophiie combine job and activity information into one view:

Customers / Leads
- Name
- Email
- Phone
- Address (Country, City, Postcode)
Appointments
- Title (Customer Name)
- Job Type (Category)
- Job Summary (Description)
- Schedule (Start/End time)
- Assigned Staff

Inquiry Forwarding (Optional)

If enabled, any new inquiries in Sophiie are automatically delivered to your ServiceM8 Inbox.
This option can be combined with any sync direction.

Limitations

Only the fields listed in the How It Works section are synced.
Company contacts are not supported — Sophiie links to only one primary contact per lead.
Unscheduled jobs in ServiceM8 (without start/end times) are ignored — they cannot be synced to Sophiie.
Jobs without a client/company and category are ignored — these will not sync to Sophiie.
Staff with invalid email addresses are ignored — such staff members will not be synced into Sophiie.
Syncing of additional data like notes, attachments, and multiple contacts is not currently available.
Past completed/cancelled appointments are not synced to keep things fast and avoid unnecessary work.
Contact updates from ServiceM8 (name, phone, email) require a client name change to sync into Sophiie.
- This is a ServiceM8 limitation — it doesn’t notify Sophiie when only a contact’s details change.
- If you update only a contact’s phone, email, or name in ServiceM8, the change won’t appear in Sophiie unless the client’s name is also updated.

Disconnecting ServiceM8

To unlink your account:

Go to Settings in Sophiie
Open Integrations
Find ServiceM8 Integration
Click "Disconnect"

Syncing stops immediately after disconnection, but your existing data remains in Sophiie.

FAQ

Q: Is the sync in real time?
After the initial sync, changes show up almost instantly. The first-time sync takes longer depending on how much data you have — a few minutes for smaller accounts, up to 30-90 minutes if you have thousands of customers. You can keep using Sophiie normally while it syncs in the background.

Q: Are job activities synced?
Yes—they merge with jobs to create unified appointments inside Sophiie.

Q: Why didn't my job appear in Sophiie?

Only jobs with schedules (start/end time) sync.
Jobs without a client/company and category are ignored.

Q: Why didn't my staff assignment appear in Sophiie?
Staff with invalid email addresses are ignored and will not sync.

Q: Can I sync multiple contacts per lead?
Not yet—Sophiie currently supports only one primary contact per lead.

Q: Can I forward Sophiie inquiries to ServiceM8?
Yes—enable Send inquiries to ServiceM8 Inbox. This works with any sync direction.

Q: What happens to data after disconnecting?
Sync stops immediately. Existing data remains until a reconnect is made.

Q: Why don't I see some of my old completed jobs from ServiceM8?
Sophiie only syncs upcoming appointments and past ones that are still in progress. Old completed or cancelled jobs are skipped to keep the sync fast.

Q: What happens during the initial sync?

For "Two-way" direction: A full sync runs in both directions (Sophiie ↔ ServiceM8)
For "Sophiie → ServiceM8" direction: A full sync runs from Sophiie to ServiceM8 only
For "ServiceM8 → Sophiie" direction: A full sync runs from ServiceM8 to Sophiie only

Q: Why didn't my client's phone, email, or name update from ServiceM8 into Sophiie?
Changes to a contact's phone, email, or name in ServiceM8 only sync to Sophiie if the client name is also changed. This is a ServiceM8 limitation — it doesn't notify other apps when only contact details change.

ServiceM8 Integration

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