Bookkeepers Client Task Management
This article is for users of the Client Bookkeeping Portal, and explains how to use the task management tool.
For portal users within ExpensePlus, there's a brilliant, free, easy-to-use task management tool. It enables you to efficiently manage recurring and one-off tasks for all the clients that you work with, with the option to assign tasks to different members of your team and track progress. In addition, template task sets enable you to generate tasks for the coming month, or for a specific workflow or project, at the click of a button.
If you are a regular ExpensePlus user (not an Independent Examiner or External Bookkeeper) go to this article about the Task Management Module within ExpensePlus.
In this article:
Summary of Tasks
On the main screen in the portal, each of your team members can see a summary of the tasks assigned to them for that week, as well as any overdue tasks. They can also click to view the tasks related to a particular client.
Task Management screen
The Task Management screen displays tasks per client. Filters at the top of the screen enable you to select which tasks are displayed.
- Client - To view a different client, click on the 'Client' dropdown and select the client whose tasks you wish to view.
- Date Range - Click on the 'Date Range' dropdown to view tasks for 'This Week', 'This Month', 'This Year' or 'All Years'.
- Status - The 'Status' filter defaults to show 'All Tasks'. Click on the dropdown and select 'Overdue Only' to view only tasks that are overdue, or 'Hide completed' to hide completed tasks.
- Assignee - Click on the 'Assignee' dropdown to view tasks assigned to specific members of your team.
Adding tasks
To add a new task, click the 'Add New Task' button at the top of the screen.
If you are adding recurring tasks - for example, monthly finance tasks, or tasks within a workflow such as Independent Examination tasks - you are best to use the 'Generate Next Set of Tasks' (see the specific section later in this article).
When adding a task, you will need to enter a task name, select a task date, select an assignee (the person who will do the task), and you can add any notes (optional).
To make a task private (so that no other users can see it), click this option under the 'visibility' heading.
If you click the 'Link' checkbox, you will be able to link the task to the relevant module within ExpensePlus. For example, if the task is 'Check Receipts', you can link it to the Receipts module, enabling the assignee to go directly to that screen when they click on the task. As well as linking to modules within ExpensePlus, you can also link to external websites.
Actioning a task
If a link has been provided for a task, then you can simply click on the task link to go to the module or external website associated with that task e.g. if the task is to 'Check Receipts,' then clicking on the task would take you to the Receipts module for that client within ExpensePlus.
To mark a task as complete, simply click on the 'Status' checkbox.
Editing a task
To edit a task or to add a note, click the Edit button (pencil icon) to the right of the task. This option enables you to amend the date of a task, or assign the task to another team member.
Managing Template Task Sets
Template task sets provide a quick and efficient way to add recurring tasks - for example, monthly finance tasks, or tasks within a workflow such as Independent Examination tasks.
You can associate Template task sets with a particular client, or you can use them for multiple clients.
To view/add/edit template task sets, click the 'Manage Template Task Sets' button at the top of the screen. Any task sets already created will be displayed on the Manage Template Task Sets screen.
Adding a Template Task Set
To add a new task set, click the 'Add Template Task Set' button at the top of the screen. Task sets can be set to be 'private'. If you select this option, the task set will be visible only to you. Typically, however, you will want task sets to be visible to other users (rather than private).
Once a task set has been created, it is not possible to change whether it is private.
Editing a Template Task Set
To edit the task set - for example, to update the name, the default start date, or the 'client' with which a task set is associated - click the 'Edit' button (pencil icon) to the right of the task set.
The 'default start date' enables you to specify a default start date. For example, if the first task in the task set is your 'weekly receipt check' which you always do on the first Tuesday of a month, you should set the default start date as 'first Tuesday of the month'.
- To deactivate a task set, click the Deactivate button ('x' icon) to the right of the task set. Then click the 'Manage Deactivated' button at the top of the screen to view deactivated task sets. Task sets can only be deleted if there are no tasks associated with the task set.
- To view or edit tasks associated with a task set, click on that task set. To add tasks, click the 'Add Template Task' button or click the 'Copy' button to the right of an existing task that is part of the template task set. You can also edit and delete template tasks.
Generating Next Set of Tasks
To generate your next set of tasks - for example, the next month's finance tasks for a particular client - first ensure that you have selected the correct client, then click the 'Generate Next Set of Tasks' button.
Select the task set from which you wish to generate tasks. If a default start date hasn't been specified, you will also need to select a start date.
If you create a task set with the visibility set to 'private', only you will see this task set in the list of template task sets.
The pop-up will then display the tasks that are part of the template task set, enabling you to alter the start date if it isn't correct, and to deselect any tasks that you don't wish to be added.
Once you are happy, click 'Submit' to add tasks.
Frequently Asked Questions (FAQs)
Can my clients see the tasks within our portal?
No, only users within your team can see the tasks in your portal, and each team member (user) can only see the clients that they have been given access to view.
My client is saying that I haven't done the tasks assigned to me
Most likely, your client has set up tasks within their own task management module in ExpensePlus (which is different), and they have assigned tasks to you within that. We'd recommend that your clients don't assign you tasks from within their task management module in ExpensePlus (because you have your own separate task management tool for managing ALL of your clients).
The task management tool within your portal does not link with the task management module that each of your clients has within ExpensePlus.
When I click on a task, it takes me to the wrong place
To update the link associated with a task, just click the 'Edit' button (pencil icon) to the right of the task - see Editing a task.
If the task is part of your template task set, it could be a good idea to update the template task set too, in order to ensure future generated tasks have the correct link - see Editing a Template Task Set.