Who can do this?
- The Office Admin · Office Admins
- The Boss · Business Owners
- One-Person Show · Sole Traders
- The Foreman · Supervisors
Overview
A quote PDF is a branded, printable version of your quote, ready to share via email, an external messaging app, or as a hard copy. The PDF picks up your business details, quote and invoice logo, client details, line items, materials, labour, payment terms, and totals from Business Settings and the quote record. You can generate a PDF at any time once a quote exists.
Who This Workflow Is For
The Business Owner. Admin, Supervisor, and Finance can also generate quote PDFs. Tradies can view quotes for assigned jobs but typically do not generate quote PDFs in the customer-facing flow. Apprentices have no quote access.
Before You Start
The quote must exist (in Draft, Sent, Accepted, or Expired status). Your business profile and quote-and-invoice logo should be set up — see Complete your business profile and Upload your quote and invoice logo — so the PDF is fully branded.
Step-by-Step Process
- Open the Quotes page from the left sidebar.
- Find and open the quote you want to produce a PDF for.
- Scroll to the actions area on the quote.
- Select Download PDF.
- The PDF downloads to your device. Open it from your Downloads folder and confirm:
- Your business name, logo, contact details, and ABN appear at the top.
- Client name, contact details, and site address appear correctly.
- Line items, materials, and labour are listed.
- Subtotal, GST, and total are accurate.
- Payment terms and payment methods appear at the bottom (where configured).
- (Optional) Attach the PDF to an email, share it via your preferred messaging channel, or print and hand it to the client.
What Happens Next
The PDF is a snapshot of the quote at the moment you generated it. If you edit the quote afterwards, regenerate the PDF to capture the new version. Document History keeps a record of each sent version of the quote, and where a PDF is attached to a sent record you can re-download that exact sent version from Document History — see View Document History.
If you have not yet sent the quote, the Save & Send action also produces an email to the client; Download PDF lets you share it through any channel you choose instead.
Common Issues
- Logo missing on the PDF. Confirm the logo has been uploaded on the Sales tab of Business Settings and saved — see Upload your quote and invoice logo.
- Wrong details on the PDF. Check the source — business details come from Business Settings → Business; client details come from the client record; line items, materials, and labour come from the quote itself. Update the source and regenerate.
- Totals look wrong. Review the line items, materials, labour, and any discounts on the quote. Subtotal, GST, and total recalculate automatically. Regenerate the PDF after edits.
- Want the exact sent version. Open Document History, locate the row for the sent quote, expand it with Show, and select Download to retrieve the version that went to the client.
Related Guides
Related in Quotes
Create and Send a Quote
Build a priced proposal — client, scope, line items, materials, labour, totals — and send it to the client.
Record Quote Acceptance
Move a quote to Client Accepted so you can convert it into a job. MyApprentice supports three acceptance pathways. Two of the three are aut…
Turn an Accepted Quote into a Job
Convert an accepted quote into a new job — or attach the quote to an existing job for variations and additional work — so you can schedule…
Product Owner Confirmation Required — Quote Rejection Workflow
How to record a quote rejection, capture the reason, and decide whether to revise and resend or close the lead.