Quick Answer
Download our free ServiceM8 job report form template (Word .docx format), upload it to your ServiceM8 account, map the merge fields, and your field staff can generate professional PDF job completion reports on site in under two minutes. Works on the Growing plan (£59/month) and above. No coding required.
Table of Contents
What is a ServiceM8 job report form?
ServiceM8A job report form in ServiceM8 is a digital document your field staff complete on their phone or tablet when they finish a job. It captures everything that happened on site: what work was done, what materials were used, before and after photos, any issues found, and a customer signature.
ServiceM8 uses a Word template system. You design the layout in Microsoft Word, add merge fields that link to form questions, and upload it. When your team fills in the form on their device, ServiceM8 auto-populates the template and generates a branded PDF. That PDF gets saved to the job diary and can be emailed straight to the customer.
The Form Store has over 250 pre-made forms, but the generic job report templates lack UK-specific details like VAT registration numbers, Gas Safe references, and BS 7671 compliance fields. Our template fills that gap.
Which ServiceM8 plan do you need?
The Form Store is available on all plans (including Free), so you can purchase and use pre-made forms. But to upload custom templates like this one, you need the Growing plan (£59/month) or higher. This gives you the Forms add-on with the full form builder.
Why ditch paper job sheets?
If you are still scribbling job notes on paper, you already know the problems. Sheets get lost in the van, handwriting is illegible, and there is no easy way to search old records when a customer calls back six months later.
Digital forms fix all of that. Every completed report is saved against the job record in ServiceM8, searchable by customer name, address, or date. Photos are embedded in the PDF. Signatures are timestamped. And the whole thing is backed up in the cloud.
| Feature | Paper job sheets | ServiceM8 digital forms |
|---|---|---|
| Search old records | Filing cabinet dig | Instant keyword search |
| Photo evidence | Separate phone photos, easily lost | Embedded in the report PDF |
| Customer signature | Pen on paper, often skipped | Digital signature, timestamped |
| Legibility | Depends on handwriting | Always professional and clear |
| Backup | None. Lost is lost. | Cloud-backed, always available |
| Speed to invoice | Hours or days later | Invoice from site in minutes |
| Compliance audit | Scramble through boxes | Filter and export in seconds |
What is included in the template
This template is designed for general-purpose job completion reports. It covers the fields most UK plumbers, electricians, and HVAC engineers need after finishing a job. You can customise it further (we cover that below), but out of the box it includes everything you need for a professional report.
Company details header
Your business name, address, phone number, email, and VAT registration number. These auto-populate from your ServiceM8 account settings, so you set them once and never think about them again.
Job information
Job number, date, site address, and customer name. Pulled directly from the ServiceM8 job card, so there is zero re-typing for your team.
Description of work carried out
Free-text field where your engineer describes what they did. This is the most important section for customer communication and future reference.
Materials used
List of parts and materials with quantities. Useful for stock tracking and for justifying the invoice to the customer.
Before and after photos
Six photo slots: three for before the work started, three for after completion. Photos are captured on the device camera and embedded directly into the PDF.
Issues and recommendations
Space to note any problems found during the job, plus recommended follow-up work. Great for upselling and for covering yourself if something comes up later.
Time log
Arrival time, departure time, and total hours on site. Feeds into job costing if you use the Premium Plus plan.
Customer signature and sign-off
Digital signature capture with a confirmation statement. The customer signs on the screen, and the signature is embedded in the final PDF with a timestamp.
Download the template
The template comes as a Microsoft Word document (.docx) with ServiceM8 merge fields already configured. Download it, review the layout, customise the branding if you like, then upload it to your ServiceM8 account.
Before you download
You need a ServiceM8 account on the Growing plan (£59/month) or higher to upload custom form templates. If you are on the Free or Starter plan, you can still download and review the template, but you will need to upgrade before you can use it.
Free download, no sign-up required
This template is completely free. No email gate, no newsletter signup, no hidden catches. Just click the button below and the file downloads immediately.
Note: The Word template is designed to be uploaded into ServiceM8's Forms add-on. The merge fields in the document correspond to ServiceM8's template field codes. See the setup guide below for step-by-step instructions.
Step-by-step setup guide
Getting the template into ServiceM8 takes about 10 minutes. Here is exactly how to do it.
- Download the template: Click the download button above and save the .docx file to your computer.
- Log into ServiceM8: Open ServiceM8 in your web browser (not the mobile app) and go to Settings.
- Navigate to Forms: Click on "Forms" in the Settings menu. If you do not see it, you may need to enable the Forms add-on first.
- Create a new form: Click "Create Form" and give it a name like "Job Completion Report".
- Add your questions: For each section of the template, create a matching question. Use Text type for descriptions, Photo type for images, Signature type for sign-off, and Date type for dates.
- Note the template field codes: Each question gets a unique Template Field Code (shown in the form editor). These codes match the merge fields in the Word template.
- Upload the Word template: In the form editor, click "Upload Template" and select the .docx file you downloaded. The merge fields in the document will link to your form questions.
- Test it: Create a test job, add the form, fill it in on the mobile app, and generate the PDF. Check that all fields populate correctly and the layout looks right.
- Set up auto-attachment: Use Form Badges or Job Templates to automatically attach this form to new jobs, so your team never forgets to complete it.
Pro tip: use the auto-generated template first
ServiceM8 can auto-generate a basic Word template from your form questions. Click "Download Sample Template" in the form editor to get a starting point. Then customise it with your branding and layout preferences before re-uploading. This saves time and ensures all merge fields are correctly mapped.
How to customise the template
The template works out of the box, but you will get more value if you tailor it to your trade. Here are the most common customisations.
Add your company logo
Open the Word template, click on the placeholder logo area, and replace it with your own logo. Keep it under 200px wide so it does not dominate the header.
Add trade-specific fields
An electrician might add a "Circuit tested" checkbox or a "BS 7671 compliance" dropdown. A gas engineer might add a "Gas Safe registration number" field and a "Boiler make/model" text field. Add the question in ServiceM8's form editor first, note the template field code, then add a matching merge field in the Word document.
Change the colour scheme
The template uses a neutral blue and white colour scheme. If your brand uses different colours, update the heading backgrounds and border colours in the Word template to match.
Add conditional logic
ServiceM8 forms support conditional logic, so you can show or hide questions based on previous answers. For example, if the engineer selects "Issues found: Yes", a follow-up text field appears asking for details. This keeps the form short for straightforward jobs.
Tips for getting the most out of ServiceM8 forms
Use form badges for automatic attachment
Form Badges let you auto-attach forms to jobs based on the client or job type. Tag your residential clients with a "Job Report" badge, and the form appears automatically whenever you create a job for them. Your team never has to remember to add it manually.
Link forms to job templates
If you use job templates for common job types (boiler service, rewire, bathroom fit), include the job report form in the template. When you create a new job from the template, the form is already there.
Always capture photos
Before and after photos are the single most valuable part of a job report. They protect you in disputes, impress customers, and make great social media content. Make it a rule: no job is complete without photos.
Use the job diary for context
Every completed form is saved to the job diary in ServiceM8. This means you have a complete history of every job, including all forms, photos, notes, emails, and invoices, all in one place. When a customer calls back about a job from six months ago, you can pull up everything in seconds.
Combine with invoicing
Once the job report is signed off, you can generate the invoice immediately from ServiceM8. If you have linked it to Xero or QuickBooks, the invoice syncs automatically. No more waiting until you are back at the office to do your billing.
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Frequently asked questions
Yes. No email signup, no hidden costs. Download the Word file and use it however you like. The only cost is your ServiceM8 subscription, which you need independently to use forms.
You need the Growing plan (£59/month) or higher to upload custom form templates. The Free and Starter plans let you purchase and use forms from the Form Store, but not upload your own Word templates.
Absolutely. Open it in Microsoft Word or Google Docs and change anything you like: add your logo, change colours, add fields, remove sections. Just make sure any new merge fields match the questions you set up in ServiceM8's form editor.
ServiceM8's mobile app is iOS-only (iPhone and iPad). There is no Android app. If your team uses Android devices, you will need to consider a different platform like Tradify or Jobber, both of which support Android.
The merge fields in the template are specific to ServiceM8. However, you can open the Word file and replace the merge fields with those from your own software. The layout, sections, and content work as a starting point for any job management platform that supports Word-based form templates.
Key Takeaways
- Digital job report forms save roughly 3 hours of admin per week compared to paper job sheets.
- ServiceM8's form system uses Word templates with merge fields, so you control the exact layout and branding of your reports.
- You need the Growing plan (£59/month) or higher to upload custom form templates.
- The template includes all essential sections: company details, job info, work description, materials, photos, issues, time log, and customer signature.
- Customise it for your trade by adding fields like Gas Safe numbers, BS 7671 compliance checkboxes, or boiler make and model fields.
- Combine with Form Badges and Job Templates to auto-attach forms to every job, so nothing gets missed.
