Recording Quote Acceptance and Converting to a Job

Overview

When a client accepts a quote, the next step is to record that acceptance and create the job that will deliver the work. MyApprentice keeps the linkage between the quote and the new job so that materials, scope, and totals flow through.

Who uses this feature

Business Owners, Sole Traders, and Supervisors (where permissions allow).

When to use this feature

• A client has accepted your pricing — through the Client Portal, by email reply, or by phone.
• A quote is ready to be linked to an existing job, rather than starting a new one.

What you can do with this feature

• Record quote acceptance (online via Client Portal, or manually).
• Convert an accepted quote into a new job.
• Link an accepted quote to an existing job.
• Choose whether to share job details with the client through the Client Portal.

How the feature works

Online acceptance via the Client Portal (Portal ON)

If the Client Portal is enabled:

1. The client receives an email with a portal link to view the quote.
2. In their portal, they review the quote header and status, the Quote Summary (subtotal, GST, total), a full line-item breakdown with a PDF download, your licences and qualifications (where shared), and a visual Quote Progress timeline.
3. They select Accept Quote.
4. Your business is notified automatically and the quote status moves to Client Accepted.

Email reply acceptance (always available)

The client receives a copy of the quote by email regardless of whether the Client Portal is on or off. If they reply with wording such as “I accept”, MyApprentice auto-detects the reply and moves the quote to Client Accepted automatically — no action required from you. This pathway is available alongside the portal acceptance route; clients can accept either way.

Manual acceptance (phone, in-person, or non-matching email reply)

If the client accepts by phone or in-person, or replies by email with wording the auto-detection doesn’t match, record the acceptance manually: open Quotes / Invoices, open the three-dot action menu next to the quote amount, and select Accept.

Convert an accepted quote into a job

1. Open Quotes / Invoices.
2. Find and select the accepted quote (status Client Accepted).
3. Review the quote details — pricing, scope, client, line items.
4. Select Accept.
5. Choose to link to an existing job or create a new job.
6. If creating a new job, enter the job description and any internal job to-dos.
7. Add schedule details if you want: shift date, start time, end time, shift type, and assigned worker. Add more shifts if needed.
8. Select Accept and Create Job.
9. If the Client Portal is enabled, choose whether to share job details with the client.

The accepted quote is linked to the new job. The job is ready for scheduling and invoicing.

Role-specific notes

• Business Owner / Sole Trader / Supervisor (with permission): can record acceptance and create or link the job.
• Client (via portal): can accept online if the portal is enabled.

Related workflows

• Creating and Sending Quotes
• Creating and Managing Jobs
• Scheduling Work
• Using the Client Portal
• Creating, Sending, and Tracking Invoices

Important notes

• Switching the Client Portal off mid-job immediately removes all client access. Coordinate with your client before disabling.
• Internal team notes on a job are not shared with the client by default.
• The Share with client prompt appears only after the new job has its first schedule (date and time) set — not at the moment of job creation. The prompt also re-appears whenever you change details relating to the job, so the client view stays in sync.
• Job To-Do’s added to the job are internal-default — they don’t appear in the Client Portal unless you explicitly include them in the Share with client prompt.