ServiceM8 and Xero are a popular pairing for Australian and New Zealand trades. But when it comes to stock, many businesses aren't sure which system is doing what. The short version: Xero holds the stock quantity, and ServiceM8 displays it.
Here's how the data actually flows, where it breaks down, and what changes when you add an inventory system.
What each system is responsible for
| ServiceM8 | Xero | |
|---|---|---|
| Jobs, scheduling, job cards | Yes | No |
| Materials on jobs | Yes | No |
| Invoices | Creates them | Receives and approves them |
| Tracked stock quantity | Displays it | Calculates it |
| Stock value on the balance sheet | No | Yes |
| Purchase orders | No built-in POs | Yes |
| Stock by location or van | No | No |
How stock flows: step by step
- Items are set up in Xero with inventory tracking turned on. Tracking is managed in Xero, not ServiceM8.
- Items sync to ServiceM8 as materials techs can add to jobs.
- Materials are added to a job in ServiceM8.
- The job is invoiced and the invoice syncs to Xero.
- Xero reduces stock for tracked items once the invoice is approved.
- ServiceM8 imports the new quantity during its next item sync. ServiceM8 notes this may not be immediate.
Stock coming in follows the Xero side: when a bill or purchase for a tracked item is approved, Xero increases the quantity.
Where the ServiceM8 and Xero setup falls short
Stock moves on invoice, not on use
The count changes only when the invoice is approved in Xero, not when parts are used. Any delay in invoicing becomes a delay in stock. See why ServiceM8 stock levels don't update.
One location for everything
Xero's tracked inventory keeps a single quantity per item. It can't separate warehouse stock from van stock. See managing multiple locations with ServiceM8.
Edits in ServiceM8 are overwritten
If someone adjusts stock in ServiceM8, Xero isn't updated, and the next import can overwrite the change.
Purchasing is disconnected from jobs
ServiceM8 has no built-in purchase orders. Orders raised in Xero aren't linked to the ServiceM8 job they're for.
Approval can be blocked by low stock
Xero may stop you approving an invoice that would take a tracked item below zero, which can hold up billing when stock records are behind.
Is Xero Inventory Plus an option?
Xero Inventory Plus is Xero's more advanced inventory add-on, with multiple locations and purchase orders. At the time of writing it's available only to US-based Xero organisations, and it's designed mainly for ecommerce sellers on Shopify and Amazon. It doesn't mention integration with job management tools such as ServiceM8.
Adding an inventory system: the three-way setup
When you add an inventory system, the responsibilities shift:
- ServiceM8 keeps running jobs and materials on the job card.
- The inventory system becomes the source of truth for stock: quantities by location, purchase orders, receiving and stock movements.
- Xero keeps the books: invoices, supplier bills and stock value.
With StockUnify, the flow looks like this:
- Products, prices and stock levels sync from StockUnify to ServiceM8.
- ServiceM8 jobs sync to StockUnify as sales orders.
- Materials are deducted from the right van or warehouse when the job is completed.
- Purchase orders are raised in StockUnify and linked to the job number.
- Receiving a purchase order creates a bill in Xero, using the purchase accounts you map.
- Stock changes for Xero-tracked items sync to Xero.
The result: stock updates when work happens, not when billing catches up. See how StockUnify works with ServiceM8 and the Xero integration.
FAQ
Does ServiceM8 sync stock with Xero?
ServiceM8 imports stock quantities for tracked items from Xero. Changing stock in ServiceM8 doesn't update Xero.
When does Xero reduce stock for a ServiceM8 job?
When the job's invoice syncs to Xero and is approved.
Can I see stock by van with ServiceM8 and Xero?
No. Both hold one quantity per item. You need an inventory system with multiple locations.
Is Xero Inventory Plus available in Australia or New Zealand?
Not at the time of writing. It's currently limited to US Xero organisations.
See the full ServiceM8 inventory guide.
Get ServiceM8 and Xero working together on stock. Start a 14-day free trial.
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