Toolfy vs ServiceM8 UK Comparison 2026
The Reality:
ServiceM8 is Australian software adapted for UK markets. Toolfy is built specifically for UK trade businesses with UK payment methods, UK tax rules, and UK-specific features. Here's the actual comparison including hidden costs.
Pricing source & date: ServiceM8 and Toolfy pricing in this comparison reflects public information and customer interviews as of late 2025. Individual costs vary by team size, add-ons, and negotiated rates.
Always confirm current plans and fees directly with both vendors before making purchasing decisions.
Compare every tool on your shortlist with Jobber vs Housecall Pro vs Toolfy, Why QuickBooks Costs Small Trades £1,200/Year More, and Stop Using Excel for Scheduling.
ServiceM8 has been around since 2009 and powers thousands of trade businesses globally. Toolfy launched in 2024 as UK-first software for small trade teams. Both do scheduling and invoicing. The differences are in pricing structure, UK-specific features, and how they handle payments.
⚠️ Independent Comparison - Not Endorsed by Competitors
This comparison is based on publicly available information and Toolfy's independent analysis as of the publication date. Competitor pricing, features, and terms may have changed since publication.
No affiliation: This content is not endorsed by, affiliated with, or sponsored by the companies mentioned. All trademarks are property of their respective owners. Mentions of competitor products are for comparison purposes only.
Cost calculations: Pricing comparisons include estimated costs based on publicly listed rates, typical usage scenarios, and industry-standard implementations. Your actual costs may vary significantly based on business size, location, negotiated rates, and specific requirements.
Verify independently: Always verify current pricing, features, and terms directly with providers before making purchasing decisions. We recommend requesting quotes and demos from multiple vendors to compare based on your specific needs.
Pricing: Actual Monthly Cost
Published pricing doesn't tell the full story. Here's what you actually pay per month including necessary add-ons for UK businesses.
| Feature | Toolfy | ServiceM8 |
|---|---|---|
| Team plan (up to 5 users) | £99/month | £29/month (AUD $55) |
| Additional users | Included (up to 5) | £19/month each |
| Card payment processing | Stripe (1.5% + 20p) | GoCardless or Stripe (2.9% + 30p) |
| Scheduling & dispatch | Included | Included |
| Invoicing & quotes | Included | Included |
| Customer portal | Stripe-hosted | ServiceM8 portal |
| UK VAT & CIS support | Built-in | Manual setup required |
Real Cost Example: 3-Person Team
Toolfy
ServiceM8
Toolfy’s Team plan includes up to 5 users at a fixed monthly price. ServiceM8 adds per-user charges as your team grows, so costs diverge as you add more technicians.
Mobile App Comparison
Both platforms have iOS and Android apps. The question is what technicians can actually do from the van.
ServiceM8 Mobile App
- Strong points: Mature app, offline mode works well, job checklist system, photo attachments
- Weak points: Australian date/time formats require adjustment, invoice editing on mobile is clunky
- Rating: 4.6/5 on iOS, 4.4/5 on Android
Toolfy Mobile App
- Strong points: UK-first design, fast job completion flow, Stripe payment links generated instantly
- Weak points: Newer app (less mature feature set), offline mode still improving
- Rating: 4.8/5 on iOS (smaller sample size)
Key Mobile Difference:
ServiceM8: Techs mark jobs complete, office sends invoice later (typical workflow).
Toolfy: Techs mark complete and send payment link immediately from the van (same-day payment workflow).
Invoicing & Payment Collection
This is where UK-specific differences matter most.
ServiceM8 Payments
- GoCardless integration (Direct Debit, better for recurring work)
- Stripe integration (card payments, higher fees than Toolfy's Stripe deal)
- Manual payment recording (cash, cheque, bank transfer)
- Payment plans available
Toolfy Payments
- Stripe-native integration (1.5% + 20p UK card rate)
- One-click payment links sent via SMS or email
- Manual payment recording (cash, cheque, bank transfer)
- Stripe-hosted checkout (PCI compliant, no custom payment pages)
Payment Processing Fees:
Toolfy (Stripe): 1.5% + 20p per UK card transaction
ServiceM8 (GoCardless): 1% per transaction (£2 cap, better for large invoices)
ServiceM8 (Stripe): 2.9% + 30p (standard Stripe rate, not negotiated)
Example: £500 invoice paid by card = £7.70 fee (Toolfy) vs £14.80 fee (ServiceM8 Stripe). GoCardless wins at £5 but only for Direct Debit.
Scheduling & Dispatch
Both platforms handle job scheduling, calendar views, and tech dispatch. Differences are in the details.
| Feature | Toolfy | ServiceM8 |
|---|---|---|
| Drag-and-drop calendar | Yes | Yes |
| Multi-day jobs | Yes | Yes |
| Recurring jobs | Coming Q1 2026 | Yes |
| Route optimization | No | Basic (manual reorder) |
| Customer SMS notifications | Via Twilio | Built-in (AUD pricing) |
| Job notes & photos | Yes | Yes |
Scheduling Verdict
ServiceM8 wins on maturity: More scheduling features out-of-box, especially recurring jobs and workflow automation.
Toolfy wins on simplicity: Fewer features = faster to learn, less overwhelming for 1-5 person teams.
UK-Specific Features
This is where Toolfy's UK-first approach matters.
VAT & Tax Compliance
Toolfy
- • UK VAT rates pre-configured (20% standard, 5% reduced)
- • CIS deduction calculation built into invoices
- • Making Tax Digital compatible
- • UK-specific invoice templates (HMRC compliant)
ServiceM8
- • VAT rates customizable (manual setup)
- • CIS requires custom line items or workarounds
- • MTD integration via third-party (Xero, QuickBooks)
- • Invoice templates customizable to UK standards
Verdict: Toolfy focuses on UK tax flows out of the box. ServiceM8 typically needs more manual configuration and accounting software integration for UK VAT/CIS setups.
Team Management
User Limits & Pricing
Toolfy:
Up to 5 users included in £29/month plan. Flat pricing regardless of team size (within limit).
ServiceM8:
First user £29/month, each additional £19/month. Unlimited users possible (costs scale linearly).
Permissions & Roles
Both platforms offer:
- Admin vs technician role separation
- Job visibility controls
- Customer data access restrictions
ServiceM8 has more granular permissions (10+ role types). Toolfy keeps it simple (2 roles: manager and tech).
Customer Experience
ServiceM8 Customer Portal
- Customers log in to view job history
- See quotes, invoices, receipts in one portal
- Make payments via portal (GoCardless or Stripe)
- Request new jobs
Toolfy Customer Portal
- Stripe-hosted billing portal (customers manage payment methods)
- Tokenised invoice/quote links (no login required)
- Payment via Stripe checkout (Apple Pay, Google Pay, cards)
- No "request job" feature (customers call/email directly)
Philosophy Difference:
ServiceM8: Build a full customer self-service portal. Customers manage everything online.
Toolfy: Keep customer interaction simple. Send payment links, customers pay, done. No portals, no logins.
Integrations & Ecosystem
ServiceM8 Integrations
ServiceM8 has 100+ integrations including:
- Xero, QuickBooks, MYOB (accounting)
- GoCardless, Stripe (payments)
- SMS providers (Twilio, MessageMedia)
- Google Calendar, Microsoft 365
- Parts suppliers (trade-specific integrations)
Toolfy Integrations
Toolfy has fewer integrations (newer platform):
- Stripe (payments, native)
- Twilio (SMS notifications)
- Calendar sync (Google Calendar, iCal)
- Zapier (custom workflows)
Verdict: ServiceM8 wins on integration breadth. Toolfy covers core needs but lacks deep third-party ecosystem.
Customer Support
| Support Type | Toolfy | ServiceM8 |
|---|---|---|
| Email support | 24-48 hour response | 24 hour response |
| Live chat | Yes (UK hours) | Yes (Australia + UK hours) |
| Phone support | No | Yes (callback system) |
| Knowledge base | Yes | Extensive (1000+ articles) |
| Video tutorials | Yes | Yes (YouTube library) |
Which One to Choose?
Choose Toolfy If:
- ✓ You're a UK-based trade business (1-5 people)
- ✓ You want UK VAT/CIS handled automatically
- ✓ You prefer Stripe for card payments
- ✓ You want flat pricing (no per-user fees)
- ✓ You value simplicity over feature depth
- ✓ You don't need 100+ integrations
Choose ServiceM8 If:
- ✓ You have 5+ team members (per-user model scales better)
- ✓ You need recurring jobs NOW (not Q1 2026)
- ✓ You want GoCardless Direct Debit integration
- ✓ You need extensive workflow automation
- ✓ You want mature mobile app with offline mode
- ✓ You're okay with manual UK tax setup
The Bottom Line
ServiceM8 is mature, feature-rich, and proven globally. It works in the UK but requires configuration for UK-specific needs. Toolfy is newer, UK-first, and optimized for small teams that want UK tax compliance out-of-box.
Cost Over 12 Months (3-Person Team):
Both are solid choices. The decision comes down to team size, UK-specific needs, and whether you value feature depth (ServiceM8) or UK-optimized simplicity (Toolfy).
Want to try Toolfy risk-free?
Start a free trial—no card required. Set up scheduling, send your first invoice, and see if Toolfy's UK-first approach fits your business. £29/month after trial, cancel anytime.
Start Free Trial →Related Articles
Jobber vs Housecall Pro vs Toolfy Comparison 2026
Honest comparison of Jobber, Housecall Pro, and Toolfy for UK trade businesses. Feature matrix, real monthly costs at 5 jobs/day, mobile app usability, UK-specific features (VAT, CIS), and switching cost analysis.
Why ServiceTitan Costs £47,000 More
The real cost breakdown of ServiceTitan for UK trades—hidden fees, rollout overhead, and why teams switch to Toolfy.
Stop Using Excel for Scheduling
Excel costs UK trades £18,000/year in lost productivity. Discover why spreadsheets fail for job scheduling and what successful companies use instead.