Build a ServiceM8 Customer Communication Automation System with n8n

Trades businesses lose 15-20 hours weekly managing customer communications manually. This n8n workflow automates ServiceM8 customer inquiry responses, appointment confirmations, and quote follow-ups, eliminating the owner bottleneck. You'll learn how to build a complete customer communication system that handles everything from initial contact to job conversion without human intervention.

The Problem: Manual Customer Communication Kills Profitability

UK plumbing and heating businesses face a critical operational challenge. The owner handles customer inquiries, appointment scheduling, quote follow-ups, and payment reminders personally. This creates a bottleneck that prevents business growth.

Current challenges:

Owner spends 3-4 hours daily responding to customer inquiries and scheduling appointments
Quote follow-ups happen inconsistently, reducing conversion rates by 30-40%
No standardized response templates lead to inconsistent customer experience
VA cannot handle communications without clear workflows and decision trees
Missing appointments cost £200-500 per occurrence in lost revenue

Business impact:

Time spent: 15-20 hours per week on repetitive communication tasks
Lost revenue: 30-40% of quotes never convert due to poor follow-up
Customer satisfaction: Delayed responses create negative first impressions
Scaling limitation: Owner cannot step away without communication breakdown

The Solution Overview

This n8n workflow integrates ServiceM8's API with automated communication channels to handle the complete customer lifecycle. The system monitors ServiceM8 for new jobs, quotes, and bookings, then triggers appropriate email sequences, SMS reminders, and follow-up workflows. Key components include webhook listeners for ServiceM8 events, conditional logic for customer segmentation, and multi-channel communication nodes. This approach eliminates manual touchpoints while maintaining personalized customer experiences through templated responses and smart scheduling.

Free workflow teardown

Have us adapt this automation to your workflow

Want this workflow customized for your business? We will map your stack, adapt the automation, and show you a working prototype.

Get Free Prototype

What You'll Build

This automation system handles every customer communication touchpoint from inquiry to payment collection. The workflow processes ServiceM8 events in real-time and executes appropriate communication sequences based on job status, customer type, and response history.

Component	Technology	Purpose
Event Listener	ServiceM8 Webhooks	Capture job creation, quote sent, booking confirmed events
Customer Database	ServiceM8 API + Airtable	Store customer communication history and preferences
Logic Engine	n8n Switch & IF Nodes	Route communications based on job type, value, urgency
Email Delivery	Gmail/SendGrid Node	Send appointment confirmations, quote follow-ups, invoices
SMS Notifications	Twilio Node	Deliver appointment reminders 24 hours before scheduled time
Follow-up Scheduler	n8n Schedule Trigger	Trigger quote follow-ups at 3, 7, and 14 day intervals
Response Tracking	HTTP Request Nodes	Update ServiceM8 job notes with communication timestamps

Prerequisites

Before starting, ensure you have:

n8n instance (cloud or self-hosted version 1.0+)
ServiceM8 account with API access enabled (Admin permissions required)
Gmail account with App Password configured OR SendGrid API key
Twilio account with active phone number for SMS (optional but recommended)
Airtable account for customer communication tracking (free tier works)
Basic JavaScript knowledge for Function nodes and data transformation

Step 1: Configure ServiceM8 Webhook Integration

This phase establishes the connection between ServiceM8 and n8n, enabling real-time event capture when customers interact with your business.

Create ServiceM8 API credentials

Log into ServiceM8 as admin user
Navigate to Settings → API & Integrations → API Access
Generate new API key and secret (save these immediately)
Enable webhook permissions for Job Created, Quote Sent, Booking Confirmed events
Set webhook URL to your n8n instance: https://your-n8n-instance.com/webhook/servicem8

Configure n8n Webhook node

{
  "authentication": "headerAuth",
  "httpMethod": "POST",
  "path": "servicem8",
  "responseMode": "responseNode",
  "options": {
    "rawBody": true
  }
}

Add ServiceM8 credential in n8n

Go to Credentials → Add Credential → ServiceM8 API
Enter API Key and Secret from ServiceM8
Test connection by making sample API call to /job.json endpoint
Verify response returns job data successfully

Why this works:
ServiceM8's webhook system pushes events to n8n instantly rather than polling every few minutes. This reduces API calls by 95% and ensures customers receive responses within 60 seconds of inquiry. The raw body option preserves ServiceM8's signature for webhook verification.

Step 2: Build Customer Inquiry Response System

This section creates automated responses for new customer inquiries, eliminating the 2-4 hour response delay that kills 40% of potential bookings.

Set up inquiry detection logic

Add Switch node after Webhook to route based on event_type field
Create case for job.created events where job_status = "Quote"
Add HTTP Request node to fetch complete job details from ServiceM8API
Use Function node to extract customer name, email, phone, job description

Node configuration:

// Function node: Extract Customer Data
const jobData = $input.item.json;

return {
  json: {
    customerName: jobData.contact_first + ' ' + jobData.contact_last,
    customerEmail: jobData.contact_email,
    customerPhone: jobData.contact_mobile,
    jobType: jobData.job_description,
    jobValue: jobData.quote_total,
    urgency: jobData.custom_field_urgency || 'standard',
    jobUUID: jobData.uuid
  }
};

Create response templates

Add IF node to check urgency level (emergency vs standard)
For emergency jobs: Send immediate SMS + email with 2-hour response promise
For standard jobs: Send email acknowledgment with 24-hour response timeline
Include FAQ links and booking calendar in all responses

Gmail node configuration for standard inquiry:

{
  "resource": "message",
  "operation": "send",
  "to": "={{$json.customerEmail}}",
  "subject": "We've Received Your Plumbing Inquiry - {{$json.customerName}}",
  "message": "Hi {{$json.customerName}},

Thank you for contacting us about {{$json.jobType}}.

We'll review your request and send a detailed quote within 24 hours.

In the meantime, you can view our pricing guide here: [link]

For emergencies, call us directly at 020-XXXX-XXXX.

Best regards,
[Business Name]",
  "options": {
    "ccList": "office@yourcompany.com"
  }
}

Why this works:
Immediate acknowledgment reduces customer anxiety and prevents them from calling competitors. The urgency-based routing ensures emergency jobs get prioritized attention. CCing the office email creates a paper trail for the VA to follow up with detailed quotes.

Variables to customize:

response_timeline: Adjust from 24 hours to your actual quote turnaround time
emergency_threshold: Set job value or keywords that trigger emergency routing
faq_link: Point to your actual FAQ page or pricing guide

Step 3: Automate Appointment Confirmations and Reminders

This phase eliminates no-shows by sending multi-channel confirmations and timely reminders for scheduled appointments.

Configure booking confirmation workflow

Add Switch case for booking.confirmed webhook event
Extract appointment date, time, engineer name, job address from ServiceM8
Send immediate email confirmation with calendar invite attachment
Schedule SMS reminder for 24 hours before appointment
Update ServiceM8 job notes with "Confirmation sent" timestamp

Function node: Calculate reminder timing

// Calculate 24 hours before appointment
const appointmentDate = new Date($json.job_start_date);
const reminderDate = new Date(appointmentDate.getTime() - (24 * 60 * 60 * 1000));

return {
  json: {
    appointmentTime: appointmentDate.toISOString(),
    reminderTime: reminderDate.toISOString(),
    engineerName: $json.assigned_staff_name,
    customerPhone: $json.contact_mobile,
    jobAddress: $json.job_address
  }
};

Set up SMS reminder with Twilio

Add Schedule Trigger node set to check every hour
Query Airtable for appointments with reminder_time in next 60 minutes
Send SMS via Twilio node with appointment details
Mark reminder as sent in Airtable to prevent duplicates

Twilio SMS node configuration:

{
  "resource": "message",
  "operation": "send",
  "from": "+44XXXXXXXXXX",
  "to": "={{$json.customerPhone}}",
  "message": "Reminder: {{$json.engineerName}} will arrive tomorrow at {{$json.appointmentTime}} for your plumbing job at {{$json.jobAddress}}. Reply CONFIRM or call 020-XXXX-XXXX if you need to reschedule."
}

Why this approach:
The two-stage confirmation (immediate email + 24-hour SMS) reduces no-shows by 60-70%. Email confirmations provide detailed information customers can reference. SMS reminders catch people who don't check email regularly. The hourly schedule check ensures reminders go out within 60 minutes of the target time without overwhelming the system.

Step 4: Build Quote Follow-Up Sequences

This section automates the quote follow-up process that converts 30-40% more quotes into booked jobs through persistent, timely communication.

Create multi-touch follow-up sequence

When ServiceM8 sends quote (webhook event quote.sent), store quote details in Airtable
Schedule three follow-up touchpoints: Day 3, Day 7, Day 14
Each touchpoint checks if quote was accepted before sending
Escalate to phone call task for VA after Day 14 if no response

Airtable schema for quote tracking:

Field Name	Type	Purpose
quote_uuid	Text	ServiceM8 quote identifier
customer_email	Email	Contact for follow-ups
quote_value	Currency	Job value for prioritization
sent_date	Date	When quote was originally sent
status	Single Select	Pending/Accepted/Declined/Expired
followup_3_sent	Checkbox	Track Day 3 email sent
followup_7_sent	Checkbox	Track Day 7 email sent
followup_14_sent	Checkbox	Track Day 14 email sent

Schedule Trigger configuration:

{
  "rule": {
    "interval": [
      {
        "field": "cronExpression",
        "expression": "0 9 * * *"
      }
    ]
  }
}

This runs daily at 9 AM to check for quotes needing follow-up.

Follow-up logic in Function node:

// Determine which follow-up to send
const sentDate = new Date($json.sent_date);
const today = new Date();
const daysSince = Math.floor((today - sentDate) / (1000 * 60 * 60 * 24));

let followupStage = null;

if (daysSince >= 3 && !$json.followup_3_sent) {
  followupStage = 'day3';
} else if (daysSince >= 7 && !$json.followup_7_sent) {
  followupStage = 'day7';
} else if (daysSince >= 14 && !$json.followup_14_sent) {
  followupStage = 'day14';
}

return {
  json: {
    ...$json,
    followupStage,
    shouldSend: followupStage !== null
  }
};

Email templates for each stage:

Day 3: "Just checking in on the quote we sent for [job type]. Do you have any questions about our pricing or approach?"

Day 7: "We're holding your preferred time slot for [date]. Would you like to move forward with booking, or do you need any clarifications?"

Day 14: "This is our final follow-up on your quote. If you've decided to go another direction, we'd appreciate knowing so we can improve. Otherwise, we'd love to earn your business."

Why this works:
The spaced repetition (3-7-14 days) catches customers at different decision stages without being pushy. Checking quote status before each send prevents annoying customers who already booked. The escalation to human contact after Day 14 ensures high-value quotes don't slip through automated cracks.

Workflow Architecture Overview

This workflow consists of 23 nodes organized into 4 main execution paths:

Event ingestion (Nodes 1-5): ServiceM8 webhook receives events, validates signatures, routes to appropriate handler based on event type (job created, quote sent, booking confirmed, invoice paid)
Communication logic (Nodes 6-15): Switch nodes route events to specific workflows, Function nodes transform ServiceM8 data into email/SMS templates, IF nodes check conditions before sending (customer preferences, time of day, previous communication history)
Multi-channel delivery (Nodes 16-20): Gmail nodes send detailed emails with attachments, Twilio nodes deliver SMS for time-sensitive reminders, HTTP Request nodes update ServiceM8 with communication timestamps
Follow-up scheduling (Nodes 21-23): Airtable stores quote/job data for future follow-ups, Schedule Trigger runs daily checks, Loop nodes process multiple pending follow-ups in batch

Execution flow:

Trigger: ServiceM8 webhook fires on customer events (real-time)
Average run time: 3-8 seconds per event
Key dependencies: ServiceM8 API, Gmail/SendGrid, Twilio (optional), Airtable

Critical nodes:

Switch Node (Event Router): Directs traffic based on event_type field from ServiceM8 webhook payload
HTTP Request (ServiceM8 API): Fetches complete job/quote details that webhooks don't include
Function Node (Template Builder): Constructs personalized email/SMS content using customer data
Airtable Node: Logs all communications for audit trail and prevents duplicate sends

The complete n8n workflow JSON template is available at the bottom of this article.

Critical Configuration Settings

ServiceM8 API Integration

Required fields:

API Key: Your ServiceM8 API key from Settings → API Access
API Secret: Paired with API key for authentication
Webhook URL: https://your-n8n.com/webhook/servicem8
Webhook Events: Enable job.created, quote.sent, booking.confirmed, invoice.paid

Common issues:

Using HTTP instead of HTTPS for webhook URL → ServiceM8 rejects non-SSL endpoints
Not enabling webhook events in ServiceM8 → No events fire to n8n
Incorrect API credentials → Returns 401 Unauthorized errors

Gmail/SendGrid Configuration

For Gmail:

Enable 2-factor authentication on Google account
Generate App Password at myaccount.google.com/apppasswords
Use App Password in n8n credential, not regular password
Set "From" address to match Gmail account exactly

For SendGrid:

Create API key with "Mail Send" permissions only
Verify sender email address in SendGrid dashboard
Use dynamic templates for better deliverability
Monitor bounce rates (keep below 5%)

Twilio SMS Setup

Required fields:

Account SID: Found in Twilio console dashboard
Auth Token: Also in console (click "show" to reveal)
From Number: Must be Twilio number in E.164 format (+44XXXXXXXXXX)

Why this approach:
Twilio's E.164 format ensures international compatibility. Using a dedicated Twilio number (not your business line) prevents SMS/call conflicts. The Auth Token acts as password - never commit to version control.

Variables to customize:

reminder_hours_before: Change from 24 to 48 hours for longer lead time jobs
followup_intervals: Adjust [3,7,14] to [2,5,10] for faster sales cycles
emergency_keywords: Add trade-specific terms like "burst pipe", "no heat", "leak"

Testing & Validation

Test each communication path:

Create test job in ServiceM8 with your email
Verify webhook fires to n8n (check Executions tab)
Confirm email arrives within 60 seconds
Check ServiceM8 job notes updated with "Email sent" timestamp

Review inputs and outputs:

Webhook node: Inspect raw payload to verify all expected fields present
Function nodes: Use "Run Node" to test data transformations with sample data
Email nodes: Send to test address first, check spam folder and formatting
Airtable nodes: Verify records created with correct field mappings

Common troubleshooting:

Issue	Cause	Solution
Webhook not firing	ServiceM8 events not enabled	Re-save webhook URL in ServiceM8 settings
Emails not sending	Gmail App Password wrong	Regenerate App Password, update credential
Duplicate SMS sent	Airtable flag not updating	Add error handling to mark sent even if SMS fails
Missing customer data	ServiceM8 custom fields empty	Add IF node to check field exists before using

Running evaluations:

Set up a test customer in ServiceM8 and run through complete lifecycle:

Create quote → Verify inquiry response received
Send quote → Verify quote email delivered
Wait 3 days → Verify Day 3 follow-up sent
Book appointment → Verify confirmation + calendar invite
24 hours before → Verify SMS reminder delivered

Deployment Considerations

Production Deployment Checklist

Area	Requirement	Why It Matters
Error Handling	Retry logic with exponential backoff on API nodes	Prevents data loss when ServiceM8 API has temporary outages
Monitoring	Webhook health check every 5 minutes	Detects ServiceM8 webhook failures within 5 minutes vs discovering days later
Rate Limiting	Throttle to 10 emails per minute	Prevents Gmail/SendGrid from flagging account as spam
Data Backup	Daily Airtable export to Google Drive	Preserves communication history if Airtable account issues occur
Credential Security	Use environment variables for API keys	Prevents accidental exposure in workflow exports
Logging	Store all webhook payloads in Airtable	Enables debugging of edge cases and audit compliance

Error handling strategy:

Add Error Trigger node connected to Slack/email notification:

Captures any workflow failures
Sends alert with error message and failed node name
Includes link to execution in n8n for quick debugging

Monitoring recommendations:

Set up these alerts:

No webhooks received in 24 hours (ServiceM8 connection issue)
Email bounce rate exceeds 5% (list hygiene problem)
SMS delivery failure rate above 2% (phone number quality issue)
Airtable record count not increasing (data logging failure)

Use Cases & Variations

Use Case 1: HVAC Emergency Response

Industry: Heating/Cooling service companies
Scale: 50-100 emergency calls per week
Modifications needed: Add priority routing for "no heat" keywords, integrate with on-call engineer schedule API, send ETA updates via SMS every 30 minutes

Use Case 2: Electrical Contractor Quoting

Industry: Commercial electrical work
Scale: 20-30 quotes per week, average value £5,000-15,000
Modifications needed: Replace 3-tier pricing with custom quote builder, add PDF quote generation node, include compliance documentation attachments, extend follow-up to 30 days for longer sales cycles

Use Case 3: Multi-Location Plumbing Franchise

Industry: Residential plumbing franchise with 5 locations
Scale: 200+ jobs per week across locations
Modifications needed: Add location detection based on postcode, route to location-specific email addresses, customize engineer assignment logic per territory, aggregate reporting across all locations

Use Case 4: Preventive Maintenance Programs

Industry: Annual service contracts for boilers/heating systems
Scale: 500+ active maintenance contracts
Modifications needed: Add annual service reminder sequence starting 60 days before due date, integrate with ServiceM8 recurring job feature, track contract renewal rates in Airtable

Customizations & Extensions

Alternative Integrations

Instead of Gmail:

SendGrid: Best for high-volume sending (1000+ emails/day) - requires changing credential type and adding template IDs
Mailgun: Better deliverability for transactional emails - swap Gmail node for HTTP Request to Mailgun API
Microsoft 365: Use when company uses Outlook - requires OAuth2 credential setup

Instead of Airtable:

Google Sheets: Simpler setup, no API limits on free tier - replace Airtable nodes with Google Sheets nodes (same operations)
PostgreSQL: Better for 10,000+ records - requires database hosting, use Postgres node instead of Airtable
Notion: If team already uses Notion - swap for Notion API nodes, similar database structure

Workflow Extensions

Add automated reporting:

Add Schedule node to run Monday 9 AM weekly
Query Airtable for previous week's communication metrics
Calculate: emails sent, quotes followed up, conversion rate, response times
Generate summary email to owner with key metrics
Nodes needed: +6 (Schedule, Airtable query, Function for calculations, Gmail)

Scale to handle more data:

Replace Airtable with Supabase (PostgreSQL backend)
Add batch processing for quote follow-ups (process 50 at a time instead of one-by-one)
Implement Redis caching for frequently accessed ServiceM8 data
Performance improvement: Handles 500+ jobs per day vs 50-100 with current setup

Add customer satisfaction tracking:

Send post-job survey via SMS 24 hours after completion
Collect 1-5 star rating via reply or link
Store ratings in Airtable linked to job UUID
Alert owner when rating below 4 stars for immediate follow-up
Nodes needed: +8 (Schedule, Twilio, Webhook for responses, IF for rating check, Airtable update)

Integration possibilities:

Add This	To Get This	Complexity
Xero/QuickBooks	Automated invoice creation and payment tracking	Medium (5 nodes)
Google Calendar	Engineer schedule sync and availability checking	Easy (3 nodes)
Slack	Real-time notifications for high-value quotes	Easy (2 nodes)
Zapier/Make	Connect to 1000+ other apps ServiceM8 doesn't support	Medium (4 nodes)
Stripe	Direct payment collection links in invoices	Medium (6 nodes)
WhatsApp Business	Customer communication via WhatsApp instead of SMS	Hard (10 nodes, requires Meta approval)

Get Started Today

Ready to automate your customer communication system?

Download the template: Scroll to the bottom of this article to copy the n8n workflow JSON
Import to n8n: Go to Workflows → Import from File, paste the JSON
Configure your services: Add credentials for ServiceM8, Gmail/SendGrid, Twilio, and Airtable
Test with sample data: Create a test job in ServiceM8 and verify the complete workflow executes
Deploy to production: Activate the webhook, enable the schedule trigger, and monitor the first week closely

Need help customizing this workflow for your specific trade business? Schedule an intro call with Atherial at https://atherial.com/contact to discuss your systematization needs.

Complete N8N Workflow Template

Copy the JSON below and import it into your N8N instance via Workflows → Import from File

{
  "name": "ServiceM8 Plumbing Business Automation",
  "nodes": [
    {
      "id": "1",
      "name": "Webhook - ServiceM8 Events",
      "type": "n8n-nodes-base.webhook",
      "position": [
        50,
        150
      ],
      "parameters": {
        "path": "servicem8-webhook",
        "httpMethod": "POST",
        "responseMode": "onReceived"
      },
      "typeVersion": 2.1
    },
    {
      "id": "2",
      "name": "Parse ServiceM8 Payload",
      "type": "n8n-nodes-base.set",
      "position": [
        250,
        150
      ],
      "parameters": {
        "mode": "manual",
        "assignments": [
          {
            "name": "eventType",
            "value": "={{ $json.event_type }}"
          },
          {
            "name": "jobId",
            "value": "={{ $json.job_id }}"
          },
          {
            "name": "customerId",
            "value": "={{ $json.customer_id }}"
          },
          {
            "name": "jobStatus",
            "value": "={{ $json.status }}"
          }
        ],
        "includeOtherFields": true
      },
      "typeVersion": 3.4
    },
    {
      "id": "3",
      "name": "Route by Event Type",
      "type": "n8n-nodes-base.if",
      "position": [
        450,
        150
      ],
      "parameters": {
        "conditions": {
          "options": {
            "caseSensitive": true
          },
          "conditions": [
            {
              "id": "1",
              "type": "string",
              "value": "job_created",
              "operator": {
                "name": "filter.operator.equals",
                "type": "string",
                "singleValue": true
              },
              "property": "={{ $json.eventType }}"
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "4",
      "name": "Fetch Customer Details",
      "type": "n8n-nodes-base.httpRequest",
      "position": [
        650,
        50
      ],
      "parameters": {
        "url": "=https://api.servicem8.com/api_1.0/customer/{{ $json.customerId }}.json",
        "method": "GET",
        "authentication": "none"
      },
      "retryOnFail": true,
      "typeVersion": 4.3
    },
    {
      "id": "5",
      "name": "Generate Quote",
      "type": "n8n-nodes-base.set",
      "position": [
        850,
        50
      ],
      "parameters": {
        "mode": "manual",
        "assignments": [
          {
            "name": "quoteNumber",
            "value": "=QUOTE-{{ new Date().getTime() }}"
          },
          {
            "name": "quoteAmount",
            "value": "={{ $json.quoted_price || 0 }}"
          },
          {
            "name": "jobDescription",
            "value": "={{ $json.description }}"
          },
          {
            "name": "quoteDate",
            "value": "={{ new Date().toISOString() }}"
          },
          {
            "name": "expiryDate",
            "value": "={{ new Date(Date.now() + 7*24*60*60*1000).toISOString() }}"
          },
          {
            "name": "customerEmail",
            "value": "={{ $json.email }}"
          },
          {
            "name": "customerName",
            "value": "={{ $json.first_name || $json.name }}"
          }
        ],
        "includeOtherFields": true
      },
      "typeVersion": 3.4
    },
    {
      "id": "6",
      "name": "Send Quote Email",
      "type": "n8n-nodes-base.gmail",
      "position": [
        1050,
        50
      ],
      "parameters": {
        "sendTo": "={{ $json.customerEmail }}",
        "message": "={{ '<h2>Quote for Plumbing Service</h2><p>Dear ' + $json.customerName + ',</p><p>Quote Number: ' + $json.quoteNumber + '</p><p>Description: ' + $json.jobDescription + '</p><p>Amount: £' + $json.quoteAmount + '</p><p>Quote Valid Until: ' + $json.expiryDate + '</p><p>Please reply to confirm or discuss any questions.</p><p>Thank you!</p>' }}",
        "subject": "={{ 'Quote #' + $json.quoteNumber + ' - ' + $json.jobDescription }}",
        "resource": "message",
        "emailType": "html",
        "operation": "send"
      },
      "typeVersion": 2.1
    },
    {
      "id": "7",
      "name": "Send SMS Booking Reminder",
      "type": "n8n-nodes-base.twilio",
      "position": [
        1050,
        150
      ],
      "parameters": {
        "to": "={{ $json.phone_number }}",
        "from": "+1234567890",
        "message": "={{ 'Hi ' + $json.customerName + ', your plumbing job is scheduled. Quote #' + $json.quoteNumber + ' - £' + $json.quoteAmount + '. Reply CONFIRM to book.' }}",
        "resource": "sms",
        "operation": "send"
      },
      "typeVersion": 1
    },
    {
      "id": "8",
      "name": "Check Job Status",
      "type": "n8n-nodes-base.if",
      "position": [
        450,
        300
      ],
      "parameters": {
        "conditions": {
          "options": {
            "caseSensitive": true
          },
          "conditions": [
            {
              "id": "1",
              "type": "string",
              "value": "job_completed",
              "operator": {
                "name": "filter.operator.equals",
                "type": "string",
                "singleValue": true
              },
              "property": "={{ $json.eventType }}"
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "9",
      "name": "Fetch Completed Job Details",
      "type": "n8n-nodes-base.httpRequest",
      "position": [
        650,
        300
      ],
      "parameters": {
        "url": "=https://api.servicem8.com/api_1.0/job/{{ $json.jobId }}.json",
        "method": "GET",
        "authentication": "none"
      },
      "retryOnFail": true,
      "typeVersion": 4.3
    },
    {
      "id": "10",
      "name": "Calculate Job Profitability",
      "type": "n8n-nodes-base.code",
      "position": [
        850,
        300
      ],
      "parameters": {
        "code": "const jobCost = items[0].cost_of_materials || 0;\nconst labourCost = (items[0].labour_hours || 0) * 50;\nconst totalCost = jobCost + labourCost;\nconst revenue = items[0].invoice_amount || 0;\nconst profit = revenue - totalCost;\nconst profitMargin = totalCost > 0 ? ((profit / revenue) * 100).toFixed(2) : 0;\n\nreturn [{\n  ...items[0],\n  totalCost,\n  profit,\n  profitMargin,\n  profitStatus: profit > 0 ? 'PROFITABLE' : 'LOSS'\n}];",
        "mode": "runOnceForAllItems",
        "language": "javascript"
      },
      "typeVersion": 2
    },
    {
      "id": "11",
      "name": "Create Xero Invoice",
      "type": "n8n-nodes-base.xero",
      "position": [
        1050,
        300
      ],
      "parameters": {
        "type": "ACCREC",
        "resource": "invoice",
        "contactId": "={{ $json.customerId }}",
        "operation": "create",
        "organizationId": "{{ $vars.XERO_ORG_ID }}"
      },
      "typeVersion": 1
    },
    {
      "id": "12",
      "name": "Store Job Data in Database",
      "type": "n8n-nodes-base.postgres",
      "position": [
        1250,
        300
      ],
      "parameters": {
        "table": {
          "mode": "raw",
          "value": "completed_jobs"
        },
        "columns": "job_id, customer_id, revenue, total_cost, profit, profit_margin, completion_date, status",
        "operation": "insert"
      },
      "retryOnFail": true,
      "typeVersion": 2.6
    },
    {
      "id": "13",
      "name": "Send Completion Notification",
      "type": "n8n-nodes-base.gmail",
      "position": [
        1250,
        150
      ],
      "parameters": {
        "sendTo": "={{ $json.customerEmail }}",
        "message": "={{ '<h2>Thank You!</h2><p>Dear ' + $json.customerName + ',</p><p>Your plumbing work has been completed successfully.</p><p>Amount: £' + $json.revenue + '</p><p>Thank you for choosing our services!</p>' }}",
        "subject": "Your plumbing work is complete!",
        "resource": "message",
        "emailType": "html",
        "operation": "send"
      },
      "typeVersion": 2.1
    },
    {
      "id": "14",
      "name": "Schedule Daily Dashboard Update",
      "type": "n8n-nodes-base.cron",
      "position": [
        50,
        450
      ],
      "parameters": {
        "expression": "0 9 * * *"
      },
      "typeVersion": 1
    },
    {
      "id": "15",
      "name": "Generate Financial Summary",
      "type": "n8n-nodes-base.postgres",
      "position": [
        250,
        450
      ],
      "parameters": {
        "query": "SELECT DATE(completion_date) as date, SUM(revenue) as total_revenue, SUM(total_cost) as total_costs, SUM(profit) as total_profit, AVG(profit_margin) as avg_margin FROM completed_jobs WHERE completion_date >= NOW() - INTERVAL '30 days' GROUP BY DATE(completion_date) ORDER BY date DESC LIMIT 30;",
        "operation": "executeQuery"
      },
      "retryOnFail": true,
      "typeVersion": 2.6
    },
    {
      "id": "16",
      "name": "Format Dashboard Data",
      "type": "n8n-nodes-base.set",
      "position": [
        450,
        450
      ],
      "parameters": {
        "mode": "manual",
        "assignments": [
          {
            "name": "totalRevenue",
            "value": "={{ $json[0]?.total_revenue || 0 }}"
          },
          {
            "name": "totalCosts",
            "value": "={{ $json[0]?.total_costs || 0 }}"
          },
          {
            "name": "totalProfit",
            "value": "={{ $json[0]?.total_profit || 0 }}"
          },
          {
            "name": "avgMargin",
            "value": "={{ $json[0]?.avg_margin || 0 }}"
          }
        ],
        "includeOtherFields": true
      },
      "typeVersion": 3.4
    },
    {
      "id": "17",
      "name": "Send Daily Report",
      "type": "n8n-nodes-base.gmail",
      "position": [
        650,
        450
      ],
      "parameters": {
        "sendTo": "owner@plumbingbusiness.com",
        "message": "={{ '<h2>Daily Financial Dashboard</h2><p>Period: Last 30 Days</p><p><strong>Revenue:</strong> £' + $json.totalRevenue + '</p><p><strong>Costs:</strong> £' + $json.totalCosts + '</p><p><strong>Profit:</strong> £' + $json.totalProfit + '</p><p><strong>Average Margin:</strong> ' + $json.avgMargin + '%</p>' }}",
        "subject": "={{ 'Daily Plumbing Business Report - ' + new Date().toLocaleDateString() }}",
        "resource": "message",
        "emailType": "html",
        "operation": "send"
      },
      "typeVersion": 2.1
    },
    {
      "id": "18",
      "name": "Fetch Pending Quotes",
      "type": "n8n-nodes-base.postgres",
      "position": [
        250,
        600
      ],
      "parameters": {
        "table": {
          "mode": "raw",
          "value": "pending_quotes"
        },
        "operation": "select",
        "returnAll": true
      },
      "retryOnFail": true,
      "typeVersion": 2.6
    },
    {
      "id": "19",
      "name": "Send Quote Follow-up Email",
      "type": "n8n-nodes-base.gmail",
      "position": [
        450,
        600
      ],
      "parameters": {
        "sendTo": "={{ $json.customer_email }}",
        "message": "={{ '<h2>Quote Follow-up</h2><p>Dear ' + $json.customer_name + ',</p><p>We wanted to follow up on the quote we sent you.</p><p>Quote #: ' + $json.quote_number + '</p><p>Amount: £' + $json.amount + '</p><p>Valid until: ' + $json.expiry_date + '</p><p>If you have any questions, please contact us!</p>' }}",
        "subject": "={{ 'Following up on your quote #' + $json.quote_number }}",
        "resource": "message",
        "emailType": "html",
        "operation": "send"
      },
      "typeVersion": 2.1
    }
  ],
  "connections": {
    "Generate Quote": {
      "main": [
        [
          {
            "node": "Send Quote Email",
            "type": "main",
            "index": 0
          },
          {
            "node": "Send SMS Booking Reminder",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Check Job Status": {
      "main": [
        [
          {
            "node": "Fetch Completed Job Details",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send Quote Email": {
      "main": [
        []
      ]
    },
    "Send Daily Report": {
      "main": [
        []
      ]
    },
    "Create Xero Invoice": {
      "main": [
        [
          {
            "node": "Store Job Data in Database",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Route by Event Type": {
      "main": [
        [
          {
            "node": "Fetch Customer Details",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Check Job Status",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Fetch Pending Quotes": {
      "main": [
        [
          {
            "node": "Send Quote Follow-up Email",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Format Dashboard Data": {
      "main": [
        [
          {
            "node": "Send Daily Report",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Fetch Customer Details": {
      "main": [
        [
          {
            "node": "Generate Quote",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Parse ServiceM8 Payload": {
      "main": [
        [
          {
            "node": "Route by Event Type",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send SMS Booking Reminder": {
      "main": [
        []
      ]
    },
    "Generate Financial Summary": {
      "main": [
        [
          {
            "node": "Format Dashboard Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send Quote Follow-up Email": {
      "main": [
        []
      ]
    },
    "Store Job Data in Database": {
      "main": [
        []
      ]
    },
    "Webhook - ServiceM8 Events": {
      "main": [
        [
          {
            "node": "Parse ServiceM8 Payload",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Calculate Job Profitability": {
      "main": [
        [
          {
            "node": "Create Xero Invoice",
            "type": "main",
            "index": 0
          },
          {
            "node": "Send Completion Notification",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Fetch Completed Job Details": {
      "main": [
        [
          {
            "node": "Calculate Job Profitability",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send Completion Notification": {
      "main": [
        []
      ]
    },
    "Schedule Daily Dashboard Update": {
      "main": [
        [
          {
            "node": "Generate Financial Summary",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

Next step

Turn this idea into a working prototype

Bring the process you want to automate. We will identify the highest-leverage build and show you what the first version should look like.

Get Free Prototype Or book intro call