Finished ServiceM8 jobs nobody invoiced in Xero, found by Grok Bot or Claude

1. What the list is

Every job completed in the last 30 days, checked against Xero, in one of four queues:

• Not invoiced. Done, with no invoice. Ranked by job total, then days since completion.
• Draft waiting. An invoice exists but nobody released it.
• Needs a price. A line has no price. These come to you, never to an invoice.
• Invoiced. Left off the list.

This is the light version, built for a bot. The full Invoice Out standard is the version a business runs at scale: the invoice out the day the job finishes, the release gate, builders’ stage invoices, and a pass test that proves it works.

2. Connect ServiceM8 and Xero

Grok Bot.Create a Bot called “Unbilled Jobs” and put the standing rules in its profile: read only, never send email or SMS, never change a job’s status, never create anything in Xero. Then paste this into its chat, click Add it and Authorize, and sign in to ServiceM8:

Add a custom MCP server called ServiceM8 at https://api.servicem8.com/mcp

It signs in with OAuth, so give me the Authorize card.

For Xero, add it from Connect apps with a read-only custom connection, step by step in our Xero debtor list guide.

Claude. Under Customize, then Connectors, add Xero from the directory and sign in, then add a custom connector named ServiceM8 at https://api.servicem8.com/mcp and sign in to ServiceM8. Set both to ask before every action, and start a Cowork task with a folder for the weekly files.

More on each connector in our guides to Claude with ServiceM8 and Claude with Xero.

3. The prompt

The same prompt works in both. Paste it into the Bot’s chat or the Cowork task.

Use the ServiceM8 connector and the Xero connection, both read only. Do not send any email or SMS, do not change any job's status, and do not create or edit anything in Xero.

In ServiceM8, list every job marked Completed in the last 30 days. For each one collect: the job number, the ServiceM8 job ID, the client's name, the completion date, the job total, and whether any line on the job has no price.

In Xero, look for an invoice for each job: the job number in the invoice number or reference, or the same client with a matching total within a week of completion. Count drafts as invoiced but flag them.

Put each job in one queue:
- Not invoiced: completed, with no invoice in Xero. Ranked by job total, largest first, with days since completion breaking ties.
- Draft waiting: an invoice exists but is still a draft in Xero.
- Needs a price: at least one line has no price. These go to me, never to an invoice.
- Invoiced: leave these out of the table.

Save the list as unbilled-YYYY-MM-DD.csv. If last week's file is there, mark any job that has left Not invoiced since.

Give me Not invoiced as a table with the total dollars, then Draft waiting and Needs a price as short lists.

Check the first run by hand against a few jobs you know were billed and one you know was not. If your ServiceM8 sends invoices to Xero under its own numbers, tell the prompt how they match.

4. Run it every week

• Grok Bot:ask it to “save this as a skill called unbilled jobs, and create a routine that runs it every Friday at 3pm Brisbane time.” Friday afternoon catches the week before anyone forgets it.
• Claude: type /schedule and choose weekly, Friday, 3pm. It runs while your computer is awake and the app is open.

5. Hand the drafts to Office Voice

Letting a chatbot write invoices into Xero is where things go wrong: a rate typed from memory, a job billed twice, an invoice sent before anyone looked. Office Voice, our product, drafts the invoice with those three closed off. It prices every line from your own price list, parks anything the list does not cover with the reason, raises one invoice per job, and never approves or sends. You release each one in Xero.

1. Start an Office Voice trial and connect the same ServiceM8 and Xero. Invoice drafting comes with Get Paid, $199 a month, which also rings the invoices that go 30 days overdue.
2. In Office Voice, create a key under Keys. Keep it like a password.
3. Grok Bot:paste this into the Bot’s chat and click Add it. Enter the key in the secure secret card, never in the chat.

Add a custom MCP server called Office Voice at https://office-voice.com/api/mcp

It needs an Authorization header: the word Bearer, a space, then my Office Voice key. Ask me for the key with a secure secret card. Do not ask me to type it in this chat.

Claude: add a custom connector at https://office-voice.com/api/mcp, choose No sign-in, and put the key in a request header named Authorization, as “Bearer” then the key. If your organisation hides the header field, Claude Code takes it in one line.

claude mcp add --transport http office-voice https://office-voice.com/api/mcp \
  --header "Authorization: Bearer <your Office Voice key>"

Then add this to the end of the weekly prompt:

Now hand the Not invoiced queue to Office Voice.

For each job in that queue, in ranked order: call read_pricebook once, then call draft_invoice with the ServiceM8 job ID and the job's lines named by catalogue_id and quantity from that price list. Never send a rate. If a line is not in the price list, leave it off and tell me; Office Voice parks the invoice with the reason.

Show me which drafts were raised, which were parked and why. Do not release, approve or send any invoice.

Steps as each tool set them out on 27 October 2026; menus move, so expect the odd label to differ. Once the invoices are out, the Monday debtor call list picks up the ones that do not get paid.

6. Questions