Client Management Workflow

Overview

This workflow covers the full lifecycle of a client record in MyApprentice — creating a new client, keeping their details up to date, searching for and viewing existing clients, reviewing a client’s linked history, and deleting a client record where required. The Client Library is your central list of every customer, and a client record is the foundation for the quotes, jobs, and enquiries you raise for that customer. As a sole trader you perform every step yourself; the process is identical to a team business, there is simply no handoff to another user.

Who This Workflow Is For

This guide is for a sole trader running the business alone and managing their own client list.

Before You Start

You will need the client’s name (or business name), and ideally their contact name, email address, phone number, and address. None of these except the client name are mandatory, but email, phone, and address are strongly recommended — email is used to send quotes and invoices, and the address can be used for site details, scheduling, and billing.

End-to-End Workflow

Step 1: Create the client

A client record is the foundation for the quotes, jobs, and enquiries you raise for that customer.

1. Go to Clients in the left sidebar to open the Client Library, then select Add Client.
2. Enter the client or business name (this is the main identifier), the primary contact name where relevant, the email address, phone number, and address.
3. Complete any other fields shown on the form, then select Save.
4. Confirm the new client appears in the Client Library — it is immediately available to use in quotes, jobs, and enquiries.

If you are part-way through creating a quote for a customer who does not yet exist, you can also create the client inline during that workflow — that client becomes a permanent record in the Client Library once the quote has been sent.

Step 2: Search for and view a client

1. Open Clients and use the search bar at the top of the page.
2. Search by client name, contact name, email address, phone number, or address — these are the only searchable client fields.
3. Select the client’s name in the table to open their record. The Client Library table shows each client’s name, primary contact, address, and a Links column with quick-access counts for associated records.

Step 3: Edit the client

1. When a customer’s details change, open Clients, find the client using the search bar, and select their name to open the record.
2. Select Edit, update the relevant fields, and select Save.

Step 4: Review client history

From an open client record, you can see the full context for that customer.

1. Select the linked record icons or counts to navigate directly to the client’s linked Quotes, Jobs, and Enquiries.

This is useful when you need to confirm contact details, check what work has been quoted or done, or continue work for an existing customer.

Step 5: Delete a client (where required)

Delete a client record if it is a duplicate, a test record, or no longer required.

1. Open Clients, select the client to open their record, and select Delete.
2. Review the confirmation window that appears.
   • If the client has existing quotes or jobs, the confirmation window displays a warning so you can review before proceeding.
3. Select Delete to confirm or Cancel to stop.

Deleting a client is reversible — the record is kept and can be restored from Document History. Any linked quotes, jobs, and enquiries remain in place; they simply no longer show an attached client until the client is restored.

Common Issues & Limitations

• Deleting a client is reversible. Deleting a client does not erase their data — the client record is kept and can be restored from Document History. Linked quotes, jobs, and enquiries stay in the system and can still be worked on; they show no attached client until the client record is restored.
• Warning on delete. The delete confirmation window flags whether the client has existing quotes and jobs so you can review before confirming.
• Recommended fields. Email, phone, and address are not strictly required, but a missing email address means you cannot send quotes or invoices to that client.
• Search coverage. Search supports client name, contact name, email, phone, and address only.
• Inline-created clients. A client created inline while building a quote becomes a permanent Client Library record once that quote has been sent.

What Happens Next

Once a client exists, you can create a quote for them (see the Quote-to-Job Workflow) or create a job directly (see the Job Management Workflow). The client record links these downstream records together, so the client’s quotes, jobs, and enquiries all remain visible from the client record.

Related Guides

• Quote-to-Job Workflow
• Job Management Workflow
• Feature Library — Clients