Quick Start

Getting Started with MyApprentice

Understand what MyApprentice is, what you can do with it, and the order to follow through your first week so quoting, scheduling, and invoi…

Set Up MFA on Your Account

Add a second factor — passkey, authenticator app, or phone approval — so your account is protected even if your password is compromised. MF…

3 min read

Sign In to MyApprentice

Sign In with Google, Microsoft, or Apple

Use a Google, Microsoft, or Apple account to register or sign in to MyApprentice instead of (or alongside) a MyApprentice password.

Sign Up and Verify Your Email

Complete Your Business Profile

Capture the business details that appear on every quote, invoice, and email MyApprentice sends — name, contact, ABN, address, and any licen…

Complete Your First-time Business Setup

Complete the seven mandatory setup steps that unlock the platform, then optionally work through the six recommended steps that improve docu…

3 min read

Configure Business Settings

Set the Site tab — timesheet entry mode, feature availability toggles, default to-do templates, and the public enquiry form toggle — so MyA…

Review Your Subscription and Billing

See your current plan, manage seats, review your monthly AI usage, and open the billing portal to update card or bank details.

Set Payment Methods and Terms

Set the default payment terms and the payment methods that appear on every invoice you send.

Upload Your Quote and Invoice Logo

Brand every quote and invoice with your business logo.

Add Your First Client

Create a client record so you can attach quotes, jobs, and invoices to it. You can also create a client inline while building a quote.

Enable the Client Portal

Switch the Client Portal on so every new quote includes a personalised link the client can use to view and accept the quote online, track j…

Respond to an Enquiry

Open a new enquiry, review the client's submission, reply by email if you need more information, accept it, and convert to a quote when you…

Set Up the Public Enquiry Form

Turn on the public enquiry form so prospective clients can submit an enquiry without logging in, and grab the URL to share or embed.

View or Update a Client

Find an existing client, review their quotes, jobs, and enquiries, and update contact details when something changes.

Connect Xero

Link MyApprentice to a Xero organisation so invoices can be pushed to your accountant's books.

Create Your First Invoice

Create an invoice — from an accepted quote, from a completed job, or manually — ready to send to the client.

Mark an Invoice as Paid

Record a payment received outside an integrated payment provider — bank transfer, cash, or a manual card payment — against an invoice.

Push an Invoice to Xero

Send an invoice from MyApprentice into Xero — individually, or all authorised invoices at once.

Send an Invoice to the Client

Review a draft invoice and send it to the client.

Add Internal Instructions to a Shift

How to add Shift To-Do's, internal notes, and shift-level instructions for the worker assigned to a shift — across the three places the sam…

Add Job To-Do's and Internal Notes

Add whole-of-job tasks ("Job To-Do's") that any worker on the job can see and tick off, and crew-only internal notes such as access codes,…

Create a Job Manually

Create a job directly from the Jobs page — useful for work taken in by phone or run without a formal quote.

Link Multiple Quotes to One Job

How to attach more than one quote to a single job so all approved scope is invoiced together at completion.

Mark a Job Complete

Close out a job once all the work is done so it moves to Ready to be invoiced and is ready for invoicing.

Reopen a Completed Job

How to bring a completed job back into the active workflow when more work is required after sign-off.

Review Unscheduled Jobs

How to find active jobs that don't yet have a shift booked against them and schedule the missing work in one pass.

Add a Material to Your Library

Add a product, part, or consumable to your Materials library so it is available for quotes, jobs, and supplier invoices.

Add a Supplier

Add a supplier to your Supplier Library so supplier invoices can be matched to them and inventory updates flow through correctly.

Adjust Stock Manually

How to record a stock movement against a material — restock, usage, waste/damage, adjustment, or return — and update the held inventory.

Edit a Material

How to update an existing material in your Materials library — name, unit, pricing, category, and stock parameters — and how the change rip…

Link a Purchase Order (PO) to a Supplier Invoice

How to attach a purchase-order number to a supplier invoice so receipts reconcile back to the originating PO.

Reprocess or Manually Enter a Failed Supplier Invoice

How to retry a failed AI extraction or enter a supplier invoice manually when the upload didn't parse correctly.

Upload a Supplier Invoice

Upload a supplier invoice PDF and use AI extraction to pull out the supplier, line items, totals, and tax, ready to apply to inventory.

View, Edit, or Delete a Supplier

How to look up, update, or remove a supplier record in the Supplier library. (Only the Business Owner can delete a supplier.)

Clock In and Out of a Shift

Record the time you start and finish a shift so the timesheet entry for that shift is created and closed automatically.

Complete a Shift

Close out a shift on site once the work for that visit is done — tick off the Shift To-Do's, save your notes and photos, and mark the shift…

Upload Photos and Evidence on a Shift

Capture before / after / progress photos and any compliance or issue images against the shift or job so the record of what was done on site…

View Your Assigned Shifts

Find the shifts assigned to you today, this week, or this month, and open a shift to review the job details, location, and any instructions…

Create and Send a Quote

Build a priced proposal — client, scope, line items, materials, labour, totals — and send it to the client.

Product Owner Confirmation Required — Quote Rejection Workflow

How to record a quote rejection, capture the reason, and decide whether to revise and resend or close the lead.

Record Quote Acceptance

Move a quote to Client Accepted so you can convert it into a job. MyApprentice supports three acceptance pathways. Two of the three are aut…

Turn an Accepted Quote into a Job

Convert an accepted quote into a new job — or attach the quote to an existing job for variations and additional work — so you can schedule…

Assign Workers to a Shift

Allocate one or more team members to an existing shift, or change who is assigned. Multiple workers can be assigned to the same shift.

Create an Unassigned Shift

How to book a shift on the schedule without yet assigning a worker — useful when team availability is still being confirmed.

Schedule a Follow-Up Visit

How to schedule a return visit on an existing job, or create a standalone follow-up shift from the schedule board.

Schedule a Shift

Book work into the calendar — date, start and end times, shift type, and the team member(s) assigned to deliver it.

Accept Your Invitation and Join the Business

How to open your invitation email, create your password and MFA, complete your profile, and find your dashboard for the first time.

Change a User's Role

How to update a team member's details or change their role. Includes the Admin self-escalation guardrail, MFA requirement, and how role cha…

Delete or Restore a User

Delete a user when they leave the business, and restore a deleted user when they return or were deleted by mistake.

Invite a Team Member

How to invite a Supervisor, Admin, Finance, Tradie, or Apprentice to your business — including seat-cap and MFA prerequisites and what happ…

Time & Payroll

Export Payroll

Export approved timesheet data so it can flow into payroll.

Time & Payroll

Review and Approve a Timesheet

Confirm that the hours an employee has submitted are correct and signal that the time is ready for payroll. There is no dedicated Reject ac…

Time & Payroll

Submit Your Timesheet for the Week

Send your week's recorded time to your Supervisor or Business Owner for approval so it can flow into payroll.