Create a job from an accepted quote

Overview

Once the client has accepted a quote, you turn it into a job to actually deliver the work. A job carries the client, scope, materials, and pricing across from the quote, and gives you the structure to schedule shifts, capture site work, and ultimately invoice. You can create a new job from the accepted quote, or attach the quote to an existing job for variations or additional work.

Who This Workflow Is For

This workflow applies to Admin and Business Owner.

Before You Start

The quote must be in Client Accepted status — see Record quote acceptance or rejection. If the job will be scheduled immediately, have the date, start time, end time, and assigned worker ready. If the Client Portal is enabled, decide which job details (if any) you want to share with the client at creation.

Step-by-Step Process

1. Open the Quotes / Invoices landing page from the sidebar.
2. Find the quote marked Client Accepted. Use the search, filters, quote number, or client name to find it quickly.
3. Open the accepted quote and review the details — client, scope, pricing, materials, labour, subtotal, GST, and total.
4. Select Accept & Create Job. A conversion pop-up opens.
5. Choose the path:
   • Create New Job — for new work. The new job creation flow opens with client, address, scope, and linked quote context carried across.
   • Add to Existing Job — for additional work or a variation on an existing job. The quote attaches to the existing job and becomes a variation/additional quote on it.
6. Enter the Job Description if creating a new job. This is the overall description of the work.
7. (Optional) Add internal Job To-Do’s — whole-job tasks or notes saved to the job card.
8. (Optional) Add a schedule for the work now:
   • In the Schedule card, select Add. The schedule pop-up opens.
   • Enter the shift date, start time, and end time. Choose the shift type. Assign a worker (Business Owner, Supervisor, Tradie, or Apprentice — Admin and Finance cannot be assigned as shift workers). (Shift type and assignment options come from your team setup — see Schedule a shift for how the scheduling pop-up works.)
   • Add shift-level tasks if needed.
   • Select Confirm Shift.
   • Add more shifts if the job needs multiple visits.
9. Select Accept and Create Job (or the final confirmation button shown on screen). The job is created and linked to the accepted quote.
10. If the Client Portal sharing prompt appears, review the details available to share, select which job details (if any) to share with the client, and send the update. If you do not want to share at this point, skip the prompt.

What Happens Next

The new (or updated) job appears on the Jobs page. From here:

• The field team (assigned Tradie or Apprentice) sees the shift on their dashboard and is notified by email of the new assignment.
• You can add Job To-Do’s and internal notes at any time.
• You can share job details with the client later if you skipped the share prompt at creation.
• When the work is done, the field team marks the shift complete; you or a Supervisor can mark the job complete and progress to invoicing.

Common Issues

• Quote does not show “Accept & Create Job”. Confirm the quote status is Client Accepted. Drafts or unaccepted quotes do not show the convert action.
• Cannot assign Admin or Finance to a shift. This is by design — Admin and Finance roles cannot be shift assignees in MyApprentice.
• Client Portal sharing prompt missing. The prompt appears only when the Client Portal is enabled for your business. Enable it on Business Settings → Site if you want to share details with the client.
• Linked quote details look incomplete on the new job. Confirm the source quote — client, address, scope, materials, labour — is complete. Edit the source quote if needed (subject to the accepted-quote edit warning).
• Want to attach the quote later instead. Save the quote in the system and use Link to Job on the relevant existing job to attach the quote afterwards.

Related Guides

• Record quote acceptance or rejection
• Create a job manually
• Add Job To-Do’s and internal notes
• Schedule a shift
• Mark a job complete
• Share job details with the client