ClickUp + ServiceM8 + n8n Automation Build — Job Management System for Trades Business

ClickUp + ServiceM8 + n8n Automation Build — Job Management System for Trades Business

We're a tiling contracting company in New Zealand looking for an experienced n8n automation specialist to build an integration between ServiceM8 (job management) and ClickUp (VA task/workflow system).

The architecture

• ServiceM8 = source of truth for all customer/job data (quotes, invoices, scheduling, client comms)
• ClickUp = internal workflow/task system for our virtual assistant — no customer data duplication
• n8n = automation layer connecting the two

Full spec (statuses, fields, templates, workflow logic, dedup rules) is written and ready to hand over — this is implementation, not design work.

Scope

1. Build ClickUp workspace: 8-stage job lifecycle, ~20 custom fields, task templates (core job checklist, closeout checklist, optional add-ons for UFH/council/PS3), views, and native ClickUp automations
2. Build 9 n8n workflows connecting ServiceM8 ? ClickUp:

• Create/update ClickUp job when ServiceM8 job becomes a Work Order (with strict duplicate prevention keyed on ServiceM8 Job UUID)
• Sync core job fields (status, address, start date, etc.)
• Move job to "In Progress" on first site visit
• Auto-generate daily task checklist while job is in progress (deduped by date)
• Move job to "Closeout" when marked Completed in ServiceM8
• Mirror invoice-sent and payment-received status
• Create 6-month follow-up reminder on completion
• Visible error handling (no silent failures, no leaked credentials/data)

3. Test and validate — replay/duplicate-safety testing is mandatory, not optional

Requirements

• Proven experience with n8n (show us workflows you've built)
• Experience with ServiceM8 API/webhooks specifically, or strong general REST API/webhook integration experience
• Experience with ClickUp API, custom fields, and automations
• Comfortable working from a detailed written spec and flagging issues rather than guessing
• Strong on idempotency/duplicate-prevention — this is critical, not a nice-to-have

What we'll provide

• Full written specification (architecture, field lists, workflow logic, status definitions, test cases)
• ServiceM8 and ClickUp account access
• Direct point of contact for questions during the build

Structure: We'd like to start with a fixed-price milestone covering the ClickUp build + the first (and most critical) n8n workflow, tested and proven, before committing to the full build.

Timeline: Estimated 35–55 hours total. Please quote your rate and estimated timeline for the first milestone.

To apply, please include:

• 1–2 examples of similar integration work (ServiceM8, ClickUp, or comparable job-management/CRM systems)
• Your hourly rate or fixed-price approach
• Any questions about the spec before we share full details