Business Setup Workflow

Overview

This workflow covers configuring MyApprentice so it is ready for real business activity. It takes you from completing your business profile and settings, through setting up to-do templates and your public enquiry form, to reviewing your subscription and billing. As a sole trader you complete every step alone — there are no role handoffs. MyApprentice is a web application. Use this workflow when setting up for the first time, or whenever you need to update branding, payment details, feature availability, or your plan.

Who This Workflow Is For

A sole trader completing first-time setup or updating business settings, running the business alone.

Before You Start

Have your business name, timezone, contact email, phone number, business address, and ABN (Australian Business Number) ready, along with any licence or qualification details. Prepare a logo file for quotes and invoices and decide on your payment terms and payment methods. You should have a verified, MFA-secured account first (see the Security and Account Workflows guide) — MFA is required to change your plan or connect Xero and Stripe.

End-to-End Workflow

Step 1: Open Business Settings

Business Settings is where you configure your business before real activity begins.

In the left sidebar under ADMIN, select Business Settings.
Note that Business Settings has six tabs: Business, Site, Sales, Integrations, Subscription, and Account.
Work through the tabs in order to get set up.

Step 2: Complete your business profile

These details appear on your quotes, invoices, and client communications.

On the Business tab, enter your Business Name (appears on all quotes, invoices, and client emails), Timezone (controls all date and time displays), Contact Email (the reply-to address on outbound communications), Phone, and full Business Address.
Enter your ABN.
Scroll to Licences / Qualifications, select Add licence, and enter the licence type, number, and expiry date — repeat for each licence held. These records support compliance and can be attached to job documentation.
Select Save.

Step 3: Configure the Site tab

The Site tab controls timesheet behaviour and which modules are available.

Open the Site tab.
Set the timesheet entry mode (Hours, or Start and end times) where the timesheet feature is enabled.
Manage feature availability toggles to switch modules on or off to match how you operate. The Site-tab toggles cover Client Portal, Timesheets, Scheduling / Dispatch, Materials / Items / Categories, Inventory, Supplier Invoices, Enquiries, Messages, Job To-Do’s, Shift To-Do’s, AI Functionality, Client Sharing, and Evidence Photos. (Xero is connected on the Integrations tab, not as a Site-tab toggle.) Feature-toggle changes take effect immediately, and disabling a feature only hides it — no data is deleted and it can be re-enabled at any time.
Note the Site tab also holds your public enquiry form controls (see Step 6).
Select Save site when finished.

Step 4: Set up Job To-Do and Shift To-Do templates

Templates let you apply common task lists in one step.

Still on the Site tab, find Default job to-do and shift to-do templates.
To create a template, select Add.
Enter a template name.
Add the template tasks (select Add task for each extra task).
When the template is complete, select Save site.

These templates can then be selected when adding Job To-Do’s or Shift To-Do’s to a job or shift, so common task lists are applied in one step.

Step 5: Set up quote and invoice settings

The Sales tab controls the branding and terms applied to your quotes and invoices.

Open the Sales tab.
Add your quote and invoice logo by selecting Add file, choosing the file, and selecting Open — the logo is applied to all quote and invoice templates.
Configure how long a quote stays valid, email reminders for outstanding amounts, your payment terms, payment methods (these populate the invoice), and email or invoice template options.
Select Save.

Step 6: Set up the public enquiry form (optional)

The public enquiry form is a branded web form unique to your business. Anyone with the link can submit an enquiry — no login required — and submissions appear in the Enquiries section of the sidebar.

On the Site tab, confirm the public enquiry form toggle is on.
Select Copy URL to copy the form’s web address.
Share the link by email or messaging, paste it into a social media profile, or add it to your website.
Manage submissions in the Enquiries section as they move through the statuses New, Responded, Accepted, and Closed.
When an enquiry is accepted, use the Convert to quote action — this opens the Create Quote dialogue pre-populated with the enquiry’s client name, email, phone, job address, and job description. The standard create-quote process then follows.

Step 7: Connect your tools (optional)

Open the Integrations tab to connect platforms you already use, such as Xero and Stripe.
Note that connecting Xero or Stripe requires MFA to be set up first.

Step 8: Review your subscription and billing

Open the Subscription tab.
Review your plan type, billing interval, next renewal date, active seats, and seat cap.
Use Manage plan to upgrade or downgrade and to add or remove user seats (MFA required).
Use Manage Billing to update card or bank details, view billing history, or cancel — cancellation keeps access until the end of the billing period.
Review the AI usage this month panel, which shows Used calls, Included calls, and Remaining calls. AI calls cover Job To-Do’s, Shift To-Do’s, AI email drafts, and Supplier Invoice uploads (supplier-invoice uploads consume AI calls); included calls reset monthly.

Step 9: Manage your account (optional)

Open the Account tab, where you manage your own account, including the option to delete your own account.

⚠️ Deleting your own account is destructive for a Sole Trader. You are the only user, the Business Owner, and the billing owner — deleting your account ends your business in MyApprentice. Your subscription, jobs, quotes, invoices, and history will be deactivated. Only use this option when you genuinely want to wind the business down.

Note that role permissions are not managed here — they are managed in the Users area (see the User and Role Management Workflow), which a sole trader uses only to manage their own profile.

Common Issues & Limitations

Feature toggles are non-destructive. Disabling a feature only hides it — no data is lost, and it can be re-enabled any time.
MFA is required to change your plan, manage billing, and connect Xero or Stripe.
Over seat limit. If active users exceed your seat cap, a non-dismissible overlay blocks the app. Add seats from the Subscription tab to restore access.
AI usage limits. Included AI calls reset monthly; once they run out, AI features draw on remaining allowance shown in the AI usage this month panel.
Role permissions are not in Business Settings. They are managed in the Users area.
Keep your ABN and licence details current — outdated details on quotes and invoices can delay client approvals and payment.

What Happens Next

With your business profile, settings, to-do templates, payment methods, and logo in place, you can begin creating clients, building quotes, creating jobs, and scheduling work.

Security and Account Workflows
User and Role Management Workflow
Quick Start Guide
Xero Integration: Invoices to Accounting

Who can do this?