Teams End-to-End Workflows

Overview

This guide ties together every major MyApprentice workflow into one connected journey for a team-based business — a business that operates with multiple users in roles such as Business Owner, Admin, Finance, Supervisor, Tradie, and Apprentice. It shows how work flows from first sign-up through to a paid invoice, who is responsible at each stage, and where one workflow hands off to the next. Use it as the map for the team operating model; each stage links to a detailed step-by-step guide.

This guide covers Teams mode only. For a single operator running the business alone, see the Sole Trader End-to-End Workflows guide.

Who This Workflow Is For

Team-based trade businesses running MyApprentice with more than one user. The roles referenced throughout are:

• Business Owner — full control of the business account, including settings, billing, users, and permissions.
• Admin — back-office administration: bookings, clients, job admin, quotes, invoices, supplier paperwork, user management, and Business Settings. Admin is not a field worker but can complete and finalise jobs from the office.
• Finance — invoicing, payments, supplier invoices, and the Xero accounting connection.
• Supervisor — operational management of jobs, schedules, and field teams within their permitted scope.
• Tradie — field worker who carries out assigned shifts.
• Apprentice — field worker with restricted, supervised access.

What each role can see and do is set by role permissions, managed in the Users area by the Business Owner or an Admin. See the User and Role Management Workflow for the full breakdown.

Before You Start

The person setting up the business should have the business name, ABN, contact details, business address, and preferred payment methods ready, plus the email addresses of any team members to be invited. Multi-factor authentication (MFA) must be set up before users can be invited, supplier invoices uploaded, or Xero and Stripe connected.

End-to-End Workflow

Step 1: Set up the business and secure accounts

The Business Owner sets up the business account.

1. Register the account, verify the email, set up MFA, and choose demo or live mode.
2. Complete the business profile and configure operational, quoting, invoicing, and integration settings.

See: Security and Account Workflows and Business Setup Workflow.

Step 2: Invite the team and set roles

The Business Owner — or an Admin — brings the team on board.

1. Invite team members from the Users area and assign each a role.
2. Each new user accepts their invitation, sets up MFA, and lands on a role-based dashboard.

See: User and Role Management Workflow.

Step 3: Add clients

1. A Business Owner, Admin, or Supervisor creates client records, or clients are created inline while building a quote or job.
2. Client records store contact and site details and link to all related quotes, jobs, and invoices.

See: Client Management Workflow.

Step 4: Quote the work and convert to a job

1. A Business Owner, Admin, Supervisor, or Finance user builds a quote, adds line items, materials and labour, and sends it to the client.
2. When the client accepts — through the Client Portal or by email — the accepted quote is converted into a job.

See: Quote-to-Job Workflow.

Step 5: Schedule and dispatch the work

1. A Business Owner, Admin, or Supervisor adds one or more shifts to the job and assigns Tradies and Apprentices to each shift.
2. Assigned workers are notified by email and the shifts appear on their dashboards. Admin and Finance users cannot be assigned to shifts as field workers.

See: Scheduling and Dispatch Workflow.

Step 6: Execute the work in the field

1. Assigned Tradies and Apprentices open their shifts, review job and shift details, carry out the work, record notes and photos, complete shift checklists, and mark shifts complete.
2. The Business Owner or Supervisor then completes the overall job and confirms material usage.

See: Job Management Workflow.

Step 7: Record and approve time

1. Tradies and Apprentices clock in and out, record work and travel time, and submit their week.
2. A Business Owner, Supervisor, or Admin reviews and approves each timesheet.
3. Payroll export is available to the Business Owner, Supervisor, and Finance.

See: Timesheets and Time Tracking Workflow.

Step 8: Invoice the client and record payment

1. A Business Owner, Admin, Supervisor, or Finance user creates an invoice from the completed job or accepted quote, reviews it, sends it to the client, and records payment.
2. Only the Business Owner can delete an invoice.

See: Invoicing Workflow.

Step 9: Sync to accounting

1. Where Xero is connected, a Business Owner, Admin, or Finance user pushes invoices to Xero and syncs payment status back into MyApprentice.
2. Supervisors do not manage the Xero connection.

See: Xero Integration Workflow.

Supporting workflows used throughout

Materials and stock are maintained as work is quoted and completed (Materials and Inventory Workflow); supplier invoices are uploaded and applied to inventory (Supplier and Supplier Invoice Workflow); the Client Portal manages what clients see and how they accept quotes (Client Portal Workflow); messaging keeps the team and clients informed (Messaging and Communication Workflow); the Dashboard surfaces what needs attention (Dashboard and Reporting Workflow); and Document History keeps a record of changes and supports restoring deleted records (Document History and Records Workflow).

Teams Version

This entire guide describes the Teams version. The defining feature of Teams mode is role handoffs: work passes between people. A typical end-to-end handoff runs Business Owner or Admin (sets up, quotes, creates the job) → Supervisor (schedules and dispatches) → Tradie and Apprentice (execute the shift, submit time) → Supervisor or Business Owner (reviews work, approves time, completes the job) → Finance or Business Owner (invoices, records payment, syncs to Xero). Each detailed guide lists the precise role responsible for starting, updating, reviewing, completing, approving, or exporting at that stage.

Sole Trader Version

This guide does not apply to Sole Trader businesses. A single operator running the business alone should follow the Sole Trader End-to-End Workflows guide, which covers the same journey without team roles or handoffs.

Common Issues & Limitations

• MFA is a prerequisite. Inviting users, uploading supplier invoices, and connecting Xero or Stripe all require MFA to be set up first.
• Seat limits. Inviting more users than your subscription allows blocks access until you delete users or add seats from Business Settings.
• Permissions affect what each role sees. If a team member cannot see or do something expected, the Business Owner should check that role’s permissions. Permissions apply at the role level, not per individual user.
• Each stage depends on the one before it. Shifts need a job; invoices need a completed job or accepted quote; Xero push needs an existing invoice and a connected Xero organisation.
• Refer to each detailed guide’s own Common Issues & Limitations section for stage-specific conditions, and to the Workflow Gap Review for items still pending confirmation.

What Happens Next

Completed and paid work feeds the business’s revenue totals and the Dashboard. The Dashboard’s attention panel surfaces anything blocked or overdue — unscheduled jobs, accepted quotes with no job, unassigned shifts, completed jobs not yet invoiced, and overdue invoices — so the team can keep the cycle moving without work falling through the gaps.

Related Guides

• Sole Trader End-to-End Workflows
• All sixteen per-area workflow guides linked in the steps above
• Workflow Gap Review