Client workflow templates

A client’s Workflow is the complete set of recurring and one-time tasks needed to serve that client — monthly bookkeeping, quarterly VAT returns, annual reports, and everything in between. Build a template once in Settings & Apps → Tasks → Templates, then apply it to any client to set up consistent task plans in seconds. This article covers creating client workflow templates, combining them, and applying them to clients.

• Company Owners and Company Admins can create, edit, clone, and delete workflow templates by default.
• Company Members can create and edit workflow templates when the Users can manage workflow templates setting is enabled in Settings & Apps.
• Applying a template to a client requires access to that client (Company Admin/Owner, or a Company Member with Client Admin permission).

This article covers client workflow templates — recurring and one-time tasks tied to ongoing client service relationships (monthly bookkeeping, quarterly VAT). They live in Settings & Apps → Tasks → Templates.

For finite project templates (audits, special engagements) tied to a Project status flow, see How to create project workflow templates.

Path: Settings & Apps → Tasks → Templates

You have three ways to create a template: upload from Excel, build it manually, or clone an existing one.

1. Prepare your task template in an Excel file. Sample files are available at getuku.com.
2. Click Upload template.
3. In the upload window, drag and drop the file or select it from your computer.
4. The template appears in your list with the upload date and time.

Click the three-dot menu next to any template to rename, duplicate, or delete it.

1. In the Templates section, click + Add.
2. Give the template a descriptive name. Consider creating smaller, modular templates (for example, a separate template for annual reports) rather than one large template that covers everything.
3. Choose whether to use an existing template as a starting point or start from scratch.
4. Add tasks to the template. You do not need to specify a client or member — just fill in task details.
5. Tasks in templates are recurring by default (indicated by a purple header). To add a one-time task, select Does not repeat from the Start/Due date menu.
6. Save the template.

To create a new template based on an existing one:

1. Open the template you want to copy in Settings & Apps → Tasks → Templates.
2. Use the Clone action from the template menu.
3. Uku creates a new template pre-filled with all tasks, recurrence rules, checklists, and dependencies from the original.
4. Rename the clone, adjust tasks as needed, and save.

You can also clone tasks from one client’s workflow into another by switching to the Clients tab in the sidebar of the workflow editor and selecting the source client.

When you open a template (or build a client workflow), the editor has two main areas:

• Template sidebar (left) — browse and select templates, or copy tasks from existing client workflows.
• Task table (right) — all tasks in the current workflow, grouped by recurrence period (weekly, monthly, quarterly, yearly).

The sidebar has two tabs:

• Templates tab — lists Company templates and built-in example templates (country-specific job templates for accounting, payroll, and tax workflows).
• Clients tab — lets you copy task structures from existing client workflows.

Both tabs include a search field. Click a template name (without ticking) to highlight only that template’s rows in the task table.

Tick the checkbox next to a template name to add its tasks to the task table. Tick multiple templates to combine their tasks. Untick to remove tasks from the table.

When you select a template, all its tasks are cloned into the table including their recurrence rules, checklists, descriptions, topics, estimations, and dependency relationships. Task dependencies are remapped automatically — if Task B depends on Task A in the template, that relationship carries over.

This makes it easy to maintain modular templates (for example, separate “Monthly bookkeeping” and “Quarterly VAT” templates) and combine them per client.

Path: Clients → <client> → Workflow

You have three ways to set up a client’s Workflow: apply a template, copy from another client, or add tasks manually.

1. Select Clients from the main navigation.
2. Open the client you want to set up.
3. Select the Workflow tab from the client navigation.
4. Click Choose template.
5. Select a template from the list:
   • Built-in templates — industry-standard workflows built by accountants
   • Your company templates — custom templates created for your practice
   • You can combine tasks from multiple templates
6. Use the Repeat tasks from selector to set when recurring tasks should begin (see “Set start dates by recurrence period” below).
7. Review the task list. Uncheck any tasks you do not need, or click + Add task to add more.
8. Click Confirm task plan to finalize.

After confirmation, all selected tasks appear on the client’s profile and on assigned members’ dashboards according to their start dates and recurrence patterns.

Use this method when you have a similar client whose Workflow you want to replicate, or when setting up multiple clients with identical services.

1. Open the client and select the Workflow tab.
2. Click Choose template.
3. Choose Clients from the template source list.
4. Select the client whose Workflow you want to copy.
5. Set the Repeat tasks from date.
6. Add or remove tasks as needed, then click Confirm task plan.

Use this method when the client has unique requirements that do not fit any template, or when you need just a few specific tasks.

1. Open the client and select the Workflow tab.
2. Click Add task manually.
3. Fill in task details: title, description, start and due dates, recurrence pattern, assigned members, topic, checklist items, and custom fields.
4. Click Add to save the task.
5. Repeat for each additional task.
6. Click Confirm task plan when finished.

The Repeat tasks from panel appears below the task table when applying a workflow to a client. Set custom start dates for each recurrence frequency:

• Weekly — when weekly tasks should begin repeating
• Monthly — when monthly tasks should begin repeating
• Quarterly — when quarterly tasks should begin repeating
• Yearly — when yearly tasks should begin repeating

Only frequencies that exist in the selected tasks are shown. If you leave a date blank, tasks keep their existing start dates from the template. Setting a date recalculates the first occurrence for all tasks of that frequency.

The Repeat tasks from selector also offers quick presets:

• Start of current month (default)
• Start of next month
• Start of current quarter
• Start of next quarter
• Custom date (calendar picker)

One-time tasks are not affected by the Repeat tasks from date — they use their individually set start dates.

Path: Clients

1. Select the clients you want to assign the template to from the client list.
2. Click the Edit jobs button.
3. Choose the template from the list.
4. Save the selection.

This is the fastest way to set up the same template across many clients during onboarding waves or service-package changes.

After confirming a Workflow, you can still add or remove tasks at any time.

1. Go to the client’s Workflow tab and click Edit plan.
2. Select + Add tasks (plural).
3. Choose tasks from your templates.
4. Use the Repeat tasks from dropdown to set when these new tasks begin.
5. Click Confirm.

1. Go to the client’s Workflow tab and click Edit plan.
2. Select + Add task (singular).
3. Fill in task details and set the recurrence.
4. Click Add, then Confirm task plan.

• Recurring tasks generate on dashboards according to their start dates. Future occurrences are created automatically.
• One-time tasks appear immediately on assigned members’ dashboards.
• All Workflow tasks are visible under the client’s Workflow tab. You can edit, add, or remove tasks at any time.
• Editing the Workflow affects future task generation only — tasks already on the dashboard are not changed.

To push template improvements to all clients already using a template, see How to update client tasks from template changes.

Ensure your Excel file matches the expected format. Download a sample file from getuku.com and compare the column structure. Common issues include missing headers, incorrect date formats, or unsupported file types (use .xlsx).

Verify that templates have been added under Settings & Apps → Tasks → Templates. If templates exist but do not appear, check that they are saved under the company account (not a personal account) so all team members can see them.

By default, all template tasks are recurring. To create a one-time task, open the task within the template and select Does not repeat from the Start/Due date menu.

Confirm that the Workflow was finalized by clicking Confirm task plan. Also check that the task start dates have been reached and that the assigned member is active.

Review the Repeat tasks from setting used during Workflow creation. If incorrect, click Edit plan, adjust the start date for the affected recurrence frequency, and re-confirm.

After copying from another client, uncheck any tasks that do not apply before confirming. You can always click Edit plan later to add or remove tasks.

By default, only Company Owners and Company Admins can edit templates. Ask a Company Admin to enable Users can manage workflow templates in Settings & Apps if you need Member-level access.

Dependencies are remapped automatically when selecting a template. If a dependency is missing, check that both tasks (the prerequisite and the dependent task) were included from the same template source.