How to create a work plan for my client?
TL;DR: Work plans organize all recurring tasks for a client. Create them from pre-made templates, existing client plans, custom templates, or from scratch, then set bulk start dates and approve to activate.
Who can do this
Company owners and main users
Clients must already be added to Uku with contact persons and users configured
Overview
Work plans organize all recurring tasks for a client -- from monthly bookkeeping to annual tax returns. Using templates saves hours of setup time and ensures consistent service delivery across your client base.
You can create work plans from scratch for every client, but we recommend using templates instead to save time. Templates ensure consistency and make it easy to apply process improvements to multiple clients at once.
How to add a work plan to a client
Open the client profile.
Navigate to the Plan view.
Choose one of the four methods below to create the plan.
4 ways to create a work plan
1. Choose a pre-made template developed by accountants
In the client's Plan view, click Choose template.
Select a pre-made work template from the list.
Uku provides industry-standard templates for common accounting workflows. These templates are built by experienced accountants and include typical tasks for different client types.
2. Use an existing client's plan as a template
In the client's Plan view, click Choose a template.
Select existing client tasks plan.
Click Jobs and switch to Clients.
Select the client whose plan you want to replicate.
This option is useful when you have a similar client whose workflow you want to replicate. Choose the client whose plan best matches your needs.
3. Create a new template according to your business needs
Navigate to Settings & Apps, then open the Tasks app.
Create your custom template there.
Building custom templates lets you standardize unique workflows specific to your practice. Once created, these templates are available company-wide.
Tip: To streamline in-house workflows, add your templates under the company account so all employees can use them.
4. Create a new plan from scratch
In the client's Plan view, click Add a task.
Configure each task individually with custom settings.
This method works best for unique, one-time client situations that do not fit existing templates.
Setting task start dates in bulk
When creating a client plan from a template, you can set start dates for all recurring tasks at once. This ensures tasks begin generating from the correct period without manually adjusting each task.
How to set bulk start dates
After selecting your template, locate the Repeat tasks from section.
Choose when you want tasks to begin generating:
Start of current month (default)
Start of next month
Start of specific quarter
Custom date via the calendar picker
This setting applies to all weekly, monthly, quarterly, and annual recurring tasks in the plan.
Review and customize your plan
After selecting a template or an existing client plan, review the pre-entered information and add or remove tasks as needed.
What to check before approving
Before approving a task plan, go through each task and verify:
Task titles and checklists are correct -- ensure terminology matches your client's industry
Assigned users are appropriate -- change task assignees as needed
Start dates and deadlines are accurate -- adjust timing for client-specific requirements
Task topics are set correctly -- proper categorization helps with reporting
Customization options
Add tasks by clicking + Add task
Remove tasks by unchecking them
Edit individual task details
Adjust recurrence patterns
Change assigned users
Approve the work plan
Once the tasks have been adapted to your business, click Confirm task plan.
After approval, tasks are transferred to the client's profile and appear on assigned users' dashboards according to their start dates.
Updating existing plans from template changes
When you improve a task template, you can push those changes to existing client plans. This ensures all clients benefit from your refined workflows without recreating their plans.
What you can update
Push template changes to client plans for:
Task titles and descriptions
Checklist items
Assigned topics
Time estimations
Email automations
Recurrence patterns
How it works
Edit your template in Settings & Apps > Tasks > Templates.
When saving, choose which clients to update.
Select which task items to change.
Set the date from which updates should apply.
Confirm and apply the changes.
Important: Template updates overwrite custom changes made directly to client tasks. Review carefully before confirming.
Learn more: How to Update Client Tasks from Template Changes
FAQ
Q: What is the difference between a template and a client plan?
A: A template is a reusable master copy. A client plan is the active set of tasks created from that template for a specific client. Templates live in Settings & Apps, while plans live on each client's profile.
Q: Can I use multiple templates for one client?
A: Yes. You can combine templates when creating a plan, or add tasks from different templates later using Edit plan > + Add task.
Q: What happens if I do not set a start date when creating the plan?
A: Tasks default to start from the beginning of the current month. Monthly tasks appear starting this month, quarterly tasks from this quarter, etc.
Q: Can I change start dates after creating the plan?
A: Yes. Edit individual tasks or use bulk actions to adjust start dates for multiple tasks at once. However, setting the correct start date during plan creation saves time.
Q: If I update a template, do all client plans using it update automatically?
A: No. You control when and how template changes roll out. When you save template edits, you choose which clients to update and confirm before changes apply.
Q: Can I create a plan for a future start date?
A: Yes. Use the Start tasks from selector to choose a future month or quarter. Tasks will not generate on dashboards until that period arrives.
Q: What if my client needs tasks that do not fit any template?
A: You can create a plan from scratch using Add task, or start with the closest template and customize it. For frequently used custom workflows, consider creating a new company template.
Q: Can I copy a plan from one client to another?
A: Yes. When creating a new client's plan, choose Existing client tasks plan and select the client whose plan you want to copy. All tasks, recurrence patterns, and settings transfer to the new client.
Q: Do start dates work differently for different recurrence types?
A: Yes. Weekly tasks start from the selected week, monthly from the selected month, quarterly from the selected quarter, and annual tasks from the selected year. One-time tasks use their individual start dates.
Q: What happens to tasks already on the dashboard if I change the plan?
A: Existing dashboard tasks remain unchanged. Plan edits affect future recurring task generation. To remove current tasks, delete them from the dashboard or client plan separately.
Troubleshooting
Template does not appear in the template list. Ensure the template was saved in Settings & Apps > Tasks > Templates. Only company-level templates appear for all users; personal templates are visible only to the creator.
Tasks are not appearing on users' dashboards after approval. Check that the task start dates have been reached. Tasks only appear on dashboards when the current date falls within or after the configured start date.
Bulk start date setting does not apply to all tasks. The bulk start date applies only to recurring tasks. One-time tasks retain their individually set start dates.
Template updates did not propagate to a specific client. When saving template edits, verify that the client was selected in the update list. Archived projects are excluded from template updates by default.