Role-Based Guides

Owner, Supervisor, Tradie, Apprentice, Finance, Sole Trader — pick yours and read what matters.

Admin role guardrails

The Admin role is designed to run the back office on behalf of the Business Owner. By design, a small number of sensitive actions are not a…

4 min read

Account & Security

Recover access after MFA device loss

If you lose, replace, or wipe the device that holds your MFA method, you can still get back into MyApprentice. Account recovery is handled…

3 min read

Account & Security

Set up MFA

Multi-factor authentication (MFA) adds a second check on top of your password so that someone who has your password alone cannot sign in to…

3 min read

Account & Security

Set up MFA (if you have not already)

Multi-factor authentication (MFA) adds a second check on top of your password so someone with just your password cannot sign in. As a Sole…

2 min read

Account & Security

Set up OAuth sign-in

OAuth sign-in lets you sign in to MyApprentice using your Google, Microsoft, or Apple account instead of (or alongside) a MyApprentice pass…

3 min read

Account & Security

Set up your business

Business Settings has six tabs — Business, Site, Sales, Integrations, Subscription, and Account. As a Sole Trader you have full access to a…

3 min read

Business Settings

Complete the business profile

The business profile holds the details that appear on every quote, invoice, and client email — Business Name, contact details, ABN, and lic…

2 min read

Business Settings

Complete your business profile

Your business profile is the source of all the details that appear on every quote, invoice, and client email you send. The Business Name, c…

2 min read

Business Settings

Configure business settings

Business Settings is where you tell MyApprentice how your business wants to operate. It has six tabs — Business, Site, Sales, Integrations,…

8 min read

Business Settings

Configure business settings

The Site tab in Business Settings controls how MyApprentice operates day to day — timesheet entry mode, which features are turned on, defau…

2 min read

Business Settings

Manage your subscription

The Subscription tab shows your MyApprentice plan, billing, and AI usage panel. As a Sole Trader you manage the lot yourself — choose your…

2 min read

Business Settings

Review the subscription and billing

The Subscription tab in Business Settings is where you see and manage the MyApprentice plan, billing, seat count, and AI usage panel on beh…

3 min read

Business Settings

Review your subscription and billing

The Subscription tab in Business Settings is where you see and manage your MyApprentice plan, billing, seat count, and AI usage panel. Use…

4 min read

Business Settings

Set payment methods and terms

Your payment methods tell clients how they can pay you. Your default payment term tells clients when payment is due. Both are configured on…

4 min read

Business Settings

Upload the quote and invoice logo

The quote and invoice logo appears at the top of every quote PDF and invoice PDF you send. It is uploaded once on the Sales tab and applies…

2 min read

Business Settings

Upload your quote and invoice logo

Your quote and invoice logo is the image that appears at the top of every quote PDF and invoice PDF you send to clients. It is uploaded onc…

2 min read

Business Settings

Upload your quote and invoice logo

Your quote and invoice logo appears at the top of every quote PDF and invoice PDF you send. Upload it once on the Sales tab and it applies…

1 min read

Clients & Enquiries

Add a client

Every quote, job, and invoice is tied to a client record. Add a client up front from the Client Library, or create one inline when you star…

1 min read

Clients & Enquiries

Convert an enquiry to a quote

Once you have accepted a public enquiry, you can convert it straight into a quote without re-entering the client's details. Convert to quot…

2 min read

Clients & Enquiries

Create a client

Every quote, job, and invoice in MyApprentice is tied to a client record. Creating clients up front — or inline as you build the first quot…

2 min read

Clients & Enquiries

Create and edit a client

Every quote, job, and invoice in MyApprentice is tied to a client record. As a Finance user you can create new clients and edit existing on…

2 min read

Clients & Enquiries

Delete a client

Deleting a client removes the client record from the active Client Library — useful for duplicates, test records, or clients you no longer…

2 min read

Clients & Enquiries

Message a client

Messages is the in-platform conversation channel between your business and a client. Each thread is scoped to a specific job or quote — eve…

2 min read

Clients & Enquiries

Review and action an enquiry

When a prospective client submits your public enquiry form, the enquiry lands in the Enquiries sidebar with status New and is flagged in da…

3 min read

Clients & Enquiries

Review and edit a client

The Client Library is the central record of every client your business works with. Use it to find an existing client, review their history…

2 min read

Clients & Enquiries

Set up the public enquiry form

The public enquiry form is a branded, shareable web form unique to your business. Anyone with the link can submit an enquiry — no login req…

2 min read

Clients & Enquiries

Share job details with a client

The Client Portal lets you share selected job details with the client — scheduled dates, attached quotes, shared notes, and job progress —…

2 min read

Clients & Enquiries

Share job details with the client

The Client Portal lets you share selected job details with the client — scheduled dates, attached quotes, shared notes, and job progress —…

3 min read

Clients & Enquiries

Share or embed the enquiry form

Once your public enquiry form is live, you need to get the link in front of prospective clients. There are three ways to do that: share the…

2 min read

Dashboard

Check your tasks for today

Before you head out, open today's shift card and check what you need to do — Shift To-Do's, client and location, Job To-Do's, any internal…

2 min read

Dashboard

Customise your dashboard

The dashboard's Quick Actions strip gives you one-click shortcuts to common tasks — Create Quote, Create Job, Create Invoice, Assign Shift,…

2 min read

Dashboard

Restore a deleted record

Deleted records in MyApprentice are kept and can be restored from the Deleted Items sub-page of Document History. All restorable object typ…

2 min read

Dashboard

Review notifications

Notifications in MyApprentice surface in two places — the Needs Your Attention card on the dashboard (priority items waiting on your action…

2 min read

Dashboard

Review your attention items at login

When you sign in each day, the dashboard's Needs Your Attention card shows the items you should action — unassigned shifts, overdue schedul…

2 min read

Dashboard

Review your Needs Your Attention items

Needs Your Attention is the prioritised action list on your dashboard. It highlights everything in MyApprentice that is waiting on you to m…

3 min read

Dashboard

View Document History

Document History is the platform-wide audit trail of every action performed in MyApprentice — sent, edited, updated, created, accepted, pai…

3 min read

Invoicing & Payments

Connect Xero

Connecting Xero links your MyApprentice business to a Xero organisation so you can push invoices across to your accountant's books. The con…

2 min read

Invoicing & Payments

Connect Xero (optional)

Connecting Xero links your MyApprentice business to a Xero organisation so invoices can be pushed across to your accountant's books. Connec…

1 min read

Invoicing & Payments

Create an invoice

An invoice in MyApprentice bills the client for completed work. You can create one in three ways — from an accepted quote (quote lines, cli…

3 min read

Invoicing & Payments

Create and send an invoice

An invoice bills the client for completed work. As a Finance user you can create one in three ways — from an accepted quote (quote lines, c…

3 min read

Invoicing & Payments

Create and send the invoice

An invoice bills the client for completed work. Create one from an accepted quote (quote lines, client, pricing carry across), from a compl…

2 min read

Invoicing & Payments

Edit and send an invoice

A draft invoice is the place to review and adjust everything that will land in the client's inbox — line items, materials, labour, totals,…

3 min read

Invoicing & Payments

Invoice management

Invoice management is the Finance overview of how invoices move through MyApprentice — from creation, to send, to payment recording, to Xer…

3 min read

Invoicing & Payments

Mark an invoice as paid

Once you receive payment for an invoice from outside an integrated payment provider — for example a bank transfer, cash, or a manual card p…

3 min read

Invoicing & Payments

Push an invoice to Xero

Once Xero is connected, you can push individual invoices from MyApprentice into your Xero organisation so they appear in your accountant's…

4 min read

Invoicing & Payments

Review Xero sync and resolve errors

Each invoice you push to Xero carries a sync status — Synced, Not synced, or Failed. When something goes wrong (an invalid account code, a…

3 min read

Invoicing & Payments

View jobs and quotes for invoicing context

Finance has read-only access to Jobs and to the wider Quotes pipeline so you can reconcile invoicing — confirm work was delivered, check wh…

2 min read

Invoicing & Payments

Xero-related tasks

This article is the Finance overview of every Xero workflow you handle in MyApprentice. Finance has access to Xero-related connections and…

2 min read

Jobs

Add internal notes to a job

Internal notes are private information about a job — a lockbox code, a warning about a pet, access instructions, a heads-up for the next wo…

2 min read

Jobs

Add Job To-Do's and internal notes

Job To-Do's are whole-job tasks the team needs to perform — for example "Pre-site setup", "Test power isolation", "Photograph completed wor…

3 min read

Jobs

Add Shift To-Do's (task instructions for workers)

Shift To-Do's are the visit-specific task instructions a worker should complete on the day. They are different from Job To-Do's (which appl…

2 min read

Jobs

Complete a job

Completing a job closes the work in MyApprentice and moves it to Ready to be invoiced. As a Supervisor you are one of the two roles (with B…

2 min read

Jobs

Create a job

A job is the unit of billable work for a client. As a Supervisor you can create a job manually (for work taken in by phone or smaller tasks…

2 min read

Jobs

Create a job manually

Not every job comes from a quote. Sometimes you take work in by phone, agree the price separately, or run smaller tasks that do not need a…

3 min read

Jobs

Create a job manually

Not every job comes from a quote. Sometimes work is taken in by phone, agreed without a formal quote, or covers smaller tasks. Create a job…

1 min read

Jobs

Mark a job complete

Marking a job complete closes the work in MyApprentice and moves it to Ready to be invoiced. Before completing, you review the job — intern…

3 min read

Jobs

Mark a job complete

Marking a job complete closes the work and moves it to Ready to be invoiced. As a Sole Trader you finalise your own jobs — there is no Supe…

2 min read

Jobs

Review job progress and shift status

Reviewing job progress and shift status is your daily way of seeing where every active job is up to — what is scheduled, what is in progres…

2 min read

Materials & Suppliers

Apply a supplier invoice to inventory

Once a supplier invoice is uploaded and extracted, you review the extracted lines, match them to materials in your library, fix any unit co…

3 min read

Materials & Suppliers

Create and manage materials

The Materials library is the central record of every product, part, or consumable your business uses on jobs. A material record holds the n…

3 min read

Materials & Suppliers

Create and manage materials

The Materials library is the central record of every product, part, or consumable you use on jobs. A material record holds name, descriptio…

2 min read

Materials & Suppliers

Manage suppliers

The Supplier Library is your central record of every supplier your business orders from. Add new suppliers, edit existing ones, and delete…

2 min read

Materials & Suppliers

Supplier invoice review

Supplier invoices are the documents your business receives from suppliers for materials or services purchased. Finance has view-only access…

2 min read

Materials & Suppliers

Upload a supplier invoice

A supplier invoice is what you receive from a supplier for materials or services you have bought. MyApprentice supports uploading a supplie…

3 min read

Materials & Suppliers

Upload a supplier invoice

A supplier invoice is what you receive from a supplier for materials or services you have bought. MyApprentice supports uploading a supplie…

2 min read

On-Site Work

Add notes

Shift notes are how you capture progress, observations, and issues against the shift you are working. Use a note for anything your Tradie,…

2 min read

On-Site Work

Add photos

Photos save against the shift and become part of the job record. Use them for before/after shots, installation evidence, signed paperwork,…

2 min read

On-Site Work

Add shift notes

Shift notes are how you capture progress, observations, and issues against the shift you are working. Use a note for anything the office or…

2 min read

On-Site Work

Check today's shift at the start of the day

Your day starts on the Dashboard. The schedule stream shows today's assigned shifts in the order you are working them. Use this view to con…

2 min read

On-Site Work

Clock in and out

Clocking in creates a timesheet entry for the shift; clocking out closes the entry. Use this to record your time accurately — your timeshee…

2 min read

On-Site Work

Complete the Shift To-Do checklist

Shift To-Do's are the visit-specific task list your Supervisor or Business Owner has set against your shift — for example "Test power isola…

2 min read

On-Site Work

Do the work and record it

When you are on site, MyApprentice is where you record what you did — clock in, tick Shift To-Do's, add notes, upload photos, clock out. Ev…

2 min read

On-Site Work

Mark the shift complete

Marking the shift complete is your signal that the on-site work for this visit is finished — Shift To-Do's ticked, photos uploaded, notes a…

2 min read

On-Site Work

Record your time

Clocking in creates a timesheet entry for the shift; clocking out closes the entry. Your timesheet for the week is built from these entries…

2 min read

On-Site Work

Review shift details before attending site

Before you head out, open the shift card and do a pre-arrival review — confirm the client, the location, the work scope (Job description an…

2 min read

On-Site Work

Upload photos and evidence

Photos and evidence — before/after shots, signed paperwork, installation photos — save against the shift and become part of the job record.…

2 min read

On-Site Work

View your assigned shifts

Your Dashboard shows the shifts your Supervisor or Business Owner has assigned to you. Use it to start the day, plan ahead, and confirm whe…

2 min read

On-Site Work

What to do if your work is missing or not visible

As an Apprentice you have a tight, assigned-only view of MyApprentice. If you cannot see a shift, a job, a client, or a quote you expected…

3 min read

On-Site Work

What to do when your work could not be completed

Sometimes work cannot be completed at a single visit — parts are missing, the site is not ready, the customer needs to make a decision, the…

2 min read

On-Site Work

What to do when your work is complete

At the end of your shift, you need to leave the shift card in a clear state so your Tradie, Supervisor, and the office team know what happe…

2 min read

Quotes

Create a job from an accepted quote

Once the client has accepted a quote, you turn it into a job to actually deliver the work. A job carries the client, scope, materials, and…

3 min read

Quotes

Create a job once the quote is accepted

Once a quote is accepted, turn it into a job to actually deliver the work. The job carries the client, scope, materials, and pricing across…

2 min read

Quotes

Create a quote or invoice

As a Supervisor you can create, edit, and send both quotes and invoices. Quotes price the work for the client; invoices bill the client onc…

3 min read

Quotes

Create and send a quote

A quote is the priced proposal you send to a client for work. In MyApprentice a quote captures the client details, site address, work descr…

3 min read

Quotes

Edit a quote

You can edit a quote in MyApprentice before or after sending — the rules change with the status. Draft quotes are fully editable. Sent or e…

3 min read

Quotes

Generate a quote PDF

A quote PDF is a branded, printable version of your quote, ready to share via email, an external messaging app, or as a hard copy. The PDF…

2 min read

Quotes

Handle an expired quote

A quote moves to Expired status automatically once the validity period set in Business Settings passes without client acceptance. An expire…

2 min read

Quotes

Record quote acceptance

A quote moves to Client Accepted when the client agrees to proceed — through the Client Portal, by replying "I accept" to the quote email,…

2 min read

Quotes

Record quote acceptance or rejection

A quote moves to Client Accepted once the client agrees to proceed — either through the Client Portal, by replying "I accept" to the quote…

3 min read

Quotes

Set quote validity and reminder defaults

Quote validity controls how long a quote is valid for before it moves to Expired status. Quote and invoice reminders chase clients automati…

3 min read

Scheduling

Assign a worker to a shift

Assigning a worker is the action that takes a shift from Needs Worker to a job with a name against it. As a Supervisor you assign workers a…

2 min read

Scheduling

Create multi-day or recurring shifts

A multi-day schedule block books a single piece of work across several days — for example a three-day renovation visit on the same site. Re…

2 min read

Scheduling

Delete a scheduled shift

Delete a scheduled shift when the work is no longer needed and the shift has not yet started. As a Supervisor you have full delete access o…

2 min read

Scheduling

Edit a shift

Use this article when the date, time, shift type, or other shift details need to change. All edits happen from the shift detail panel, reac…

2 min read

Scheduling

Edit, reassign, or delete a shift

Plans change. Use this article when you need to move a shift to a different date or time, hand it to a different worker, add another worker…

3 min read

Scheduling

Open today's scheduled work

Opening today's scheduled work is your morning kick-off — check who is doing what, confirm coverage, spot any unassigned shifts, and make a…

2 min read

Scheduling

Reassign a shift

Reassign a shift when a worker is unavailable, workload needs rebalancing, or you need to add another worker to the same shift. As a Superv…

2 min read

Scheduling

Schedule a shift

Scheduling a shift books work into the calendar — date, start and end times, shift type, and the team member(s) assigned to deliver it. A s…

2 min read

Scheduling

Schedule your own shift (optional)

Putting work into the schedule is optional for a Sole Trader. You can do it for your own visibility — to see today/this week/this month on…

2 min read

Scheduling

View the schedule board

The Schedule board is the live view of everything booked across your business. It supports five views — Day, Week, Month, Team, and Person…

2 min read

Team Management

Admin — Help Centre Index

This index lists every Help Centre article written for the Admin role, in the order an Admin would typically use them. Use it as your map f…

3 min read

Team Management

Admin — Manage Your Own Profile

As Admin you can update your own profile from the Users section, where every user in the business — including yourself — is listed. Use thi…

2 min read

Team Management

Admin — Role overview

Admin is the back-office role in MyApprentice. As an Admin you run the day-to-day office work — clients, jobs, quotes, invoices, supplier p…

4 min read

Team Management

Apprentice — Help Centre Index

This index lists every Help Centre article written for the Apprentice role, in the order an Apprentice typically uses them through a workin…

1 min read

Team Management

Apprentice — Role overview

Apprentice is the most restricted role in MyApprentice. As an Apprentice you see and work on the shifts your Supervisor or Business Owner a…

3 min read

Team Management

Business Owner — Help Centre Index

This index lists every Help Centre article written for the Business Owner role, in the order a Business Owner would typically use them. Use…

4 min read

Team Management

Business Owner — Manage Your Own Profile

As Business Owner you can update your own profile from the Users section, where every user in the business — including yourself — is listed…

2 min read

Team Management

Business Owner — Role overview

The Business Owner is the most senior role in a MyApprentice team business. You have full administrative access: you control the business p…

4 min read

Team Management

Delete or restore a team user

Delete a team user when they leave the business or no longer need access. The deleted user can no longer sign in, but the record is kept an…

2 min read

Team Management

Edit a user or change a role

Once a user is in your business, you can edit their profile details and change their role at any time. Role changes are an MFA-gated action…

2 min read

Team Management

Finance — Help Centre Index

This index lists every Help Centre article written for the Finance role, in the order a Finance user typically uses them. Finance is the fi…

1 min read

Team Management

Finance — Manage Your Own Profile

Keep your own contact details, password, and security settings up to date from the Users section. This is the same place team users are lis…

1 min read

Team Management

Finance — Role overview

Finance is the financial-operations role in MyApprentice. As a Finance user you handle accounting, Xero, financial exports, profit and marg…

3 min read

Team Management

Invite a team member

Inviting a team member adds them to your MyApprentice business with a specific role — Supervisor, Admin, Finance, Tradie, or Apprentice. Th…

2 min read

Team Management

Manage your own profile

The Account tab in Business Settings is where you manage your own account, including the option to delete your own account. The Users area…

1 min read

Team Management

Resend an invitation or handle a seat limit

An invitation that has not been accepted sits in Pending Invites on the Users page. You can resend the invitation email at any time. If the…

2 min read

Team Management

Sole Trader — Help Centre Index

This index lists every Help Centre article for the Sole Trader role, in the order you typically use them. Sole Trader is single-operator mo…

2 min read

Team Management

Sole Trader — Role overview

Sole Trader is single-operator mode in MyApprentice. You run the whole business yourself — setup, clients, quoting, jobs, doing the work on…

3 min read

Team Management

Supervisor — Help Centre Index

This index lists every Help Centre article written for the Supervisor role, in the order a Supervisor would typically use them. Use it as y…

2 min read

Team Management

Supervisor — Manage Your Own Profile

Keep your own name, contact details, password, and security settings up to date from the Users section. The same flow used to view team use…

1 min read

Team Management

Supervisor — Role overview

Supervisor is the delivery role in MyApprentice — the person who runs day-to-day work on the ground. You schedule and assign shifts, brief…

4 min read

Team Management

Tradie — Help Centre Index

This index lists every Help Centre article written for the Tradie role, in the order a Tradie typically uses them through a working day. Us…

1 min read

Team Management

Tradie — Role overview

Tradie is the field role in MyApprentice. As a Tradie you do the on-site work — turn up to your assigned shifts, clock in and out, work thr…

3 min read

Time & Payroll

Create a manual timesheet entry

A manual timesheet entry lets you add time you forgot to clock for, or fix an entry that's wrong. Use this when you forgot to clock in/out,…

2 min read

Time & Payroll

Export payroll

The payroll export pulls approved timesheets into a format you can use in your payroll system. Only approved timesheets are exported — anyt…

2 min read

Time & Payroll

Review and approve a timesheet

Approving a timesheet confirms that the hours an employee has submitted are correct and signals that the time is ready for payroll. As the…

2 min read

Time & Payroll

Review submitted timesheets

Approving a timesheet confirms an employee's hours are correct and signals the week is ready for payroll. As a Supervisor you are one of th…

2 min read

Time & Payroll

Submit your timesheet

At the end of the week, submit your timesheet so your Supervisor or Business Owner can approve it for payroll. The timesheet is built from…

2 min read

Time & Payroll

Timesheet review

Finance reviews submitted and approved timesheets to confirm hours and job allocation before payroll runs. You cannot approve or unapprove…

2 min read

Time & Payroll

Unapprove a timesheet

If you have approved a timesheet week and need to reverse the approval — usually because you spotted an error or the employee found a corre…

2 min read