Getting started with Uku - for the manager
TL;DR: This guide walks you through setting up Uku for your accounting firm, from inviting your team and importing clients to configuring task plans, email templates, billing, reporting, and monitoring.
Who can do this
Account owners or users with Admin rights in Uku
If you have not yet created an account, create one here (takes about one minute)
Uku helps you manage your workflow, get an overview of work status, automate billing and emails, and keep your clients, members, and tasks organized in one place.
1. Add your team to Uku
Invite your teammates and assign their permission levels:
Member -- sees only the clients assigned to them.
Admin -- sees all of the company's clients.
If you invite members first, you can assign them directly to clients during the import step.
2. Set up your client data
Before importing clients, create the custom fields and groups you need so all client information is structured from the start.
Create client fields -- fields for the client as a company.
Create contact fields -- personal fields for client contacts.
Create contact roles -- contact role in the company or job title.
Create client groups -- group clients by service type, contract type, or other criteria.
3. Import clients
Depending on the number of clients, they can be added individually or using XLSX import for a larger client base.
We strongly recommend adding the clients' registry number with the first entry. All future updates are synced by that number.
Import clients from accounting software
You can still add custom fields after import. If you created a custom field for the client's default member, you can also import that information.
4. Set up task information
Tasks can include custom fields that are useful in monitoring, reporting, and billing. If you use an accounting program, create all the fields you need so data can be imported.
5. Set up email templates
Save time by creating templates for emails you frequently send to clients. Templates can be attached to tasks and automated based on different rules.
Set up the email app -- add all necessary company email addresses.
Create email templates -- add translations for different clients. Uku selects the correct language template based on the language set on the client card.
6. Set up workflows
Create a task plan that outlines recurring work for each client. Uku includes 4 task templates developed by accountants that you can use as a starting point.
Before approving a task plan:
Review each task separately.
Assign a responsible person for each task.
Verify the task checklist.
Set a start date and deadline for the work.
You can create templates for company-specific tasks (service-specific, industry-specific, or other specifics) and add or replace templates individually or in bulk for clients.
7. Adjust company settings
Review and modify the company settings on the account data page to match your needs.
Additional features
Beyond workflow management, Uku offers additional capabilities you can enable when you are ready.
Billing
Billing automates invoicing for your clients. Set up a system that makes monthly invoicing quick and easy, regardless of pricing structure.
Before setting up billing, create your products in Uku. A product can be:
A service
A piece (for example, entries)
By time
A combination of time and amount
Contract templates simplify client billing setup because you can create templates and add them to clients instead of configuring contracts manually for each client.
Report
Evaluate client profitability and work productivity with Uku's reports. Reports provide an overview of work based on time, member, client, status, or topic. You can save frequently used filtered reports (e.g., last month's delayed tasks). Reports have three layers: overall, task, and time.
Monitoring
Uku's monitoring tool lets you observe client agreement fulfillment and your real workload by automatically comparing agreed-upon versus actual work volume.
Additional resources
Knowledge base -- learn all the features to master Uku for your team.
Blog -- articles, case studies, and webinars to help you better understand Uku.
Contact us -- reach our support team via the chat widget in Uku.
Troubleshooting
I invited a team member but they cannot see any clients.
Members only see clients assigned to them. Go to the client profile and add the member, or change their role to Admin if they need access to all clients.
My XLSX import failed or clients are missing data.
Ensure the registry number column is filled in for every client. Uku uses this number to match and sync records. Also verify that all required custom fields exist before importing.
Task plans are not generating tasks for a client.
Confirm that the task plan has been approved (not just created). Review each task within the plan to ensure start dates and deadlines are set correctly.
Email templates are sending in the wrong language.
Check the Language field on the client card. Uku selects the email template translation based on this setting. Update it to match the client's preferred language.