Finance — Role overview

Overview

Finance is the financial-operations role in MyApprentice. As a Finance user you handle accounting, Xero, financial exports, profit and margin, supplier-invoice reconciliation, payments, and reporting. You can create and send quotes and invoices, mark invoices paid, push to Xero, export payroll (once timesheets are approved), and review supplier invoices. Several actions sit elsewhere by design: you do not approve timesheets, do not convert accepted quotes into jobs, do not share job details with the client, and cannot be selected as a shift assignee.

Who This Workflow Is For

The Finance role is for users handling the financial side of the business — bookkeepers, finance managers, accountants embedded in the business, or the office staff who own invoicing and the Xero integration. The Business Owner invites the Finance user. The Business Owner, Admin, and Supervisor handle quote acceptance, job creation, and job completion. Tradies and Apprentices do the field work. Admin and Finance are both back-office roles and neither can be a shift assignee.

What this role can do

The Finance profile below is grounded in the confirmed role-based permissions for the platform.

Manage clients (read, create, edit). Search the client library, create new client records, and edit existing ones. Finance does not delete client records.

Quote work (read, create, edit, send). Build, edit, and send quotes. Quote portal sharing is included in the quote send/email function — there is no separate portal-share action. Finance does not accept or convert quotes into jobs — that handover sits with the Business Owner, Admin, or Supervisor.

Invoice and get paid (read, create, edit, send). Create invoices from quotes, completed jobs, or manually. Edit and send invoices. Mark invoices paid through the three-dot action menu next to the invoice amount (or from inside the invoice). You cannot delete an invoice — that sits with the Business Owner.

Xero workflows. Push individual invoices to Xero; push every authorised invoice in one operation using Send all to Xero (commonly used at the end of the month for batched invoicing); resolve sync errors; export an invoice as CSV from the three-dot action menu. Finance’s access to Business Settings is scoped to the Xero-related connections and content only.

Export payroll. Once a Business Owner, Supervisor, or Admin has approved the timesheets, Finance can run the payroll export. Finance cannot approve or unapprove timesheets themselves.

Supplier invoices. Finance can view and review supplier invoices and reconcile unmatched lines. Creating, editing, and applying supplier invoices to inventory sits with the Business Owner, Admin, or Supervisor.

View jobs, schedules, enquiries, suppliers, materials, inventory. Read-only access where listed — useful context for invoicing and reconciliation. Finance does not create or edit jobs, schedules, or enquiries.

Messages. Finance can view all message threads and send messages, scoped to the linked job or quote.

Dashboard. Finance sees a finance-scoped Needs Your Attention list focused on invoicing, payments, and Xero sync items.

Before You Start

The Business Owner invites you to the business with the Finance role. After accepting the invite, set up MFA on the Customisation → Security tab before performing any MFA-gated action. See Set up MFA.

Finance guardrails (at a glance)

Finance cannot do the following — they sit elsewhere by design:

• Approve or unapprove a timesheet — Business Owner, Supervisor, or Admin.
• Export payroll without approved timesheets — approved weeks only; ask the relevant role to approve first.
• Finalise/complete a job — Business Owner or Supervisor only.
• Accept or convert a quote to a job — Business Owner, Admin, or Supervisor.
• Share job details with the client — Business Owner, Admin, or Supervisor (explicitly blocked for Finance).
• Delete an invoice — Business Owner only.
• Clock in or out — field roles only.
• Be scheduled as a shift assignee — Finance is non-schedulable.
• Configure non-Xero Business Settings tabs — Finance access is Xero-scoped.
• Manage users — Business Owner or Admin (Finance has limited user visibility — first and last name only).
• View Document History — Business Owner only.

Related guides

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

• Set up MFA
• Invoice management
• Xero-related tasks
• Timesheet review
• Export payroll
• Supplier invoice review

For end-to-end journeys that span more than one role, see the workflow guides in .