Record quote acceptance

Overview

A quote moves to Client Accepted when the client agrees to proceed — through the Client Portal, by replying “I accept” to the quote email, or by you marking it accepted manually after approval was received outside MyApprentice. MyApprentice does not have a “rejected” status, but the portal can show Not accepted and quotes can expire automatically.

Who This Workflow Is For

The Sole Trader role.

Before You Start

The quote must exist and have been sent (or saved as a draft for the manual-acceptance path).

Step-by-Step Process

Portal acceptance — Client Portal enabled

1. The client receives the quote email and selects the portal action button.
2. They review the quote in the portal and select Accept Quote.
3. MyApprentice records the acceptance. The quote status updates to Client Accepted.
4. Open the Quotes page or Needs Your Attention to confirm.

Email acceptance — Client Portal disabled

1. The client receives the quote as a PDF attachment.
2. They reply with “I accept” wording.
3. MyApprentice auto-detects the acceptance and updates the status to Client Accepted.

Manual acceptance — approval received outside MyApprentice

1. Receive approval by phone, SMS, or signed document.
2. Open the quote (may be in Draft if not sent through the platform).
3. Open the quote action menu (three-dot menu next to the amount, or Accept within the quote view).
4. Select Accept. The quote moves to Client Accepted.
5. When prompted, choose Create New Job or Add to Existing Job — see Create a job once the quote is accepted.

Handle a declined or Not accepted quote

The Client Portal does not provide a Reject button. If the client declines or the portal shows Not accepted, contact them directly, revise the quote if needed, and resend — see Edit a quote.

What Happens Next

Accepted quotes appear in Needs Your Attention. Convert the quote to a job — see Create a job once the quote is accepted. Then do the work and invoice.

Common Issues

• Email reply did not auto-update. Only an unambiguous “I accept” reply triggers auto-detection. Mark accepted manually otherwise.
• Portal shows Not accepted. Manually accept or follow up.
• Client wants to reject through the portal. Not currently supported — follow up directly.
• Quote expired before acceptance. Edit and reset the expiry date; resend.

Related Guides

• Create and send a quote
• Edit a quote
• Create a job once the quote is accepted