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. In a team business the Business Owner owns setup, with Admin users also able to configure settings and Finance users limited to Xero-related settings. 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

The Business Owner completing first-time setup or updating business settings.
Admin users — Admin has full Business Settings access.
Finance users — limited to Xero-related settings only.
Supervisor, Tradie, and Apprentice users do not have Business Settings access.

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. The Business Owner 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

The Business Owner or an Admin opens Business Settings.

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

Step 2: Complete your business profile

The Business Owner or Admin completes the business profile.

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

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 the business operates. 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 for every team member, and disabling a feature only hides it — no data is deleted and it can be re-enabled at any time.
Note that 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

Still on the Site tab, find Default job to-do and shift to-do templates. 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 for the whole team.

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.

Step 5: Set up quote and invoice settings

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.
Set 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.
Note that enquiries move through the statuses New, Responded, Accepted, and Closed.
When an enquiry is accepted, the Business Owner, Admin, or Supervisor uses 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.

Connect platforms you already use, such as Xero and Stripe. Finance users can access Xero-related settings only.
Note that connecting Xero or Stripe requires MFA to be set up first.

Step 8: Review your subscription and billing

The Business Owner reviews subscription and billing.

Open the Subscription tab and review the 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) — important as the team grows.
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 with 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)

The Account tab is where you manage your own account.

Use the Account tab to manage your own account, including the option to delete your own account.

⚠️ Deleting your own account is destructive. For a team Business Owner, deleting your own account requires transferring or terminating ownership first — your business cannot run without an active Business Owner. For Admin/Supervisor/Finance/Tradie/Apprentice users, deleting your account removes your access immediately; the business and its records continue under the remaining users.

Note that role permissions are not managed here — they are managed in the Users area (see the User and Role Management Workflow).

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. Changes apply to every team member immediately.
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. Delete a user or 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. Roles and permissions are managed in the Users area.
Access by role. Admin has full Business Settings access; Finance is limited to Xero-related settings; Supervisor, Tradie, and Apprentice have no Business Settings access.
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, the team can begin creating clients, building quotes, creating jobs, and scheduling work. The next step is inviting team members — see the User and Role Management Workflow.

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

Who can do this?