Create an invoice

Overview

An invoice in MyApprentice bills the client for completed work. You can create one in three ways — from an accepted quote (quote lines, client details, and pricing carry across), from a completed job (job materials, labour, and totals flow in), or manually (ad hoc billing without a quote or job). All three paths land on a draft invoice that you review and send.

Who This Workflow Is For

This workflow applies to Admin and Business Owner.

Before You Start

Your business profile, payment methods, payment terms, and quote-and-invoice logo should all be set — see Complete your business profile, Set payment methods and terms, and Upload your quote and invoice logo. For invoice-from-quote, the quote must be in Client Accepted status. For invoice-from-job, the job must be Completed (or you can take the Invoice & complete path at job completion).

Step-by-Step Process

Create invoice from an accepted quote

1. Open Quotes and Invoices from the sidebar.
2. Find the quote marked Client Accepted.
3. Open the accepted quote and select Create Invoice. Invoice creation options appear.
4. Choose:
   • Create Draft & Go to Invoices — creates the draft and routes you to the Invoices page.
   • Create Draft — creates the draft and keeps you on the quote page.
5. Open the draft invoice from the Invoices page if you stayed on the quote page.
6. Review the client details, line items, materials, labour, subtotal, GST, total, due date, and payment details. Edit anything that needs updating.
7. When ready, send — see Edit and send an invoice.

Create invoice from a completed job

1. Open the Jobs page and find the job marked Completed. (Job status is Completed; the linked quote shows Ready to be invoiced on the Invoices page.)
2. Open the job and select Create Invoice (or take the Invoice & complete path at job completion). At job completion you are offered Create as draft (save the invoice without sending) or Create & send (email the invoice now — and authorise it in Xero when connected).
3. Review the invoice details — line items, materials, labour, and totals flow in from the job.
4. Save the draft and send when ready.

Create a manual invoice

1. Open Quotes and Invoices from the sidebar and select Invoice (or use the Create Invoice quick action on the Dashboard).
2. Review or enter the Issue Date and Due Date.
3. Enter the PO reference (if the client requires one).
4. Review the Payment terms — defaults to the terms set in Business Settings. Update on this invoice if needed.
5. Enter an Account code and Tax output if your accounting setup requires them.
6. Link the invoice to a job if relevant — select Link to Job and choose the job.
7. Enter or select client details — name, email, phone, job address, and description. New client details save to the client list.
8. Add line items, materials, and labour hours as needed. Subtotal, GST, and total recalculate as you add lines.
9. Review the totals and select Save Invoice. The draft is saved.
10. Open the draft to review and send — see Edit and send an invoice.

What Happens Next

The invoice is in Draft status until you send it. Once sent, the client receives the invoice (via the Client Portal where enabled, or as a PDF attachment) and the invoice moves to Sent. Track outstanding invoices in Needs Your Attention on the Dashboard. From here:

• Edit and send an invoice when you are ready to deliver it.
• Mark an invoice as paid when payment lands.
• Push an invoice to Xero if Xero is connected.

Common Issues

• Cancel or void an invoice. Confirmed rules for cancelling, voiding, or deleting an invoice — particularly one already sent, paid, or synced to Xero — are still being confirmed with the product owner. The platform allows delete only for Business Owner where applicable; cancel and void are not separately documented in this round.
• Wrong totals. Check the line items, materials, labour, and tax fields. Subtotal, GST, and total recalculate as you change inputs. Save and re-open if the total still looks wrong.
• Linked quote info missing. If the quote was incomplete, the invoice carries across whatever was there. Edit the invoice draft to add missing line items or materials.
• Cannot find Create Invoice. Confirm your role — Tradie and Apprentice have no invoice access.

Related Guides

• Edit and send an invoice
• Mark an invoice as paid
• Push an invoice to Xero
• Mark a job complete
• Set payment methods and terms