Mark a job complete

Overview

Marking a job complete closes the work in MyApprentice and moves it to Ready to be invoiced. Before completing, you review the job — internal notes, photos, unresolved items, linked quotes, and material usage — so the record is accurate. Marking the job complete is restricted: only the Business Owner and Supervisor can finalise a job. Admin, Finance, Tradie, and Apprentice cannot.

Who This Workflow Is For

This workflow is for the Business Owner, Supervisor, and Admin. Finance, Tradies, and Apprentices cannot finalise a job.

Before You Start

The site work should be done — all assigned shifts complete, photos uploaded, materials usage confirmed. Open the job and check there are no outstanding to-do’s or notes that need actioning. If the job will be invoiced straight away, decide whether to use the Invoice & complete path or Complete without invoicing.

Step-by-Step Process

1. In the left sidebar, select Jobs. The Jobs page opens.
2. Find the job ready for completion. Use the status filter or search if needed.
3. Open the job to review the details:
   • Internal notes and any open items.
   • Photos uploaded by the field team.
   • Materials used on the job.
   • Linked quotes and totals.
   • Shift records and timesheets.
4. If the job has linked quotes that have not yet been invoiced, MyApprentice opens the Uninvoiced quotes dialog. Decide on the completion path:
   • Invoice & complete. From the job, finalise and raise the invoice in one action. The job moves to Completed and the invoice is created — see Create an invoice.
   • Complete without invoicing. Finalise the job now and raise the invoice afterwards from the Invoices page.
5. Select Mark complete (or the equivalent button shown on the job).
6. Confirm material usage and any other final review questions presented.
7. The job status updates to Completed. Ready to be invoiced is shown against the invoice on the Invoices page and called out on the Dashboard and in attention items.

What Happens Next

The job drops out of the active Jobs list (active filter) and joins the Completed list. The next action is usually invoicing — see Create an invoice. If your business is connected to Xero, you can push the invoice to Xero from there — see Push an invoice to Xero. Where the Client Portal is enabled, the client sees the job status updated and the invoice when sent.

If you need to reopen a completed job — for example because follow-up work was identified — use Reopen a Completed Job (open Jobs, set the status filter to Completed, open the job, edit the status back to an active status such as In Progress, and save). MyApprentice does not have a “Pause” status; if you need to temporarily suspend a job, revert it to an active status and update the schedule.

Common Issues

• Cannot find Mark complete. Confirm your role — only the Business Owner and Supervisor can finalise a job. Admin, Finance, Tradie, and Apprentice cannot.
• Completed job is hidden. Completed jobs are hidden from the default Jobs list. Use the status filter and select Completed to see them.
• Cannot pause a job. There is no Pause status. Use the schedule to reschedule shifts, or reopen the job to an active status.
• Invoice creation paused. If you used Complete without invoicing, the job sits in Ready to be invoiced until you raise the invoice. The dashboard surfaces it in Needs Your Attention.

Related Guides

• Create a job from an accepted quote
• Create a job manually
• Add Job To-Do’s and internal notes
• Create an invoice
• Push an invoice to Xero