ServiceM8 to Google Drive with Zapier UK how to auto save job photos into client folders

UK trades teams often want phone photos taken in ServiceM8 to land in Google Drive automatically in a tidy client folder. This guide shows a reliable way using Zapier, ServiceM8 webhooks and Google Drive. No coding required and written for non technical users.

Engineer on site taking photos in ServiceM8 with arrows to Google Drive via Zapier

What you will set up

A Drive folder per job like JOB123 Smith Heating Oxford with subfolder Photos
Every new photo added to the job in ServiceM8 is uploaded into that folder automatically
UK friendly file names and dates so your office can find things fast

Before you start

ServiceM8 admin login and an API key
A Zapier account
Google Workspace or Google Drive access. For UK GDPR basics on cloud storage see ICO guidance: https://ico.org.uk/for-organisations/advice-for-small-organisations/frequently-asked-questions/data-storage-sharing-and-security

Step 1 Create a job folder in Drive when a new job is added

In Zapier create a Zap
Trigger ServiceM8 New Job. If you use job categories you can filter first
Action Google Drive Find Folder choose your Shared drive if you have one create folder if not found. Name example {{Generated Job ID}} {{Client Name}} {{Suburb or Postcode}}
Optional create subfolders Photos Docs Certificates

Helpful Zapier link Google Drive actions: https://zapier.com/apps/google-drive/integrations/servicem8

Step 2 Capture new photos from ServiceM8 and upload them

Zapier does not have a native new photo trigger for ServiceM8 so we use a webhook which is reliable and simple.

In Zapier create a new Zap
Trigger Webhooks by Zapier Catch Hook. Copy the hook URL
In ServiceM8 create an API key and subscribe a webhook for the Attachment object to your Zap URL. Developer docs overview: https://developer.servicem8.com/docs/webhooks-overview

Example body you or your IT support can post once to set up the subscription

POST https://api.servicem8.com/webhook_subscriptions
Headers: X-API-Key: YOUR_API_KEY
{
  "type":"object",
  "object":"Attachment",
  "fields":["related_object_uuid","attachment_name","file_type","updated"],
  "callback_url":"https://hooks.zapier.com/hooks/catch/XXXXXXXX/XXXXXXXX/",
  "active": true
}

In the Zap add Action Webhooks by Zapier GET to fetch the attachment JSON from the resource_url supplied by the webhook. Use header X-API-Key YOUR_API_KEY
Add a Filter step to continue only if file_type contains jpg jpeg png or heic
Add Action Webhooks by Zapier GET to download the file. Endpoint pattern: https://api.servicem8.com/api_1.0/Attachment/{ATTACHMENT_UUID}/download
Add Action Webhooks by Zapier GET to fetch the Job details so you can locate the right Drive folder using the Generated Job ID
Add Action Google Drive Find Folder with create if not found targeting the parent client folder then Upload File to that folder. Use a UK style file name like 05-09-2025 10-30 Boiler cupboard.jpg

ServiceM8 webhook notes and API auth: https://developer.servicem8.com/docs/authentication

UK tips and gotchas

Timezone set Europe London in Zapier formatter so dates in file names look right for UK clients
HEIC from newer iPhones preview fine in Drive but if your team needs JPG add a conversion step using CloudConvert or similar
Testing upload a test photo from the ServiceM8 mobile app and from the web. Some developers report rare missed events from mobile uploads so test both and contact ServiceM8 support if needed
Data protection use Google Workspace not personal Gmail enable two step verification restrict sharing to your team and document retention. ICO starter guide: https://ico.org.uk/for-organisations/advice-for-small-organisations/your-beginner-s-guide-to-data-protection

Troubleshooting

Folder not found make sure the Drive step targets the correct Shared drive and uses Find or Create Folder not only Create
Duplicate photos check you do not have both this Zap and a CSV import or another automation doing the same upload
Permissions error check the Google account connected to Zapier has Editor rights on the parent folder or Shared drive

Short video intro

The video below explains how ServiceM8 data can be used with Zapier and Make. It is a good background before building the photo Zap

Useful links

Zapier ServiceM8 integrations: https://zapier.com/apps/servicem8/integrations
Google Drive with ServiceM8: https://zapier.com/apps/google-drive/integrations/servicem8
ServiceM8 webhooks overview: https://developer.servicem8.com/docs/webhooks-overview
ICO security overview for small businesses: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/security/a-guide-to-data-security/security

If you need a version for Dropbox or SharePoint tell us in the comments. We can publish a follow up with screenshots you can copy.