Why do Recurring Tasks sometimes not appear in Uku Reports or Billing?
Managing recurring tasks in Uku can sometimes result in situations where tasks fail to appear in reports or billing, depending on system settings and task progression.
Fixed-Price Recurring Tasks and Billing Reports
By default, Uku determines the billing report entry for fixed-price recurring tasks based on the task start date. This means that for a task to appear in a billing report, its start and completion dates should ideally fall within the same billing period. However, this behavior is customizable:
General Settings Adjustment: The general company settings in Uku allow you to define whether billing should be based on the task's start date or another date.
Client-Specific Customization: On each client card, settings can be adjusted to control the task's billing preferences to suit individual client relationships.
Task-Specific Changes: For any task, users can manually select the desired billing date to ensure the task appears in reports exactly when needed. This allows flexibility in billing tasks even if they are completed in a different month than their start date.
Virtual Tasks vs Real Tasks in Reports
Uku employs a mechanism where “real” tasks are only generated within a specific window (up to 45 days from their due date). Tasks scheduled for a longer-term become "virtual" tasks that:
Appear in a client's task list and calendar.
Are not included in reports until they are converted into real tasks.
To convert a virtual task into a real task that appears in reports:
Add an activity or checklist item to the virtual task. This marks the task as in-progress and initiates its status as a real task.
Alternatively, ensure that the task falls within the 45-day generation window as defined by Uku.
This distinction ensures a streamlined workflow by keeping reports concise and focused on immediate obligations.
Troubleshooting and Customization Tips
If a recurring task is visible on the calendar but not in reports, check if it is categorized as a virtual task due to its scheduled date.
Modify the task's billing date if it should appear in a specific month’s billing report regardless of its start or completion.
Regularly review client-specific and general billing settings to ensure they align with your reporting and scheduling requirements.