Create a job manually

Overview

Not every job comes from a quote. Sometimes you take work in by phone, agree the price separately, or run smaller tasks that do not need a formal quote. MyApprentice lets you create a job directly from the Jobs page with all the same structure — client, location, description, materials, Job To-Do’s, internal notes, and a schedule.

Who This Workflow Is For

This workflow applies to the Business Owner, Sole Trader, Admin, and Supervisor. Finance, Tradies, and Apprentices cannot create jobs.

Before You Start

Have the client details, site location, and a description of the work. If you are linking a quote afterwards, the quote needs to exist in the Quotes list.

Step-by-Step Process

1. In the left sidebar, select Jobs. The Jobs page opens. Stat cards at the top show pipeline counts (Pending, In Progress, Completed) that update in real time.
2. Select Add Job. The Add Job form opens.
3. Enter the Job title — a short identifier for the work.
4. Enter the Location where the job is taking place.
5. (Optional) Enter the Job description covering the scope of works.
6. (Optional) Link an existing quote to the job:
   • Select Add quote, search for the quote, and select it. The quote attaches to the job.
7. Add or select the client:
   • In the Client details box, select Edit to add a client if required.
   • Type the client name. Select an existing client when offered, or enter the new client’s first name, last name, email, phone, and address. Selecting Save adds the new client to the Client Library.
8. (Optional) Add materials to the job:
   • Select Add materials, select Add, and choose materials from the materials list. Adjust the quantity as needed.
   • Repeat for additional materials.
   • Select Save materials. The Job card now shows the added materials.
9. (Optional) Add Job To-Do’s — standardised business steps such as “pre-site setup” or other whole-job tasks.
10. (Optional) Add Internal job notes — for example a lockbox code, property access notes, or warnings about a pet. Internal notes are visible within the job card but are not shared with the client.
11. (Optional) Schedule a shift now: open the Schedule card, enter the day, start time, end time, and worker, then confirm.
12. Select Create Job. The job is created and appears in the Jobs page.

What Happens Next

The job appears on the Jobs page and is ready to be scheduled (if you did not schedule during creation) and worked. From here:

• Schedule a shift so the field team has work in their schedule.
• Add Job To-Do’s and internal notes as the work develops.
• Share job details with the client if the Client Portal is enabled.
• Mark a job complete once the work is done.

Common Issues

• Cannot find Add Job. Confirm you are on the Jobs page and your role has create access — Business Owner, Admin, and Supervisor can create jobs.
• Client not added. Use the Edit button inside the Client details box to add the client. Save the client record before saving the job.
• Wrong client attached. Open the job, edit the client details, and replace the attached client.
• Materials missing from the library. Add materials to the Materials library first — see Create and manage materials. Then attach them to the job.

Related Guides

• Create a job from an accepted quote
• Add Job To-Do’s and internal notes
• Schedule a shift
• Mark a job complete
• Create and manage materials