ServiceM8 form
ServiceM8 job sheet template with a photo grid and signature
Build the job sheet as a ServiceM8 Form rather than a quote or invoice template. Each question becomes a field code (form_work_done, image_form_photo_before, and so on) you lay out in the Form's own Word template, so photos sit in a grid and the customer signature sits in its own block on a one page report handed over on site.
Last checked 25 Sep 2026 against the sources listed at the end of this page.
Free form
Job sheet or service report form for all trades
A one page PDF in the job diary: work done, materials used, time on site, a before and after photo grid and a signed customer acknowledgement.
The form: 17 questions
| Section | Question | Type | Req. | Notes |
|---|---|---|---|---|
| Job | Client name | Text | Yes | |
| Job | Site address | Text | Yes | |
| Job | Job or reference number | Text | Yes | |
| Job | Technician name | Text | Yes | |
| Job | Date | Date | Yes | |
| Job | Time arrived on site | Text | Yes | Written field code becomes form_time_arrived_on_site. Use a plain time, for example 930am. |
| Job | Time left site | Text | Yes | |
| Work | Work carried out | Text | Yes | Use Text (Multi-line). This becomes form_work_carried_out. |
| Work | Materials used | Text | Use Text (Multi-line). Not a live billing list. Office transfers priced items to the invoice separately. | |
| Work | Job status | Choice Completed / Completed, follow up required / Incomplete, parts on order / Incomplete, access issue | Yes | |
| Work | Follow up notes | Text | ||
| Photos | Photo before | Photo | Pair with Photo after in a two column Word table for the grid layout. | |
| Photos | Photo after | Photo | Yes | |
| Photos | Photo of any defect or damage found | Photo | ||
| Sign off | Customer present at completion | Choice Yes / No, left with instructions | Yes | |
| Sign off | Customer acknowledges work described above | Signature | Yes | Becomes an image_form field, following the same pattern as image_form_signed. |
| Sign off | Printed name of person signing | Text | Yes |
Set it up in ServiceM8
- In ServiceM8 open Settings > Forms > Add Form and name it Job sheet.
- Add each question above in order, using letters and numbers only in the wording. Choice means Multiple Choice. Tick Mandatory where required is true.
- Click Download Sample Template to get the Word file with every question's Template Field Code already listed.
- Build a two column table for Photo before and Photo after so the grid holds its shape, and a bordered box at the foot of the page for the signature field and printed name.
- Insert each remaining field with Insert > Quick Parts > Field (Windows) or Insert > Field (Mac), Mail Merge category, MergeField name, pasting in the field code.
- Upload the finished Word file as the form's template, and add your logo and business details to the header.
- Complete the form on a real job with two photos and a signature, and check the PDF before rolling it out to the team.
A job sheet is not a quote and not an invoice
ServiceM8's two built in document types are the quote and the invoice, and both are built around billing: line items, totals, GST. A job sheet or service report has none of that. It is a record of what was done, so it belongs to ServiceM8's Forms, the same mechanism behind a test and tag certificate or a compliance checklist, not to the invoice template you already have.
Every question on a Form gets its own Template Field Code once you name it, and those field codes work two ways: in the Form's own Word template, downloaded from Download Sample Template, or inserted into any other document template in the account if you want the same photos to also appear on an invoice. For a stand alone job sheet, the Form's own template is the simpler route, and it is what the steps below build.
Field codes for text, materials, time and photos
Text, Number, Date and Multiple Choice questions produce a field named form_ plus the question, written in lower case with underscores, for example a "Work carried out" question becomes form_work_carried_out. Only letters and numbers should go in the question wording itself: ServiceM8 warns that symbols in a question name can break the generated PDF, which is why "Time on site (hours)" is safer written as "Time on site hours".
Signature and Photo questions work the same way but produce an image field, following the pattern ServiceM8 documents for a signature question: image_form_signed. A Photo question named "Photo before" produces its own image field the same way. Materials are not a live billing list on a Form the way they are on an invoice, so the job sheet asks for them as a Text (Multi-line) list the technician types or dictates, not a synced item table.
Laying out the grid and the signature block
Insert each field with Insert > Quick Parts > Field in Word (Insert > Field on a Mac), category Mail Merge, field name MergeField, and the field code pasted in as the field name. For the photo grid, add two or more Photo questions (before, after, defect) and place their image fields side by side in a Word table, one cell per photo, rather than stacking them down the page: a table holds its shape across different photo sizes and orientations, where inline images do not.
Put the signature field and a printed name line in its own bordered block at the foot of the page, above the technician's own name and the completion date, so the report reads as signed off rather than just filled in. Completed forms save straight to the job diary as a PDF, which is the copy you email or hand the customer on site.
What this form will not do
- This job sheet is a Form, not the invoice or quote. Materials typed here are a written record, not a synced billing list, so the office still enters priced items on the invoice.
- ServiceM8 does not total or calculate hours on site from the time fields; they are two text answers for the record, not a duration ServiceM8 works out.
- The help centre confirms the image_form field pattern for a Signature question but does not document the exact field name a Photo question produces or a built in way to force a photo grid layout; the two column table above is a layout choice, not a ServiceM8 feature.
- Symbols in question wording can break the generated PDF, so field names read a little unnatural, for example form_time_arrived_on_site rather than a friendlier label.
Sources
- ServiceM8 Forms question types are Text, Text (Multi-line), Number, Date, Multiple Choice, Multiple Choice (Multi-answer), Signature and Photo, a question can be made compulsory, and completed forms are converted to a PDF and saved to the job diary. ServiceM8 Help Center, checked 25 Sep 2026.
- To add a Form question's answer to a document template, position the field in Word using Insert > Quick Parts > Field, select MergeField, and enter the question's Template Field Code; a Signature question produces a field such as image_form_signed. ServiceM8 Help Center, checked 25 Sep 2026.
- Only letters and numbers should be used in ServiceM8 form question wording; symbols such as / \ ( ) # & - : ' can cause problems when ServiceM8 generates the completed form PDF. ServiceM8 Help Center, checked 25 Sep 2026.
- ServiceM8's Download Sample Template gives a Word file containing every Template Field Code for a Form, ready to be laid out with a logo and uploaded as the form's own PDF template. ServiceM8 Help Center, checked 25 Sep 2026.
- ServiceM8 invoice and quote template fields for staff and time include job.last_checkin_start_date, job.last_checkin_end_date, job.last_checkin_duration and job.total_checkin_duration, and job.work_done_description holds the job's work completed details. ServiceM8 Help Center, checked 25 Sep 2026.