Keep customer hours
clear and traceable.
Record an approved allowance, review completed job time, and keep the saved result of each approval.
Private pilot. Access is configured for approved test users. The app is not available for purchase. These instructions describe the current private build.
Open the right job and customer
- In the ServiceM8 web dashboard, open the intended customer's job.
- Choose More → HourReserve.
- Check the customer name, job reference and account timezone before entering anything.
- If the customer is new to the ledger, choose Register this customer. Registration adds no hours.
Approved work comes from active Completed jobs. Each allowance belongs to the selected ServiceM8 client record; separate clients or sites are not automatically grouped.
Opening the app, recording an allowance and approving recorded time have been checked through the actual native desktop interface in a controlled test account. Other devices and the full set of edge cases are still being verified.
Record an approved allowance
- Under Customer allowance, enter whole hours and minutes.
- Choose the date the hours became available, using the account timezone. Earlier work needs an allowance available on or before its work date.
- Add a note explaining the approved allowance.
- Choose Record approved allowance, then inspect the refreshed balance and ledger entries.
Balances are service minutes. Your usual business process still handles agreement approval, payment and invoicing. Allowances do not automatically expire.
If the result is uncertain: keep the original allowance request key. Check its saved receipt before entering another allowance. A second request can create a second allowance.
Review completed job time
- Choose Preview recorded job time.
- Read every included row, exclusion, work date and proposed balance. The eligible rows are reviewed as a set.
- Confirm that the time is covered by the customer's agreement.
- Choose Approve reviewed time. The app checks the current source before saving.
- Inspect the resulting ledger and keep the original review ID.
A completed, recorded activity must have a positive whole-minute duration. The app does not round seconds. Scheduled activity is not recorded consumption. Resolve unfinished, future, ambiguous-time or overlapping activity before approval.
If the source changes after review, load and review the current records again. Already imported activity is identified, so repeating the approved review returns its saved result.
Check a saved result before retrying
An interrupted response can leave the result uncertain even when the ledger saved it. Keep the original reference.
- Job time or source correction: expand Check an earlier approval receipt, select the review type, enter the original review ID and choose Check original receipt.
- Manual allowance: enter its original request key and choose Check original allowance receipt.
- Allowance correction: select Manual allowance correction and check its original review ID.
A receipt check adds no hours or deductions. If you cannot recover the original result, contact app support with that reference and the approximate time.
Correct an earlier entry
Corrections keep the original entry and record a linked reversal and replacement. Review the amount, date and resulting balance before approving.
Correct imported source time
- Correct the actual activity in ServiceM8 through your approved process.
- Expand Correct previously approved source time.
- Choose a permitted correction date and enter a reason.
- Preview the previously approved minutes, replacement and net balance change.
- Choose Approve reviewed correction and inspect the new linked entries.
New activity alongside a correction still needs the ordinary time preview. Moving imported activity to another job or customer requires separate reconciliation.
Replace or cancel a manual allowance
- Find the original allocation's Entry ID in this customer's ledger.
- Expand Correct a manual allowance and enter that ID.
- Enter the full replacement hours and minutes. Use zero hours and zero minutes to cancel it.
- Choose the correction date and enter a clear reason.
- Choose Preview allowance correction, check the net change and balance, then approve the reviewed correction.
An already corrected allocation cannot be corrected directly again; use its active replacement. A change that would overdraw the dated history is refused.
Correction rules have focused automated coverage. Complete native correction and recovery acceptance is still part of the private pilot.
Download the customer's statement
Refresh ledger retrieves the current entries for the selected customer. Download customer CSV exports that customer's hours statement.
Keep identifier columns as text when opening the file in a spreadsheet. The download is not automatically sent to anyone.
If something stops
- Not enough hours on the work date
Check the allowance date and dated balance. A later allowance does not fund earlier work.
- Source changed
Review the current ServiceM8 activity. Use the correction flow for previously approved time.
- Access is not enabled
Check that you are using the intended account and staff login, then contact app support. Private pilot access is configured explicitly.
- Response lost or result uncertain
Keep the original review ID or allowance request key and check its saved receipt before making a replacement request.