Deduct ServiceM8 Job Materials From Stock Automatically

Your techs already record materials on ServiceM8 job cards. The question is whether those materials come off stock, from the right place, at the right time, without anyone re-keying them.

Out of the box, stock only drops when the job's invoice is processed in your accounting software. This article explains the options, and how to deduct materials automatically when the job is completed.

The three ways businesses handle job materials today

Approach	How it works	Problem
Manual re-entry	Office staff copy materials from jobs into a spreadsheet or accounting	Slow, error-prone, always behind
Deduct on invoice	Xero, MYOB or QuickBooks reduce tracked stock when the invoice is processed	Stock lags until invoicing; no van or warehouse detail
Deduct on job completion	An inventory system deducts materials from the tech's location when the job is completed	Needs an inventory system connected to ServiceM8

Why "deduct on invoice" isn't enough

Deducting on invoice is better than nothing, but it causes three problems for trades.

• Timing. Parts leave the van when the work is done, not when the invoice is approved. If invoicing runs a few days behind, so does your stock. See why ServiceM8 stock levels don't update.
• Location. Accounting reduces one company-wide number. You can't see which van is running low.
• Kits. If you sell a package such as an installation kit, the stock that matters is each component inside it.

How automatic deduction works with StockUnify

StockUnify connects to ServiceM8 and owns your stock numbers. Here's what happens on a typical job:

1. The job is created in ServiceM8. It syncs to StockUnify as a sales order.
2. Materials are added as usual. The tech or office adds materials to the job in ServiceM8. The sales order in StockUnify shows whether each material is in stock.
3. Shortages are flagged before the job. Anything short can go into a reorder cart or straight onto a purchase order linked to the job.
4. The job is completed. If every item has enough stock and none are batch- or serial-tracked, StockUnify delivers the sales order and deducts each material from the technician's van, or from the warehouse. Otherwise the order waits for the office to review and deliver it. Kits deduct each component.
5. A packing note is attached. StockUnify attaches a packing note PDF to the ServiceM8 job card.
6. Xero stays in step. Stock changes for Xero-tracked items sync to Xero.

No one re-enters materials, and the tech never leaves the ServiceM8 app.

Setting it up

1. Connect ServiceM8 and Xero to StockUnify.
2. Match your materials. Make sure the materials in ServiceM8 match the products in StockUnify, ideally using the same item codes.
3. Create locations. Add your warehouse and set up each van as a location.
4. Map technicians to vans, so completed jobs deduct from the right van. Then turn on automatic delivery when a job is completed, and choose which job statuses create a sales order.
5. Set up kits for packages you use often, so each component is deducted.
6. Run a test job end to end and check that stock moved as expected.

Tips to keep job materials accurate

• Use item codes, not free text. A material typed as "20mm elbow" can't be matched to stock. Pick it from the materials list.
• Add materials before completing the job. Deduction happens on completion, so missing materials mean missing deductions.
• Review completed jobs with no materials. Some jobs genuinely use none, but a pattern usually means parts aren't being recorded, and probably aren't being billed either.
• Count high-value items regularly to catch anything used without being recorded.

FAQ

Does ServiceM8 deduct stock when materials are added to a job?

Not directly. ServiceM8 relies on your accounting package, where stock is reduced once the invoice is processed.

Can stock be deducted when the job is completed rather than invoiced?

Yes, with an inventory system connected to ServiceM8. StockUnify deducts materials when the job is completed in ServiceM8.

Can it deduct from the technician's van?

Yes. Map each technician to their van in StockUnify, and materials are deducted from that van. See van stock tracking for ServiceM8.

What about kits or bundles?

When a kit is used on a job, StockUnify deducts each component from stock.

More in the complete ServiceM8 inventory guide and on our ServiceM8 integration page.

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