About Tasks
Tasks are internal work items your firm uses to deliver client services (e.g., 1040 returns, payroll, monthly bookkeeping). They help you assign work, track progress, and keep deadlines visible.
Table of Contents
Task Types
Task (parent task): The main job you’re doing.
Subtask: A step under a parent task; breaks work into smaller, trackable actions.
Client Request: A client-facing to-do sent via the Client Portal for collecting info/docs or approvals. (Clients don’t see your internal Tasks/Subtasks—only Client Requests.)
Examples: 1040 Return, W-2 processing, Payroll, Monthly Bookkeeping, or even internal clean-up reminders.
Create a Task
Click the Global + button.
Select Create Task (a Task window opens).
Enter a Task name (required).
Dynamic Naming (Placeholders)
Use placeholders to make recurring names unique and easy to find.
In the Task name field, click + to add placeholders (search or scroll).
Examples:
{{clientname}}and{{currentmonthandyearnum}}.When you create the task, placeholders resolve to live values (e.g., client name + current month/year).
Task Options (Client, Assignees, Budget, Priority, Description)
Client: Link the work to a client record.
Assignees / Roles: Assign team members (and/or roles) to the task.
Budget hours: Set expected effort for tracking & capacity.
Priority: No priority, Low, Medium, or High.
Description: Internal context/instructions.
Task Statuses
Statuses show progress (e.g., In progress, On hold, With client, Completed).
Click the Status dropdown to select or Add custom status (e.g., “Ready”).
Choose a name and color; add as many as your workflow needs.
Dates: Fixed vs. Relative
Setting Start and Due dates is optional but recommended for planning.
Fixed date: Pick a calendar day (great for hard deadlines like April 15).
Relative date: Define a rule that sets the date based on another date or an event.
Start date: Based on a status change event (e.g., 3 days after status changes to With client).
Due date: Based on before/after another date (like Start date) or a status change event (e.g., 3 weeks after Start).
Ensure the anchor (e.g., Start date) exists, or the relative rule won’t apply.
Recurring Tasks (Overview)
Use recurrence for work that repeats (weekly client calls, monthly books, annual filings).
In Dates/Recurrence, choose when to recreate the task (e.g., after completion or on a scheduled cadence) and select Daily/Weekly/Monthly/Yearly.
Configure the pattern to match your workflow. (See the Recurring Tasks article for scheduler details.)
Enhanced Scheduling (Beta)
We’ve released new, more flexible recurrence settings in beta.
To enable: Go to Settings > Experimental Features and toggle on Recurring Task Schedule Beta.
Once enabled, you’ll see additional options for monthly, quarterly, and annual recurrences, with more granular due-date and creation rules.
👉 For a step-by-step guide to turning on the beta and using the enhanced recurrence options, view this article!
Tax Preparation Fields
Toggle Tax prep fields to add:
Tax year
Return type (helps filter/organize tax work, especially during busy season).
Reminders, Files, and Automations
Reminders: Send internal notifications based on a date (Once or repeating).
Files: Attach reference docs or workpapers (new upload or existing file).
Automations: Define condition → action rules (e.g., when status changes, set next status; when a date approaches, notify assignees; send a client email).
Subtasks & Client Requests
Subtasks: Build the internal sequence (e.g., Collect docs → Review docs → Prepare return).
Client Requests: Send client-facing steps (e.g., request signatures or document uploads).
You can create any number of subtasks and client requests under a Task. Some Tasks won’t need subtasks—use what fits the job.
Save & Go to the Task Workspace
Click Create and Manage to save and open the Task Workspace, where you’ll track time, collaborate in comments, manage files, and adjust settings as work progresses.
Need Help?
Contact Support or ask Penny, our AI Support Bot, for assistance.