Configure business settings

Overview

Business Settings is where you tell MyApprentice how your business wants to operate. It has six tabs — Business, Site, Sales, Integrations, Subscription, and Account — reached from Business Settings in the left sidebar under ADMIN. This article walks through each tab so you can complete the setup in one pass, and points to the deeper articles for any individual area you want to focus on.

Who This Workflow Is For

This workflow applies to Admin and Business Owner.

Before You Start

Have your business details to hand — Business Name, contact email, phone, full business address, ABN, and any licences or qualifications. Prepare a logo file for quotes and invoices. Decide on your default payment terms and payment methods. Your account should already have MFA set up — see Set up MFA — because changing your plan and connecting Xero or Stripe is MFA-gated.

Step-by-Step Process

Step 1 — Open Business Settings

1. In the left sidebar under ADMIN, select Business Settings.
2. Confirm the six tabs are visible — Business, Site, Sales, Integrations, Subscription, Account.
3. Work through them in order.

Step 2 — Complete the Business tab

The Business tab holds the details that appear on every quote, invoice, and client email you send.

1. Confirm you are on the Business tab (it is the first tab).
2. Enter your Business Name, Timezone, Contact Email, Phone, and full Business Address.
3. Enter your ABN.
4. Scroll to Licences / Qualifications, select Add licence, and enter the licence type, number, and expiry date for each licence held.
5. Select Save.

Deeper article: Complete your business profile.

Step 3 — Configure the Site tab

The Site tab controls timesheet behaviour, which modules are turned on, default Job and Shift To-Do templates, and the public enquiry form.

1. Open the Site tab.
2. Set the timesheet entry mode — Hours or Start and end times — where the timesheet feature is enabled.
3. Use the Feature availability toggles to switch modules on or off. Changes apply immediately for every team member. Disabling a feature only hides it; no data is deleted and it can be re-enabled at any time.
4. To create a Default Job To-Do or Default Shift To-Do template:
   • Select Add.
   • Enter a template name.
   • Add the template tasks (select Add task for each extra task).
   • When the template is complete, select Save site. The template can then be applied to a job or shift in one step.
5. Confirm the public enquiry form toggle is on (or off) to suit how you want to take work in — see Set up the public enquiry form.
6. Select Save site to apply Site tab changes.

Display Settings are also reached from the Customisation page (the gear icon in the header). They are kept light intentionally — see Customise your dashboard.

Step 4 — Set up the Sales tab

The Sales tab holds the customer-facing settings used on quotes and invoices: quote validity, quote and invoice reminders, reply routing, default payment terms, and payment methods. The quote and invoice logo also lives here — see Upload your quote and invoice logo.

Quote validity period

Controls how long a quote remains valid after it is sent. The default applies from the date of quote creation.

1. Open the Sales tab.
2. Scroll to Quote validity period.
3. Select the quote validity field, remove the current default value (such as 30 days), and enter the required period.
4. Select Save all settings.

Quote and invoice reminders

Reminders chase clients automatically after a quote or invoice has been sent. You can enable reminders for quotes, invoices, or both. There are three reminder timings:

• 1st reminder — days after the quote or invoice is sent.
• 2nd reminder — days after the quote or invoice is sent.
• 3rd reminder — days before the quote or invoice expiry.

To enable reminders:

1. Scroll to Quote and invoice reminders on the Sales tab.
2. Select Edit next to the reminder settings.
3. Tick Enable quote reminders, Enable invoice reminders, or both.
4. Select Save.

To disable reminders, repeat the steps above and untick the relevant box(es), then Save.

To change reminder timing:

1. Scroll to Quote and invoice reminders and select Edit.
2. Update the first, second, or third reminder timing.
3. Select Save.

Quote and invoice reply routing

Reply routing controls where replies are directed when clients respond to quote or invoice emails sent from MyApprentice. You can use the business email already recorded on the Business tab, or set separate return email addresses for quotes and invoices.

To use the business email for all quote and invoice replies:

1. Scroll to Quote and invoice reply routing on the Sales tab.
2. Tick Use business email for quote & invoice replies/copies.
3. Select Save all settings.

To set separate return email addresses for quotes and invoices:

1. Scroll to Quote and invoice reply routing on the Sales tab.
2. Enter the required address in Quote return email address and/or Invoice return email address.
3. Select Save all settings.

Default payment terms

The default payment term applies across past and future quote, job, and invoice records when changed. Five options are available:

Payment term	Definition	Typical use
50% upfront & 50% on completion	Client pays 50% before work begins; remaining 50% on completion.	Use when you want a deposit before starting and the balance due at completion.
30% upfront & 70% upon completion	Client pays 30% before work begins; remaining 70% on completion.	Use when you want a smaller deposit upfront and the majority due at completion.
100% upfront	Client pays the full amount before work begins.	Use for small jobs, fixed-price work, new clients, custom orders, or work requiring materials in advance.
100% upon completion	Client pays the full amount after work is completed.	Use for trusted clients, account customers, or jobs where you are comfortable collecting at completion.
Net 30	Client must pay the invoice within 30 days of the invoice date.	Use for commercial clients, approved account customers, or businesses on standard payment terms.

To change default payment terms:

1. Scroll to Default payment terms on the Sales tab.
2. Open the dropdown list.
3. Select the required payment term.
4. Select Save all settings. The selected term applies across past and future quote, job, and invoice records.

Payment methods

Payment methods define how the business receives payment. Multiple methods can be added and made available on invoices. Four types are supported:

Payment method type	Details entered
Bank account	Bank name, account name, BSB, and account number.
PayID	PayID details.
PayPal	PayPal email and PayPal.me link.
Other	Any payment instructions not covered by the other types.

To add a payment method:

1. Scroll to Payment methods on the Sales tab.
2. Select Add.
3. Select the required payment method type from the dropdown.
4. Enter the required payment details for that type.
5. (Optional) Add any additional payment instructions in the text box.
6. Select Save.

To edit a payment method:

1. Scroll to Payment methods.
2. Select Edit on the payment method to update.
3. Update the type or details.
4. Select Save. The updated method is available for invoices sent to clients.

Deeper articles: Set payment methods and terms; Set quote validity and reminder defaults; Upload your quote and invoice logo.

Step 5 — Configure the Integrations tab

The Integrations tab is where you connect platforms you already use, such as Xero and Stripe. Connecting Xero or Stripe is an MFA-gated action.

1. Open the Integrations tab.
2. For Xero, select Connect Xero and complete the Xero authorisation. See Connect Xero.
3. Stripe appears here as a connectable payment provider. For the full payment flow, see Connecting Stripe for Online Payments.

Finance users have access to Xero-related settings here.

Step 6 — Review the Subscription tab

The Subscription tab is where you see your plan, seats, billing history, and AI usage.

1. Open the Subscription tab.
2. Review the plan type, billing interval, next renewal date, active seats, and seat cap.
3. Use Manage Plan to upgrade or downgrade and to add or remove seats (MFA required).
4. Use Manage Billing to update card or bank details, view billing history, or cancel — cancellation keeps access until the end of the billing period.
5. Review the AI usage this month panel — Used calls, Included calls, Remaining calls. AI calls cover Job To-Do’s, Shift To-Do’s, AI email drafts, and Supplier Invoice uploads (each supplier-invoice upload consumes AI calls); included calls reset monthly.

Deeper article: Review your subscription and billing.

Step 7 — Manage the Account tab

The Account tab is where you manage your own account.

1. Open the Account tab.
2. From here you can delete your own account. Role permissions are not managed here — they live in the Users area in the sidebar.

What Happens Next

With your six tabs configured, MyApprentice is ready for real activity. From here:

• Invite a team member.
• Create a client and start quoting.
• Set up the public enquiry form to take work in via the form.
• Connect Xero if you have not already.

Common Issues

• Feature you expect is missing for someone. Check the Feature availability toggles on the Site tab — disabling a feature hides it for all users.
• Changes did not appear for a team member. Site-tab changes apply immediately for all users, no page refresh required. If a team member still cannot see a change, ask them to sign out and back in to refresh their session.
• Default Job/Shift To-Do template did not flow to an existing job. Template defaults apply to new jobs and shifts only. Edit existing records to add the items manually.
• Cannot see Business Settings. Business Settings is restricted to the Business Owner and Admin. Finance sees Xero-related settings only. Supervisor, Tradie, and Apprentice have no access.
• Sales tab change did not apply to a sent quote/invoice. Sent documents keep the details they had at the time of sending. The new default applies to documents created after the change.
• MFA prompt on Manage Plan, Manage Billing, or Connect Xero/Stripe. All three are MFA-gated. Set MFA up first — see Set up MFA.

Related Guides

• Complete your business profile
• Upload your quote and invoice logo
• Set payment methods and terms
• Set quote validity and reminder defaults
• Set up the public enquiry form
• Connect Xero
• Review your subscription and billing