Record quote acceptance or rejection

Overview

A quote moves to Client Accepted once the client agrees to proceed — either through the Client Portal, by replying “I accept” to the quote email, or by you marking it accepted manually after approval was given outside MyApprentice (a phone call, an SMS, a signed document). MyApprentice does not have a “rejected” status, but the Client Portal can show Not accepted and quotes can expire automatically. This article covers all the acceptance pathways and how to handle a declined or non-responsive client.

Who This Workflow Is For

This workflow applies to Admin, Business Owner, and Supervisor.

Before You Start

The quote must exist and have been sent (or saved as a draft for the manual-acceptance path). Decide which acceptance pathway is in use based on your Client Portal setting in Business Settings.

Step-by-Step Process

Portal acceptance — Client Portal enabled

1. Send the quote with the Client Portal enabled — the client receives an email with a portal action button.
2. The client opens the email, selects the action button, reviews the quote in the portal, and selects Accept Quote.
3. MyApprentice records the acceptance automatically. The quote status updates to Client Accepted.
4. Open the Quotes page or Needs Your Attention on the Dashboard and confirm the new status.
5. Open the accepted quote and convert it to a job — see Create a job from an accepted quote.

Email acceptance — Client Portal disabled

1. Send the quote with the Client Portal off — the client receives the quote as a PDF attachment.
2. The client opens the PDF, reviews it, and replies to the email with acceptance wording such as “I accept”.
3. MyApprentice automatically detects an “I accept” email reply from the client and updates the quote status to Client Accepted.
4. Open the Quotes page or the Dashboard attention items to confirm the new status.

Manual acceptance — approval received outside MyApprentice

1. Receive client approval outside the platform — by phone, SMS, email outside the standard reply, or signed document.
2. Open the quote. If it was managed externally, the quote may be in Draft status (created internally and not sent through the platform).
3. Open the quote’s action menu (the three-dot menu next to the quote amount, or Accept within the quote view).
4. Select Accept. The quote status is manually changed to Client Accepted.
5. MyApprentice prompts you to Create New Job or Add to Existing Job — choose the option that fits the work.

Handle a declined or “Not accepted” quote

1. The Client Portal does not provide a Reject button for the client. If a client tells you they will not proceed, or the portal shows Not accepted, follow up directly.
2. Contact the client to understand the reason.
3. Revise the quote — adjust scope, line items, pricing, or notes — see Edit a quote.
4. Resend the revised quote via Save & Send. The portal link updates to the new version where the portal is in use.

Handle an expired quote

1. A quote moves to Expired status automatically once the validity period passes without acceptance.
2. See Handle an expired quote for the full process.

What Happens Next

Accepted quotes appear in Needs Your Attention on the Dashboard so you remember to convert them. Once you convert to a job, the work moves into delivery — scheduling shifts, executing the work, and completing the job. After job completion the related invoice can be raised — see Create an invoice.

Common Issues

• Email reply did not auto-update. Only an unambiguous “I accept” style reply triggers the auto-detection. If a client replies with different wording, mark the quote accepted manually using the Accept action.
• Portal shows Not accepted but client meant to accept. Use the manual Accept action to update the status, or ask the client to retry through the portal.
• Client wants to reject through the portal. Not currently supported. The business records the rejection by following up and either revising the quote or letting it expire.
• Quote expired before acceptance. See Handle an expired quote — typically you duplicate or revise the quote and resend.

Related Guides

• Create and send a quote
• Edit a quote
• Handle an expired quote
• Create a job from an accepted quote