Who can do this?
- The Office Admin · Office Admins
- The Boss · Business Owners
- The Books · Finance
- One-Person Show · Sole Traders
- The Foreman · Supervisors
Overview
You can edit a quote in MyApprentice before or after sending — the rules change with the status. Draft quotes are fully editable. Sent or expired quotes can still be edited but you need to send the revised version manually. An accepted quote can be edited too, but MyApprentice warns you first because the client has formally agreed to the previous version. Invoiced quotes are locked.
Who This Workflow Is For
This workflow applies to Admin, Business Owner, and Sole Trader.
Before You Start
Know what status the quote is in (Draft, Sent, Client Accepted, Expired, or Invoiced). If you are editing an accepted quote, agree the change with the client in advance — they may want a fresh sign-off. If the quote has been invoiced, edits are not possible.
Step-by-Step Process
- Open the Quotes page from the left sidebar.
- Find the quote in the list (or open it directly from the Dashboard or a linked record).
- Select the quote, then select Edit.
- Edit the quote based on its status:
- Draft quote — edit any field. Save:
- Select Save changes to keep it as a draft.
- Select Save & Send to send the updated version to the client. The quote moves to Sent.
- Sent-but-not-accepted quote — edit any field. There is no Save changes (silent save) option on a Sent quote — every edit must be resent to the client via Save & Send.
- Expired quote — edit any field, including the Expiry Date, then select Save & Send to resend the revised quote. The same Sent-quote rule applies — there is no silent save.
- Client Accepted quote — a warning appears: “Careful: this quote has already been accepted. The client has formally accepted this quote. Editing line items, prices, labour, or dates can create a mismatch with the approved document. Continue only if you intend to update the system record and manage any client follow-up.” Select Go back to cancel, or Proceed to continue:
- Make the edit.
- Select Save & Send. The email draft pop-up appears.
- Select Send email to deliver the revised quote.
- Invoiced quote — cannot be edited. The quote has been paid; the document is locked.
- Draft quote — edit any field. Save:
- Confirm the quote shows the change you expected. The Quotes page lists sent quotes near the top.
What Happens Next
A new version of the quote goes to the client where you sent it. The previous version is preserved in Document History so you have an audit trail of what changed and when — see View Document History. If the client previously accepted, follow up to confirm acceptance of the revised version where needed.
Common Issues
- Cannot find Edit. Confirm the quote status — invoiced quotes have Edit disabled.
- Accepted-quote warning is in the way. This is intentional. Read the warning carefully — select Go back if you should not be editing, or Proceed if you do intend to change the system record.
- Quote did not resend after edit. Save changes alone does not resend. Use Save & Send to deliver the revised quote to the client.
- Want to edit the expiry of a sent quote. Open the sent quote and edit the Expiry Date field directly — the change applies on save.
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