Connect ServiceM8 to QuickBooks Online

Connect ServiceM8 to QuickBooks Online with the built-in add-on, then send invoices over by approving them in ServiceM8. Payments sync both ways, and clients and materials stay in step once linked. Steps checked against the vendor's help articles on 2026-10-30 (the help center shows no last-updated date).

What you need

• A ServiceM8 account you can sign in to on the ServiceM8 Online Dashboard (the web browser version) on a PC or Mac. ServiceM8 says to start the connection there, not in the phone app
• A QuickBooks Online account you can sign in to and authorize
• Your QuickBooks Online tax codes set up the way you want them: ServiceM8 imports them when you connect, and tax settings can't be changed inside ServiceM8 while it is connected

Steps

1. Open the QuickBooks Online add-on. In the ServiceM8 Online Dashboard, go to Account → Settings → ServiceM8 Add-ons, find and click QuickBooks Online Integration, then click Connect.
2. Run the setup wizard. On the welcome screen of the QuickBooks Online Integration wizard, review and click Next. Select the QuickBooks Online version and click Next.
3. Authorize QuickBooks. Click Connect to QuickBooks. Review the access ServiceM8 asks for and the terms, then click Connect to authorize. When it finishes, click Continue.
4. Set up tax and finish. Set up your Tax Settings, click Next, then click Finish. Clients and materials from QuickBooks Online then sync into ServiceM8.
5. Send your first invoice. Open a job, change its status to Completed and click Save. Go to Invoicing, open the Awaiting Approval tab, tick the job and click Approve (per ServiceM8's "Sending your first invoice to QuickBooks Online" article).
6. Check it went through. The spinning circle next to the invoice turns into a green tick once the invoice is raised in QuickBooks Online. A red cross means there was a problem: hover over it to see why.

Limits to know

• Invoices go one way, ServiceM8 to QuickBooks Online, and only when you approve them on the Invoicing page. Invoices created in QuickBooks Online are not sent to ServiceM8, and invoices worth zero are not sent at all.
• If you change an approved invoice in ServiceM8 in a way that changes its total, the line items re-sync to QuickBooks Online.
• Payments sync both ways. Payments deleted in QuickBooks Online are deleted in ServiceM8, but a payment can't be deleted in ServiceM8 once it has been sent to QuickBooks Online.
• Clients and materials from QuickBooks Online sync to ServiceM8 after you connect, and changes in either program update the other within 20 minutes. Clients and materials you add in ServiceM8 only go to QuickBooks Online with an invoice. Inactive QuickBooks customers, and sub-customers marked "Bill with parent", are not imported.
• A ServiceM8 client that has not synced yet will be overwritten if the same client is typed into QuickBooks by hand. For a material's purchase cost to sync, the item must be marked "I purchase this item" in QuickBooks.
• ServiceM8 does not sync staff with QuickBooks Online.

ServiceM8's Help Center also has "How to resend an invoice to QuickBooks Online?" for invoices that need to go again. ServiceM8 connects to Xero the same way through its own add-on; this recipe covers only QuickBooks Online.

Tools in this recipe

ServiceM8 listing (Free $0/mo (30 jobs); Starter $29/mo (50 jobs); Growing $79/mo (150 jobs); Premium $149/mo (500 jobs)) · Other AI tools that work with Google

Source: https://support.servicem8.com/help-center/servicem8-add-ons/quickbooks/how-do-i-connect-servicem8-to-quickbooks-online
Source: https://support.servicem8.com/help-center/servicem8-add-ons/quickbooks/how-the-sync-with-quickbooks-online-works