Why do recurring tasks sometimes not appear in Uku reports or billing, and how can this behavior be managed?
TL;DR: Recurring tasks may not appear in reports or billing because they are still "virtual" (more than 45 days from their due date) or because the billing date setting does not match the current billing period. You can fix this by adjusting billing date settings or converting virtual tasks into real ones.
Who can do this
Company account administrators can adjust general billing settings
Team members with client management permissions can adjust client-specific billing preferences
Any assigned user can manually set the billing date on individual tasks
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. 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 at three levels:
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, you can adjust settings to control the task's billing preferences for that individual client relationship.
Task-specific changes
For any task, you 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 uses a mechanism where "real" tasks are only generated within a specific window: up to 45 days from their due date. Tasks scheduled further out become "virtual" tasks.
Virtual tasks behave as follows:
They appear in a client's task list and calendar
They are not included in reports until they are converted into real tasks
Important: The 45-day window is a system-defined threshold. Tasks outside this window will not appear in reports regardless of other settings.
How to convert a virtual task into a real task
Open the virtual task.
Add an activity or checklist item to the task. This marks the task as in-progress and converts it into a real task.
Alternatively, wait until the task falls within the 45-day generation window, at which point Uku automatically converts it.
This distinction keeps reports concise and focused on immediate obligations. Learn how to get the most out of the Uku Report.
Customization tips
If a recurring task is visible on the calendar but not in reports, check whether it is categorized as a virtual task due to its scheduled date. See also how to manage task visibility.
Modify the task's billing date if it should appear in a specific month's billing report regardless of its start or completion date.
Regularly review client-specific and general billing settings to ensure they align with your reporting and scheduling requirements.
Troubleshooting
Task appears in the calendar but not in billing reports: The task is likely still virtual. Add an activity or checklist item to convert it into a real task, or wait until it falls within the 45-day window.
Task completed in a different month than expected for billing: Manually set the billing date on the task to the correct billing period. This overrides the default start-date-based billing.
All recurring tasks for a client are missing from reports: Check the client card for client-specific billing settings that may be overriding the general company settings.
Billing date setting changed but old tasks unaffected: Changes to general or client-specific billing settings apply to new tasks going forward. You may need to manually adjust the billing date on existing tasks.