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Getting started with Uku
Getting started with Uku - for the manager
Getting started with Uku - for the manager

You have an overview of tasks, clients, members and billing - all in one place!

Rain avatar
Written by Rain
Updated over a week ago

You're a real superhero! Being a manager is difficult - the responsibility for clients and employees is stressful. This is especially true if no good overview tasks are performed and time is spent by the employees.

Our goal is to help you have a clear picture of your work. Manage your workflow, give you an overview of the work status in just a few clicks, automate billing and emails, and ensure your workdays are stress-free. In Uku, your work, clients, and members are organised in one place. Creating, sharing, and tracking tasks is quick and easy. Start using Uku by following the steps below.

If you haven't joined Uku, creating an account only takes a minute.

1. Add your team to Uku

Invite your teammates to Uku and assign their rights.

  • A member will see the clients assigned to them.

  • An admin will see all of the company’s clients.

If members have previously been invited to Uku, it is efficient to immediately assign tasks to the right member when adding a customer.

2. Set up your client data

Under the client profile, you can add the necessary notes and documents so all client-related information is in one place and visible to all employees connected to the client.

Add custom fields specific to your company for a quick and easy client import.

  1. Create client fields - fields for the client as a company.
    a. Create contact fields - personal fields for client contact.

    b. Create contact roles- contact role in the company, job title.

  2. Create client groups - field to group clients by service-based, contract type, etc.

3. Import clients

Depending on the number of clients, they can be added individually or by using XSLX import, which is useful for a larger client base.

Add the necessary notes and documents under the client profile. This way, all client-related information is in one place and visible to all employees connected to the client.

We recommend strongly adding the clients' registry number with the first entry. All updates are synced by that number.

At that point, custom fields can still be added if necessary.

If you have created a custom field for the client's default member, you can also import that info.

4. Set up task info

Tasks can be specified by custom fields that will be useful in monitoring, reporting and billing. If you use an accounting program, create all the fields that you need info to be imported from.

Created fields can be easily added to any task.

5. Set up email templates

If you constantly have to send emails with similar content to clients, save time by creating email templates. By creating templates for most common emails, you can attach them to tasks and add automatisation based on different rules.

  1. Set up the email app
    a. Add all necessary company emails to the app.

  2. Create email templates - Add translations for different clients. Uku will choose the right language template based on the language selection on the client card.

6. Set up workflows

After adding a client, the next step is to create a task plan that outlines the tasks that must be performed for the client. Uku has 4 task templates developed by accountants that you can use as a base.

Before approving a task plan:

  1. Review each task separately;

  2. Appoint a person for the task;

  3. Check the task checklist;

  4. Add a start and deadline for the work.

You can create templates for company-specific tasks, such as service-specific, industry-specific, or other specifics relevant to a particular client or user. You can add and replace templates individually or in bulk for clients.

7. Adjust company settings

There's a settings block on the account data changing page, which you can modify according to your needs.

In addition to managing your workflow, Uku can do so much more for you! Add some special features anytime you are ready to take the next step.

Billing helps to automate invoicing for customers. Set up a system that makes monthly invoicing as quick and easy as possible, regardless of the pricing.

Set up services

Before setting up billing, you must create your products in Uku. Products are the lines that will form the bill.

A product can be:

  • A service;

  • A piece, for example, entries;

  • By time;

  • A combination of time and the amount.

Contract templates simplify setting up client billing because you don't have to add contacts manually for each client. Instead, you can create contract templates and add them to clients.

Set up billing

You can customise it to your needs to get the best billing.

Evaluate your clients' profitability and work productivity with the help of Uku's comprehensive reports.

Uku's reports give you an overview of your work based on time, member, client, status or topic. You can also save frequently used filtered reports like last month's delayed tasks.

Uku's reports have 3 layers: overall, task, and time.

Uku's monitoring tool is the best way to observe client agreement fulfilment and your real workload.

Uku gives you an automatic comparison between the agreed upon and actual work of volume.

Congratulations! You've taken the first steps to get started with Uku. Now you can start creating and delegating work for your employees.

We are always here for you. For more information, visit our Help Center or feel free to contact us via the chat window if you have any questions!

  • Knowledge base - You are here already, keep reading and learn all the tricks to master Uku for your team!

  • Blog - Articles, case studies, and webinars to help you better understand Uku.

  • Contact us - We are here for you, in the right corner of your window.

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