Business Owner — Role overview

Overview

The Business Owner is the most senior role in a MyApprentice team business. You have full administrative access: you control the business profile, set up integrations, manage every user, price the work, schedule the team, raise invoices, and sync the books. Most other roles in MyApprentice are scoped to part of that picture — the Business Owner sees and signs off the lot.

If you are a sole operator and not running a team, see the Sole Trader role overview instead — that role is designed for single-operator businesses.

Who This Workflow Is For

The Business Owner role is for the person who owns or runs the business and is accountable for its setup, team, finances, and integrations. There is exactly one Business Owner per business in MyApprentice — the role cannot be assigned to additional users. An Admin user can carry out almost the same office workflows on your behalf, with a few guardrails — Admin can finalise jobs and approve timesheets, but cannot clock in or out, cannot export payroll, cannot delete the Business Owner, and cannot be scheduled as a shift assignee. A Supervisor runs day-to-day delivery in the field. A Finance user handles invoicing, supplier invoices, and Xero. Tradies and Apprentices do the field work.

What this role can do

The Business Owner has full create, edit, view, and delete access across MyApprentice. The summary below is grounded in the confirmed role-based permissions for the platform.

Set up the business and integrations. You complete the business profile, configure features such as the Client Portal, upload the quote and invoice logo, set payment methods and terms, manage your subscription and seat count, and connect or disconnect integrations such as Xero.

Manage users and roles. You invite users, assign their role (Supervisor, Admin, Finance, Tradie, Apprentice), change a role later, resend invitations, and delete or restore users. The Business Owner is the only role that can delete another Business Owner record — Admin cannot.

Take work in. You set up and share the public enquiry form, review new enquiries from prospective clients, reply to them, and convert an enquiry into a quote. You create and edit client records, search and view client history (quotes, jobs, enquiries, invoices), and delete client records when needed.

Quote and sell work. You create, edit, and send quotes, generate quote PDFs, share quotes via the Client Portal, record manual acceptance or rejection, handle expired quotes, and convert accepted quotes into jobs.

Run jobs. You create jobs manually or from an accepted quote, add internal job notes and Job To-Do’s, update job status, mark jobs complete, and reopen jobs where needed. Marking a job complete is restricted to the Business Owner, Supervisor, and Admin — field workers cannot finalise a job.

Schedule and dispatch. You create and edit scheduled shifts, assign or reassign workers, build multi-day or recurring shifts, view the schedule board across Day, Week, Month, Team, and All views, and notify employees of new shifts.

Invoice and get paid. You create invoices manually, from a quote, or from a completed job, edit and send invoices, generate invoice PDFs, mark invoices as paid, and push invoices to Xero where Xero is connected.

Approve time and run payroll. You review and approve submitted timesheets, unapprove a week to request corrections, create manual timesheet entries, and export approved timesheets for payroll. There is no Reject button on timesheets — to request a correction, Unapprove the week and communicate with the employee externally.

Manage stock and supplier invoices. You build the materials library, adjust stock, review low stock and stock transactions, manage suppliers, upload supplier invoices, run AI extraction, and apply supplier invoices to inventory.

See and restore everything. You can view Document History to see who changed what and when, and restore any deleted record — including a deleted user — from there.

Customise the dashboard. You configure Quick Actions, add Custom Tiles, and adjust display settings to match how you work.

Before You Start

You need a registered MyApprentice account with the Business Owner role assigned. After registering, complete MFA setup on the Security tab before you invite users or connect Xero — MFA is required for those privileged actions. Confirm your business profile is filled in (Business Name, Timezone, Contact Email) so the details flow correctly onto quotes and invoices.

Related guides

The full list of Business Owner Help Centre articles is in the Business Owner Role Index. Articles to read first if you are new to MyApprentice:

• Complete your business profile
• Set up MFA
• Invite a team member
• Create and send a quote
• Schedule a shift
• Create an invoice

For end-to-end journeys that span more than one role (quote-to-job, invoice-to-Xero, etc.), see the workflow guides in .