Work sample · Example figures
ServiceM8 to Xero month-end tie-out
At month-end, the total invoiced in ServiceM8 should agree to sales in Xero. This sample shows the tie-out statement, the held items that explain the gap, and the list of completed jobs not yet invoiced.
A walkthrough of how I would approach this project. The figures are examples for a fictional business, not a client.
- Area
- Month-end
- Tools
- ServiceM8 · Xero
- Typical scope
- US$250–600
- Timeline
- About 3 weeks · 4 fixed milestones
01The problem
The two systems are meant to agree, but a few invoices are held by the sync, a credit note is raised in one place only, and some completed jobs never get invoiced. Nobody sees it until the accountant asks.
- A sales total in Xero that does not match ServiceM8
- Invoices held by the sync with no one told
- Completed jobs that were never billed
- An accountant asking the same questions every month
02Approach
- Look
Read-only comparison of one month: every ServiceM8 invoice against Xero.
- Name
Each difference is given a reason: held, not linked, credit in one place only, or not invoiced.
- Fix
The causes are fixed in the sync settings and contact links, so next month has fewer items.
- Repeat
A one-page tie-out is run at each month-end and signed off before reports go to the accountant.
03Exhibit
| Month-end tie-out, sales (AUD, ex GST) | Invoices | Amount |
|---|---|---|
| Invoiced in ServiceM8 for the month | 118 | 191,230.00 |
| Less: held, invoice number already used in Xero | 2 | (2,410.00) |
| Less: held, client not linked to a Xero contact | 2 | (1,470.00) |
| Less: credit note raised in Xero only | 1 | (950.00) |
| Expected in Xero | 113 | 186,400.00 |
| Sales in Xero for the month | 113 | 186,400.00 |
| Difference | 0.00 |
Unbilled and held list (example rows)
| Job | Reason | Amount | Owner | Action |
|---|---|---|---|---|
| 20511 | Completed, never invoiced | 6,240.00 | Office admin | Invoice this week |
| 20527 | Completed, awaiting parts sign-off | 2,180.00 | Operations | Sign off, then invoice |
| 20533 | Completed, invoice in draft | 1,420.00 | Office admin | Approve and send |
| Held items above | Sync blocked (4 invoices) | 3,880.00 | Bookkeeper | Fix numbers, link clients |
Prepared by: Manaz AfzalReviewed by: BookkeeperDifference signed off: before reports are sent to the accountant
04How to read it
- The statement starts from ServiceM8 and ends at Xero. Every reconciling item has a count and an amount.
- The difference line is 0.00 only because each item is named, not because anything was hidden.
- Completed jobs not invoiced are listed with an owner and a date, so they are billed this week.
05Scope
| Area | Included |
|---|---|
| Tie-out template | A one-page statement from ServiceM8 sales to Xero sales, with reconciling items |
| First month | One full month compared invoice by invoice, with every difference given a reason |
| Sync causes | Invoice-number clashes and unlinked clients fixed at the source |
| Unbilled list | Completed jobs not invoiced, listed with value, owner and action |
| Month-end routine | A checklist and sign-off line, run in the first week of each month |
| Handover | A walkthrough and the files |
| Not included | Changes to job pricing, or moving to different software |
06Milestones and fee
| Milestone | Deliverable | Timing | Share of fee |
|---|---|---|---|
| M1 First month compared | Every difference listed with a reason | Week 1 | 30% |
| M2 Causes fixed | Sync settings and client links corrected | Week 2 | 30% |
| M3 Tie-out running | Tie-out run for a second month, difference 0.00 | Weeks 2 to 3 | 25% |
| M4 Handover | Checklist, sign-off and walkthrough | Week 3 | 15% |
Typical scope for this kind of project: US$250–600
About 3 weeks · 4 fixed milestones. The systems health check (US$150, fixed) comes first and confirms the scope. Extra hourly work is US$40 per hour, agreed before it starts.
Tell me what is going wrong in your books and I will say where I would look first.
Send a short note through the form on the home page. I will reply with where I would start, and whether the US$150 systems health check is the right first step.