Create a quote or invoice

Overview

As a Supervisor you can create, edit, and send both quotes and invoices. Quotes price the work for the client; invoices bill the client once the work is done. This article covers both paths at a high level — building and sending each — and points to the specific actions (acceptance, payment, Xero) in their own articles.

Who This Workflow Is For

The Supervisor role. The Business Owner, Admin, and Finance can also create and send quotes and invoices. Tradies have view-only quote access for assigned jobs; Apprentices have no quote or invoice access.

Before You Start

Have the client details and a description of the work. The business profile, payment terms, quote validity, and quote/invoice logo should already be set in Business Settings → Sales (Business Owner or Admin manages those). If the work uses Materials, having them in the library speeds up quoting.

Step-by-Step Process

Create and send a quote

1. Open Quotes from the left sidebar, or use the Create Quote quick action on the Dashboard.
2. Select Create Quote.
3. Enter the Client Name, Client Email, Client Phone, Project Address, and Description.
4. Review the Issue Date (auto-filled) and Expiry Date (defaults to your validity setting). Change if needed.
5. (Optional) Select Link to Job to tie the quote to an existing job.
6. Add line items, Materials, and Labour as needed.
7. Review the customer-facing view plus subtotal, GST, and total.
8. Save:
   • Save as Draft to keep the quote in Draft.
   • Save & Send to email the client now. Quote portal sharing is included in this action.
9. Confirm the quote status is Sent.

When the client accepts, see Record quote acceptance or rejection. You can also convert an accepted quote into a job — see Create a job.

Create and send an invoice

1. Open Invoices (or Quotes and Invoices) from the sidebar, or use the Create Invoice quick action on the Dashboard.
2. Create the invoice via one of three paths:
   • From an accepted quote — open the quote marked Client Accepted, select Create Invoice, choose Create Draft & Go to Invoices or Create Draft.
   • From a completed job — open the job in Completed or Ready to be invoiced, select Create Invoice.
   • Manual — select Invoice, enter Issue date, Due date, PO reference, payment terms, client details, line items, materials, labour. Save.
3. Open the draft.
4. Review client details, line items, materials, labour, subtotal, GST, total, due date, and payment details. Edit as needed.
5. Select Email (or Email Invoice), review the email, and Send. The status moves to Sent.

What Happens Next

A sent quote runs through Draft → Sent → Client Accepted / Expired → converted to a Job. A sent invoice runs through Draft → Sent → Paid (with optional Xero push). Track outstanding items in Needs Your Attention. From here:

• Record quote acceptance or rejection.
• Mark an invoice as paid.
• Push an invoice to Xero.

Common Issues

• Quote or invoice not received. Confirm the email on the document and ask the client to check spam.
• Incorrect totals. Review line items, materials, and labour. Subtotal, GST, total recalculate.
• Cannot delete a quote or invoice. Quote and invoice delete is Business Owner only. Cancel/void/delete rules overall are being confirmed with the product owner.
• Invoiced quotes are locked. Once an invoice has been paid, the quote cannot be edited.
• No rejection status. MyApprentice does not have a quote-rejected status. The portal may show Not accepted — follow up directly.

Related Guides

• Record quote acceptance or rejection
• Mark an invoice as paid
• Push an invoice to Xero
• Create a job