G’day Legends,
Here’s one of the best automations I’ve ever built — and I don’t say that lightly. Usually I treat AI like coriander… bit of it goes a long way, but too much and the whole thing’s off. But this? This is the good stuff.
We took a standard form on a tradie website (in this case for a plumbing client), and built an automation that does everything from client matching to image analysis, and spits out a full job in ServiceM8 — including a technician-ready job description and attachments.
And before you think, “Yeah cool, sounds like a Zapier zap…” — trust me, this is a few layers deeper.
🎥 TikTok Breakdown
Walkthrough of the automation in action
🧠 What the Automation Does (In Plain English)
This setup:
- Takes any form submission (yep, even WordPress forms)
- Checks if the client already exists
- Creates a new client/contact if needed
- Analyzes photos + job descriptions using AI
- Creates a ServiceM8 job
- Uploads attachments directly to the job diary
You end up with a clean, fully built job — no manual input, no admin double handling.
🆚 What About the Built-In ServiceM8 Form?
Let’s be clear — the Simple Online Enquiry add-on from ServiceM8 is actually great. It’s free, easy to set up, and gives you a hosted form that feeds directly into your inbox.
But here’s how our custom setup is different:
💡 Why Go Custom?
| Feature | Simple Enquiry Add-on | This Automation |
|---|---|---|
| Works with native ServiceM8 inbox | ✅ Yes | ✅ Yes (or bypassed entirely) |
| Custom field support | ❌ Limited | ✅ Unlimited |
| Keep your existing form (WordPress, etc.) | ❌ No | ✅ Yes |
| AI-powered job description | ❌ No | ✅ Yes |
| Auto job creation | ❌ Manual conversion (one click) | ✅ Fully automated |
| Scalable for future automations | ❌ Limited | ✅ Endless options |
💬 TL;DR: Use the Simple Form if you’re just getting started.
But if you want control, custom fields, and room to grow — this automation wins.
🔁 Automation Breakdown
1. Webhook Intake
Captures the form submission with:
- Client details
- Job description
- Photo URLs
2. Client Matching & Creation
- Checks if the client/contact already exists
- If not, creates both via the ServiceM8 API
3. Image + Text Analysis (AI)
- Sends the job description and images to OpenAI
- Gets back a summary your techs can actually use
4. Job Creation
- Pushes all data into ServiceM8
- Attaches contacts and the AI summary
5. Upload Attachments
- Converts submitted images to binary
- Uploads them to the job diary using UUIDs
✅ End Result?
A complete, clean ServiceM8 job with:
- Proper client + contact data
- A job description written for tradies
- All uploaded photos attached
- And you didn’t lift a finger
💬 FAQs
Can I use my own form?
Yes. This is perfect for WordPress, Elementor, Webflow — even Jotform or Typeform.
Do I need Zapier or Make?
Nope. This runs through our automation stack — no ongoing third-party fees.
Can this be expanded later?
Absolutely. You can add automations to send alerts, schedule bookings, assign techs, follow up quotes — whatever suits your business.
📞 Want This for Your Business?
If you’re sick of copy-pasting form submissions or missing leads — this automation will save you hours every week.
