Share job details with the client

Overview

The Client Portal lets you share selected job details with the client — scheduled dates, attached quotes, shared notes, and job progress — without exposing internal team notes, materials breakdowns, or financial detail. The Share with client prompt fires automatically: at job creation (once the first schedule is set), and again whenever you change details relating to the job, so the client view stays in sync without you having to remember to push updates.

Who This Workflow Is For

This workflow applies to Admin and Business Owner.

Before You Start

The Client Portal must be enabled in Business Settings → Site. The job must have a client attached. Decide which job details you want the client to see — typically scheduled dates and attached quotes; never internal notes or staff cost detail.

Step-by-Step Process

1. Open the Jobs page from the sidebar and select the job you want to share.
2. Confirm the Client Portal is enabled for your business. If not, enable it in Business Settings → Site first.
3. Decide what to share. The portal can show:
   • Job details (scheduled dates, status).
   • Attached quotes and invoices.
   • Notes and Job To-Do’s you explicitly chose to share with the client.
4. The Share with client prompt appears automatically — at job creation (after Accept & Create Job and the first schedule is set), and again whenever you change details relating to the job. There is no separate “Share with client” button on the job card; the prompt fires off the job-detail changes.
5. Review the available items to share. Select the items you want the client to see and deselect anything internal-only.
6. Send the update. The client receives an email with a unique portal link.
7. The client opens the email, selects the link, and sees the job details, attached quotes, scheduled dates, and any notes or Job To-Do’s you shared. Clients can accept quotes, view invoices, and track job progress through the portal. They cannot see internal team notes, financial reports, or other client records.

What Happens Next

The client has visibility of the job through the Client Portal. Any updates you push (status changes, new shared notes, new invoices) appear there. If the client also has Messages access to the job, they can send messages from the portal — see Message a client.

Important — switching the Client Portal off mid-job. If you switch the Client Portal off while a client has access, all client access to job details cuts immediately. Clients currently viewing or accepting quotes in the portal will lose access. Make sure clients have completed any required actions (quote acceptance, invoice payment via portal) before disabling the portal.

Common Issues

• Share with client option missing. Confirm the Client Portal is enabled in Business Settings → Site, and confirm the job has a client attached. Remember the prompt appears automatically after job-detail changes — there is no manual button on the job card to trigger it.
• Client cannot see a photo I uploaded. Photos are only shared if their per-photo Share with Client toggle is on. Open the photo on the job/shift, toggle Share with Client on, and save. The portal updates within a few seconds.
• Client cannot open the portal link. Re-send the share update; ask the client to check spam. Confirm the email on the client record is correct.
• Client sees something you did not want shared. Open the job, change what is shared, and re-save. Where possible, move sensitive information into Internal notes (which are never shared) and out of the shared fields.
• Tradie or Apprentice cannot see Share with client. This is by design — those roles cannot share job details with clients. Ask a Business Owner, Admin, or Supervisor to share if needed.
• Cannot share invoice through the portal. Invoice visibility depends on the invoice being sent through MyApprentice with the portal enabled. See Edit and send an invoice.

Related Guides

• Create a job from an accepted quote
• Create a job manually
• Message a client
• Configure business settings
• Edit and send an invoice