This is the full developer documentation for Uku Help Center # Uku Help > Practice management help for accounting firms. Browse articles in English or Estonian — get started, manage tasks and workflows, bill clients, run reports. # How can we help? Practice management help for accounting firms — available in English and Estonian. Search articles… `⌘ K` ### [Get Started](/en/get-started/) [Set up your account, invite your team, and learn the Uku basics.](/en/get-started/) [9 articles](/en/get-started/) ### [Best Practices](/en/best-practices/) [Proven workflows from busy practices using Uku every day.](/en/best-practices/) [13 articles](/en/best-practices/) ### [What's New](/en/whats-new/) [New features, updates, and improvements in Uku.](/en/whats-new/) [48 articles](/en/whats-new/) ### [Clients & Contacts](/en/clients-and-contacts/) [Add clients, manage contacts, group them, and run AML checks.](/en/clients-and-contacts/) [12 articles](/en/clients-and-contacts/) ### [Tasks & Workflows](/en/tasks-and-workflows/) [Build templates, schedule recurring work, and track every deadline.](/en/tasks-and-workflows/) [32 articles](/en/tasks-and-workflows/) ### [Projects](/en/projects/) [Run finite engagements with statuses, phases, and project tasks.](/en/projects/) [6 articles](/en/projects/) ### [Time Tracking](/en/time-tracking/) [Log billable time, run timers, and review hours.](/en/time-tracking/) [7 articles](/en/time-tracking/) ### [Workforce & Flextime](/en/workforce-and-flextime/) [Flextime agreements, vacations, absences, and workforce planning.](/en/workforce-and-flextime/) [9 articles](/en/workforce-and-flextime/) ### [Billing](/en/billing/) [Invoicing, prepayments, package pricing, and accounting hand-off.](/en/billing/) [31 articles](/en/billing/) ### [Reports](/en/reports/) [Standard reports for revenue, hours, deadlines, and team capacity.](/en/reports/) [11 articles](/en/reports/) ### [BI Analytics](/en/bi-analytics/) [Deep dashboards for profitability, productivity, and capacity.](/en/bi-analytics/) [30 articles](/en/bi-analytics/) ### [Client Portal](/en/client-portal/) [Share tasks, documents, and messages with your clients.](/en/client-portal/) [14 articles](/en/client-portal/) ### [Settings](/en/settings/) [Members, permissions, plan management, and email app settings.](/en/settings/) [14 articles](/en/settings/) ### [Integrations](/en/integrations/) [Accounting connectors, document storage, and the Uku public API.](/en/integrations/) [20 articles](/en/integrations/) [Eesti keeles →](/et/) # 404 > That page doesn't exist in the help center. Try a section below or use search (⌘K / Ctrl+K). · Lehte ei leitud — vali allpool teema või kasuta otsingut. ## Browse popular sections [Section titled “Browse popular sections”](#browse-popular-sections) [Get Started ](/en/get-started/)Sign up, complete the setup wizard, find your way around Uku. [Tasks & Workflows ](/en/tasks-and-workflows/)Daily tasks, recurring work, workflow templates, and the calendar. [Billing ](/en/billing/)Products, contracts, invoices, credit notes, and VAT. [Time Tracking ](/en/time-tracking/)Log billable time, run timers, and review hours. # How can we help? > Help articles for Uku — practice management for accounting firms. Get started, manage tasks and workflows, bill clients, and track work. # How can we help? Practice management help for accounting firms — Uku. Search articles… `⌘ K` ### [Get Started](/en/get-started/) [Set up your account, invite your team, and learn the Uku basics.](/en/get-started/) [9 articles](/en/get-started/) ### [Best Practices](/en/best-practices/) [Proven workflows from busy practices using Uku every day.](/en/best-practices/) [13 articles](/en/best-practices/) ### [What's New](/en/whats-new/) [New features, updates, and improvements in Uku.](/en/whats-new/) [48 articles](/en/whats-new/) ### [Clients & Contacts](/en/clients-and-contacts/) [Add clients, manage contacts, group them, and run AML checks.](/en/clients-and-contacts/) [12 articles](/en/clients-and-contacts/) ### [Tasks & Workflows](/en/tasks-and-workflows/) [Build templates, schedule recurring work, and track every deadline.](/en/tasks-and-workflows/) [32 articles](/en/tasks-and-workflows/) ### [Projects](/en/projects/) [Run finite engagements with statuses, phases, and project tasks.](/en/projects/) [6 articles](/en/projects/) ### [Time Tracking](/en/time-tracking/) [Log billable time, run timers, and review hours.](/en/time-tracking/) [7 articles](/en/time-tracking/) ### [Workforce & Flextime](/en/workforce-and-flextime/) [Flextime agreements, vacations, absences, and workforce planning.](/en/workforce-and-flextime/) [9 articles](/en/workforce-and-flextime/) ### [Billing](/en/billing/) [Invoicing, prepayments, package pricing, and accounting hand-off.](/en/billing/) [31 articles](/en/billing/) ### [Reports](/en/reports/) [Standard reports for revenue, hours, deadlines, and team capacity.](/en/reports/) [11 articles](/en/reports/) ### [BI Analytics](/en/bi-analytics/) [Deep dashboards for profitability, productivity, and capacity.](/en/bi-analytics/) [30 articles](/en/bi-analytics/) ### [Client Portal](/en/client-portal/) [Share tasks, documents, and messages with your clients.](/en/client-portal/) [14 articles](/en/client-portal/) ### [Settings](/en/settings/) [Members, permissions, plan management, and email app settings.](/en/settings/) [14 articles](/en/settings/) ### [Integrations](/en/integrations/) [Accounting connectors, document storage, and the Uku public API.](/en/integrations/) [20 articles](/en/integrations/) # Best Practices > Recommended workflows from real firms: onboarding, monitoring, weekly reviews, tax season, and pricing conversations. Tips and recommended workflows from real Uku users. ## All articles [Section titled “All articles”](#all-articles) [Migrating from another practice management tool to Uku](/en/best-practices/migrating-from-another-practice-management-tool/) [Move to Uku from another tool — what to configure first, how to run parallel systems during the transition, and when to fully switch.](/en/best-practices/migrating-from-another-practice-management-tool/) [›](/en/best-practices/migrating-from-another-practice-management-tool/) [Monitoring setup for a small firm](/en/best-practices/monitoring-setup-for-a-small-firm/) [Configure Monitoring on the clients and metrics that matter most — a pragmatic starting point, not an exhaustive setup guide.](/en/best-practices/monitoring-setup-for-a-small-firm/) [›](/en/best-practices/monitoring-setup-for-a-small-firm/) [Onboard a new client in Uku — the complete playbook](/en/best-practices/client-onboarding/) [Set up a new client from record creation to first invoice — includes optional AML and Client Portal configuration steps.](/en/best-practices/client-onboarding/) [›](/en/best-practices/client-onboarding/) [Onboarding a new team member in Uku](/en/best-practices/onboarding-a-new-team-member/) [A practical guide for Company Admins to invite, configure, and orient a new team member in Uku — from invitation to first productive day.](/en/best-practices/onboarding-a-new-team-member/) [›](/en/best-practices/onboarding-a-new-team-member/) [Running a remote or distributed team in Uku](/en/best-practices/running-a-remote-team-in-uku/) [Use task visibility, time tracking, and monitoring to manage a distributed accounting team effectively without micromanagement.](/en/best-practices/running-a-remote-team-in-uku/) [›](/en/best-practices/running-a-remote-team-in-uku/) [Running a weekly firm review with Uku](/en/best-practices/running-a-weekly-firm-review/) [30-minute weekly cadence for Company Admins — overdue tasks, monitoring status, team capacity, and carry-overs.](/en/best-practices/running-a-weekly-firm-review/) [›](/en/best-practices/running-a-weekly-firm-review/) [Tax season in Uku — workflows and billing](/en/best-practices/tax-season-in-uku/) [Manage the annual tax-filing rush with workflow templates, due-date monitoring, time tracking, and billing timing for high-volume periods.](/en/best-practices/tax-season-in-uku/) [›](/en/best-practices/tax-season-in-uku/) [Track agreed packages and extra work](/en/best-practices/package-vs-extra-work/) [Set a Monitoring target for the agreed package and flag tasks as extra work, so package time and out-of-scope work show separately.](/en/best-practices/package-vs-extra-work/) [›](/en/best-practices/package-vs-extra-work/) [Using the Client Portal without overwhelming your clients](/en/best-practices/using-the-client-portal-without-overwhelming-clients/) [Roll out the Client Portal gradually — start with task visibility, then expand to documents and messages as clients become comfortable.](/en/best-practices/using-the-client-portal-without-overwhelming-clients/) [›](/en/best-practices/using-the-client-portal-without-overwhelming-clients/) [Using Uku data for pricing conversations](/en/best-practices/pricing-conversations-with-data/) [Use Monitoring, BI Analytics, time reports, and billing data to build evidence-based pricing arguments and raise fees with confidence.](/en/best-practices/pricing-conversations-with-data/) [›](/en/best-practices/pricing-conversations-with-data/) [Workflow templates for bookkeeping firms](/en/best-practices/workflow-templates-for-bookkeeping-firms/) [Build workflow templates for monthly bookkeeping, quarterly VAT, and annual reports — then push updates to all clients at once.](/en/best-practices/workflow-templates-for-bookkeeping-firms/) [›](/en/best-practices/workflow-templates-for-bookkeeping-firms/) [Year-end close in Uku — a practical checklist](/en/best-practices/year-end-close-checklist/) [Year-end checklist — final invoices, time reconciliation, flextime review, task cleanup, and template prep for the new year.](/en/best-practices/year-end-close-checklist/) [›](/en/best-practices/year-end-close-checklist/) # Onboard a new client in Uku — the complete playbook > Set up a new client from record creation to first invoice — includes optional AML and Client Portal configuration steps. A new engagement has just been signed. You know what work you’ll be doing, you have the client’s details, and now you need to set everything up so the right tasks land on the right people’s desks on the right dates — without any manual chasing. This playbook walks you through the full setup, from day zero to a client who is actively managed and correctly billed. Quick answer A complete client onboarding has six stages: create the client record → add contacts → set up the Workflow → configure billing → activate Monitoring (optional) → enable the Client Portal (optional). AML fields should be filled in if your firm requires compliance checks. Give yourself 15–30 minutes for a straightforward client; allow extra time if setting up billing from scratch. ## Who does this [Section titled “Who does this”](#who-does-this) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** can do everything in this guide. * Company Members with Client Admin permission on the client can set up Workflows and basic tasks, but cannot configure billing or Monitoring. ## Stage 1 — Create the client record [Section titled “Stage 1 — Create the client record”](#stage-1--create-the-client-record) Everything in Uku revolves around the client record. Get this right first. 1. Go to **Clients** in the left navigation and click **Add client**. 2. Fill in the **Company name** (required). Add the registration number, address, and any other fields your firm tracks. 3. Assign a **Client Manager** — the team member responsible for this client. This person receives AML reminders and is the default assignee for client tasks. 4. Assign any other team members who will work on this client. They need to be assigned here before they appear as options in task assignment. 5. Set a **Client group** if you use groups to segment your portfolio (for example, by industry or service tier). 6. Save the client. Take a moment to check that the spelling is exactly how it should appear on invoices. Invoice PDFs pull the client name and address directly from the client record, and correcting them later means re-editing already-sent documents. For the full field reference (custom fields, contact roles, group membership), see [Add and edit clients](../../clients-and-contacts/add-and-edit-clients/). ## Stage 2 — Add contacts [Section titled “Stage 2 — Add contacts”](#stage-2--add-contacts) A client record without a contact is incomplete. You need at least one contact before you can send portal invitations or assign a default contact for correspondence. 1. Open the client and go to the **Contacts** tab. 2. Click **Add contact** and enter the person’s name, email address, and phone number. 3. If this person should receive invoices, note their email here — it will be used as the default recipient when you send invoices. 4. If your firm uses AML and this person is a beneficial owner or authorized signatory, their details will be needed for the AML fields in the next stage. For most clients, one or two contacts is enough. For larger clients with multiple departments, you may add several — but only invite the contacts who genuinely need portal access. ## Stage 3 — Set up the Workflow [Section titled “Stage 3 — Set up the Workflow”](#stage-3--set-up-the-workflow) The Workflow is the heart of how you manage recurring client work. This is where you define which tasks repeat, how often, and who is responsible. 1. Open the client and go to the **Workflow** tab. 2. Click **Choose template** and select a template that matches the services you provide. Uku includes country-specific templates for common engagements (monthly bookkeeping, quarterly VAT, annual reports). Use your own company templates if you have them. 3. Review the task list. Uncheck tasks that do not apply to this client. A client on a basic bookkeeping package probably does not need the full annual-accounts workflow. 4. Set the **Repeat tasks from** date — this controls when recurring tasks start generating. If the client starts this month, set it to the start of the current month. 5. Click **Confirm task plan**. Do not worry about getting the Workflow perfect on day one. You can always add tasks, remove tasks, or adjust recurrence later from the **Workflow** tab. Think of the template as a starting point, not a commitment. For more detail, see [How to add a task plan (Workflow)](../../tasks-and-workflows/client-workflow-templates/) and [How to set up and manage recurring tasks](../../tasks-and-workflows/recurring-tasks/). ## Stage 4 — Configure billing [Section titled “Stage 4 — Configure billing”](#stage-4--configure-billing) If your firm bills this client (most do), set up their contract now so invoices can be generated automatically. 1. Open the client and go to the **Financials** tab, then select **Contracts**. 2. Click **Add contract**. Choose the billing type that matches your engagement: fixed monthly fee, hourly, per-piece (for payslips, VAT returns), or a combination. 3. Set the contract start date and billing period (monthly is most common). 4. Add products to the contract — these are the billable line items that will appear on invoices. 5. Save the contract. If you do not have a contract set up, you can still create invoices manually — but the contract is what enables automatic invoice generation and Missed Billing tracking. It is worth the 10 minutes now. See [How to set up contracts](../../billing/contracts/) and [Billing overview](../../billing/overview/) for detailed product and contract configuration. ## Stage 5 — Set up Monitoring (optional but recommended) [Section titled “Stage 5 — Set up Monitoring (optional but recommended)”](#stage-5--set-up-monitoring-optional-but-recommended) Monitoring lets you track whether you are meeting the service commitments in this client’s contract. For a new client, setting up basic monitoring targets takes about two minutes and saves a lot of guesswork later. 1. Go to **Monitoring** from the main navigation. 2. Find the client in the list and click the edit icon on their row. 3. Set a **Total time** target that reflects the hours you expect to spend monthly. 4. If you have topic-specific agreements (for example, 4 hours of payroll per month), add topic-level targets too. 5. Save. Once targets are set, Uku carries them forward automatically each month — you only need to revisit when something changes. See [How to use Monitoring](../../reports/monitoring/) for the full guide. ## Stage 6 — AML compliance (if required) [Section titled “Stage 6 — AML compliance (if required)”](#stage-6--aml-compliance-if-required) If your firm operates in a regulated jurisdiction and requires AML due diligence on new clients, fill in the AML fields before you start work. These fields are added automatically when the AML app is activated. 1. Open the client record and scroll to the AML section (visible when the AML app is active). 2. Fill in the **Risk profile** (Low / Medium / High), **Document type**, **Document number**, and **Document valid until** date. 3. Do the same for any contacts who are beneficial owners. Uku will automatically create reminder tasks before identity documents or risk profiles expire, based on the dates you enter here. Do not skip this step if AML compliance is part of your onboarding checklist. See [Anti-money laundering (AML) compliance](../../clients-and-contacts/anti-money-laundering-aml/) for full setup instructions. ## Stage 7 — Invite to the Client Portal (optional) [Section titled “Stage 7 — Invite to the Client Portal (optional)”](#stage-7--invite-to-the-client-portal-optional) The Client Portal is worth setting up for clients who send documents, sign agreements, or communicate regularly about their tasks. It reduces email back-and-forth and gives clients a single place to interact with your firm. 1. Enable the portal for this client: open the client record, click **Edit client**, and turn on the **Client portal** toggle. 2. Go to the **Contacts** tab, open the contact who should have portal access, and enable the **Access enabled** checkbox. 3. Click **Send invite**. The contact receives a magic-link email — no password required. Before inviting, make sure your portal subdomain and branding are already configured. A client’s first impression of the portal is the login screen — it should look like your firm, not a generic tool. See [How to set up and configure the Client Portal](../../client-portal/setup/) and [Grant Client Portal access to a contact](../../client-portal/grant-access/). ## Day 30 check-in [Section titled “Day 30 check-in”](#day-30-check-in) A month after onboarding, do a quick review: * Are recurring tasks appearing on time and being completed? * Did the first invoice generate correctly? Was the amount right? * Is the Monitoring status on track — or are there already signs of scope creep? * Has the client used the portal, or do they still communicate only by email? The first month of a new engagement is the best time to catch configuration mistakes, before they compound. A 15-minute review now saves hours of cleanup later. ## Troubleshooting common first-week issues [Section titled “Troubleshooting common first-week issues”](#troubleshooting-common-first-week-issues) ### Tasks are not appearing on anyone’s dashboard [Section titled “Tasks are not appearing on anyone’s dashboard”](#tasks-are-not-appearing-on-anyones-dashboard) The most common cause is that the Workflow was not confirmed. Go to the client’s **Workflow** tab and check whether tasks are listed. If the workflow is in draft state, click **Confirm task plan**. Also verify that the **Repeat tasks from** date has passed — tasks don’t appear until their start date. ### The contract amount looks wrong on the invoice [Section titled “The contract amount looks wrong on the invoice”](#the-contract-amount-looks-wrong-on-the-invoice) Check that the products in the contract match what was agreed. For hourly clients, also verify that time entries are being logged against billable topics. See [Manage billable and non-billable time](../../time-tracking/billable-time/). ### The portal invitation bounced or was not received [Section titled “The portal invitation bounced or was not received”](#the-portal-invitation-bounced-or-was-not-received) Verify the contact’s email address is correct in Uku. Ask the client to check their spam folder. You can resend the invitation from the contact’s panel at any time — the new link invalidates the old one. See [How clients log into the Client Portal](../../client-portal/log-in/). # Migrating from another practice management tool to Uku > Move to Uku from another tool — what to configure first, how to run parallel systems during the transition, and when to fully switch. Switching practice management tools is one of those decisions that keeps getting delayed because “now is never a good time.” The start of a new month or quarter is usually the least bad time — you have just closed one billing period and the next has not yet built up history to migrate. This guide is for firms who have decided to move to Uku and want a structured approach. It covers what to do before the switch, how to run both systems in parallel during the transition, and how to know when you are ready to fully commit to Uku. Quick answer A successful migration has four phases: (1) set up the foundations (clients, workflows, billing) before going live, (2) run parallel systems for one billing period, (3) validate that the output matches what the old system produced, (4) switch fully and decommission the old tool. Most firms complete the transition in 30–60 days. ## Who does this [Section titled “Who does this”](#who-does-this) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** lead the migration and handle configuration. * All team members need orientation on Uku before the full switch. ## Before you start — what Uku needs from your old system [Section titled “Before you start — what Uku needs from your old system”](#before-you-start--what-uku-needs-from-your-old-system) You do not need to migrate everything. Most firms find that migrating the core data and setting up Uku correctly is more valuable than importing years of historical records. Here is what to prioritize: ### Must migrate [Section titled “Must migrate”](#must-migrate) * **Client list** — company names, contact details, registration numbers, billing addresses. * **Billing products and pricing** — what services you offer and at what rates. * **Current contracts** — each client’s current fee arrangement. * **Active workflows** — which recurring tasks each client should have. ### Migrate if manageable [Section titled “Migrate if manageable”](#migrate-if-manageable) * **Contact persons** — each client’s main contacts, especially for portal access. * **AML data** — expiry dates and risk profiles if your old system tracks these. * **Open tasks** — any ongoing work that needs to continue without interruption. ### Do not migrate (start fresh) [Section titled “Do not migrate (start fresh)”](#do-not-migrate-start-fresh) * Historical invoices from before the migration date — your old system is the record of those. * Completed tasks and closed projects — archive in the old system. * Years of time tracking history — start fresh in Uku; historical data can be exported from the old system if you ever need it. ## Phase 1 — Build the Uku foundation (weeks 1–2) [Section titled “Phase 1 — Build the Uku foundation (weeks 1–2)”](#phase-1--build-the-uku-foundation-weeks-12) ### 1a — Import or create your client records [Section titled “1a — Import or create your client records”](#1a--import-or-create-your-client-records) Uku supports bulk client import from a CSV or Excel file. Export your client list from the old system, clean up the data, and import it into Uku. 1. Go to **Clients** and click the import option. 2. Map your columns to the fields. 3. Review the import results and fix any errors. See [Import and export clients](../../clients-and-contacts/import-and-export/) for the full process and supported field mappings. ### 1b — Set up billing products and contracts [Section titled “1b — Set up billing products and contracts”](#1b--set-up-billing-products-and-contracts) Before any invoices can be generated, you need products and contracts configured. This is often the most time-consuming part of the migration, but it is a one-time investment. 1. Create your billing products in **Settings & Apps > Billing > Setup > Articles**. These are the pricing units: hourly rates, fixed fees, per-payslip rates. 2. For each client, create a contract in their **Financials** tab that matches the fee arrangement in the old system. If you use an accounting integration (Xero, QuickBooks, Merit Aktiva, etc.), connect it now so products and tax rates can be imported rather than created manually. See [Accounting integrations](../../integrations/accounting-integrations/). ### 1c — Set up workflow templates and apply to clients [Section titled “1c — Set up workflow templates and apply to clients”](#1c--set-up-workflow-templates-and-apply-to-clients) Create Uku workflow templates that match your standard service offerings. Then apply the right template to each client. If your old system had client-specific recurring tasks that do not fit a standard template, apply the closest template and then modify it per client. It is better to start with 80% coverage and fix exceptions than to wait for a perfect template before starting. See [How to add a task plan (Workflow)](../../tasks-and-workflows/client-workflow-templates/) and [Workflow templates for bookkeeping firms](../workflow-templates-for-bookkeeping-firms/). ## Phase 2 — Parallel running (one full billing period) [Section titled “Phase 2 — Parallel running (one full billing period)”](#phase-2--parallel-running-one-full-billing-period) Run both systems simultaneously for one complete billing period — typically one calendar month. This is not about doing double the work; it is about using the old system as the safety net while the team learns Uku and you validate the setup. * **Team members** log time and complete tasks in Uku, but the old system remains the system of record for billing decisions. * **Invoices** are generated from the old system as usual. At the end of the period, compare what Uku would have generated against what the old system actually generated. Are the numbers close? * **Flag discrepancies** — a client’s Uku contract generates a different invoice amount than expected? Either the contract setup is wrong, or the time tracking categories are not mapping correctly. Common issues to look for during parallel running: * Team members forgetting to log time in Uku (they are used to the old system’s timer) * Wrong topics on time entries — if topics do not match what the billing contracts expect, invoices will calculate incorrectly * Missing clients — some clients may have been missed in the import * Billing period alignment — make sure the contract billing periods match the old system’s cycles ## Phase 3 — Validate and fix [Section titled “Phase 3 — Validate and fix”](#phase-3--validate-and-fix) At the end of the parallel period, do a validation pass: 1. Run the Uku invoice generation for the just-completed month. Compare each client’s Uku invoice against the old system’s invoice. 2. Investigate any discrepancies larger than 5%. Fix them at the source (contract configuration, product setup, time entry topics). 3. Check the Dashboard for each team member — are they navigating Uku confidently, or are there people who need more help? 4. Verify that recurring tasks are generating correctly and on the right dates. ## Phase 4 — Full switch [Section titled “Phase 4 — Full switch”](#phase-4--full-switch) When validation passes, choose a clear cutover date (the start of a new billing period works best). From that date: * Uku is the system of record for all new work, time tracking, and invoicing. * The old system is kept in read-only archive mode for historical reference. * Team members stop logging time in the old system. Set up any remaining features that were deferred during the transition: * **Client Portal** — if your clients used a portal in the old system, now is the time to invite them to the Client Portal. See [How to set up and configure the Client Portal](../../client-portal/setup/). * **Monitoring targets** — set these up for your most important clients. See [Setting up Monitoring for a small firm](../monitoring-setup-for-a-small-firm/). * **Flextime** — if you use flextime tracking, configure it after the first full month of time data. See [How to activate and set up the Flextime app](../../workforce-and-flextime/flextime-setup/). ## Managing the team through the change [Section titled “Managing the team through the change”](#managing-the-team-through-the-change) The biggest migration risk is not technical — it is adoption. Some team members will adapt quickly; others will find the change disruptive and default to the old system’s habits. A few things that help: * **Make Uku the path of least resistance** for daily work. Set up magic buttons for common tasks, ensure dashboards show the right view, and make logging time as frictionless as possible. * **Do not make the parallel period too long.** One month is usually enough. Two months risks team members deciding the old system is “just as good” and never fully switching. * **Celebrate early wins.** The first month a client’s Uku invoice is generated cleanly and matches expectations is a milestone worth acknowledging to the team. See [Onboarding a new team member in Uku](../onboarding-a-new-team-member/) for how to orient anyone who joins the firm after the migration is complete. # Monitoring setup for a small firm > Configure Monitoring on the clients and metrics that matter most — a pragmatic starting point, not an exhaustive setup guide. Monitoring is one of those features where “complete setup” is the enemy of “any setup.” A firm that tries to configure every metric for every client usually ends up with none configured, because the task feels too large. This guide is about the pragmatic approach: start with the clients that matter most, use the metrics you already trust, and expand from there. For the full feature reference (every column, every filter, every export option), see [Monitoring overview](../../reports/monitoring/). This article focuses on what to set up first and why. Quick answer For a firm with 30–80 clients, a practical monitoring setup covers: total time targets for fixed-fee clients, topic-level targets for services with separate pricing, and a weekly or monthly review habit. You do not need to configure every client on day one. Start with your top 20% by revenue. ## Who does this [Section titled “Who does this”](#who-does-this) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** configure monitoring targets and run the firm-wide review. * Company Members with Client Admin permission can view and update targets for their own clients. * Requires the Monitoring app activated in **Settings & Apps**. Available on all paid plans (**Solo**, **Team**, and **Elite**). ## Before you start — activate Monitoring [Section titled “Before you start — activate Monitoring”](#before-you-start--activate-monitoring) If Monitoring is not yet showing in your main navigation, activate it first: 1. Go to **Settings & Apps**. 2. Find the **Monitoring** app card and click to open it. 3. Click **Activate**. Monitoring now appears in the main navigation menu. ## Step 1 — Decide which clients to monitor first [Section titled “Step 1 — Decide which clients to monitor first”](#step-1--decide-which-clients-to-monitor-first) You do not need to set up every client. Start with clients where service-level visibility actually matters: * **Fixed-fee clients** — these are where margin monitoring matters most. If a fixed-fee client is taking 30% more hours than budgeted, you are losing money on them. Total time targets flag this immediately. * **High-revenue clients** — a client who represents 10% of your revenue deserves more visibility than one who represents 0.5%. * **Recently repriced clients** — if you recently changed a client’s fee, monitoring tells you whether the new price is holding up against actual work. For an initial setup, pick 10–15 clients. You can add more over time once the habit is established. ## Step 2 — Set total time targets [Section titled “Step 2 — Set total time targets”](#step-2--set-total-time-targets) The simplest and most useful monitoring metric for most small firms is **Total time** — the total hours tracked against a client per month. 1. Open **Monitoring** from the main navigation. 2. Find a client in the list and click the edit icon on their row. 3. In the monitoring editor, select the current month using the period selector. 4. Under **Total time**, enter your target hours for this client per month. 5. Set a **± range**. For example, if you expect 8 hours and a ±2 range, anything between 6 and 10 hours shows as On track. Work outside that window shows as Under or Over. 6. Click **Save**. Once saved, this target carries forward automatically to future months. You only need to revisit it when the client’s service scope changes. Where do you find the right target hours? Look at the last 3 months of tracked time for each client in **Report > Time tab**. The average gives you a reasonable baseline. See [Reports — Time tab](../../reports/time-tab/). ## Step 3 — Add topic-level targets for services with separate pricing [Section titled “Step 3 — Add topic-level targets for services with separate pricing”](#step-3--add-topic-level-targets-for-services-with-separate-pricing) If your firm prices certain services separately — payroll at a per-payslip rate, VAT at a fixed quarterly fee — topic-level monitoring adds useful granularity. You can see not just total hours but whether the time on each service type matches what you expected. To use topic-based monitoring: 1. Go to **Settings & Apps > Tasks > Topics**. 2. Find the topics you want to monitor (for example, “Payroll” or “VAT”) and enable the **Monitoring** checkbox on each. 3. Return to the monitoring editor for a client and you will now see those topics available as monitoring columns. 4. Set a target for each relevant topic. Start with your one or two highest-volume service types. Adding too many topic targets creates cognitive noise — every column that always shows green is a column you did not need. See [How to use topics](../../tasks-and-workflows/topics/) for how topics work across the platform. ## Step 4 — Set up many clients at once in the editor [Section titled “Step 4 — Set up many clients at once in the editor”](#step-4--set-up-many-clients-at-once-in-the-editor) There is no spreadsheet bulk import for monitoring targets, but you do not need one — the editor already lists every client on one screen: 1. Open **Monitoring** and click **Edit** at the top right. **Monitoring setup** opens with one row per client and a value + ± range field for each monitoring type. 2. Pick the period in the selector at the top. 3. Type targets straight down the column for the clients you are setting up. Leave the rest blank. 4. Click **Save**. Work one column at a time rather than one client at a time — going down “Total hours” for 20 clients is much faster than opening 20 client rows. After the first period, targets carry forward automatically, so you only return when something changes. See [How to use Monitoring](../../reports/monitoring/) for the full editor walkthrough. ## Building a review habit [Section titled “Building a review habit”](#building-a-review-habit) Targets that are never reviewed are targets that are never acted on. The review habit is what makes monitoring valuable. For a small firm, a monthly review at the start of each month takes about 20 minutes: 1. Open **Monitoring** and set the period to the previous month. 2. Filter by **Status = Over**. These are clients where work exceeded the target range. Is the overrun consistent? Should the fee be increased, or was this a one-time spike? 3. Filter by **Status = Under**. These clients had less time logged than expected. Did we simply do less work, or are there tasks that should have been done but weren’t? 4. Note any clients with persistently high overruns. These are your candidates for a pricing review. See [Pricing conversations with data](../pricing-conversations-with-data/). ## Common mistakes to avoid [Section titled “Common mistakes to avoid”](#common-mistakes-to-avoid) ### Setting targets based on what you wish were true, not what actually happened [Section titled “Setting targets based on what you wish were true, not what actually happened”](#setting-targets-based-on-what-you-wish-were-true-not-what-actually-happened) If a client is currently taking 12 hours per month and you set a target of 8 hours because that is what the contract says, the Monitoring view will always show red for that client. Use actual data to set realistic starting targets, then use monitoring to identify the gap — and then decide what to do about it. ### Monitoring everything from day one [Section titled “Monitoring everything from day one”](#monitoring-everything-from-day-one) Ten well-maintained targets are more useful than 80 neglected ones. It is better to monitor your most important clients well than to have a Monitoring page that nobody looks at because the signal-to-noise ratio is too low. ### Not updating targets when scope changes [Section titled “Not updating targets when scope changes”](#not-updating-targets-when-scope-changes) Monitoring targets carry forward automatically, which is helpful — but it means you need to update them when a client’s service scope changes. When you renegotiate a contract, update the monitoring target in the same session. It takes 2 minutes and keeps your data reliable. # Onboarding a new team member in Uku > A practical guide for Company Admins to invite, configure, and orient a new team member in Uku — from invitation to first productive day. Bringing someone new onto the team means more than adding their name to a list. A well-onboarded team member can find their tasks on day one, understands what they are responsible for, and has the tools set up to do the work efficiently. A poorly onboarded one spends the first week asking colleagues questions that Uku could have answered automatically. This guide covers what a [Company Admin](/en/settings/members-and-teams/) needs to do before the new person arrives and in their first few days. Quick answer The onboarding sequence is: (1) send the invitation with the correct role, (2) assign client access, (3) configure flextime and time settings, (4) set up any company-specific tools (Magic buttons, etc.), and (5) verify the new member can navigate and use their dashboard. Allow 20–30 minutes for a thorough setup. ## Who does this [Section titled “Who does this”](#who-does-this) * **Company Admins and Company Owners** handle the full setup. * Company Members joining the team receive an invitation and complete their profile setup themselves. ## Step 1 — Send the invitation [Section titled “Step 1 — Send the invitation”](#step-1--send-the-invitation) 1. Go to **Members** in the left navigation. 2. Click **Add member**. 3. Enter the new member’s email address, first name, and last name. 4. Choose their status: **Active** (full access, counts as a paid seat) or **Limited** (visible in the system but cannot log in — useful for time-only tracking before they have full access). 5. Check the **Administrator** box if this person should have Company Admin privileges. Leave it unchecked for a Company Member (the standard role). 6. Click **Save** to send the invitation email. The new member appears with **Invited** status until they accept. If the invitation email does not arrive within a few minutes, you can resend it by clicking the mail icon on their row. See [Members and Teams](../../settings/members-and-teams/) for full detail on member statuses and bulk actions. ## Step 2 — Assign client access [Section titled “Step 2 — Assign client access”](#step-2--assign-client-access) A new Company Member only sees clients they are explicitly assigned to. A new Company Admin sees all clients by default. For Company Members, assign them to clients as part of onboarding: 1. Go to **Clients** and open each client the new member will work on. 2. Click **Edit client**. 3. Add the new member to the **Members** field for that client. 4. Save. Alternatively, open the new member’s profile in **Members** and assign clients from there if your account supports that view. If the new member should have full management rights on a specific client (including being able to manage contracts and invoices for that client), also assign them as **Client Admin** on that client’s Members tab. See [Members and Teams permissions](../../settings/members-and-teams-permissions/) for how company-level and client-level access fit together. ## Step 3 — Configure flextime (if your firm uses it) [Section titled “Step 3 — Configure flextime (if your firm uses it)”](#step-3--configure-flextime-if-your-firm-uses-it) If your firm tracks working hours with the Flextime app, every team member needs an individual flextime agreement before their time data makes sense. 1. Open the new member’s profile in **Members**. 2. Go to the **Agreements** tab. 3. Set their agreed weekly working hours and the start date of the agreement. 4. If they have a non-standard schedule (part-time, flexible hours), configure accordingly. 5. Save the agreement. Without this step, the Flextime report will show incorrect expected hours for this person. See [How to activate and set up the Flextime app](../../workforce-and-flextime/flextime-setup/) and [How to see and change the Flextime agreement](../../workforce-and-flextime/flextime-agreement/). ## Step 4 — Set up Magic buttons for their common tasks [Section titled “Step 4 — Set up Magic buttons for their common tasks”](#step-4--set-up-magic-buttons-for-their-common-tasks) Magic buttons are a small setup investment with a large daily payoff. For team members who regularly handle specific task types (phone calls, document reviews, quick client queries), configuring their personal magic buttons on day one means they can start timing accurately from the very beginning. Company-wide magic buttons are set up in **Settings & Apps > Magic buttons** by Company Admins. Personal magic buttons are set up by each member in their own profile settings. Either way, walking a new member through this during their first day takes 5 minutes and prevents the “I forgot to start the timer” problem that leads to missed billing. See [Magic buttons](../../tasks-and-workflows/magic-buttons/) for setup instructions. ## Step 5 — Walk them through the dashboard [Section titled “Step 5 — Walk them through the dashboard”](#step-5--walk-them-through-the-dashboard) Once the setup is done, spend 15 minutes with the new team member walking through their Uku dashboard. The key things to show: * **The Dashboard** — their daily task view, sorted by due date. Show them how to use filters and bookmarks. * **Task view** — how to open a task, log time, update status, and leave comments. * **Time tracking** — how the timer works and how to add time manually if they forgot to start it. * **Catch Up view** — where to see messages from clients and team comments on their tasks. See [Uku Dashboard overview](../../tasks-and-workflows/dashboard-overview/) and [How to track time](../../time-tracking/track-time/). ## During the first week — what to watch for [Section titled “During the first week — what to watch for”](#during-the-first-week--what-to-watch-for) A new team member’s first week in Uku is when habits form. Checking in briefly after the first two or three days helps catch configuration issues early: * Are tasks appearing on their dashboard? If not, verify that they are assigned to clients and that those client workflows are confirmed. * Are they logging time against tasks? Check the time report for their first days — zero entries after working days usually means they have not found the timer yet. * Are they using the correct topics when logging time? Topics affect billing and reporting; a team member who logs all time as “General” creates reporting noise. ## When someone leaves — the offboarding counterpart [Section titled “When someone leaves — the offboarding counterpart”](#when-someone-leaves--the-offboarding-counterpart) When a team member leaves, the reverse process is important too: 1. Reassign their open tasks to other team members before deactivating. Use the bulk reassign feature to move multiple tasks at once. See [How to reassign tasks during absence](../../workforce-and-flextime/reassign-tasks-during-absence/). 2. Deactivate the member (change their status to **Inactive**) — this removes their access and frees the paid seat while preserving all their historical time entries and task data. 3. Update any clients where they were the Client Manager so a new person receives AML and monitoring notifications. # Track agreed packages and extra work > Set a Monitoring target for the agreed package and flag tasks as extra work, so package time and out-of-scope work show separately. Quick answer Use two different mechanisms in one Monitoring view. For the agreed package, set the client’s **Total time** target in **Monitoring** — the row turns red when logged time exceeds it. For work beyond the package, flag the task as **extra work** (the bookmark-plus icon); Monitoring then shows those hours automatically as the separate **Extra time** metric, with no target needed. Tracking the agreed package against extra work lets you see, per client per month, how much of your work was inside the contract and how much went beyond it — the evidence you need for billing and repricing conversations. The key idea: the package and extra work are fed into Uku in **two different ways**. The package is a **target** you set; extra work is a **flag** you put on individual tasks. Both then surface side by side in Monitoring. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** on the **Team** plan can set Monitoring targets for all clients. * **Company Members** with Client Admin permission can set targets for their assigned clients. * Any team member can flag a task as extra work; setting the flag on a client’s Workflow or on a workflow template requires Company Admin, Company Owner, or Client Admin permission. ## Set the package target (base) [Section titled “Set the package target (base)”](#set-the-package-target-base) The base package is tracked as a **Total time** target in Monitoring. Total time counts all hours logged for the client in the period, so the target represents the hours your agreed package covers. **Path:** **Monitoring** → *\[client]* → **edit icon** 1. Open **Monitoring** from the main navigation. 2. Find the client and click the **edit icon** on the client’s row. 3. Select the period (for example, the current month). 4. Enter the **Total time** target — the hours your agreed package covers. 5. Optionally set a **± range** to control how much variance still counts as On track. 6. Click **Save**. Targets carry forward automatically to future periods, so you only revisit this when the agreement changes. When logged time exceeds the target plus its range, the client’s Monitoring row turns **red (Over)** — your signal that the package was exceeded. ## Flag extra work (out of scope) [Section titled “Flag extra work (out of scope)”](#flag-extra-work-out-of-scope) Extra work is not a target. When you deliver something beyond the agreed package, you flag that **task** as extra work, and Monitoring totals those hours separately. **Path:** open the task → **bookmark-plus icon**\ **Also:** **Clients** → *\[client]* → **Workflow** → recurring task → **bookmark-plus icon** 1. Open the task from the **Dashboard**, **Calendar**, or the client’s task list. 2. Click the **bookmark-plus icon** in the task toolbar. The task shows an orange indicator confirming it is flagged as extra work. 3. Log time on that task as usual. If the extra work repeats every period, set the flag on the recurring task in the client’s **Workflow** (or on the workflow template) so it carries forward to future occurrences automatically. See [Mark extra work](../../workforce-and-flextime/mark-extra-work/) for bulk-flagging and template steps. Caution Extra work applies to the **whole task**, not to part of a task’s hours. If only some of the time on a task was out of scope, create a separate task for the extra portion and flag that. ## Read both in Monitoring [Section titled “Read both in Monitoring”](#read-both-in-monitoring) Monitoring shows the package and extra work as two distinct metrics for the same client and period, so you never have to remember each client’s agreement by heart — it is on the screen. * **Total time** — all hours logged for the client, compared against your package target. Red means the package was exceeded. * **Extra time** — the subset of those hours that you flagged as extra work, shown separately. You normally leave its target empty (or set it to 0 so any extra work stands out at a glance). Because Total time includes every logged hour, extra-work hours are counted in both metrics: once in Total time (did we go over the package?) and again, itemised, in Extra time (how much of that was out of scope?). The same flag also powers the **Extra work** filter in **Report** — see [Monitoring](../../reports/monitoring/) for the full metric list and [the Summary tab](../../reports/summary-tab/) for the extra-work column. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Extra work isn’t showing as a separate line in Monitoring [Section titled “Extra work isn’t showing as a separate line in Monitoring”](#extra-work-isnt-showing-as-a-separate-line-in-monitoring) Extra time only counts hours on tasks that carry the extra-work flag. Open the tasks in question and confirm each shows the orange extra-work indicator (the **bookmark-plus icon** is toggled on). Hours logged on un-flagged tasks count toward Total time only. ### Should I put the package in the contract instead? [Section titled “Should I put the package in the contract instead?”](#should-i-put-the-package-in-the-contract-instead) The contract (leping) defines what you **bill**, not what you **track against**. Package-vs-extra-work tracking is done with the Monitoring target plus the extra-work flag, as above — the contract has no “agreed hours vs actual” comparison and does not turn red. ### My client row never turns red even though we went over [Section titled “My client row never turns red even though we went over”](#my-client-row-never-turns-red-even-though-we-went-over) Check the **± range** on the Total time target. A wide range keeps the status On track even with a sizeable overrun. Lower the range to tighten the threshold. Also confirm a target is actually set for the period — a client with no target shows **No target**, not Over. ### Only part of a task was extra — how do I split it? [Section titled “Only part of a task was extra — how do I split it?”](#only-part-of-a-task-was-extra--how-do-i-split-it) The extra-work flag covers the entire task, so a partially-extra task can’t be split by hours. Create a separate task for the out-of-scope portion, log that time there, and flag only that task as extra work. # Using Uku data for pricing conversations > Use Monitoring, BI Analytics, time reports, and billing data to build evidence-based pricing arguments and raise fees with confidence. Raising fees is one of the most uncomfortable conversations in professional services. It is much easier when the conversation starts with data rather than intuition. “We are spending 40% more time on your account than we did 18 months ago” is a very different opening from “we think our prices need to go up.” Uku gives you the data to have the first kind of conversation. This guide explains where to find it and how to use it. Quick answer Four data sources feed pricing conversations: (1) Monitoring — are you consistently over your service targets? (2) Time reports — how much actual time per client per month? (3) Billing data — what are you currently charging vs. what you are delivering? (4) BI Analytics — broader revenue and utilization signals (Elite plan). Combine these into a simple client-specific view before any pricing discussion. ## Who does this [Section titled “Who does this”](#who-does-this) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** on the **Team** plan can access Monitoring and time reports. * BI Analytics requires the **Elite** plan and Company Admin or Company Owner access. ## Step 1 — Review Monitoring history for the client [Section titled “Step 1 — Review Monitoring history for the client”](#step-1--review-monitoring-history-for-the-client) Monitoring is the most direct data source for a pricing conversation. It compares what was agreed (your service commitment) against what was delivered (actual hours). A client who has consistently been in the Over status for 6+ months is by definition under-priced relative to the work being done. 1. Open **Monitoring** from the main navigation. 2. Filter to the client in question. 3. Step through the last 12 months of periods and note the pattern: is this client consistently Over, On track, or Under? A consistent Over pattern (more than 4–5 months in a row) is your strongest argument for a fee increase. The data shows that the scope of work has grown beyond what the current fee covers. You are not raising prices arbitrarily — you are aligning the price with the actual delivery. See [How to use Monitoring](../../reports/monitoring/). ## Step 2 — Pull the actual time per month [Section titled “Step 2 — Pull the actual time per month”](#step-2--pull-the-actual-time-per-month) Go to **Report > Time tab** and filter by client and date range (typically the last 12 months). Note: * Average monthly hours over the period * The trend — is time increasing, stable, or decreasing? * The topic breakdown — which services are consuming the most hours? Calculate your effective hourly rate: total fees invoiced to this client in the period ÷ total hours tracked. Compare that to your target hourly rate. If the effective rate is significantly below target, pricing needs adjustment. If the effective rate is above target (you are delivering efficiently), you may have room to position the value conversation differently. See [Reports — Time tab](../../reports/time-tab/). ## Step 3 — Review extra-work history [Section titled “Step 3 — Review extra-work history”](#step-3--review-extra-work-history) Extra work flags on tasks and time entries indicate scope that went beyond the contracted service. A client with frequent extra-work entries suggests that the contracted scope no longer matches the actual service being delivered. Go to **Report** and filter by client with extra-work flag enabled. If this shows up consistently, it is evidence that the current contract definition is too narrow. The fee adjustment conversation is really a scope clarification conversation: “Here is what we agreed to. Here is what we are actually doing. Let us align the contract with reality.” See [How to mark extra work](../../workforce-and-flextime/mark-extra-work/). ## Step 4 — Use BI Analytics for firm-wide pricing health (Elite) [Section titled “Step 4 — Use BI Analytics for firm-wide pricing health (Elite)”](#step-4--use-bi-analytics-for-firm-wide-pricing-health-elite) If your firm is on the Elite plan, BI Analytics provides broader signals that contextualize individual client pricing conversations: * **Revenue per client** — are your best clients also your most profitable, or are some high-revenue clients actually low-margin? * **Utilization** — what percentage of billable capacity is being billed? If utilization is high across the firm, you have pricing power. * **Revenue by service type** — are some service lines systematically under-priced relative to the market? See [BI Analytics overview](../../bi-analytics/overview/), [Revenue category](../../bi-analytics/revenue-overview/), and [Utilization category](../../bi-analytics/utilization-overview/). ## Having the conversation [Section titled “Having the conversation”](#having-the-conversation) Data is necessary but not sufficient. How you present it matters as much as what it shows. ### Frame around shared history, not demand [Section titled “Frame around shared history, not demand”](#frame-around-shared-history-not-demand) “Over the last 12 months, we have been spending an average of X hours per month on your account, compared to Y hours two years ago when we set the current fee. The scope of your business has grown, and we have grown with it — which is a great thing. To continue doing that sustainably, we need to align the fee with the current reality.” ### Present options, not ultimatums [Section titled “Present options, not ultimatums”](#present-options-not-ultimatums) Give clients a choice: a fee increase that covers the expanded scope, or a scope definition that fits the current fee. Most clients, when presented with clear data, will choose the fee increase rather than a reduction in service. ### Export the data for the meeting [Section titled “Export the data for the meeting”](#export-the-data-for-the-meeting) Use **Export to Excel** from the time report or monitoring view to give clients something concrete to look at. A simple spreadsheet showing month-by-month hours is often more persuasive than a conversation about abstract patterns. See [How to export reports](../../reports/export-reports/). ## Building pricing-review checkpoints into your year [Section titled “Building pricing-review checkpoints into your year”](#building-pricing-review-checkpoints-into-your-year) Rather than waiting until you are frustrated with a client’s profitability, build regular pricing reviews into your year: * **Annual review:** For every client, run the monitoring and time analysis at year-end. Flag any clients who are consistently over target. These become Q1 pricing conversations. * **Contract renewal:** Every time a client’s contract comes up for renewal, treat it as an opportunity to align price with scope. * **Scope change trigger:** Any time the client adds a new service or their business grows significantly, revisit pricing proactively rather than waiting for the annual review. See [Year-end close checklist](../year-end-close-checklist/) for how to integrate the pricing review into your annual close process. # Running a remote or distributed team in Uku > Use task visibility, time tracking, and monitoring to manage a distributed accounting team effectively without micromanagement. Remote accounting teams face a specific challenge: the work is happening, but it is invisible unless you go looking. In an office, you notice when someone is stuck or overwhelmed. In a distributed team, the first sign of a problem is often a missed deadline or a client complaint — both of which arrive too late to prevent damage. Uku gives you visibility without surveillance. This guide is about using that visibility well — staying informed as a manager while giving your team the autonomy that makes remote work worth doing. Quick answer Remote team management in Uku centers on four practices: (1) task visibility through the Dashboard and filters, (2) time tracking that is easy enough to actually do, (3) regular but lightweight check-ins using reports, and (4) clear process documentation through workflow templates. The goal is a team that operates independently and surfaces problems early — not a manager who monitors every keystroke. ## Who this is for [Section titled “Who this is for”](#who-this-is-for) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** who manage team members in different locations or time zones. * Team leads with delegated management responsibility for a subset of clients or members. ## Visibility without micromanagement — using the Dashboard [Section titled “Visibility without micromanagement — using the Dashboard”](#visibility-without-micromanagement--using-the-dashboard) Company Admins can view any team member’s Dashboard by applying the **Member** filter on the Dashboard. This lets you see exactly what tasks are assigned to a specific person and what their due dates look like — without asking. Use this for: * A quick morning check: are there people with many overdue items? That is a signal to check in. * Covering for someone who is absent: see what was on their plate before reassigning tasks. * Workload review: is one team member carrying significantly more active tasks than others? The insight is passive — you look at the data rather than interrupting the person. See [Uku Dashboard overview](../../tasks-and-workflows/dashboard-overview/). ## Making time tracking friction-free for remote teams [Section titled “Making time tracking friction-free for remote teams”](#making-time-tracking-friction-free-for-remote-teams) The most common time tracking failure in remote teams is not dishonesty — it is friction. Team members who have to navigate multiple screens to log time will log it less accurately, or later, or not at all. The simpler the process, the better the data. ### Set up Magic buttons for common tasks [Section titled “Set up Magic buttons for common tasks”](#set-up-magic-buttons-for-common-tasks) Magic buttons are a single click to create a task and start the timer. They are especially valuable for remote teams who handle frequent short-duration tasks — a client call, a quick review, an email response. Set up 3–4 company-wide magic buttons for the most common task types that do not need a full task creation flow. See [Magic buttons](../../tasks-and-workflows/magic-buttons/). ### Encourage real-time timing, not retrospective logging [Section titled “Encourage real-time timing, not retrospective logging”](#encourage-real-time-timing-not-retrospective-logging) Retrospective time entries (logging 3 hours of work after the fact at 5pm) are less accurate than real-time entries. They are also more likely to be forgotten. Encourage team members to use the timer during work — even if they stop and restart it, the habit of timing creates better data than the habit of estimating. For team members who forget regularly, the [Forgot to stop the timer](../../time-tracking/forgot-to-stop-timer/) article covers how to adjust time entries after the fact. See also [Identify overlaps and missing time](../../reports/time-gaps/) — a report that helps catch days with zero or minimal tracked time. ## Flextime and working hours for distributed teams [Section titled “Flextime and working hours for distributed teams”](#flextime-and-working-hours-for-distributed-teams) If your remote team members work flexible hours or across time zones, the Flextime app can track their agreed hours against actual tracked time without requiring a rigid 9–5 schedule. * Configure Flextime with a **weekly** calculation period (rather than daily) to give team members flexibility in how they distribute their hours across the week. * Set individual flextime agreements for each team member based on their actual contracted hours, especially for part-time or job-share arrangements. * Team members can submit vacation and remote-work requests through Uku. See [Submit vacation, absence, and remote work](../../workforce-and-flextime/time-off-requests/). See [How to activate and set up the Flextime app](../../workforce-and-flextime/flextime-setup/) and [Flextime balance and history](../../reports/flextime-tab/). ## Regular reports instead of regular meetings [Section titled “Regular reports instead of regular meetings”](#regular-reports-instead-of-regular-meetings) Remote teams often compensate for distributed work with too many meetings. Reports can replace several types of update conversations entirely: * **Weekly time summary** — the [Summary report](../../reports/summary-tab/) shows tracked hours per team member per week. A quick look on Monday morning tells you whether last week’s hours were normal, low, or unusually high. No meeting needed. * **Task completion rate** — the [Tasks report](../../reports/tasks-tab/) shows how many tasks were completed vs. opened in any period. A team member who opens many tasks but closes few may be spreading themselves thin or encountering blockers. * **Time by topic** — the time report filtered by topic shows how the team’s time is distributed across service types. Over time, this reveals whether certain services are consuming disproportionate time relative to their billing value. ## Workflows as documentation — the remote team advantage [Section titled “Workflows as documentation — the remote team advantage”](#workflows-as-documentation--the-remote-team-advantage) In a remote team, you cannot look over someone’s shoulder to see whether a process is being followed correctly. Workflow templates in Uku are your substitute for that — a checklist of steps that makes the expected process explicit for every team member, regardless of where or when they work. The more detailed your checklists within workflow templates, the less dependent team members are on asking each other how things are done. A “Reconcile accounts” task with 6 specific checklist items is self-explanatory to a team member who joined last month. A task titled “Reconcile accounts” with no checklist depends on institutional knowledge that is harder to transfer remotely. See [Workflow templates for bookkeeping firms](../workflow-templates-for-bookkeeping-firms/) for how to build effective templates, and [How to use task checklists](../../tasks-and-workflows/task-checklists/) for the specifics of checklist configuration. ## Covering for absence in a remote team [Section titled “Covering for absence in a remote team”](#covering-for-absence-in-a-remote-team) When a team member is on leave or unavailable, in a remote team the handover is entirely dependent on what is documented in Uku. Before someone goes on leave: 1. Review their active tasks in Uku. Identify anything due during their absence. 2. Use the bulk reassign feature to transfer tasks to covering team members. See [How to reassign tasks during absence](../../workforce-and-flextime/reassign-tasks-during-absence/). 3. Ensure task comments and context are up to date — the covering person should be able to understand the current status from the task notes alone. This works significantly better when time and task logging is a strong habit in the team. A team that logs context as they work has natural handover documentation. A team that keeps everything in their heads leaves the covering person with nothing to go on. # Running a weekly firm review with Uku > 30-minute weekly cadence for Company Admins — overdue tasks, monitoring status, team capacity, and carry-overs. The best-run accounting firms share a habit: a fixed weekly moment to look at the whole picture, not just their own client list. Not a long meeting. Not a status report. Just a structured 30-minute walk through the data that tells you what is overdue, what is going wrong, and what needs attention before it becomes a crisis. This guide walks through a Monday morning review cadence using Uku. Monday works well because you can set the week’s priorities while there is still time to act on them. Friday works too — you review what was achieved and flag what carries over. Choose what fits your firm. Quick answer The weekly review covers four stops in sequence: (1) check overdue tasks across the firm, (2) look at monitoring status for at-risk clients, (3) check team capacity and time tracking, (4) identify and triage any carry-over items. Save your filtered views as bookmarks to make each stop one click away. ## Who does this [Section titled “Who does this”](#who-does-this) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** — this is a firm-wide review requiring access to all clients and reports. * This cadence can be adapted for team leads with Client Admin permissions on a subset of clients. ## Setup — save your review bookmarks first [Section titled “Setup — save your review bookmarks first”](#setup--save-your-review-bookmarks-first) The weekly review should take 30 minutes, not an hour spent reconfiguring filters. The first time you do it, save a bookmark at each stop so future reviews start instantly in the right view. In Uku, a bookmark saves the current filter state, view, and (where applicable) period. Click **Save bookmark** in the toolbar after configuring each view. See [How to use bookmarks](../../tasks-and-workflows/bookmarks/). ## Stop 1 — Overdue tasks (5–8 minutes) [Section titled “Stop 1 — Overdue tasks (5–8 minutes)”](#stop-1--overdue-tasks-58-minutes) Start with the Dashboard. Set the Member filter to **All members** (Company Admins and Company Owners can do this) and add a filter for **Status = Overdue** or sort by due date with overdue items at the top. For each overdue task, ask: * Is this genuinely blocked, or just forgotten? A forgotten task gets a gentle nudge to the assignee. * Is the due date still realistic? If not, reschedule rather than letting it sit as overdue indefinitely. * Is there a pattern? The same person with overdue items every Monday is a capacity conversation, not a task conversation. You do not need to resolve every overdue task yourself — identifying them and ensuring the right person knows about them is enough. See [How to effectively use your Dashboard](../../tasks-and-workflows/dashboard-overview/) and [Bulk actions on the Dashboard](../../tasks-and-workflows/bulk-actions-on-the-dashboard/). ## Stop 2 — Monitoring status (5 minutes) [Section titled “Stop 2 — Monitoring status (5 minutes)”](#stop-2--monitoring-status-5-minutes) Open **Monitoring** and check the current month. Filter by **Status = Over** to see clients where work is running above targets. The question at this stop is not “why is this client over?” (that takes a full conversation). The question is “are there any surprises?” A client who runs 10% over every month is a known pattern. A client who suddenly jumps to 200% of target in one week is a signal worth investigating this morning. Similarly, filter by **Status = Under** toward the end of the month. A client who should have 10 hours logged and has 1 by week 3 may have tasks that are not being completed, or work that is not being tracked. See [How to use Monitoring](../../reports/monitoring/). ## Stop 3 — Time tracking check (5 minutes) [Section titled “Stop 3 — Time tracking check (5 minutes)”](#stop-3--time-tracking-check-5-minutes) For the previous week, open **Report > Time tab** and look for team members with zero or near-zero tracked hours. This is not about surveillance — it is about catching the problem early. A team member who forgot to log time for three days last week can fix it now. If it is not caught until the billing period closes, the time is potentially lost. Also check for unusually high time on any single client — this may indicate a task is harder than expected and could lead to an overrun conversation with the client. See [Reports — Time tab](../../reports/time-tab/). ## Stop 4 — Carryover and priorities (5–10 minutes) [Section titled “Stop 4 — Carryover and priorities (5–10 minutes)”](#stop-4--carryover-and-priorities-510-minutes) The final stop is forward-looking. Based on what you have seen: * Are there tasks from last week that did not get done and need to be explicitly triaged? Assign them, reschedule them, or flag them as **Important** so they get priority this week. See [How to mark tasks as important](../../tasks-and-workflows/important-tasks/). * Are there any clients who need proactive communication? If a deliverable is going to be late, it is better to tell the client now than wait until the deadline passes. * Is there anything in this week’s schedule that needs resource adjustment? Check **Calendar** for any tasks with concentrated deadlines later in the week that might need redistribution. ## Making the cadence sustainable [Section titled “Making the cadence sustainable”](#making-the-cadence-sustainable) The review cadence works because it is predictable and bounded. 30 minutes, same time every week, same four stops. The moment it starts expanding (“while I’m here, let me also check…”) it stops being a review and starts being an ad hoc investigation. Protect the time box. Over time, the review also becomes faster. Once you have bookmark-saved views at each stop, the navigation is instant. Once you have done it for a few months, you develop a calibrated sense of what is normal — so the genuine surprises stand out clearly. ## Adapting for smaller teams [Section titled “Adapting for smaller teams”](#adapting-for-smaller-teams) In a firm with fewer than five people, some stops may not apply. If you have only 10–15 clients, the monitoring stop may take 2 minutes instead of 5. Scale the review to your reality — the structure is a starting point, not a rigid format. The one stop that should never be skipped, regardless of firm size: overdue tasks. The cost of a missed deadline in client services is disproportionate to the time it takes to catch it early. # Tax season in Uku — workflows and billing > Manage the annual tax-filing rush with workflow templates, due-date monitoring, time tracking, and billing timing for high-volume periods. January through April is when most accounting firms feel the pressure most acutely. You have the same clients you serve year-round, plus a spike in annual report work, tax filings, and deadline-sensitive deliverables — all landing at once. This guide walks through how to use Uku to stay on top of the rush rather than be buried by it. Quick answer Tax season in Uku is managed through three levers: (1) workflow templates that generate the right tasks automatically, (2) Monitoring to spot which clients are behind, and (3) a billing cadence that prevents work from falling through the cracks. Set these up before the season starts, not during it. ## Who this is for [Section titled “Who this is for”](#who-this-is-for) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** who manage the firm’s workflow templates and monitor overall progress. * Any team member managing their own client portfolio during the filing season. ## Before the season — set up your templates [Section titled “Before the season — set up your templates”](#before-the-season--set-up-your-templates) If your firm does not already have a dedicated annual-report or tax-filing workflow template, create one now. A good template does three things: it ensures nothing is forgotten, it makes the work visible to everyone, and it generates tasks automatically without manual intervention. ### What an annual-filing template typically contains [Section titled “What an annual-filing template typically contains”](#what-an-annual-filing-template-typically-contains) * Document collection task (sent to client or via the Client Portal) * Reconciliation task * Preparation of financial statements * Tax return preparation * Internal review task * Client approval task * Filing submission task * Post-filing confirmation task Not every client needs all eight. The template should cover your most complex client; you can uncheck steps when applying it to simpler cases. See [How to use client workflow templates](../../tasks-and-workflows/client-workflow-templates/) and [How to create project workflow templates](../../projects/workflow-templates/) for full instructions on building templates. ### Apply the template to clients who need it [Section titled “Apply the template to clients who need it”](#apply-the-template-to-clients-who-need-it) If your annual-report template is already in use for clients on a yearly recurrence, the tasks will generate automatically. If you need to apply the template to clients who don’t have it yet: 1. Open each client and go to the **Workflow** tab. 2. Click **Choose template** and select your annual-filing template. 3. Set the **Repeat tasks from** date to the start of the relevant annual period. 4. Confirm the task plan. If you are applying the same template to many clients, work through the client list systematically — filter by client group if you have categorized clients by service tier or filing type. ## During the season — monitor progress [Section titled “During the season — monitor progress”](#during-the-season--monitor-progress) The Monitoring view is your single best tool for seeing the whole picture during tax season. It shows every client’s status at a glance — who is on track, who is under-served, and who is consuming more time than expected. ### Use Monitoring to spot trouble early [Section titled “Use Monitoring to spot trouble early”](#use-monitoring-to-spot-trouble-early) 1. Open **Monitoring** from the main navigation. 2. Check the current month. Any client shown in red (Over) may be consuming disproportionate time. Any client in green (Under) may have work not yet started. 3. Filter by **Status = Over** to see only clients where work is exceeding targets. These conversations about scope creep should happen now, not at invoice time. During tax season, it is normal for some clients to show as Over — annual reports genuinely take more time than regular months. The value of monitoring is not to flag every overrun, but to distinguish the expected spike from the unexpected one. See [How to use Monitoring](../../reports/monitoring/) for the full guide on setting and reading targets. ### Use the Dashboard to manage daily priorities [Section titled “Use the Dashboard to manage daily priorities”](#use-the-dashboard-to-manage-daily-priorities) Each team member’s dashboard shows their tasks sorted by due date. During tax season, help your team use the Dashboard effectively: * Tasks with approaching deadlines should be visible at the top. If they are buried, use the **Sort** option to sort by due date. * Overdue tasks appear in red. A team member with several red tasks needs a conversation about capacity, not just a reminder. * Company Admins can filter the Dashboard to **any member’s view** using the Member filter — useful for a quick check-in without interrupting the person. See [Uku Dashboard overview](../../tasks-and-workflows/dashboard-overview/) and [How to effectively use your Dashboard](../../tasks-and-workflows/dashboard-overview/). ## Time tracking — make it easy during the busy period [Section titled “Time tracking — make it easy during the busy period”](#time-tracking--make-it-easy-during-the-busy-period) Tax season is when time tracking discipline matters most, because this is the period most likely to generate additional billing. If your team is not tracking time during January–April, you lose the data you need to invoice accurately and to have pricing conversations later. * Set up **Magic buttons** for the most common tax-season tasks (phone call with client, document review, filing preparation). A single click starts the timer — no form-filling required. See [Magic buttons](../../tasks-and-workflows/magic-buttons/). * Remind the team to use the timer on tasks, not just log time after the fact. Retrospective entries are less accurate and more likely to be forgotten entirely. * After each working week, run a quick check with **Report > Time tab** to see whether any team members have large gaps in their time entries. See [Reports — Time tab](../../reports/time-tab/) and [Identify overlaps and missing time](../../reports/time-gaps/). ## Billing — do not let work pile up unbilled [Section titled “Billing — do not let work pile up unbilled”](#billing--do-not-let-work-pile-up-unbilled) The tax season billing mistake is waiting until April to invoice everything. By then, three months of work have accumulated, clients are surprised by large invoices, and it is harder to match work to specific periods. A better approach: ### Bill monthly even during annual work [Section titled “Bill monthly even during annual work”](#bill-monthly-even-during-annual-work) If a client is on a fixed monthly retainer, their regular invoice should still go out as normal. Annual report work that goes above the retainer should be tracked as extra work (mark the task with **Extra work** flag) and billed separately at the end of the engagement. See [How to mark extra work](../../workforce-and-flextime/mark-extra-work/) for how to flag tasks and time entries that go beyond the standard scope. ## End of season — close out properly [Section titled “End of season — close out properly”](#end-of-season--close-out-properly) When the filing season wraps up (typically late April or May), do a clean-up pass: * Check that all annual-filing tasks are marked done. Undone tasks that have passed their due date clutter dashboards and reports. * Run the Monitoring report for the Q1 period. Did any clients consistently run over their targets? That is data for a pricing conversation at contract renewal. See [Pricing conversations with data](../pricing-conversations-with-data/). * Review your workflow templates. Did any step consistently get added ad hoc? If so, add it to the template so it generates automatically next year. See [How to update client tasks from template changes](../../tasks-and-workflows/template-updates/). * Check the Flextime report to see if any team members accumulated significant overtime during the rush. This may need to be balanced against upcoming capacity. See [Reports — Flextime tab](../../reports/flextime-tab/). Tax season runs well in Uku when the infrastructure — templates, monitoring targets, billing contracts — is set up before it starts. If you find yourself building these during the season, prioritize getting next year’s setup right. It pays for itself quickly. # Using the Client Portal without overwhelming your clients > Roll out the Client Portal gradually — start with task visibility, then expand to documents and messages as clients become comfortable. The Client Portal lets clients view tasks, upload documents, sign agreements, and communicate with your firm without phone calls or email threads. But introducing a new digital tool to clients who are used to emailing a person they trust requires care. Too many features at once and the client feels lost. Too much enthusiasm about the tool and the client feels like they are being managed by software. The firms that get the best adoption from the Client Portal are the ones who introduce it gradually, frame it around the client’s benefit rather than the firm’s efficiency, and give clients exactly as much as they need — not the full feature set on day one. Quick answer Roll out the Client Portal in three stages: (1) set up and test internally, (2) invite one or two willing clients and start with task visibility only, (3) expand to documents, messages, and requests as clients become comfortable. Each stage builds trust; none of them should feel like a software rollout to the client. ## Who does this [Section titled “Who does this”](#who-does-this) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** set up the portal and enable it for clients. * Any team member with client access can manage which tasks are visible in the portal and send invitations. ## Stage 1 — Set up before the first client sees it [Section titled “Stage 1 — Set up before the first client sees it”](#stage-1--set-up-before-the-first-client-sees-it) Before inviting any client, set up the portal so it reflects your firm, not a generic tool. 1. Configure your **subdomain** (your firm’s name at a getuku.com address) and upload your logo. 2. Set your **trademark text** to your firm’s name as you want it displayed. 3. Write a short **company description** for the login page — something welcoming that explains what clients can do in the portal. “Here you can review your tasks, upload documents, and communicate with our team. We keep all your documents in one place so nothing gets lost.” Test the portal yourself by opening the preview from the Settings page. Check that the login page looks right, the branding is correct, and the user experience feels polished. See [How to set up and configure the Client Portal](../../client-portal/setup/). ## Stage 2 — Start with one or two willing clients [Section titled “Stage 2 — Start with one or two willing clients”](#stage-2--start-with-one-or-two-willing-clients) Do not roll out the portal to all clients at once. Choose one or two clients who are: * Comfortable with digital tools generally (they already use online banking, email, etc.). * Responsive — they read messages and follow up promptly. * Trusting of your firm — they will be patient if something is not perfect at first. For these first clients, start with task visibility only. Before inviting them: 1. Open each client’s Workflow tab and review their tasks. 2. For tasks that make sense for the client to see (document collection, review, approval), open the task and enable **Visible in Client Portal**. 3. For internal tasks (your firm’s reconciliation work, internal review), leave the Client Portal visibility off — clients do not need to see your internal processes. See [Task Client Portal settings](../../client-portal/task-settings/) for how to configure which tasks are visible. When you invite these first clients, send the invitation with a personal note from their usual account manager — not just a system email. Something like: “We have set up a private portal for you at \[portal URL]. It is a secure space where you can see the status of your work with us and upload documents when we need them. Your invitation email has arrived separately with a login link — no password needed, just click the link.” This framing does three things: it personalizes an automated action, it sets expectations about what the portal does, and it reassures the client that there is still a person behind it. ## Stage 3 — Add more functionality as clients become comfortable [Section titled “Stage 3 — Add more functionality as clients become comfortable”](#stage-3--add-more-functionality-as-clients-become-comfortable) After two or three weeks, check in with your pilot clients. Did they log in? Did they use it? What confused them? If they are comfortable with task visibility, introduce the next feature based on what is most useful for that specific client: ### Document uploads [Section titled “Document uploads”](#document-uploads) If a client sends you source documents by email, the portal’s file upload is a natural upgrade. Frame it as: “You can now upload your documents directly to the task instead of attaching to an email. We see them immediately and they are organized by task automatically.” The file upload box is enabled by default in portal settings. Clients can attach files to tasks they can see, and files are immediately visible to your team in Uku. See [How to upload files in the Client Portal](../../client-portal/uploading-files/). ### Messages and requests [Section titled “Messages and requests”](#messages-and-requests) The messaging feature allows clients to reply to task requests or send information directly through the portal. This works well once clients trust the portal as a reliable communication channel. See [Messages and requests in the Client Portal](../../client-portal/sending-messages-and-requests/). ### Task completion with checklists [Section titled “Task completion with checklists”](#task-completion-with-checklists) For tasks where clients need to complete a set of steps (provide specific documents, confirm information, sign off), checklists in the portal give them a clear progress view. See [Using checklists in the Client Portal](../../client-portal/using-checklists/). ## Common concerns and how to address them [Section titled “Common concerns and how to address them”](#common-concerns-and-how-to-address-them) ### ”My clients will never use a portal — they prefer email” [Section titled “”My clients will never use a portal — they prefer email””](#my-clients-will-never-use-a-portal--they-prefer-email) Some clients genuinely prefer email, and that is fine. The portal is an option, not a requirement. Focus your portal rollout on clients where the communication overhead is highest — clients who send multiple emails a week, who frequently ask “where did we land on X,” or who need to share documents regularly. These clients have the most to gain and are most likely to appreciate the structure. ### ”Clients will be confused by the login process” [Section titled “”Clients will be confused by the login process””](#clients-will-be-confused-by-the-login-process) The magic-link login (click a link in an email, no password needed) is specifically designed to reduce friction. Most clients find it easier than a username/password system once they understand how it works. Your explanation in the invitation matters: “You will receive an email with a secure link — just click it and you are in. No account to create, no password to remember.” If a client’s link expires (links are valid for 7 days), you can resend from the contact’s panel immediately. See [How clients log into the Client Portal](../../client-portal/log-in/). ### ”I do not want clients to see internal work” [Section titled “”I do not want clients to see internal work””](#i-do-not-want-clients-to-see-internal-work) Task visibility is opt-in for the Client Portal. Tasks are not visible in the portal unless you explicitly enable the **Visible in Client Portal** toggle on each task. Your internal reconciliation, review, and quality-check tasks remain invisible by default. Only the tasks you choose to share appear. ### ”We tried a client portal before and it was not used” [Section titled “”We tried a client portal before and it was not used””](#we-tried-a-client-portal-before-and-it-was-not-used) Portal adoption usually fails for one of three reasons: clients never understood what it was for, the portal was launched all at once and overwhelmed people, or the portal did not reflect actual workflow (tasks were created in Uku but the portal was never updated with current status). The staged approach in this guide addresses all three — gradual introduction, clear framing, and tasks that reflect real work in progress. ## Expanding to more clients [Section titled “Expanding to more clients”](#expanding-to-more-clients) Once the pilot clients are using the portal consistently, expand gradually. A good cadence is 5–10 new clients per month until your full client base is covered. For each new batch: * Configure portal task visibility before sending invitations. * Send a personal note alongside the system invitation. * Check in after two weeks to see if they have logged in. For clients who never log in after three reminders, accept that the portal is not the right channel for them and continue serving them by email. Not every client needs to use the portal for it to be worth having. To enable the portal for multiple clients at once, use the bulk activation feature in the Clients list view — select the clients, choose **Activate client portal** from the bulk actions menu, and decide whether to send welcome invitations immediately or manually. See [How to set up and configure the Client Portal](../../client-portal/setup/) — the “Multiple clients at once” section. # Workflow templates for bookkeeping firms > Build workflow templates for monthly bookkeeping, quarterly VAT, and annual reports — then push updates to all clients at once. Most bookkeeping firms serve the same types of clients and perform the same types of work year after year. Monthly bank reconciliation, quarterly VAT returns, annual accounts — the tasks are predictable. The question is not whether to use templates, but how to build them so they actually save time rather than creating a maintenance burden. This guide focuses on the three most common template patterns for bookkeeping and accounting firms, and how to manage them as your practice evolves. Quick answer Build templates for your three core service types: monthly bookkeeping, quarterly VAT/tax, and annual reports. Each template should cover only the tasks it owns — don’t build one mega-template. Use the bulk-update tool when you improve a template to push changes to all clients at once. ## Who does this [Section titled “Who does this”](#who-does-this) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** create and manage workflow templates. * Any team member can apply a template to a client, provided they have access to that client. ## The three-template approach [Section titled “The three-template approach”](#the-three-template-approach) Rather than one large template that covers everything, we recommend three separate templates corresponding to the three main billing and reporting cycles most bookkeeping firms operate on. A client with a full service package gets all three applied; a client on a lighter package gets only what they need. ### Template 1 — Monthly bookkeeping [Section titled “Template 1 — Monthly bookkeeping”](#template-1--monthly-bookkeeping) This is your highest-frequency template. It generates tasks every month. **Typical tasks:** * Collect bank statements / bookkeeping source documents (recurring: monthly, due 5th of month) * Reconcile accounts (recurring: monthly, due 15th) * Prepare management report (recurring: monthly, due 20th) * Send month-end summary to client (recurring: monthly, due 22nd) The checklists within each task matter as much as the tasks themselves. A “Reconcile accounts” task with a checklist of 6 specific sub-steps ensures every team member follows the same process, not just the experienced ones. See [How to use task checklists](../../tasks-and-workflows/task-checklists/). Assign a **Topic** to each task (for example, “Bookkeeping”). This enables topic-level monitoring and makes time reports more meaningful. See [How to use topics](../../tasks-and-workflows/topics/). ### Template 2 — Quarterly VAT / tax [Section titled “Template 2 — Quarterly VAT / tax”](#template-2--quarterly-vat--tax) Quarterly templates require careful date setup because Q1 starts in January but Q4 ends in December — the due dates within each quarter may differ from country to country. **Typical tasks:** * Review quarterly transactions (recurring: quarterly, due 2nd month of quarter) * Prepare VAT return (recurring: quarterly, due 15th of month after quarter-end) * Submit VAT return (recurring: quarterly, due last day before deadline) * Confirm submission with client (recurring: quarterly) Use the quarterly recurrence settings to define the exact start and due dates within each quarter. For deadline-sensitive filings, also consider enabling **Client Portal** visibility on the submission task so the client can see the status without calling you. See [Task Client Portal settings](../../client-portal/task-settings/). ### Template 3 — Annual report and filing [Section titled “Template 3 — Annual report and filing”](#template-3--annual-report-and-filing) This template runs once a year. For most EU-based accounting firms, the trigger is the start of the calendar year (January) with filing deadlines typically in spring. **Typical tasks:** * Request year-end documents from client (yearly, January) * Prepare trial balance (yearly, February) * Draft financial statements (yearly, February–March) * Internal review (yearly, March) * Client review and approval (yearly, March) * File with registry / tax authority (yearly, before statutory deadline) * Confirm filing with client (yearly, after filing) The client-facing tasks (request documents, review, confirm filing) are good candidates for Client Portal visibility. Enable the **Visible in Client Portal** setting on those task templates so clients can track progress without you sending manual updates. ## Building the templates in Uku [Section titled “Building the templates in Uku”](#building-the-templates-in-uku) 1. Go to **Settings & Apps > Tasks > Workflow templates**. 2. Click **Add template**. 3. Name the template clearly — names like “Monthly Bookkeeping (Standard)” and “Monthly Bookkeeping (Basic)” are better than just “Bookkeeping” when you have multiple variants. 4. Add tasks one by one, setting recurrence, topic, and checklist items for each. 5. Save the template. See [How to use client workflow templates](../../tasks-and-workflows/client-workflow-templates/) for the full step-by-step on creating, combining, and applying templates. ## Applying templates to clients [Section titled “Applying templates to clients”](#applying-templates-to-clients) When onboarding a new client or adding a new service: 1. Open the client and go to the **Workflow** tab. 2. Click **Choose template**. 3. Select the relevant template (or multiple — you can stack templates). 4. Uncheck any tasks that do not apply to this specific client. 5. Set the **Repeat tasks from** date. 6. Click **Confirm task plan**. The template is *cloned* — not linked. Changing the template later does not automatically update the client’s tasks. That requires the bulk-update step described below. ## Updating templates and pushing changes to clients [Section titled “Updating templates and pushing changes to clients”](#updating-templates-and-pushing-changes-to-clients) Templates evolve. You add a checklist item, change a due date, add a new task. When this happens, you need to push the changes to all clients who are already using the template. 1. Open the template in **Settings & Apps > Tasks > Workflow templates** and make your changes. 2. When you save, Uku shows you update options: which clients to update, which tasks, and which fields. 3. Review carefully. Template updates overwrite any custom changes made directly to client tasks on the matching fields. 4. Set the **Repeat tasks from** date — use the current month unless you have a specific reason to apply changes retroactively. 5. Confirm. This is the correct way to propagate process improvements across your client base. It is far better than manually editing 40 client workflows one by one. See [How to update client tasks from template changes](../../tasks-and-workflows/template-updates/). ## Template maintenance — a quarterly review [Section titled “Template maintenance — a quarterly review”](#template-maintenance--a-quarterly-review) Allocate 30 minutes once a quarter to review your templates against what you have learned: * Were any tasks regularly added ad hoc to clients that are not in the template? Add them. * Were any template tasks consistently deleted by team members as irrelevant? Consider making them optional or removing them. * Did any checklist items turn out to be wrong or outdated? Fix them. * Did any client-specific customizations reveal a new service variant worth a new template? Templates that are reviewed and kept up-to-date are templates that people trust and use. Templates that drift from reality are templates that get ignored. ## Tips for naming and organizing templates [Section titled “Tips for naming and organizing templates”](#tips-for-naming-and-organizing-templates) * Use a consistent naming convention: `[Service type] — [Tier]` or `[Service type] — [Country code]` if you serve clients in multiple jurisdictions. * Keep template descriptions clear enough that a new team member can tell at a glance which template applies to which client type. * Archive templates you no longer use rather than deleting them — existing client workflows are not affected by archiving, but the template will stop appearing as a choice for new clients. # Year-end close in Uku — a practical checklist > Year-end checklist — final invoices, time reconciliation, flextime review, task cleanup, and template prep for the new year. The end of the calendar year is the best time to tidy up your Uku account — not because it is required, but because starting a clean year is so much easier than carrying unresolved items into January. This checklist walks through each area in the order that makes most sense: billing first, then time, then workflows, then setup for next year. Most firms can complete this in two focused sessions of an hour each. The first week of December is a good time, before the rush of year-end client work begins. Quick answer Year-end close covers: (1) final invoicing, (2) time reconciliation and flextime review, (3) task cleanup on dashboards, (4) Monitoring review, (5) template updates for next year, and (6) team preparation. None of these are mandatory, but all are useful. ## Who does this [Section titled “Who does this”](#who-does-this) * **[Company Admins](/en/settings/members-and-teams/) and Company Owners** handle billing, flextime approvals, and template updates. * All team members should complete their time entries and clear their dashboards. ## 1. Final billing sweep [Section titled “1. Final billing sweep”](#1-final-billing-sweep) ### 1a — Send final invoices [Section titled “1a — Send final invoices”](#1a--send-final-invoices) Ensure all December invoices are created, sent, and marked with their correct status before year-end. Pay particular attention to: * Clients on annual contracts — has their renewal invoice gone out? * Clients with outstanding prepayment invoices — have they been applied? * Any extra-work invoices from the year that were drafted but never sent? Use the invoice list view in **Billing** to filter by **Status = Draft** and review all drafts before the year closes. See [Invoice lifecycle and bulk actions](../../billing/invoice-lifecycle-and-bulk-actions/). ### 1b — Check for outstanding payments [Section titled “1b — Check for outstanding payments”](#1b--check-for-outstanding-payments) Filter the invoice list by **Status = Sent** to see all invoices that have been sent but not yet marked as paid. Follow up on any that are significantly overdue before year-end, and update statuses on any that have been paid but not recorded in Uku. ## 2. Time reconciliation [Section titled “2. Time reconciliation”](#2-time-reconciliation) ### 2a — Prompt the team to complete their time entries [Section titled “2a — Prompt the team to complete their time entries”](#2a--prompt-the-team-to-complete-their-time-entries) A few days before the year closes, remind every team member to review their open tasks and ensure all time entries are logged. Unlogged time cannot be invoiced and does not appear in reports. A simple message with a deadline (for example, “all December time entries logged by December 27”) works well. ### 2b — Review the time report for the year [Section titled “2b — Review the time report for the year”](#2b--review-the-time-report-for-the-year) Go to **Report > Time tab** and filter by date range: the full year. Look for any team members with unusual patterns — very low tracked time relative to their contract hours, or large gaps in specific months. These may indicate under-tracking or issues with time-topic assignment. See [Reports — Time tab](../../reports/time-tab/). ### 2c — Approve and close Flextime periods [Section titled “2c — Approve and close Flextime periods”](#2c--approve-and-close-flextime-periods) If your firm uses the Flextime app, all periods for the year need to be approved before the flextime balance is finalized for each team member. Go to **Report > Flextime tab** and review any periods with **Pending** status. * Approve periods where time is correct. * Flag periods where time entries look wrong before approving — it is easier to correct them now than after year-end. * Once all periods are approved, the year-end flextime balance for each member is final. If any team members have significant positive or negative balances, now is the time to agree on how those will be handled — carried over, paid out, or reset. See [Flextime balance and history](../../reports/flextime-tab/) and [Reports — Flextime tab](../../reports/flextime-tab/). ## 3. Task and dashboard cleanup [Section titled “3. Task and dashboard cleanup”](#3-task-and-dashboard-cleanup) ### 3a — Clear overdue and orphaned tasks [Section titled “3a — Clear overdue and orphaned tasks”](#3a--clear-overdue-and-orphaned-tasks) Ask each team member to review their dashboard for tasks that: * Are past due but genuinely completed — mark them done. * Are past due and no longer relevant — postpone or archive. * Are incorrectly assigned or have no owner — reassign. Company Admins can view any member’s dashboard using the Member filter. A quick pass over the team’s dashboards at year-end prevents a messy January start. See [Uku Dashboard overview](../../tasks-and-workflows/dashboard-overview/). ### 3b — Review annual recurring tasks [Section titled “3b — Review annual recurring tasks”](#3b--review-annual-recurring-tasks) Check that annual recurring tasks for the new year are set up and will generate on the expected dates. Open a few clients and go to their **Workflow** tabs to verify that yearly tasks show upcoming instances correctly. ## 4. Monitoring year-in-review [Section titled “4. Monitoring year-in-review”](#4-monitoring-year-in-review) Open **Monitoring** and review the full year data for your top clients. This is one of the most valuable exercises a Company Admin can do at year-end: * Which clients consistently ran over their targets? These are your candidates for a fee increase or scope renegotiation next year. * Which clients consistently ran under? Either the targets were set too high, or work was being done that was not tracked correctly. * Are any monitoring targets badly out of date with the actual service scope? Export the monitoring data to Excel for a permanent record of the year’s service delivery. Use this data as input for pricing conversations in Q1. See [How to use Monitoring](../../reports/monitoring/) and [Pricing conversations with data](../pricing-conversations-with-data/). ## 5. Prepare templates for next year [Section titled “5. Prepare templates for next year”](#5-prepare-templates-for-next-year) Year-end is the best time to improve your workflow templates based on what you learned this year. 1. Go to **Settings & Apps > Tasks > Workflow templates**. 2. Review each template against what actually happened during the year. Were tasks added ad hoc that should be in the template? Were template tasks consistently skipped? 3. Make improvements and push them to existing clients using the bulk-update tool. 4. Set the **Repeat tasks from** date to January 1 of the new year when pushing updates — this ensures clients start the new year on the improved template without disrupting December work. See [Workflow templates for bookkeeping firms](../workflow-templates-for-bookkeeping-firms/) for the full template management approach, and [How to update client tasks from template changes](../../tasks-and-workflows/template-updates/) for the push process. ## 6. Team preparation for the new year [Section titled “6. Team preparation for the new year”](#6-team-preparation-for-the-new-year) * Review team member roles and permissions. Has anyone’s responsibility changed during the year? Update their role or client access accordingly. See [Members and Teams](../../settings/members-and-teams/) and [Members and Teams permissions](../../settings/members-and-teams-permissions/). * Archive members who have left the team. Deactivating preserves their historical data while removing their access and freeing the paid seat. * Confirm that the new year’s Monitoring targets are set for all clients you plan to monitor. Targets carry forward automatically, but if the client’s scope changed, update the target now rather than in January. ## A note on what you cannot automate [Section titled “A note on what you cannot automate”](#a-note-on-what-you-cannot-automate) Uku handles the task generation, billing automation, and time tracking. The year-end review is still a human judgment exercise — looking at the data and deciding what it means. A client who ran 40% over their targets for the full year is a data point; the pricing conversation is the outcome. Build the habit of doing this review every year and it will pay for itself many times over. # BI Analytics > Custom dashboards, KPIs, gauges, segments, perspectives, and reports covering billing, production, revenue, and utilization. Custom dashboards, segments, KPIs, and business intelligence. ## All articles [Section titled “All articles”](#all-articles) [AR Aging (Receivables Aging)](/en/bi-analytics/ar-aging/) [The AR Aging report: who owes us money, how much, and how long have they owed it?](/en/bi-analytics/ar-aging/) [›](/en/bi-analytics/ar-aging/) [BI Analytics overview](/en/bi-analytics/overview/) [Overview of the BI Analytics module — categories, reports, perspectives, and how to find the right starting point for your role.](/en/bi-analytics/overview/) [›](/en/bi-analytics/overview/) [Billing & Payments category](/en/bi-analytics/billing-category/) [The Billing & Payments category in BI Analytics: where is revenue leaking, what's unbilled, and who owes us money for how long?](/en/bi-analytics/billing-category/) [›](/en/bi-analytics/billing-category/) [Billing Gap](/en/bi-analytics/billing-gap/) [The Billing Gap report: what work has been delivered but is not yet on a confirmed invoice?](/en/bi-analytics/billing-gap/) [›](/en/bi-analytics/billing-gap/) [Billing Health](/en/bi-analytics/billing-health/) [The Billing Health report: where in the bill-to-collect chain is revenue being lost?](/en/bi-analytics/billing-health/) [›](/en/bi-analytics/billing-health/) [Budget Overview](/en/bi-analytics/budget-overview/) [The Budget Overview report: per client with a budget, are we on track — green, amber, or red?](/en/bi-analytics/budget-overview/) [›](/en/bi-analytics/budget-overview/) [Column groups and table customization](/en/bi-analytics/column-groups-and-customization/) [Why BI Analytics table columns are grouped, how to show and hide columns, and how the group headers work.](/en/bi-analytics/column-groups-and-customization/) [›](/en/bi-analytics/column-groups-and-customization/) [Embedded views in client and member pages](/en/bi-analytics/embedded-views/) [BI Analytics embedded in the client Analytics tab and member Profile Performance tab — pre-filtered to that entity, no setup required.](/en/bi-analytics/embedded-views/) [›](/en/bi-analytics/embedded-views/) [Filters, bookmarks, and custom views](/en/bi-analytics/filters-bookmarks-custom-views/) [What persists across BI reports, what saves into a bookmark, and what makes a system report become a custom view.](/en/bi-analytics/filters-bookmarks-custom-views/) [›](/en/bi-analytics/filters-bookmarks-custom-views/) [Gauges explained](/en/bi-analytics/gauges-explained/) [What the Hours vs target and Revenue vs cost gauges show, why they differ from the Utilization % column, and when to use each one.](/en/bi-analytics/gauges-explained/) [›](/en/bi-analytics/gauges-explained/) [Health signals reference](/en/bi-analytics/health-signals-reference/) [Every health signal chip in BI Analytics: what it measures, when it fires, and what to do about it.](/en/bi-analytics/health-signals-reference/) [›](/en/bi-analytics/health-signals-reference/) [KPI glossary](/en/bi-analytics/kpi-glossary/) [Authoritative reference for every KPI in BI Analytics: what it measures, when it is blank vs zero, and what a bad value means.](/en/bi-analytics/kpi-glossary/) [›](/en/bi-analytics/kpi-glossary/) [Monitoring category](/en/bi-analytics/monitoring-category/) [The Monitoring category in BI Analytics: for every recurring compliance target the firm has set, are we on plan?](/en/bi-analytics/monitoring-category/) [›](/en/bi-analytics/monitoring-category/) [Monitoring Overview](/en/bi-analytics/monitoring-overview/) [The Monitoring Overview report: for every recurring compliance target the firm has set, are we on plan?](/en/bi-analytics/monitoring-overview/) [›](/en/bi-analytics/monitoring-overview/) [Period comparison (YoY vs adjacent)](/en/bi-analytics/period-comparison/) [What the KPI arrows compare against, when to use YoY vs adjacent mode, and how to override the smart default.](/en/bi-analytics/period-comparison/) [›](/en/bi-analytics/period-comparison/) [Perspectives and hierarchies](/en/bi-analytics/perspectives-and-hierarchies/) [What the 9 perspective and hierarchy combinations do, why switching detaches a report, and which perspective to use for which question.](/en/bi-analytics/perspectives-and-hierarchies/) [›](/en/bi-analytics/perspectives-and-hierarchies/) [Production by Members](/en/bi-analytics/production-by-members/) [The Production by Members report: who on the team produces the most value, who is idle, and who is burning out?](/en/bi-analytics/production-by-members/) [›](/en/bi-analytics/production-by-members/) [Production by Topics](/en/bi-analytics/production-by-topics/) [The Production by Topics report: which work types deliver the best margin, estimation accuracy, and cycle time.](/en/bi-analytics/production-by-topics/) [›](/en/bi-analytics/production-by-topics/) [Production category](/en/bi-analytics/production-category/) [The Production category in BI Analytics: what value did the team deliver, what did it cost, and where does the margin live?](/en/bi-analytics/production-category/) [›](/en/bi-analytics/production-category/) [Production Overview](/en/bi-analytics/production-overview/) [The Production Overview report: which clients are profitable and which are leaking margin, on one screen.](/en/bi-analytics/production-overview/) [›](/en/bi-analytics/production-overview/) [Revenue & Profitability category](/en/bi-analytics/revenue-category/) [The Revenue & Profitability category in BI Analytics: what did we invoice, collect, and earn after costs, and where is revenue concentrated?](/en/bi-analytics/revenue-category/) [›](/en/bi-analytics/revenue-category/) [Revenue by Members](/en/bi-analytics/revenue-by-members/) [The Revenue by Members report: who converts hours into the most revenue, and what is each person's effective yield?](/en/bi-analytics/revenue-by-members/) [›](/en/bi-analytics/revenue-by-members/) [Revenue by Services](/en/bi-analytics/revenue-by-services/) [The Revenue by Services report: per client, which services are bought and which generate the most revenue?](/en/bi-analytics/revenue-by-services/) [›](/en/bi-analytics/revenue-by-services/) [Revenue Overview](/en/bi-analytics/revenue-overview/) [The Revenue Overview report: what was invoiced and earned after write-offs and operating cost, by client.](/en/bi-analytics/revenue-overview/) [›](/en/bi-analytics/revenue-overview/) [Service Lines](/en/bi-analytics/service-lines/) [The Service Lines report: across the whole firm, which service lines are the revenue engine and where is the firm's mix concentrated?](/en/bi-analytics/service-lines/) [›](/en/bi-analytics/service-lines/) [Setup and company defaults](/en/bi-analytics/setup-and-company-defaults/) [Configure BI Analytics defaults — rates, work hours, target percentages — and enable opt-in panels for period comparison and compliance.](/en/bi-analytics/setup-and-company-defaults/) [›](/en/bi-analytics/setup-and-company-defaults/) [Utilization & Capacity category](/en/bi-analytics/utilization-category/) [Utilization & Capacity in BI Analytics: track billable time, capacity vs target, on-time completion rate, and early burnout signals.](/en/bi-analytics/utilization-category/) [›](/en/bi-analytics/utilization-category/) [Utilization Overview](/en/bi-analytics/utilization-overview/) [The Utilization Overview report: is the team running at capacity, and is the capacity going to billable work?](/en/bi-analytics/utilization-overview/) [›](/en/bi-analytics/utilization-overview/) [Work Completion](/en/bi-analytics/work-completion/) [The Work Completion report: are we finishing work on time and are our estimates trustworthy?](/en/bi-analytics/work-completion/) [›](/en/bi-analytics/work-completion/) # AR Aging (Receivables Aging) > The AR Aging report: who owes us money, how much, and how long have they owed it? Quick answer AR Aging is the daily collections priority list. Each row is one client with outstanding receivable broken down by aging bucket (current, 30-60, 60-90, 90+ days), DSO, and realization context. Sort by the 60+ bucket to build your call queue. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **billing** feature active, currently in beta with selective customer access. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Billing & Payments > Receivables Aging tab** ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | ----------------------- | ------------------------------------------------------------------ | | **Average DSO** | Amount-weighted days from invoice to payment (or today for unpaid) | | **Realization %** | Confirmed revenue / production value | | **Average billing lag** | Days from work to invoice — context for collections | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Daily collections priority [Section titled “Daily collections priority”](#daily-collections-priority) 1. Sort by **60+ aging bucket desc** 2. Top clients are today’s call list 3. Drill in to see which specific invoices 4. Note any with payment plans or known disputes ### DSO trend per client [Section titled “DSO trend per client”](#dso-trend-per-client) 1. Filter to one client, period = last 12 months 2. DSO column shows trend 3. Decide if payment terms need renegotiation ## Health chips most common here [Section titled “Health chips most common here”](#health-chips-most-common-here) Slow payment, High overdue, AR aging risk, Payment deteriorating, Poor collection; Fast payer (positive). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### DSO is blank for one client [Section titled “DSO is blank for one client”](#dso-is-blank-for-one-client) No confirmed invoices in the period — nothing to compute against. ### Fast payer chip showing on a client with overdue invoices [Section titled “Fast payer chip showing on a client with overdue invoices”](#fast-payer-chip-showing-on-a-client-with-overdue-invoices) Fast payer is a longer-trailing signal; current overdue is recent. A formerly-fast payer can develop current overdue. Investigate the relationship change. ### Can I export the AR aging? [Section titled “Can I export the AR aging?”](#can-i-export-the-ar-aging) Yes — the table export gives you the full per-client / per-bucket grid. ### How is DSO computed? [Section titled “How is DSO computed?”](#how-is-dso-computed) Amount-weighted across paid + confirmed-unpaid invoices. Paid: (paid date − invoice date) × net amount. Unpaid: (today − invoice date) × outstanding. Weighted by amount so one large slow invoice cannot be hidden by many small fast ones. # Billing & Payments category > The Billing & Payments category in BI Analytics: where is revenue leaking, what's unbilled, and who owes us money for how long? Quick answer The Billing & Payments category is the operational center of the cash cycle. Three reports cover the three places revenue can stall: invoicing too slow, invoicing too low, or invoicing fine but not getting paid. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **billing** feature active, currently in beta with selective customer access. If the category is missing from the BI sidebar, check that billing is enabled in **Settings & Apps**. ## The three holes revenue can fall into [Section titled “The three holes revenue can fall into”](#the-three-holes-revenue-can-fall-into) 1. **Production never invoiced** → Billing Gap catches this. Big billing gap, low realization. 2. **Invoiced but written down** → Billing Health shows the write-off. Why? Discount, scope dispute, error. 3. **Invoiced but not collected** → AR Aging shows it. Slow payer? Disputed? Bankrupt? Use them together: Billing Health to spot the symptom, Billing Gap or AR Aging to act. ## Key terms [Section titled “Key terms”](#key-terms) | Term | Meaning | | ------------------- | ------------------------------------------------------------------ | | **Realization %** | Confirmed revenue / production value × 100 | | **Write-on/off** | Net change to invoice rows after lock; negative = wrote down | | **Billing gap** | Production value − confirmed revenue (signed) | | **Billing lag** | Average days from work delivery to first invoice | | **DSO** | Average days from invoice date to payment, weighted by amount | | **Collection rate** | Paid / invoiced × 100 | | **AR aging bucket** | Outstanding amount split by overdue days (0-30, 30-60, 60-90, 90+) | ## Reports in this category [Section titled “Reports in this category”](#reports-in-this-category) | Report | Focus | Best for | | ------------------------------------ | ------------------------------------------------ | ------------------------------------------------ | | [Billing Health](../billing-health/) | Realization, write-off, billing gap, billing lag | Weekly billing-team review of the whole pipeline | | [Billing Gap](../billing-gap/) | Delivered work not yet on an invoice | Pre-month-end sweep to catch missing bills | | [AR Aging](../ar-aging/) | Outstanding receivables by client and age bucket | Daily collections priority list | ## When to open which one [Section titled “When to open which one”](#when-to-open-which-one) * **Billing team Monday morning** → Billing Health for the weekly pulse, then Billing Gap to catch missed invoices. * **CFO weekly review** → Billing Health → AR Aging. * **Collections call queue** → AR Aging, sort by overdue desc. * **Pre month-end** → Billing Gap, aggressively. ## Health chips in this category [Section titled “Health chips in this category”](#health-chips-in-this-category) * Slow invoicing, Low realization, Slow payment, High write-off, High overdue, High unbilled, Poor collection * Fast payer (positive) ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Realization is 75% — is that bad? [Section titled “Realization is 75% — is that bad?”](#realization-is-75--is-that-bad) Below 90% deserves review. Below 70% is a problem. Open Billing Health, sort by realization asc, and find the worst clients. ### Write-off is a large negative — bad? [Section titled “Write-off is a large negative — bad?”](#write-off-is-a-large-negative--bad) Depends. If it’s intentional (retainer absorbing overages, deliberate discount), fine. If not, it’s discounting. Drill into the affected clients to see if they consistently get write-downs. ### What’s the difference between billing gap and write-off? [Section titled “What’s the difference between billing gap and write-off?”](#whats-the-difference-between-billing-gap-and-write-off) Billing gap is production not invoiced (unbilled work). Write-off is invoiced then reduced (already invoiced, then knocked down). Different problems, different fixes. ### Draft invoices don’t count as revenue [Section titled “Draft invoices don’t count as revenue”](#draft-invoices-dont-count-as-revenue) Correct — draft invoices appear as “Draft revenue” in a separate column. Realization and revenue KPIs use confirmed invoices only. # Billing Gap > The Billing Gap report: what work has been delivered but is not yet on a confirmed invoice? Quick answer Billing Gap is the line-item view of work that has production value but no confirmed invoice yet. Each row is a client sorted by unbilled value — the pre-month-end sweep report to make sure no revenue is missed. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **billing** feature active, currently in beta with selective customer access. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Billing & Payments > Billing Gap tab** ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | ----------------------- | ------------------------------ | | **Billing gap** | Production − confirmed revenue | | **Realization %** | Confirmed / production | | **Average billing lag** | Days work → invoice | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Pre-month-end sweep [Section titled “Pre-month-end sweep”](#pre-month-end-sweep) 1. Period = current month 2. Sort by **Billing gap desc** 3. Top clients have the most unbilled production 4. Drill in: which members worked, which topics 5. Push for invoice creation before close ### Billing-team prioritization [Section titled “Billing-team prioritization”](#billing-team-prioritization) 1. Sort by unbilled value desc 2. Top 10 are this week’s invoice-creation queue 3. After invoicing, refresh BI — gap should drop ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A client shows a gap but I just invoiced them [Section titled “A client shows a gap but I just invoiced them”](#a-client-shows-a-gap-but-i-just-invoiced-them) Either the invoice is still in draft (drafts don’t count toward confirmed revenue), or the cache is slightly stale. Refresh BI from the sidebar. ### Negative billing gap — is that real? [Section titled “Negative billing gap — is that real?”](#negative-billing-gap--is-that-real) Yes — premium billing or fixed-fee with low production. Negative means invoiced more than produced. Generally fine. ### How does this differ from Billing Health? [Section titled “How does this differ from Billing Health?”](#how-does-this-differ-from-billing-health) Billing Health is the diagnostic dashboard for the whole billing chain. Billing Gap is the actionable list of what to invoice next. Use Billing Health to spot the problem; use Billing Gap to act. # Billing Health > The Billing Health report: where in the bill-to-collect chain is revenue being lost? Quick answer Billing Health is the diagnostic dashboard for the billing pipeline. Each row is a client with realization, write-on/off, billing gap, and billing lag side by side. The billing team’s Monday report: where is production not converting to revenue? ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **billing** feature active, currently in beta with selective customer access. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Billing & Payments > Billing Health** (default report when you click the category) ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | ----------------------- | ----------------------------------------------------------------------------- | | **Realization %** | Confirmed revenue / production value × 100 (blank when no confirmed invoices) | | **Write-on/off** | Net invoice edits | | **Billing gap** | Production value − confirmed revenue (signed) | | **Average billing lag** | Days from work delivery to first invoice | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Weekly billing-team review [Section titled “Weekly billing-team review”](#weekly-billing-team-review) 1. Period = last 30 days 2. Sort by **Realization asc** — find leakers 3. Click the **Slow invoicing** chip → clients with high billing lag 4. Drill in to see who is delivering work without invoicing ### Write-off review [Section titled “Write-off review”](#write-off-review) 1. Sort by **Write-on/off asc** (most negative first) 2. Top write-off clients on top 3. Drill in to see which invoices were edited and why 4. Distinguish intentional discounts from systematic problems ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Realization is 110% — is that possible? [Section titled “Realization is 110% — is that possible?”](#realization-is-110--is-that-possible) Yes — billed more than production value (premium pricing, fixed-fee retainer). Anything >100% triggers an overbilled warning but is often intentional. ### Billing lag for one client is huge [Section titled “Billing lag for one client is huge”](#billing-lag-for-one-client-is-huge) Either this client always gets late invoicing, or one stale unbilled task is pulling the average up. Drill in to find it. ### How does this differ from Revenue Overview? [Section titled “How does this differ from Revenue Overview?”](#how-does-this-differ-from-revenue-overview) Revenue Overview answers “how much did we earn?”. Billing Health answers “where is the leakage in the billing chain?”. Same data, different focus. # Budget Overview > The Budget Overview report: per client with a budget, are we on track — green, amber, or red? Quick answer Budget Overview is the portfolio view of client budgets: total, used, remaining, % consumed, and a status chip (on-track / at-risk / over). The early-warning system before client conversations get awkward. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **Budgeting** feature active, currently in beta with selective customer access. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Budgets > Budget Overview** ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Weekly engagement-manager review [Section titled “Weekly engagement-manager review”](#weekly-engagement-manager-review) 1. Sort by **% desc** — closest-to-blown on top 2. Status chips visible — over (red), at-risk (amber), on-track (green) 3. Drill into red ones to see which members and topics are consuming budget 4. Build the conversation queue for the week ### Mid-month early warning [Section titled “Mid-month early warning”](#mid-month-early-warning) 1. Period = current month 2. Filter to active budgets only 3. Look for at-risk status chips 4. Contact client proactively before they’re surprised by an overrun ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A client with a budget doesn’t appear [Section titled “A client with a budget doesn’t appear”](#a-client-with-a-budget-doesnt-appear) Either no active budget in the selected period, or a filter excludes them. Check date range and client filter. ### At-risk but burn rate looks fine [Section titled “At-risk but burn rate looks fine”](#at-risk-but-burn-rate-looks-fine) Status uses % consumed vs % time elapsed. If 70% of budget is consumed in the first 50% of the period, you will exceed it by period-end even at the current pace. ### Multiple budgets for one client [Section titled “Multiple budgets for one client”](#multiple-budgets-for-one-client) Each budget appears as its own row. Aggregate KPIs sum across all budgets for the client. ### Where do I configure budgets? [Section titled “Where do I configure budgets?”](#where-do-i-configure-budgets) In the client page under Budgets. BI Analytics surfaces what’s configured there — budget creation is not done in BI. # Column groups and table customization > Why BI Analytics table columns are grouped, how to show and hide columns, and how the group headers work. Quick answer The BI Analytics table groups related columns under shared headers (Production / Costs / Revenue / AR / Budget / etc.), reducing visual noise. Columns can be shown or hidden per report; the choice persists in your URL and in any bookmark you save. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. If you do not see BI Analytics in the navigation, contact support to enable it for your account. ## The 10 column groups [Section titled “The 10 column groups”](#the-10-column-groups) | Group | Columns inside | | -------------- | -------------------------------------------------- | | **Production** | Value, Profit, Margin % | | **Costs** | Labor, Overhead, Total cost | | **Revenue** | Revenue, Draft revenue, Operating profit, Margin % | | **Task** | Task count, Done, Late, Overdue, To-do | | **Time** | Tracked, Billable, Non-billable | | **AR** | Paid, Outstanding, Overdue, Aging | | **Budget** | Budget, Used, Remaining, Status | | **Fees** | Fixed fee, Hourly fee, Mix | | **Lifetime** | Lifetime revenue, Tenure, CLV | | **Capacity** | Agreed, Available, Vacation | Some columns sit outside a group (Bill rate, Cost multiplier, Vacation) and render standalone with full labels. ## How grouping works [Section titled “How grouping works”](#how-grouping-works) * **Single-member suppression** — if only one column of a group is visible, it renders standalone with its full label (no group header above one column). * **Label stripping** — under a group header, the group word is dropped from child labels (Production value → Value, Total cost → Cost). * **Vertical separators** — a thin line bookends each group for easier scanning. ## How to show or hide columns [Section titled “How to show or hide columns”](#how-to-show-or-hide-columns) 1. Click the column-customization icon in the table toolbar (or open the **Columns** menu). 2. Toggle individual columns on or off. 3. Choices persist in the URL — save as a bookmark to keep them permanently. When all columns of a group are hidden, the group disappears entirely. ## Per-report default column sets [Section titled “Per-report default column sets”](#per-report-default-column-sets) Each system report defines a sensible default: * **Production Overview:** Production group + Costs group + Time group + Health * **Revenue Overview:** Revenue group + Costs group + AR group + Health * **Utilization Overview:** Capacity group + Time group + Bill rate * **AR Aging:** AR group + Aging buckets Switching report resets columns to that report’s preset. Filters do not reset. See [Filters, bookmarks, and custom views](../filters-bookmarks-custom-views/). ## Sorting [Section titled “Sorting”](#sorting) Click any column header to sort. Default sort varies by report (Production Overview: by Production value desc; AR Aging: by Outstanding desc; Utilization Overview: by Hours vs target asc). Sort persists in the URL — save as a bookmark to keep it. ## Export [Section titled “Export”](#export) The export icon exports the currently visible columns and rows in your chosen format. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Why does “Production value” show as just “Value”? [Section titled “Why does “Production value” show as just “Value”?”](#why-does-production-value-show-as-just-value) Either you have only one Production-group column visible (no group header above one column) or you’re on the Services tab where Production value renders standalone. ### My column choices reset after switching report [Section titled “My column choices reset after switching report”](#my-column-choices-reset-after-switching-report) Display parameters (column visibility) reset on report switch. Save your view as a bookmark to keep your column choice. ### A group header disappeared [Section titled “A group header disappeared”](#a-group-header-disappeared) All columns in that group are hidden. Open the Columns menu to re-show at least one column from the group. # Embedded views in client and member pages > BI Analytics embedded in the client Analytics tab and member Profile Performance tab — pre-filtered to that entity, no setup required. Quick answer BI Analytics is also embedded inside individual client and member pages, locked to that entity with no filter setup required. Four embedded views: Client Production, Client Revenue, Member Production, Member Revenue. Each defaults to the most useful period for that context. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** see all data. **Company Members** see data for their assigned clients and their own profile. ## The four embedded views [Section titled “The four embedded views”](#the-four-embedded-views) | View | Where to find it | Default period | Best for | | --------------------- | ---------------------------------------- | -------------- | ----------------------------------------- | | **Client Production** | Client page > Analytics tab > Production | Last 12 months | Account review, renewal prep | | **Client Revenue** | Client page > Analytics tab > Revenue | Last 12 months | Revenue and billing health for one client | | **Member Production** | Profile > Performance tab > Production | Last month | 1:1 prep, performance review | | **Member Revenue** | Profile > Performance tab > Revenue | Last month | Yield and billing review for one person | ## How embedded views differ from standalone reports [Section titled “How embedded views differ from standalone reports”](#how-embedded-views-differ-from-standalone-reports) * **Locked to the entity** — the filter bar is hidden; the view is always for this client or this member only * **No URL state / no bookmarks** — embedded views do not sync to the URL and cannot be bookmarked. For a saved custom configuration, use the standalone report with an entity filter. * **Different KPI selection** — the embedded views show KPIs most relevant to the single-entity context (e.g. Client Production shows *labor multiplier* instead of *hours vs target*) * **Gauge behavior** — the Hours-vs-target gauge is hidden on the client-locked views (tracking/agreed makes no sense at single-client scope) but *kept* on the member-locked views (a meaningful “did this person log their contracted hours”) ## Client Analytics tab (Production + Revenue) [Section titled “Client Analytics tab (Production + Revenue)”](#client-analytics-tab-production--revenue) **Where:** Client page > Analytics tab. Toggle between Production and Revenue sub-tabs. **Client Production KPIs:** Production value, Production profit, Labor multiplier (production / labor cost — return on people for this client), On-time rate. **Client Revenue KPIs:** Revenue, Operating profit, Realization %, Billing gap. ### Typical use cases [Section titled “Typical use cases”](#typical-use-cases) * **Account review:** Client > Analytics > Production. Period chart shows trajectory. Health chips highlight known issues. Drill into top members and topics. * **Pre-renewal:** Client > Analytics. Both tabs — production for delivery story, revenue for billing story. Note rate increase opportunities. * **Internal handover:** New account manager opens client > Analytics for the full picture in one screen. ## Profile Performance tab (Production + Revenue) [Section titled “Profile Performance tab (Production + Revenue)”](#profile-performance-tab-production--revenue) **Where:** Team member’s profile > Performance tab. Toggle between Production and Revenue sub-tabs. **Member Production KPIs:** Production value, Production profit, Actual profit, Time entry compliance. **Member Revenue KPIs:** Revenue, Effective yield, Realization %, Write-on/off. **Default period is last month** — last month is closed and complete, making it the most actionable window for 1:1s and performance conversations. ### Typical use cases [Section titled “Typical use cases”](#typical-use-cases-1) * **1:1 prep (manager):** Open the team member’s profile > Performance. Default = last month. Read production value, utilization gauge, time entry compliance before the conversation. * **Self-review (member):** Your own profile > Performance. Topic share shows where your hours actually went. Use as input for your own retrospective. * **Annual performance review:** Change period to last 12 months. Period overview chart shows the full year; topic breakdown shows skill exposure. ## Common questions [Section titled “Common questions”](#common-questions) ### Can I change the period on embedded views? [Section titled “Can I change the period on embedded views?”](#can-i-change-the-period-on-embedded-views) Yes — the date picker is available on every embedded view. Only the filter (the entity lock) is fixed. ### Why is the Hours-vs-target gauge absent on client embedded views? [Section titled “Why is the Hours-vs-target gauge absent on client embedded views?”](#why-is-the-hours-vs-target-gauge-absent-on-client-embedded-views) Tracked/agreed loses meaning when scoped to one client — a member’s contracted hours cover all their clients, not just one. Consistent with how the standalone Production Overview behaves when filtered to a single client. ### Why does the member view default to last month rather than last 12 months? [Section titled “Why does the member view default to last month rather than last 12 months?”](#why-does-the-member-view-default-to-last-month-rather-than-last-12-months) Last month is closed and complete. This week is incomplete, and last 12 months is often too long for a 1:1 conversation. Last month is the sweet spot for performance discussions. ### How do I save a custom view for a specific client? [Section titled “How do I save a custom view for a specific client?”](#how-do-i-save-a-custom-view-for-a-specific-client) Use the standalone [Production Overview](../production-overview/) with a client filter, then save as a bookmark. Embedded views do not support bookmarks. # Filters, bookmarks, and custom views > What persists across BI reports, what saves into a bookmark, and what makes a system report become a custom view. Quick answer BI Analytics has three layers of state: **filters** (what data is in scope), **display parameters** (which KPIs, charts, and columns are visible and how rows are grouped), and **bookmarks** (a saved combination of both). The most common surprise: changing the perspective dropdown on a system report converts it into a custom view. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. If you do not see BI Analytics in the navigation, contact support to enable it for your account. ## State layers [Section titled “State layers”](#state-layers) ### Filters — persist across reports [Section titled “Filters — persist across reports”](#filters--persist-across-reports) | Filter | Saved across reports? | Saved in bookmark? | | ----------------------------- | --------------------- | ------------------ | | Date period | Yes | Yes | | Client | Yes | Yes | | Member | Yes | Yes | | Topic | Yes | Yes | | Product | Yes | Yes | | Compare mode (YoY / Adjacent) | Yes | Yes | | Currency | Yes | Yes | Filters live in the URL. Switching report tabs inside a category — or switching to a different category — keeps your filters. ### Display parameters — reset on report switch [Section titled “Display parameters — reset on report switch”](#display-parameters--reset-on-report-switch) | Parameter | Reset on report switch? | Saved in bookmark? | | ------------------------------------ | ----------------------- | ------------------ | | Hierarchy (perspective dropdown) | Yes | Yes | | Visible KPIs | Yes | Yes | | Visible columns | Yes | Yes | | Visible charts | Yes | Yes | | Series toggles (period chart legend) | Yes | Yes | Switching reports calls a hard reset on display parameters — the next report opens with its preset, not your previous customization. This keeps system reports behaving as named. ### Bookmarks — saved view = filters + display params [Section titled “Bookmarks — saved view = filters + display params”](#bookmarks--saved-view--filters--display-params) A bookmark stores the full URL including all filters and display params. Loading a bookmark navigates to the saved URL exactly. Bookmark types: * **System report** — built into the product (e.g. “Production Overview”). You cannot edit a system report; changing any display parameter detaches it into a custom view. * **Custom bookmark** — your saved view (or a teammate’s). Appears under “My Reports” in the sidebar. ## When does a system report become a custom view? [Section titled “When does a system report become a custom view?”](#when-does-a-system-report-become-a-custom-view) A system report detaches into a custom view the moment you change any *display parameter*: * Switch the perspective dropdown * Change visible columns * Change visible KPIs * Change visible charts * Toggle a series in the period chart legend The top bar swaps from showing the report’s category tabs to showing the bookmark dropdown with the value **“Custom”**. **Filters do not detach a system report.** You can change date and entity filters freely; the report stays a system report. Only display-parameter changes detach. ## How to save a bookmark [Section titled “How to save a bookmark”](#how-to-save-a-bookmark) 1. Customize the view (filters + display params) 2. Click the bookmark dropdown in the top bar (shows “Custom”) 3. Click **Save bookmark** 4. Give it a name; pick visibility (you-only or company-shared) 5. The new bookmark appears under “My Reports” in the sidebar ## How to update a bookmark [Section titled “How to update a bookmark”](#how-to-update-a-bookmark) 1. Load the bookmark 2. Change anything — the bookmark name shows a “modified” hint 3. Click **Update bookmark** to overwrite, or **Save as new** to keep both ## How to share a bookmark [Section titled “How to share a bookmark”](#how-to-share-a-bookmark) When saving or editing a bookmark, set visibility to **Shared**. Shared bookmarks appear in every [Company Member](/en/settings/members-and-teams/)’s “My Reports” list. **Note:** bookmarks store filters and display params, but the data scope depends on the viewer’s role. A Company Member sees only their assigned clients; a Company Owner sees everything. Same URL, different result set. ## Embedded views — different rules [Section titled “Embedded views — different rules”](#embedded-views--different-rules) Embedded BI views (client Analytics tab, member Profile Performance tab) have no URL sync — they always use the report’s preset, locked to the parent entity. You cannot bookmark an embedded view; switch to the standalone report if you want a custom configuration. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### My report changed from “Production Overview” to “Custom” [Section titled “My report changed from “Production Overview” to “Custom””](#my-report-changed-from-production-overview-to-custom) You changed a display parameter. Filters do not detach. To return to the system report, click the bookmark dropdown and pick the system report name. ### I switched report and lost my custom columns [Section titled “I switched report and lost my custom columns”](#i-switched-report-and-lost-my-custom-columns) Display parameters reset on report switch. Save the customized view as a bookmark first, then switch. ### I bookmarked a chip-filtered view — why doesn’t it remember the chip? [Section titled “I bookmarked a chip-filtered view — why doesn’t it remember the chip?”](#i-bookmarked-a-chip-filtered-view--why-doesnt-it-remember-the-chip) Health-chip filters are client-side and not stored in the URL. Bookmarking does not capture them. Use a real entity or date filter if you need persistence. ### How do I make my custom view the default? [Section titled “How do I make my custom view the default?”](#how-do-i-make-my-custom-view-the-default) After saving the bookmark, mark it as default. Next time you open that category, your bookmark loads instead of the system report. # Gauges explained > What the Hours vs target and Revenue vs cost gauges show, why they differ from the Utilization % column, and when to use each one. Quick answer The **Hours vs target** gauge measures whether your team worked their contracted hours (tracked ÷ agreed). The **Revenue vs cost** gauge measures profitability (production value vs. total cost). Note: the Hours vs target gauge is NOT the same as the Utilization % column — they use different denominators. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. If you do not see BI Analytics in the navigation, contact support to enable it for your account. ## The two gauges [Section titled “The two gauges”](#the-two-gauges) ### Hours vs target [Section titled “Hours vs target”](#hours-vs-target) **Question:** Did the team work the hours they were contracted to work? **Formula:** tracked hours / agreed hours **Visible when:** always, except when exactly one client is selected (see below) **Target marker:** set in **BI Setup > Target production %** (default 80%) ### Revenue vs cost [Section titled “Revenue vs cost”](#revenue-vs-cost) **Question:** Is the practice profitable right now? **Shows:** production value, total cost, margin %, change vs comparison period **Visible when:** the billing feature is enabled **Target marker:** set in **BI Setup > Target margin %** (default 20%) Both gauges use a 5-stop gradient (red → amber → yellow → light green → green) so the needle sits in the green zone when things are fine. ## The critical distinction — gauge vs column [Section titled “The critical distinction — gauge vs column”](#the-critical-distinction--gauge-vs-column) | Where | Internal name | Formula | Question | | ----------------------- | ------------------- | ------------------ | ----------------------------------------------------------- | | **Gauge** (chart-level) | `utilization_gauge` | tracked / agreed | ”Did the team work the hours they were contracted to work?” | | **Column** (row-level) | `utilization_pct` | billable / tracked | ”Of the hours the person tracked, how much could be sold?” | The gauge says **“Hours vs target”** in the UI. The column says **“Utilization %”** — matching the industry-standard PSA definition. Two people can produce very different stories: * **Alex:** tracked 160h out of 160 agreed; 80h billable. Gauge 100% (worked full hours), column 50% (half was billable). * **Blake:** tracked 80h out of 160 agreed; 80h billable. Gauge 50% (worked half), column 100% (everything was billable). Both metrics are useful — but if you think they are the same metric you will draw the wrong conclusion every time. | Question | Use | | ------------------------------------------------- | -------------------------------------------- | | Is the *company* running at capacity? | Gauge | | Which *members* are under- or over-utilised? | Column | | Is this member’s *time being sold*? | Column | | Are we close to *target utilisation* this period? | Gauge (has target marker + prior-period arc) | ## Why the gauge hides for one client [Section titled “Why the gauge hides for one client”](#why-the-gauge-hides-for-one-client) When exactly one client is selected, “tracked / agreed” collapses to a member’s client share of capacity — a ratio that tells you nothing you can act on. The gauge hides when a single client is selected to avoid misleading the user. **Exception:** the Profile Performance tab (embedded Member Production) keeps the gauge — there, tracked / agreed for one person is a clean “did this person log their contracted hours” signal. ## Reading the gauge [Section titled “Reading the gauge”](#reading-the-gauge) Each gauge has: 1. **Big arc** — current period value 2. **Thin inner arc** — comparison period value (YoY or adjacent, see [Period comparison](../period-comparison/)) 3. **Target marker** — small tick showing your target % from BI Setup 4. **Headline %** — bottom-center 5. **Readout panel on the right** — labeled pairs (Hours avg / Hours target, or Company avg / Company target) When you filter to a subset of people, the readout labels say *“Company avg”* — that value is the unfiltered company-wide average, not the filter’s average. This lets you see your filter’s position vs the company baseline at a glance. ## The comparison arc [Section titled “The comparison arc”](#the-comparison-arc) The thin secondary arc shows the comparison period. The mode (YoY vs adjacent) depends on the range you selected and your toolbar override. See [Period comparison](../period-comparison/) for the full rules. **Note:** When a report loads from the cached snapshot (no filters), the gauge comparison arc always shows YoY regardless of your compare-mode setting. The KPI arrows above are correct in both modes. Apply any filter to force a fresh compute that honors adjacent mode. ## Opt-in: the comparison arc is gated [Section titled “Opt-in: the comparison arc is gated”](#opt-in-the-comparison-arc-is-gated) The comparison arc and KPI arrows require **BI Setup > Optional panels > Period comparison** to be on (default: off). When off, the gauge shows only the current arc. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The gauge says 100% but the Utilization column says 60% [Section titled “The gauge says 100% but the Utilization column says 60%”](#the-gauge-says-100-but-the-utilization-column-says-60) Different metrics. The gauge is tracked/agreed (worked full hours), the column is billable/tracked (what share of hours sold). Both can be right simultaneously. ### The gauge disappears on a per-client bookmark [Section titled “The gauge disappears on a per-client bookmark”](#the-gauge-disappears-on-a-per-client-bookmark) A single-client filter collapses the gauge’s meaning. It is hidden deliberately. On Profile Performance it stays visible because one-person-one-gauge is meaningful. ### The gauge shows a number but the table column shows “no data” for the same entity [Section titled “The gauge shows a number but the table column shows “no data” for the same entity”](#the-gauge-shows-a-number-but-the-table-column-shows-no-data-for-the-same-entity) The gauge is company-level; the column shows per-row. If that row has no agreement or no tracked hours, its column can be blank while the company aggregate still renders. ### Can I change the target line? [Section titled “Can I change the target line?”](#can-i-change-the-target-line) Yes — **BI Setup > Company defaults > Target production %** (for Hours-vs-target) and **Target margin %** (for Revenue-vs-cost). # Health signals reference > Every health signal chip in BI Analytics: what it measures, when it fires, and what to do about it. Quick answer Between the KPI cards and the table, every BI report shows a row of coloured chips. Red = issues (definite problems). Orange = warnings (worth a look). Green = positives (strengths and opportunities). Click any chip to filter the table to the rows that fired it. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. If you do not see BI Analytics in the navigation, contact support to enable it for your account. ## How chips work [Section titled “How chips work”](#how-chips-work) * **Detection** runs on every request, on every perspective * **Colour** encodes severity: red = issue, orange = warning, green = positive * **Count** appears only when >1 (“Slow payment · 3”; just “Slow payment” for a single row) * **Click** filters the table to rows with that chip; click again to clear * **Filter clears on report switch** — chips re-aggregate per report The count of issues per row appears as a dot in the **Info** column. Hover the Info cell to see the full list for that row, including warnings and signals. | Tier | Colour | Meaning | | ------- | ------ | ------------------------------------ | | Issue | Red | Definite problem. Investigate. | | Warning | Orange | May be intended, but worth a review. | | Signal | Green | Positive — strength or opportunity. | ## Client issues (red) [Section titled “Client issues (red)”](#client-issues-red) * \*\*Over-serviced\*\* Client received substantially more hours than their revenue supports. Margin is thin because delivery is high. \*Action: Renegotiate scope or rate.\* * \*\*Negative profit\*\* Client produced negative operating profit — revenue does not cover delivery cost. \*Action: Immediate rate review. May be a loss-leader by design; otherwise act.\* * \*\*Low realization\*\* Realization % is below threshold — production value is not being invoiced. \*Action: Check scope creep, off-scope work, or underpricing.\* * \*\*Slow payment\*\* Average DSO on this client is well above the practice norm. \*Action: Collections call, review payment terms.\* * \*\*High write-off\*\* Write-on/off is significantly negative — invoices are being discounted heavily. \*Action: Find out why: retainer absorbing overages, or unintended discounts?\* * \*\*High unbilled\*\* Large amount of delivered work that has never been invoiced. \*Action: Chase the billing team — often the fastest revenue recovery lever.\* * \*\*High overdue\*\* Large share of invoices past due. \*Action: Collections.\* * \*\*Scope creep\*\* Extra hours (unplanned) exceed the planned scope by a material percentage. \*Action: Convert to billable extras, or amend the engagement.\* * \*\*Poor collection\*\* Collection rate (paid / invoiced) below threshold. \*Action: Collections review.\* * \*\*Slow invoicing\*\* Billing lag is high — work is taking too long to reach the invoice. \*Action: Enforce weekly billing cadence.\* * \*\*Budget overrun\*\* Actual has exceeded budget with time left in the period. \*Action: Conversation with client + engagement partner.\* * \*\*Fixed-fee loss\*\* Fixed-fee engagement produced production value exceeding the fee. \*Action: Reprice the retainer.\* * \*\*AR aging risk\*\* Concentration of AR in old buckets (>60 days) relative to total receivable. \*Action: Collection push.\* * \*\*Concentration risk\*\* This client represents an unsafe share of total firm revenue. \*Action: Diversify or plan for the business-continuity risk.\* * \*\*Payment deteriorating\*\* This client's DSO has worsened materially vs their own history. \*Action: Early-warning signal — talk before the AR balloons.\* * \*\*Declining margin\*\* Margin has deteriorated over the trailing period. \*Action: Review rate changes, team assignment, or scope drift.\* * \*\*Underpriced\*\* Production margin below 5%. \*Action: Rate adjustment.\* ## Client warnings (orange) [Section titled “Client warnings (orange)”](#client-warnings-orange) * \*\*Overbilled\*\* Invoiced amount is substantially higher than production value — could be correct (fixed-fee premium, retainer) or a billing error. \*Action: Review to confirm this is intended. Skipped for fixed-fee clients.\* ## Client signals (green) [Section titled “Client signals (green)”](#client-signals-green) * \*\*Star client\*\* High health score plus above-team-average revenue. \*Action: Learn from it and protect it.\* * \*\*Fast payer\*\* Low DSO plus high collection rate. \*Action: Give them top-tier service; they are the cash engine.\* * \*\*Rate increase opportunity\*\* Realization and utilization both high — margin cushion available for a rate increase. \*Action: Candidate for annual rate review.\* * \*\*Growing client\*\* Above-average volume plus positive margin and no issues. \*Action: Upsell candidate.\* ## Member issues (red) [Section titled “Member issues (red)”](#member-issues-red) * \*\*No tracked time\*\* Member logged no time in the period. \*Action: Timesheet reminder, or deactivate if ex-employee.\* * \*\*Major loss\*\* Member produced substantial negative operating profit. \*Action: Check rate vs cost and assignment.\* * \*\*Low compliance\*\* Member's time entry compliance below threshold. \*Action: Compliance conversation.\* * \*\*Low utilization\*\* Billable hours well below agreed. \*Action: Assign more billable work or reduce agreed hours.\* * \*\*Bench heavy\*\* Large share of tracked hours are non-billable. \*Action: Review assignment mix.\* * \*\*Low yield\*\* Revenue per tracked hour below threshold. \*Action: Rate, assignment, or efficiency review.\* * \*\*Idle capacity\*\* Tracked hours well below agreed hours — person has capacity. \*Action: Assign work.\* * \*\*Overtime pattern\*\* Tracked > 110% of available hours — the real burnout signal. \*Action: Urgent — rebalance workload.\* * \*\*Client dependency\*\* Member's revenue concentrated heavily on one client. \*Action: Diversify assignment for business continuity.\* * \*\*Underpriced\*\* Member's margin below 5%. \*Action: Rate review.\* ## Member signals (green) [Section titled “Member signals (green)”](#member-signals-green) * \*\*Star performer\*\* High utilization + high margin, no major issues. \*Action: Recognition, and study what they are doing right.\* * \*\*High efficiency\*\* Efficiency index meaningfully above team average. \*Action: Reference for training the rest of the team.\* ## Topic issues (red) [Section titled “Topic issues (red)”](#topic-issues-red) * \*\*Negative margin\*\* Topic produced negative operating profit across the period. \*Action: Reprice or discontinue the service.\* * \*\*No production\*\* Topic is assigned to tasks but no billable time was logged. \*Action: Clean up the topic catalog if stale.\* * \*\*Scope creep\*\* Topic is generating extra hours above plan. * \*\*Poor collection\*\* Invoices scoped to this topic have low collection rate. ## About thresholds [Section titled “About thresholds”](#about-thresholds) Numeric thresholds are defined in code as `HEALTH_*` constants and can change as product thresholds tighten. The tooltip on each chip shows the currently active threshold — hover the chip to see the live rule. This reference describes the condition in plain language so threshold tweaks do not obsolete the article. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A client shows no chips at all [Section titled “A client shows no chips at all”](#a-client-shows-no-chips-at-all) Either (a) no issues or signals fire, (b) the data window has no activity for that client in the period, or (c) features that power a chip are disabled (billing-dependent chips skip when billing is off). ### Why is Overbilled orange instead of red? [Section titled “Why is Overbilled orange instead of red?”](#why-is-overbilled-orange-instead-of-red) Because it is frequently intentional — fixed-fee retainers, premium pricing. Orange says “worth a look” without screaming emergency. Fixed-fee clients skip the overbilled check entirely. ### Are chips per-period or all-time? [Section titled “Are chips per-period or all-time?”](#are-chips-per-period-or-all-time) Per-period — the same selection that drives the report. Change the date picker and chips recompute. ### Does clicking a chip update the URL? [Section titled “Does clicking a chip update the URL?”](#does-clicking-a-chip-update-the-url) No — chip filters are client-side. The URL does not update. Bookmarking a chip-filtered view is not supported today; use a real entity filter if you need persistence. # KPI glossary > Authoritative reference for every KPI in BI Analytics: what it measures, when it is blank vs zero, and what a bad value means. Quick answer Each KPI card at the top of a BI report shows a calculated metric (Production value, Utilization %, Revenue, Margin %, etc.). A blank card means no meaningful value exists for the period; zero means the metric was calculated but is actually zero. If a number looks wrong, check the formula and “Blank when” rule in this glossary first. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. If you do not see BI Analytics in the navigation, contact support to enable it for your account. **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** see all firm data. **Company Members** see data scoped to their assigned clients. ## How to read this glossary [Section titled “How to read this glossary”](#how-to-read-this-glossary) * **Means** — plain-language definition * **Formula** — conceptual formula, not the code * **Blank when** — deliberate blanking rules; blank means “no meaningful value”, different from zero * **Good / bad** — what direction is healthy * **Seen in** — reports where this KPI appears ## Production KPIs [Section titled “Production KPIs”](#production-kpis) ### Production value [Section titled “Production value”](#production-value) **Means:** The value of billable work delivered at agreed rates — what the work is worth before invoicing decisions. **Formula:** billable hours × sales rate per member per period **Blank when:** never — always 0 or higher **Good/bad:** higher is more delivered value **Seen in:** Production Overview, Production by Members, Production by Topics, embedded Client Production, embedded Member Production ### Production profit [Section titled “Production profit”](#production-profit) **Means:** Production value minus direct cost — the margin on work delivered, ignoring invoicing. **Formula:** production value − (labor cost + overhead) **Blank when:** never **Good/bad:** positive is healthy; negative means this work costs more to deliver than it is worth **Seen in:** Production Overview, Production by Members, Production by Topics ### Production margin % [Section titled “Production margin %”](#production-margin-) **Means:** Production profit as a share of production value. **Formula:** production profit / production value × 100 **Blank when:** production value is 0 **Good/bad:** target is set in BI Setup (default 20%); anything below 5% flags *underpriced* on the affected entity **Seen in:** Production Overview, embedded Client / Member Production ### Hours vs target [Section titled “Hours vs target”](#hours-vs-target) **Means:** Tracked hours divided by agreed hours — did the person actually log the time they were contracted to work? **Formula:** tracked hours / agreed hours **Blank when:** there is no agreement specifying agreed hours **Good/bad:** target set in BI Setup (default 80%); much above 100% suggests overtime **Seen in:** Production Overview, Utilization Overview, embedded Member Production ### Production growth [Section titled “Production growth”](#production-growth) **Means:** Change in production value vs the comparison period. **Formula:** (current production − prior production) / prior production × 100 **Blank when:** prior period has no data (e.g. company was not using Uku last year) **Good/bad:** positive is growth **Seen in:** Production Overview ### Actual profit [Section titled “Actual profit”](#actual-profit) **Means:** Revenue minus direct cost — the real profit at the end of the billing process. **Formula:** revenue (confirmed invoices) − labor cost − overhead **Blank when:** never **Good/bad:** higher is better; if much lower than production profit, there is write-off or unbilled work **Seen in:** Production by Members, embedded Member Production ### Estimation accuracy [Section titled “Estimation accuracy”](#estimation-accuracy) **Means:** How well estimates match tracked time. **Formula:** 1 − average absolute deviation of tracked vs estimated **Blank when:** no estimates set in the period **Good/bad:** 100% is perfect; under 70% means estimates are drifting **Seen in:** Production by Topics, Work Completion, embedded Member Production ### Average cycle time [Section titled “Average cycle time”](#average-cycle-time) **Means:** Average days between task creation and task done. **Formula:** avg(done\_at − created\_at) for completed tasks in period **Blank when:** no tasks done in period **Good/bad:** lower is faster turnaround **Seen in:** Production by Topics, Work Completion ## Revenue KPIs [Section titled “Revenue KPIs”](#revenue-kpis) ### Revenue [Section titled “Revenue”](#revenue) **Means:** Confirmed invoiced amount (sent + paid invoice rows), in your company currency. **Formula:** sum of confirmed invoice row values **Blank when:** never **Good/bad:** higher is better; this is top-line **Seen in:** every billing-enabled report ### Operating profit [Section titled “Operating profit”](#operating-profit) **Means:** Revenue minus direct cost. **Formula:** revenue − (labor cost + overhead) **Blank when:** never **Good/bad:** positive is healthy **Seen in:** Revenue Overview, Revenue by Members, Revenue by Services, embedded Client / Member Revenue ### Realization % [Section titled “Realization %”](#realization-) **Means:** Of the production value delivered, how much was actually invoiced? **Formula:** confirmed revenue / production value × 100 **Blank when:** production value = 0, or no confirmed invoices exist yet — rendered as grey “no data”, not red zero **Good/bad:** target is 90%+ for most practices; under 70% means you are giving work away **Seen in:** Revenue Overview, Revenue by Members, Revenue by Services, Billing Health, Billing Gap, AR Aging, embedded Client / Member Revenue ### Write-on/off [Section titled “Write-on/off”](#write-onoff) **Means:** Net change made to invoice amounts after they were drafted — positive = wrote up, negative = wrote down. **Formula:** sum of (final row value − original row value) on confirmed invoices **Blank when:** never (0 when no edits) **Good/bad:** large negative values mean billing is being discounted heavily **Seen in:** Revenue Overview, Revenue by Members, Revenue by Services, Service Lines, Billing Health, Billing Gap ### Average DSO (days sales outstanding) [Section titled “Average DSO (days sales outstanding)”](#average-dso-days-sales-outstanding) **Means:** Amount-weighted average days between invoice date and payment (or today for unpaid confirmed invoices). **Formula:** sum(days × amount) / sum(amount) across paid and confirmed-unpaid invoices **Blank when:** no confirmed invoices in the period **Good/bad:** <30 days excellent; 30–60 normal; >75 slow-payer chip fires **Seen in:** Revenue Overview, AR Aging, Billing Health ### Average billing lag [Section titled “Average billing lag”](#average-billing-lag) **Means:** Average days between the day work was done and the day it was first put on an invoice — invoicing speed. **Formula:** avg of (invoice\_date − work\_date), deduped per invoice **Blank when:** no invoiced work in the period **Good/bad:** lower is faster; >30 days means you are slow to bill **Seen in:** Revenue Overview, Billing Health, Billing Gap, AR Aging ### Billing gap (“Revenue leakage”) [Section titled “Billing gap (“Revenue leakage”)”](#billing-gap-revenue-leakage) **Means:** Gap between production value delivered and revenue confirmed — positive means money left on the table, negative means you billed more than you produced (premium pricing). **Formula:** production value − confirmed revenue **Blank when:** never **Good/bad:** a small absolute gap is fine; big positive = unbilled work; big negative = investigate **Seen in:** Billing Health, Billing Gap, embedded Client Revenue ### Effective yield (effective bill rate) [Section titled “Effective yield (effective bill rate)”](#effective-yield-effective-bill-rate) **Means:** Revenue per tracked hour — how much you earn per hour regardless of billability. **Formula:** revenue / tracked hours **Blank when:** no tracked hours **Good/bad:** higher is better **Seen in:** Revenue by Members, embedded Client / Member Revenue ### Revenue concentration [Section titled “Revenue concentration”](#revenue-concentration) **Means:** Share of total revenue from the top 1/2/3 clients. **Formula:** top-N client revenue / total revenue × 100 **Blank when:** only 1 client **Good/bad:** below 30% from top client is diversified; above 50% fires concentration-risk chip **Seen in:** Revenue Overview, Service Lines ## Utilization & capacity KPIs [Section titled “Utilization & capacity KPIs”](#utilization--capacity-kpis) ### Production potential [Section titled “Production potential”](#production-potential) **Means:** Potential production value if every agreed hour had been worked as billable — a capacity ceiling. **Formula:** agreed hours × sales rate **Blank when:** no agreement **Good/bad:** compare to actual production value — gap is unrealized capacity **Seen in:** Utilization Overview ### Time entry compliance [Section titled “Time entry compliance”](#time-entry-compliance) **Means:** How much of the expected time-tracking has actually been tracked — are people logging their hours? **Formula:** tracked days / expected working days × 100, capped at 200% **Blank when:** *Show tracking compliance* opt-in is off, or no agreement defining expected days **Good/bad:** 100% is full compliance **Seen in:** Production by Members, Utilization Overview, embedded Member Production ### On-time rate [Section titled “On-time rate”](#on-time-rate) **Means:** Of tasks with a due date, how many were done on time. **Formula:** done on-time / (done on-time + done late) × 100 — tasks without a due date are excluded **Blank when:** no tasks with due dates in period **Good/bad:** high is good **Seen in:** Production by Members, Utilization Overview, Work Completion, embedded Client Production ### Labor multiplier [Section titled “Labor multiplier”](#labor-multiplier) **Means:** Revenue or production value divided by labor cost — classic consulting “return on people” metric. **Formula:** production value / labor cost **Blank when:** labor cost = 0 or unavailable **Good/bad:** 3× is healthy for services; below 2× means underpriced **Seen in:** Billing Health, embedded Client Production ## Health & meta KPIs [Section titled “Health & meta KPIs”](#health--meta-kpis) ### Period projection [Section titled “Period projection”](#period-projection) **Means:** Where the current KPI is projected to land by end of selected period, based on rate-to-date. **Formula:** current-to-date × (period length / days elapsed) **Blank when:** period is already fully elapsed **Seen in:** Production Overview ### Client health score [Section titled “Client health score”](#client-health-score) **Means:** Composite 0–100 score combining margin, realization, payment speed, scope adherence. **Blank when:** too little data to score **Good/bad:** ≥70 green, 40–70 amber, <40 red **Seen in:** Production Overview, Revenue Overview, embedded Client Production/Revenue ### Monitoring compliance [Section titled “Monitoring compliance”](#monitoring-compliance) **Means:** Share of active monitoring targets whose actual meets or exceeds the target. **Formula:** on-target count / active targets × 100 **Blank when:** no active monitoring targets **Seen in:** Monitoring Overview ### Budget % [Section titled “Budget %”](#budget-) **Means:** Share of the client budget used so far. **Formula:** actual / budget × 100 **Seen in:** Budget Overview ### Budget status [Section titled “Budget status”](#budget-status) **Means:** Categorical flag — on-track / at-risk / over, based on burn rate vs elapsed time. **Seen in:** Budget Overview ## Common questions [Section titled “Common questions”](#common-questions) ### Why is realization blank instead of 0? [Section titled “Why is realization blank instead of 0?”](#why-is-realization-blank-instead-of-0) Blank (grey) means “no confirmed invoices yet” — billing has not happened for that entity in the period. Zero would imply billing was attempted and returned nothing. This prevents team leads from reacting to a false red flag on a newly-tracked client. ### Why does the same KPI show different numbers on different reports? [Section titled “Why does the same KPI show different numbers on different reports?”](#why-does-the-same-kpi-show-different-numbers-on-different-reports) The formula is the same. What changes is the implicit filter — an embedded Client Production view filters to one client; standalone Production Overview does not. Verify that periods and perspective filters match before comparing. ### Why does write-on/off show 0 on the current month? [Section titled “Why does write-on/off show 0 on the current month?”](#why-does-write-onoff-show-0-on-the-current-month) Write-on/off only appears on confirmed invoices. Draft invoices have not been edited against an original, so the delta is 0 until lock. ### Why does labor multiplier show ”—”? [Section titled “Why does labor multiplier show ”—”?”](#why-does-labor-multiplier-show-) Labor cost is unavailable. Either the member has no cost agreement, or their cost type is “monthly” with no value set. Check **BI Setup > Company Defaults > Default labor cost**. ### What’s the difference between “Hours vs target” and the “Utilization %” column? [Section titled “What’s the difference between “Hours vs target” and the “Utilization %” column?”](#whats-the-difference-between-hours-vs-target-and-the-utilization--column) Two different ratios. The gauge KPI is tracked / agreed (did you work your hours). The column is billable / tracked (of the hours you worked, how much could be sold). See [Gauges explained](../gauges-explained/). # Monitoring category > The Monitoring category in BI Analytics: for every recurring compliance target the firm has set, are we on plan? Quick answer The Monitoring category surfaces target-vs-actual status for every active monitoring target across clients. One report, one screen: compliance %, count of active targets, and alerts for off-target items. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **Monitoring** feature active, currently in beta with selective customer access. If the category is missing from the BI sidebar, check that Monitoring is enabled in **Settings & Apps**. ## What monitoring targets are [Section titled “What monitoring targets are”](#what-monitoring-targets-are) Monitoring targets capture recurring compliance work — VAT declarations filed monthly, payroll runs, year-end statements, AML checks per period — anything where you need X done by date Y repeatedly. They are configured per client in the Monitoring app. | Term | Meaning | | ---------------- | ------------------------------------------------------------------------- | | **Target** | A recurring expectation (e.g. “VAT declaration filed by 20th each month”) | | **Actual** | What was actually done | | **Compliance %** | Targets met / active targets × 100 | | **Alert count** | Count of targets currently off-target | | **Period** | The cadence of the target (monthly / quarterly / annual) | ## Reports in this category [Section titled “Reports in this category”](#reports-in-this-category) | Report | Scope | Best for | | ---------------------------------------------- | ------------------------------------------ | ------------------------------- | | [Monitoring Overview](../monitoring-category/) | All clients with active monitoring targets | Daily / weekly compliance pulse | ## When to open [Section titled “When to open”](#when-to-open) * **Daily compliance pulse** — Monitoring Overview, sort by alert count desc * **Pre-deadline week** — filter to current period, scan for amber/red status * **Weekly team meeting** — show on screen, walk through alerts * **Audit preparation** — annual view, show compliance % trend ## Monitoring vs Work Completion [Section titled “Monitoring vs Work Completion”](#monitoring-vs-work-completion) Monitoring is for *recurring compliance commitments* with formal targets. Work Completion is for general task delivery — was the task done on time, was the estimate accurate. Different scope, different audience. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I don’t see a particular client [Section titled “I don’t see a particular client”](#i-dont-see-a-particular-client) Either they have no active monitoring targets in the period, or your filter excludes them. ### A target is past its date and shows as “missed” — can I update it? [Section titled “A target is past its date and shows as “missed” — can I update it?”](#a-target-is-past-its-date-and-shows-as-missed--can-i-update-it) Yes — edit the target in the Monitoring app. BI Analytics reflects whatever the Monitoring app says. ### A target is irrelevant for one period (e.g. client is on holiday) [Section titled “A target is irrelevant for one period (e.g. client is on holiday)”](#a-target-is-irrelevant-for-one-period-eg-client-is-on-holiday) Deactivate the target for that period in the Monitoring app. BI will exclude it from the compliance %. ### How do I add a new monitoring target? [Section titled “How do I add a new monitoring target?”](#how-do-i-add-a-new-monitoring-target) In the Monitoring app (**Clients > Client view > monitoring section**), not in BI. BI surfaces the data; setup happens in the source app. ### Can I export the compliance grid for an auditor? [Section titled “Can I export the compliance grid for an auditor?”](#can-i-export-the-compliance-grid-for-an-auditor) Yes — the table export gives you the full per-client target / actual / status grid. # Monitoring Overview > The Monitoring Overview report: for every recurring compliance target the firm has set, are we on plan? Quick answer Monitoring Overview is the firm-wide compliance pulse. Each row is a client showing compliance % across their active monitoring targets and the count of off-target items. Drill in to see which specific targets fired. The daily dashboard for the compliance team. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **Monitoring** feature active, currently in beta with selective customer access. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Monitoring > Monitoring Overview** ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | ------------------------- | ----------------------------------------- | | **Monitoring compliance** | Active targets met / active total × 100 | | **Monitoring alerts** | Count of off-target items across the firm | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Daily compliance pulse [Section titled “Daily compliance pulse”](#daily-compliance-pulse) 1. Sort by **Alert count desc** 2. Top clients have most off-target items 3. Drill in to see specific targets 4. Address: file the missing return, reach out for missing information ### Annual audit preparation [Section titled “Annual audit preparation”](#annual-audit-preparation) 1. Period = last 12 months 2. Compliance % per client over the year 3. Export the table for audit documentation ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I don’t see one of my clients [Section titled “I don’t see one of my clients”](#i-dont-see-one-of-my-clients) No active monitoring targets in the period, or the client is excluded by your filter. Check date range and client filter. ### A target is past its date and shows as “missed” — can I update it? [Section titled “A target is past its date and shows as “missed” — can I update it?”](#a-target-is-past-its-date-and-shows-as-missed--can-i-update-it) Yes — edit the target in the Monitoring app. BI Analytics reflects what Monitoring stores. ### A target is irrelevant for one period [Section titled “A target is irrelevant for one period”](#a-target-is-irrelevant-for-one-period) Deactivate the target for that period in the Monitoring app. BI will exclude it from the compliance %. ### How do I add a new monitoring target? [Section titled “How do I add a new monitoring target?”](#how-do-i-add-a-new-monitoring-target) In the Monitoring app (client page), not in BI. BI surfaces the data; setup happens in the source app. # BI Analytics overview > Overview of the BI Analytics module — categories, reports, perspectives, and how to find the right starting point for your role. Quick answer BI Analytics turns your time entries, invoices, budgets, and monitoring targets into decision-ready reports. Six role-based categories, 14 standalone reports, and 4 embedded views — all in one module. Available on the Elite plan, currently in beta with selective customer access. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) BI Analytics is available on the **Elite plan**. It is currently in beta with selective customer access — if you do not see BI Analytics in the main navigation, contact support to check whether it has been enabled for your account. **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** see all firm data. **Company Members** see data scoped to their assigned clients. ## What BI Analytics is [Section titled “What BI Analytics is”](#what-bi-analytics-is) BI Analytics is the dedicated analytics module. It transforms the data you already capture — time entries, invoices, budgets, monitoring targets, member agreements — into reports grouped by role. Each report answers one question for one role: production reports for the practice owner, revenue reports for the CFO, utilization reports for the team lead, billing reports for the finance team, monitoring reports for the compliance operator. You do not build dashboards. You pick a category from the sidebar and Uku gives you the report already wired to the right KPIs, columns, charts, and health signals. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** Main navigation > **BI Analytics** The sidebar shows six categories. Click a category to open its first report. Other reports in the category appear as tabs in the top bar. ## How BI Analytics is organized [Section titled “How BI Analytics is organized”](#how-bi-analytics-is-organized) ### Categories (in the sidebar) [Section titled “Categories (in the sidebar)”](#categories-in-the-sidebar) | Category | Question it answers | Reports | Feature needed | | --------------------------- | ------------------------------------------------ | ------- | -------------- | | **Production** | What did we deliver and was it worth the effort? | 3 | Core | | **Revenue & Profitability** | What did we bill, collect, and earn? | 4 | Billing | | **Utilization & Capacity** | How is our time being spent? | 2 | Core | | **Billing & Payments** | Are we billing on time and getting paid? | 3 | Billing | | **Budgets** | Are client budgets on track? | 1 | Budget | | **Monitoring** | Are we hitting compliance targets? | 1 | Monitoring | A category is hidden when its feature is off or every report inside it is gated. A report is hidden when its own feature gate is off. ### Reports (tabs inside each category) [Section titled “Reports (tabs inside each category)”](#reports-tabs-inside-each-category) Every category loads a default report. Tabs in the top bar switch between reports within the category. Switching reports inside a category is instant and does not reset your filters or dates — only display parameters (hierarchy, visible KPIs, visible columns, charts) reset to the report’s preset. ### Perspectives (inside each report) [Section titled “Perspectives (inside each report)”](#perspectives-inside-each-report) The table header has a single dropdown with nine perspective and hierarchy combinations. Switching perspective lets you re-slice the same data by Client, Member, Topic, or Service without leaving the report. See [Perspectives and hierarchies](../perspectives-and-hierarchies/) for the full list. ### Cross-cutting elements on every report [Section titled “Cross-cutting elements on every report”](#cross-cutting-elements-on-every-report) * **KPI cards** — headline numbers with prior-period deltas and gauge arrows * **Health signal chips** — red for issues, orange for warnings, green for positives; click any chip to filter the table to affected rows * **Gauges** — Hours vs target and Revenue vs cost on relevant reports * **Charts** — period overview, member breakdown, topic breakdown, depending on the report * **Filter bar** — persists across reports; the period and entity filters you set carry over when you switch reports ## Which report should I open first? [Section titled “Which report should I open first?”](#which-report-should-i-open-first) | Your question | Start here | | ------------------------------------------- | ------------------------------------------- | | ”Is the practice profitable?” | Production Overview | | ”Which clients cost us more than they pay?” | Revenue Overview | | ”Are we collecting what we bill?” | AR Aging + Billing Health | | ”Is my team over or under-utilized?” | Utilization Overview | | ”Which clients are unhealthy right now?” | Production Overview — scan the health chips | | ”Which services make real money?” | Service Lines | | ”Did we blow any budgets?” | Budget Overview | | ”Is compliance work on target?” | Monitoring Overview | ## What data flows into BI Analytics [Section titled “What data flows into BI Analytics”](#what-data-flows-into-bi-analytics) | Source | Feeds | | --------------------------- | ---------------------------------------------------- | | Time entries | All production, utilization, and capacity numbers | | Invoices + invoice rows | Revenue, realization, write-on/off, DSO, billing lag | | Agreements (AMS) | Sales rate, cost rate, overhead, working hours | | Company defaults (BI Setup) | Fallback rates and hours when no agreement is set | | Budgets | Budget Overview and scope-creep detection | | Client Monitor | Monitoring Overview — target vs actual | ## Setup (one-time) [Section titled “Setup (one-time)”](#setup-one-time) 1. Open **Settings & Apps > BI Analytics > Setup**. 2. Set company defaults: standard work hours per month, target production %, target margin %. 3. Optionally enable the two opt-in panels: **Period comparison** and **Tracking compliance**. 4. Click **Save** — snapshots are recomputed on next load. Full details: [BI Setup and company defaults](../setup-and-company-defaults/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### BI Analytics does not appear in the navigation [Section titled “BI Analytics does not appear in the navigation”](#bi-analytics-does-not-appear-in-the-navigation) The module is only available on the Elite plan and currently requires beta access. If you are on Elite and still do not see it, contact Uku support to have beta access enabled for your account. ### All numbers show zero after first enabling [Section titled “All numbers show zero after first enabling”](#all-numbers-show-zero-after-first-enabling) BI Analytics needs its company defaults configured before meaningful numbers appear. Go to **Settings & Apps > BI Analytics > Setup**, enter your default rates and work hours, and save. The next report load will rebuild from your data. ### A category is missing from the sidebar [Section titled “A category is missing from the sidebar”](#a-category-is-missing-from-the-sidebar) Categories are hidden when their underlying feature is off. The **Revenue**, **Billing**, and related categories require the Billing feature to be active. The **Budgets** category requires the Budgeting feature. The **Monitoring** category requires the Monitoring feature. # Period comparison (YoY vs adjacent) > What the KPI arrows compare against, when to use YoY vs adjacent mode, and how to override the smart default. Quick answer Every KPI card in BI Analytics shows an arrow comparing the current period against a prior period. The comparison mode is either **YoY** (year-over-year — same calendar months one year earlier) or **adjacent** (same-length period immediately before). Uku picks a sensible default based on range length, and you can override it with the Repeat-icon toggle. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. If you do not see BI Analytics in the navigation, contact support to enable it for your account. **Note:** Period comparison is an opt-in panel, off by default. Enable it at **Settings & Apps > BI Analytics > Setup > Optional panels > Show period comparison**. ## The two modes [Section titled “The two modes”](#the-two-modes) ### Adjacent mode [Section titled “Adjacent mode”](#adjacent-mode) **Compares against:** same-length period immediately before the current period. **Example:** current = March 2026 (1 month); comparison = February 2026. **Use case:** short periods, operational tempo, month-over-month trend, performance reviews. ### YoY mode [Section titled “YoY mode”](#yoy-mode) **Compares against:** same calendar months, one year earlier. **Example:** current = Jan–Mar 2026 (3 months); comparison = Jan–Mar 2025. **Use case:** longer ranges, strategic review, seasonal comparisons (e.g. tax season year-over-year). ## Smart default [Section titled “Smart default”](#smart-default) | Range length | Default mode | | ------------ | ------------ | | 1–3 months | Adjacent | | 4+ months | YoY | You will almost always want the default. Two examples where you might override: * You opened “Last month” (1 month) and want to compare against last year’s same month instead of two months ago → switch to YoY. * You opened “Year to date” but the firm has only been on Uku for 4 months, so YoY has no data → switch to adjacent. ## Overriding the mode [Section titled “Overriding the mode”](#overriding-the-mode) Click the **Repeat icon** in the filter toolbar. Three states: * **Auto** (default) — product picks adjacent or YoY based on range length * **Adjacent** — force adjacent * **YoY** — force YoY ## What gets compared when you switch mode [Section titled “What gets compared when you switch mode”](#what-gets-compared-when-you-switch-mode) * **KPI card arrows** — the up/down delta and percentage on every card * **Gauge secondary arc** — the thin inner arc on each gauge * **Period chart dots** — in YoY mode, small dots overlay the prior-period values on each bar Entity filters, report selection, and the current period itself do *not* change — only the comparison window changes. ## When comparison data is empty [Section titled “When comparison data is empty”](#when-comparison-data-is-empty) * Your firm only has data for the last 4 months and you chose a 6-month YoY comparison → arrows don’t render * *Show period comparison* in BI Setup is off (default) * A client was onboarded last month and has no data in the comparison window Blank comparison is “no data”, not a bug. ## How the comparison is computed [Section titled “How the comparison is computed”](#how-the-comparison-is-computed) * Same KPI definitions, different date range — no blending * **Prior-year rates approximated** — when comparing against last year, calculations use current company default rates, not historical rates (BI does not store rate history per period). Month-over-month is exact; year-over-year rates can drift. ## Gauge arc limitation [Section titled “Gauge arc limitation”](#gauge-arc-limitation) When a report loads from the cached snapshot (no filters), the gauge’s secondary arc shows YoY even if you are in adjacent mode. The KPI arrows above the gauge are still correct. Apply any filter to force a full pipeline compute that honors adjacent mode. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Comparison arrows are blank [Section titled “Comparison arrows are blank”](#comparison-arrows-are-blank) Either *Show period comparison* is off in BI Setup, or there is no data in the comparison window for that entity or period. ### One KPI card has an arrow but another doesn’t [Section titled “One KPI card has an arrow but another doesn’t”](#one-kpi-card-has-an-arrow-but-another-doesnt) The one without an arrow had no comparison data — the comparison period has no activity for that specific KPI. ### After turning on comparison for the first time, BI is slow [Section titled “After turning on comparison for the first time, BI is slow”](#after-turning-on-comparison-for-the-first-time-bi-is-slow) Enabling the panel wipes snapshots and recomputes from raw data. The first load is slower; subsequent loads are fast again. # Perspectives and hierarchies > What the 9 perspective and hierarchy combinations do, why switching detaches a report, and which perspective to use for which question. Quick answer A *perspective* is the entity that anchors the BI table (Client, Member, Topic, or Service). A *hierarchy* is the order of drill-down levels under that anchor. Together they give nine ways to view the same underlying data without leaving a report. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. If you do not see BI Analytics in the navigation, contact support to enable it for your account. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) Every BI report has a single dropdown in the table header showing the current perspective + hierarchy combination. Click it to switch. ## The 9 combinations [Section titled “The 9 combinations”](#the-9-combinations) | # | Combination | Best for | | - | ------------------------------------- | ----------------------------------------------------------------------------- | | 1 | Client → Topics → Members | For each client, show topic breakdown, then drill to members per topic | | 2 | Client → Members → Topics *(default)* | For each client, show which members worked, then which topics they touched | | 3 | Client → Members → Services | Billing only. Per client, show team then which services they delivered | | 4 | Client → Services → Topics | Billing only. Per client, show services delivered, drill to underlying topics | | 5 | Member → Clients → Topics *(default)* | For each member, show their clients, drill to topics | | 6 | Member → Topics → Clients | For each member, show which topics they specialised in, drill to clients | | 7 | Topic → Clients → Members *(default)* | For each topic, show which clients used it, drill to members | | 8 | Topic → Members → Clients | For each topic, show which members worked it, drill to clients | | 9 | Service → Clients → Members | Billing only. For each service line, show top clients, drill to members | ## Three anchor groups [Section titled “Three anchor groups”](#three-anchor-groups) **Client-anchored (4 combinations):** Best for account managers, CFOs, anyone who thinks in client portfolios. Default for: Production Overview, Revenue Overview, Billing Health, AR Aging, Budget Overview, Monitoring Overview. **Member-anchored (2 combinations):** Best for team leads, HR. Default for: Production by Members, Revenue by Members, Utilization Overview, Work Completion. **Topic-anchored (2 combinations):** Best for practice owners thinking by service line at the topic level. Default for: Production by Topics. **Service-anchored (1 combination):** Best for practice owners thinking by product-level service line. Default for: Service Lines. Requires billing feature. ## What changes when you switch perspective [Section titled “What changes when you switch perspective”](#what-changes-when-you-switch-perspective) * The table re-anchors and rebuilds rows * Column visibility may adjust (member-only columns hide on a topic perspective) * Charts that depend on perspective re-render * Health chips re-aggregate (member perspective shows member-level chips, not client-level) * The URL gets `view=…` and `hierarchy=…` parameters * The system report **detaches into a custom view** — see [Filters, bookmarks, and custom views](../filters-bookmarks-custom-views/) ## What stays the same [Section titled “What stays the same”](#what-stays-the-same) Date period, entity filters (client, topic, person), currency, and compare mode. Only the grouping changes — the data scope is unchanged. ## Drill-down behaviour [Section titled “Drill-down behaviour”](#drill-down-behaviour) Click the chevron on any L1 row to expand to L2; click L2 to expand to L3. Three levels is the maximum. | Hierarchy | L1 | L2 | L3 | | --------------------------- | ------- | -------------------- | ------------------- | | Client → Members → Topics | Client | Member under client | Topic under member | | Client → Topics → Members | Client | Topic under client | Member under topic | | Member → Clients → Topics | Member | Client under member | Topic under client | | Topic → Clients → Members | Topic | Client under topic | Member under client | | Service → Clients → Members | Service | Client under service | Member under client | Each level recomputes its own KPIs from the rows it contains — drill-down arithmetic always agrees with the parent total. ## When to use which perspective [Section titled “When to use which perspective”](#when-to-use-which-perspective) * **“Is client X profitable?”** → Client-anchored (default). Drill into the client to see which members and topics drive cost vs production. * **“Is member X profitable?”** → Member-anchored. Drill into the member to see which clients yield best. * **“Are we losing money on bookkeeping work?”** → Topic-anchored. Find the bookkeeping topic. * **“Which service line is the revenue engine?”** → Service-anchored. * **“Show me by topic but anchored on client”** → Client → Topics → Members. ## Cross-perspective consistency [Section titled “Cross-perspective consistency”](#cross-perspective-consistency) Same data slice, different grouping — totals must agree. If you sum the L1 rows on the member view and on the client view (same filters, same dates), you get the same total. If you ever see a difference, treat it as a bug and report it. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I switched perspective and the report changed to “Custom” [Section titled “I switched perspective and the report changed to “Custom””](#i-switched-perspective-and-the-report-changed-to-custom) Switching perspective is a display parameter change — system reports detach when any display parameter changes. To save your view, click **Save bookmark**. To return to the system report, click the bookmark dropdown and pick the system report name. ### I don’t see the Service perspective [Section titled “I don’t see the Service perspective”](#i-dont-see-the-service-perspective) The service-anchored perspective requires the billing feature. Check **Settings & Apps** to confirm billing is active. ### When I drill down, numbers don’t add up to the parent [Section titled “When I drill down, numbers don’t add up to the parent”](#when-i-drill-down-numbers-dont-add-up-to-the-parent) This should not happen. Verify that filters did not change between expansions and the period is the same. If still inconsistent, file a bug. # Production by Members > The Production by Members report: who on the team produces the most value, who is idle, and who is burning out? Quick answer Production by Members anchors the production picture on people. Each row is one member with tracked time, billable hours, production value, profit, and time-entry compliance. Use it for performance reviews, capacity planning, and spotting members who are bench-heavy, idle, or burning out. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** see all members. **Company Members** see data scoped to their own work. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Production > By Members tab** ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | ------------------------- | --------------------------------------------------------- | | **Production value** | Total value the member produced | | **Production profit** | Production value − their cost (loaded labor + overhead) | | **Actual profit** | Revenue − their cost (only meaningful when billing is on) | | **Time entry compliance** | Logged hours promptly? (gated by opt-in panel) | | **On-time rate** | Of tasks with deadlines, % done on time | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Quarterly team review [Section titled “Quarterly team review”](#quarterly-team-review) 1. Period = last quarter 2. Sort by **Production profit desc** — highest contributors at top 3. Sort by **Margin % asc** — underperformers at top 4. Check the Time entry compliance column — anyone consistently late? 5. Drill into outliers to see which clients drive their numbers ### Find idle capacity [Section titled “Find idle capacity”](#find-idle-capacity) 1. Sort by Hours-vs-target asc 2. Members below 80% are under capacity 3. Cross-check Bench heavy and Idle capacity chips 4. Drill into low-utilization members to see their client mix ### Catch burnout early [Section titled “Catch burnout early”](#catch-burnout-early) 1. Filter to “this month” or “last month” 2. Sort by Tracked hours desc (or click the Overtime pattern chip) 3. Anyone above 110% of available hours is showing the burnout signal 4. Offload work or extend deadlines ## Health chips most common here [Section titled “Health chips most common here”](#health-chips-most-common-here) Low utilization, Bench heavy, Overtime pattern (burnout), Low compliance, Major loss, Idle capacity; Star performer and High efficiency (positive). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Member has 0 production but tracked 100 hours [Section titled “Member has 0 production but tracked 100 hours”](#member-has-0-production-but-tracked-100-hours) All tracked hours were non-billable. Check the Non-billable column — likely internal work, training, or admin. ### Time entry compliance is blank [Section titled “Time entry compliance is blank”](#time-entry-compliance-is-blank) The *Show tracking compliance* opt-in is off (default), or the member has no agreement defining expected workdays. See [BI Setup and company defaults](../setup-and-company-defaults/). ### One member is at 200% utilization on the gauge [Section titled “One member is at 200% utilization on the gauge”](#one-member-is-at-200-utilization-on-the-gauge) The cap is 200% deliberately — to show overwork. Tracking twice their agreed hours is the burnout signal. Investigate. # Production by Topics > The Production by Topics report: which work types deliver the best margin, estimation accuracy, and cycle time. Quick answer Production by Topics anchors the production picture on service type. Each row is one topic (bookkeeping, audit, VAT, etc.) with production value, margin, estimation accuracy, and cycle time. Use it for service-line pricing decisions and process improvement. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** see all data. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Production > By Topics tab** ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | ----------------------- | ------------------------------------------------------- | | **Production value** | Total value delivered for this topic across all clients | | **Production profit** | Margin on the topic | | **Estimation accuracy** | How close estimates were to tracked time | | **Average cycle time** | Days from task creation to done | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Service-line pricing review [Section titled “Service-line pricing review”](#service-line-pricing-review) 1. Period = last quarter or last 12 months 2. Sort by **Margin % asc** — worst-margin topics at top 3. Drill in: which clients drove low margin, which members delivered the work 4. Decide: reprice, automate, sunset, or train 5. Cross-check with [Service Lines](../service-lines/) to see the revenue side ### Find estimation problems [Section titled “Find estimation problems”](#find-estimation-problems) 1. Sort by **Estimation accuracy asc** 2. Topics at the bottom are where planning is unreliable 3. Drill in to see which members estimated, which clients drove variance ### Cycle time bottleneck [Section titled “Cycle time bottleneck”](#cycle-time-bottleneck) 1. Sort by **Average cycle time desc** 2. Topics at the top are slow movers — candidates for process improvement ## Health chips most common here [Section titled “Health chips most common here”](#health-chips-most-common-here) Negative margin, No production, Scope creep, Poor collection. See [Health signals reference](../health-signals-reference/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Estimation accuracy is blank [Section titled “Estimation accuracy is blank”](#estimation-accuracy-is-blank) No tasks with estimates in the period. Either no one set estimates, or the period has no completed work with estimates. ### A topic shows zero tasks done but high tracked time [Section titled “A topic shows zero tasks done but high tracked time”](#a-topic-shows-zero-tasks-done-but-high-tracked-time) Long-running tasks not yet marked done — time accumulates while tasks stay open. Look at cycle time and task counts together. ### Should I delete unused topics? [Section titled “Should I delete unused topics?”](#should-i-delete-unused-topics) The “No production” chip flags topics with no recent activity. Review periodically and clean the topic catalog so reports stay focused. # Production category > The Production category in BI Analytics: what value did the team deliver, what did it cost, and where does the margin live? Quick answer The Production category answers the most fundamental question in a service business: of all the work the team delivered, what was it worth and what did it cost? Three reports re-slice the same production-value-vs-cost story by client, member, and topic. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. If you do not see BI Analytics in the navigation, contact support to enable it for your account. **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** see all firm data. **Company Members** see data scoped to their assigned clients. ## What Production reports answer [Section titled “What Production reports answer”](#what-production-reports-answer) * “We’re busy — but is the busyness profitable?” * “Which clients drain margin and which lift it?” * “Is one team or topic dragging the average down?” * “Did the team work the hours we agreed on?” ## Key concept: Production vs Revenue [Section titled “Key concept: Production vs Revenue”](#key-concept-production-vs-revenue) Production reports do not depend on invoicing. They are pure delivery economics: hours × rate vs hours × cost, before billing decisions enter the picture. That makes them the cleanest signal of how much value the team produces per period. | Term | Meaning | | ----------------------- | ------------------------------------------------------------------------------- | | **Production value** | Billable hours × sales rate. The value of what was delivered, before invoicing. | | **Production profit** | Production value − labor cost − overhead. Margin on delivery. | | **Production margin %** | Production profit / production value. | | **Hours vs target** | Tracked hours / agreed hours. Capacity / effort, not billable mix. | ## Reports in this category [Section titled “Reports in this category”](#reports-in-this-category) | Report | Anchor | Best for | | -------------------------------------------------- | ------ | -------------------------------------------- | | [Production Overview](../production-overview/) | Client | ”Across all clients, who’s profitable?” | | [Production by Members](../production-by-members/) | Member | ”Which person on my team produces the most?” | | [Production by Topics](../production-by-topics/) | Topic | ”Which work types pay off and which don’t?” | ## When to open which one [Section titled “When to open which one”](#when-to-open-which-one) * **Practice owner** → Production Overview first. Every client on one screen, with health chips and margin. * **Team lead / department head** → Production by Members. Your team, side-by-side, sortable by margin or compliance. * **Any role asking “what work pays?”** → Production by Topics. Topic-level economics make pricing decisions easier. ## Health chips in this category [Section titled “Health chips in this category”](#health-chips-in-this-category) * Negative profit * Underpriced * Scope creep * Over-serviced * Bench heavy (member reports) * Low utilization (member reports) * Star client and Growing client (positive) See [Health signals reference](../health-signals-reference/) for the full list and what each means. ## Filter tips [Section titled “Filter tips”](#filter-tips) Filters carry across reports inside the category — set them once on Production Overview, then click into Production by Members to see the same scope from a member angle. * **Last quarter, all clients** — strategic review * **This year, single department** — manager’s view * **Single member, last 12 months** — annual performance review ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Production value is high but profit is low [Section titled “Production value is high but profit is low”](#production-value-is-high-but-profit-is-low) Either the cost rate is high (senior team on a senior-priced engagement) or overhead is high. Drill into the client to see member-level cost vs production. ### Team is fully tracked but production value is low [Section titled “Team is fully tracked but production value is low”](#team-is-fully-tracked-but-production-value-is-low) Tracked time includes non-billable hours. Look at the Utilization column (billable / tracked) to see how much of the tracked time has a billable rate behind it. # Production Overview > The Production Overview report: which clients are profitable and which are leaking margin, on one screen. Quick answer Production Overview is the home report for most practice owners: every client on one screen with production value and margin side by side, plus health chips naming what’s wrong. The default sort puts highest-value clients on top; health chips between KPIs and table tell you which clients have issues right now. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** see all clients. **Company Members** see data scoped to their assigned clients. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Production > Production Overview** (default report when you click Production) ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | --------------------- | ------------------------------------------------------------------------------- | | **Production value** | Total billable-hours-times-rate this period — how much value the team delivered | | **Production profit** | Production value minus direct cost — the margin | | **Hours vs target** | Tracked / agreed hours — capacity check (gauge KPI) | | **Production growth** | % change vs comparison period | ## Default columns [Section titled “Default columns”](#default-columns) Production (Value, Profit, Margin %) + Costs (Labor, Overhead, Total cost) + Time (Tracked, Billable) + Info (health chips per client) ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Monday morning portfolio review [Section titled “Monday morning portfolio review”](#monday-morning-portfolio-review) 1. Sort by **Production value desc** — your top contributors are on top 2. Sort by **Margin % asc** — worst-margin clients on top, even if their value is high 3. Click any red health chip (“Negative profit · 3”) to filter to just those clients 4. For each, click the chevron to drill into members and topics — find the cause 5. Save as a bookmark for next week ### Find scope-creeping clients [Section titled “Find scope-creeping clients”](#find-scope-creeping-clients) 1. Period = last quarter 2. Click the **Scope creep** chip — table filters to affected clients 3. Sort by Production value desc — biggest scope-creep clients on top 4. Drill in to see which topics are absorbing the extra hours ## Health chips most common here [Section titled “Health chips most common here”](#health-chips-most-common-here) Negative profit, Underpriced (margin < 5%), Scope creep, Over-serviced, Concentration risk; Star client and Growing client (positive). See [Health signals reference](../health-signals-reference/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Production value doesn’t match my invoiced amounts [Section titled “Production value doesn’t match my invoiced amounts”](#production-value-doesnt-match-my-invoiced-amounts) Production value is rate × hours, not invoiced amounts. It includes work delivered but not yet invoiced. For the invoiced version, use [Revenue Overview](../revenue-overview/). ### One client has high value but low margin [Section titled “One client has high value but low margin”](#one-client-has-high-value-but-low-margin) Either the cost rate is high (senior team) or overhead allocation is high. Drill in to see member-by-member cost vs production. ### Should the Hours-vs-target gauge be 100%? [Section titled “Should the Hours-vs-target gauge be 100%?”](#should-the-hours-vs-target-gauge-be-100) Healthy practices sit at 80–95%. 100% means everyone is logging exactly their agreed hours; >100% means overtime; <80% means idle capacity. # Revenue by Members > The Revenue by Members report: who converts hours into the most revenue, and what is each person's effective yield? Quick answer Revenue by Members anchors revenue on people. Each row is one member with confirmed revenue, operating profit, realization, write-off, and effective yield (revenue per tracked hour). Use it for promotion cases, rate-raise candidates, and low-yield interventions. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **billing** feature active, currently in beta with selective customer access. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Revenue & Profitability > By Members tab** ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | -------------------- | ----------------------------------------------------------------------- | | **Revenue** | Confirmed invoices attributable to this member’s work | | **Operating profit** | Revenue − member’s labor and overhead | | **Realization %** | Confirmed revenue / production value (per member) | | **Effective yield** | Revenue per tracked hour — comparable across members regardless of rate | | **Write-on/off** | Net edits to member-attributed invoice rows | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Annual review yield comparison [Section titled “Annual review yield comparison”](#annual-review-yield-comparison) 1. Period = last 12 months 2. Sort by **Effective yield desc** 3. Top members generate more revenue per hour worked — promotion candidates 4. Bottom members may need rate review, training, or different assignment ### Find where write-offs happen [Section titled “Find where write-offs happen”](#find-where-write-offs-happen) 1. Sort by **Write-on/off asc** (most negative first) 2. Drill into top write-off members to see which clients drove it 3. Distinguish: is the member discounting, or is the client a chronic write-down? ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Effective yield is much lower than the member’s bill rate [Section titled “Effective yield is much lower than the member’s bill rate”](#effective-yield-is-much-lower-than-the-members-bill-rate) Effective yield is revenue / tracked hours (including non-billable). Bill rate is revenue / billable hours. A bench-heavy member has a high bill rate but low yield. ### Member’s actual profit is negative but production profit is positive [Section titled “Member’s actual profit is negative but production profit is positive”](#members-actual-profit-is-negative-but-production-profit-is-positive) Production was delivered (positive profit) but revenue was lower (write-off or unbilled), driving actual profit negative. See [Billing Health](../billing-health/) for the cause. # Revenue by Services > The Revenue by Services report: per client, which services are bought and which generate the most revenue? Quick answer Revenue by Services anchors revenue on client → service → topic. Each client row expands to show services billed, then topics under each service. Use it for cross-sell discovery and per-client service economics. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **billing** feature active, currently in beta with selective customer access. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Revenue & Profitability > By Services tab** ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Cross-sell discovery [Section titled “Cross-sell discovery”](#cross-sell-discovery) 1. Sort clients by Revenue desc 2. Expand a top client to see their service mix 3. Compare to a similar client with a wider mix — what services are missing? 4. Take the gap list to the account manager as cross-sell candidates ### Per-client service economics [Section titled “Per-client service economics”](#per-client-service-economics) 1. Filter to one client, period = last 12 months 2. Expand to see services, sort by margin asc 3. Find loss-making services — candidates for repricing ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A topic I track doesn’t appear as a service [Section titled “A topic I track doesn’t appear as a service”](#a-topic-i-track-doesnt-appear-as-a-service) Services come from invoice rows. If a topic was tracked but never invoiced as a service, it won’t appear here. Use [Production by Topics](../production-by-topics/) to see all tracked topics. ### How does this differ from Service Lines? [Section titled “How does this differ from Service Lines?”](#how-does-this-differ-from-service-lines) Service Lines anchors on service across all clients (service per row). Revenue by Services anchors on client, then breaks down by service. Same data, different starting point. # Revenue & Profitability category > The Revenue & Profitability category in BI Analytics: what did we invoice, collect, and earn after costs, and where is revenue concentrated? Quick answer Where the Production category tells you what value the team *delivered*, the Revenue & Profitability category tells you what value was *captured* — invoiced, collected, after write-offs and after costs. This is the financial bottom line for a service business. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **billing** feature active, currently in beta with selective customer access. If the category is missing from the BI sidebar, check that billing is enabled in **Settings & Apps**. ## What Revenue & Profitability reports answer [Section titled “What Revenue & Profitability reports answer”](#what-revenue--profitability-reports-answer) * “I see the production numbers — but did we actually invoice for it?” * “Realization is below 100% — where exactly is the money lost?” * “Which clients give us the best yield per hour?” * “DSO is creeping up — which clients are dragging the average?” * “Is one service line carrying everything?” ## Key terms [Section titled “Key terms”](#key-terms) | Term | Meaning | | ------------------------- | --------------------------------------------------------------------------------- | | **Revenue** | Confirmed (sent or paid) invoice amount in your company currency | | **Operating profit** | Revenue − labor cost − overhead | | **Realization %** | Confirmed revenue / production value × 100. Blank when no confirmed invoices yet. | | **Write-on/off** | Net edits to invoice rows after lock. Negative = wrote down. | | **DSO** | Average days from invoice date to payment, weighted by amount | | **Billing lag** | Average days from work delivery to first invoice | | **Effective yield** | Revenue per tracked hour | | **Revenue concentration** | Top-N client share of total revenue | ## Revenue vs Production — the difference [Section titled “Revenue vs Production — the difference”](#revenue-vs-production--the-difference) | Concept | Production | Revenue | | ------------------------------- | ------------------ | ---------------------- | | Source | Time × rate | Confirmed invoice rows | | Affected by write-offs? | No | Yes | | Available for unbilled clients? | Yes | No (zero) | | Use for | Delivery economics | Financial reality | When production and revenue diverge, that’s information — not a bug. The gap is the billing gap and shows up in [Billing Health](../billing-health/). ## Reports in this category [Section titled “Reports in this category”](#reports-in-this-category) | Report | Anchor | Best for | | ---------------------------------------------- | ------------------------ | ------------------------------------------------------ | | [Revenue Overview](../revenue-overview/) | Client | ”Across all clients, who actually pays well?” | | [Revenue by Members](../revenue-by-members/) | Member | ”Who on my team converts hours into real revenue?” | | [Revenue by Services](../revenue-by-services/) | Client → Service → Topic | ”Per client, which services deliver revenue?” | | [Service Lines](../service-lines/) | Service | ”Across the firm, which service lines are the engine?” | ## When to open which one [Section titled “When to open which one”](#when-to-open-which-one) * **CFO / finance lead** → Revenue Overview first. Top-line revenue per client + AR signals + write-off visibility. * **Practice owner** → Service Lines for a strategic view of where the firm’s money comes from. * **Team lead** → Revenue by Members. Yield comparisons across the team. * **Account manager** → Revenue by Services for a specific client. ## Health chips in this category [Section titled “Health chips in this category”](#health-chips-in-this-category) * Slow payment, High write-off, Low realization (issues) * Underpriced, Concentration risk (issues) * Fast payer, Star client, Rate increase opportunity (positive) ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Revenue is lower than production value — is that bad? [Section titled “Revenue is lower than production value — is that bad?”](#revenue-is-lower-than-production-value--is-that-bad) A small gap is normal (timing of invoicing). A large positive gap means write-down or unbilled work — investigate via [Billing Health](../billing-health/). A large negative gap (revenue > production) is fine if you’re billing fixed fees at a premium. ### Realization is blank for one client [Section titled “Realization is blank for one client”](#realization-is-blank-for-one-client) Not a bug. Realization is null when no confirmed invoices exist yet for that client in the period — different from “zero realization”. ### Service Lines doesn’t show one of my topics [Section titled “Service Lines doesn’t show one of my topics”](#service-lines-doesnt-show-one-of-my-topics) Service Lines is built from invoiced services, not tracked time. If a topic was tracked but never invoiced, it won’t appear here. Use [Production by Topics](../production-by-topics/) to see tracked-only topics. # Revenue Overview > The Revenue Overview report: what was invoiced and earned after write-offs and operating cost, by client. Quick answer Revenue Overview is the financial bottom line by client: confirmed revenue, operating profit, realization, write-on/off, and DSO side by side. The CFO’s Monday report: who actually paid us, who’s slow, who got a write-down. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **billing** feature active, currently in beta with selective customer access. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Revenue & Profitability > Revenue Overview** (default report when you click Revenue & Profitability) ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | -------------------- | ----------------------------------------------------------------------------- | | **Revenue** | Confirmed (sent + paid) invoice amount | | **Operating profit** | Revenue − labor cost − overhead | | **Realization %** | Confirmed revenue / production value × 100 (blank when no confirmed invoices) | | **Write-on/off** | Net edits to invoice rows after lock | | **Average DSO** | Average days to payment, amount-weighted | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### CFO Monday review [Section titled “CFO Monday review”](#cfo-monday-review) 1. Sort by **Revenue desc** — see top contributors 2. Sort by **Realization asc** — find the leakers 3. Click the **High write-off** chip → filters to clients with big discounts 4. Drill in to understand: scope creep, retainer absorption, or billing error ### Revenue concentration check [Section titled “Revenue concentration check”](#revenue-concentration-check) 1. Period = last 12 months 2. Sort by Revenue desc — top contributors visible 3. Look at the **Revenue concentration** KPI — if top client is >25% of revenue, concentration risk chip fires ## Health chips most common here [Section titled “Health chips most common here”](#health-chips-most-common-here) Slow payment, High write-off, Low realization, High overdue, AR aging risk, Concentration risk; Fast payer, Star client, Rate increase opportunity (positive). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Realization is blank for a client [Section titled “Realization is blank for a client”](#realization-is-blank-for-a-client) No confirmed invoices yet for that client in the period. Blank ≠ zero — see [KPI glossary](../kpi-glossary/). ### Revenue here doesn’t match my accounting export [Section titled “Revenue here doesn’t match my accounting export”](#revenue-here-doesnt-match-my-accounting-export) BI Analytics shows confirmed (sent + paid) invoices for the selected period. Accounting exports may include drafts or use different period semantics (cash vs accrual). Compare the same period and same statuses to reconcile. ### Operating profit shows negative [Section titled “Operating profit shows negative”](#operating-profit-shows-negative) Labor + overhead exceed revenue. Either the rate is too low, the team is too senior for the work, or the client gets more delivery than they pay for. # Service Lines > The Service Lines report: across the whole firm, which service lines are the revenue engine and where is the firm's mix concentrated? Quick answer Service Lines is the firm-wide product view of revenue. Each row is one service (a billable line on invoices) with total revenue, write-on/off, and a breakdown of clients buying it. The strategic report for product decisions: which service lines to invest in and which to phase out. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan** with the **billing** feature active, currently in beta with selective customer access. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Revenue & Profitability > Service Lines tab** ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Annual product review [Section titled “Annual product review”](#annual-product-review) 1. Period = last 12 months 2. Sort by Revenue desc — see top services 3. Look at concentration KPI — top 3 share 4. Sort by Write-on/off asc — find services with pricing pressure 5. Sort by Margin asc — find loss-makers ### Concentration risk check [Section titled “Concentration risk check”](#concentration-risk-check) 1. Period = last 12 months 2. If one service is >40% of firm revenue, you’re product-concentrated 3. Combine with client concentration ([Revenue Overview](../revenue-overview/)) for full risk picture ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A tracked topic isn’t showing as a service [Section titled “A tracked topic isn’t showing as a service”](#a-tracked-topic-isnt-showing-as-a-service) Service Lines is built from invoiced services (invoice rows). If a topic was tracked but never invoiced as a service, it won’t appear. Use [Production by Topics](../production-by-topics/) to see all tracked topics. ### Should we kill low-margin services? [Section titled “Should we kill low-margin services?”](#should-we-kill-low-margin-services) Not always. A low-margin service can be a door-opener for high-margin work. Cross-reference with the clients who buy it — if they also buy your premium services, the loss leader may be paying off. ### How does this differ from Revenue by Services? [Section titled “How does this differ from Revenue by Services?”](#how-does-this-differ-from-revenue-by-services) Service Lines is service-anchored (service per row). Revenue by Services is client-anchored, broken down by service. Same data, different anchor. # Setup and company defaults > Configure BI Analytics defaults — rates, work hours, target percentages — and enable opt-in panels for period comparison and compliance. Quick answer BI Setup is the one-time configuration screen for BI Analytics. It sets the company-wide fallback rates used when a member has no individual agreement, and controls two opt-in panels that add calculation depth. Saving any value here wipes the snapshot cache — the next BI load recomputes from raw data. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can edit BI Setup. Other members see the screen in read-only mode. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **Settings & Apps > BI Analytics > Setup** tab ## Company defaults [Section titled “Company defaults”](#company-defaults) These values are the fallback whenever a member’s own agreement does not provide them. The fallback chain is: Member agreement → Company agreement → BI Setup default → 0. | Field | Default | What it controls | | ----------------------- | ------- | -------------------------------------------------------------------------------------------------------------------- | | **Default labor cost** | 0 | Per-member cost rate when no agreement exists. Used by every cost, margin, and profit calculation. | | **Default sales price** | 0 | Per-member sales rate when no agreement exists. Used by production value, billable rate, and realization. | | **Default overhead** | 0 | Per-member monthly overhead allocation. Used in cost roll-up. | | **Standard work hours** | 168 | Monthly capacity baseline (4.2 weeks × 40 h ≈ 168 h). Denominator for utilization when no agreement specifies hours. | | **Target production %** | 80 | Target line on the **Hours vs target** gauge. | | **Target margin %** | 20 | Target line on the **Revenue vs cost** gauge. | ### Practical guidance [Section titled “Practical guidance”](#practical-guidance) * **Default labor cost** — set to your average loaded cost per hour (e.g. €60/h if your team average is between junior and senior rates). * **Default sales price** — set to your standard or minimum billable rate. * **Default overhead** — set your monthly overhead per person (rent, software, admin allocation). * **Standard work hours** — only change this if your country standard differs from 168 hours/month. * **Target percentages** — these only affect the gauge target marker, not calculations. Set to whatever your firm targets. ## Opt-in panels [Section titled “Opt-in panels”](#opt-in-panels) These panels add real cost to the calculation pipeline and are off by default. Turn them on when your team actively uses the data they provide. ### Show period comparison [Section titled “Show period comparison”](#show-period-comparison) When **on**: every KPI card shows an arrow comparing the current period against the prior period. Gauges show a secondary arc. Charts show prior-period reference dots in YoY mode. When **off**: comparison data is not computed; arrows and secondary arcs are blank. Turn on when you regularly review month-over-month or year-over-year trends in operational meetings. ### Show tracking compliance [Section titled “Show tracking compliance”](#show-tracking-compliance) When **on**: the **Time entry compliance** KPI populates with daily tracking data for each member. When **off**: the compliance panel is empty and the daily-granularity time-entry query is skipped entirely. Turn on when you actively monitor whether team members are logging hours on time. ## Cache invalidation — what triggers a full recompute [Section titled “Cache invalidation — what triggers a full recompute”](#cache-invalidation--what-triggers-a-full-recompute) Changing any of the following wipes all snapshot data for your company. The next BI request will be slower (rebuilds many months of snapshots); subsequent requests are fast again. * Any field in BI Setup (cost, price, overhead, hours, targets) * Either of the two opt-in panel switches * Activating or deactivating the BI Analytics feature Changes that only invalidate the current month (not a full wipe): adding or editing a member’s agreement, logging or editing time entries, drafting or locking invoices. ## Manual data refresh [Section titled “Manual data refresh”](#manual-data-refresh) If you suspect the cache is stale after importing historical data, use the **Refresh data** option in the BI sidebar: 1. Click the refresh icon in the BI Analytics sidebar. 2. Confirm the modal — “Recalculation in progress” appears. 3. Uku recomputes data in the background (approximately 25 months). 4. When done, the open report reloads and you receive a notification. Manual refresh does not wipe the cache — it forces recomputation alongside the existing data. ## How often to revisit BI Setup [Section titled “How often to revisit BI Setup”](#how-often-to-revisit-bi-setup) * Yearly when you change your standard rates or targets * When you onboard a new business line with different cost economics * When turning an opt-in panel on or off ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Changed the default labor cost and BI is now slow [Section titled “Changed the default labor cost and BI is now slow”](#changed-the-default-labor-cost-and-bi-is-now-slow) Snapshots were wiped on save. The next load recomputes from raw data — this is expected. Subsequent loads return to normal speed. ### A member has an individual cost rate but BI shows the company default [Section titled “A member has an individual cost rate but BI shows the company default”](#a-member-has-an-individual-cost-rate-but-bi-shows-the-company-default) Both the cost type and the cost price must be set on the member’s agreement. If the cost type is blank and only the price is filled in, the member falls through to the company default. Open the member’s profile and check the Agreement tab. ### Utilization and capacity numbers are zero for a member [Section titled “Utilization and capacity numbers are zero for a member”](#utilization-and-capacity-numbers-are-zero-for-a-member) Either no agreement exists for that member, or the agreement lists 0 working hours per month. Add an agreement with the correct hours, or update **Standard work hours** in BI Setup (used as the fallback). # Utilization & Capacity category > Utilization & Capacity in BI Analytics: track billable time, capacity vs target, on-time completion rate, and early burnout signals. Quick answer The Utilization & Capacity category answers the core people-economics question: of the time the team has available, how much is being used productively? Two reports — one for capacity (hours vs target, billable mix, compliance), one for completion (on-time rate, estimation accuracy, cycle time). ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. This category does not require the billing feature — time tracking and agreements alone power it. ## The two “utilization” metrics — read this first [Section titled “The two “utilization” metrics — read this first”](#the-two-utilization-metrics--read-this-first) There are two metrics that both get casually called “utilization”. They answer different questions and frequently disagree. | Where | Formula | Question | | ------------------------- | ------------------ | -------------------------------------------- | | **Hours vs target gauge** | tracked / agreed | Did the person log the contracted hours? | | **Utilization % column** | billable / tracked | Of the logged hours, how much could be sold? | See [Gauges explained](../gauges-explained/) — this is the most common source of confusion in the whole product. ## What this category covers [Section titled “What this category covers”](#what-this-category-covers) * Hours-vs-target gauge for the whole company at a glance * Per-member: tracked hours, billable hours, agreed hours, billable % * On-time delivery rate * Estimation accuracy — are we any good at planning? * Average cycle time — how fast does work move from start to done * Time-entry compliance — are people logging hours promptly * Burnout signals — overtime pattern chip when tracked > 110% of available ## Reports in this category [Section titled “Reports in this category”](#reports-in-this-category) | Report | Focus | Best for | | ------------------------------------------------ | ---------------------------------------- | ------------------------------------------------------------------ | | [Utilization Overview](../utilization-overview/) | Capacity, billable mix, compliance | ”Is everyone working the right amount, on the right kind of work?” | | [Work Completion](../work-completion/) | On-time, estimation accuracy, cycle time | ”Are we any good at finishing what we started, on time?” | ## When to open which one [Section titled “When to open which one”](#when-to-open-which-one) * **Team lead doing weekly review** → Utilization Overview. Glance at gauge → spot under/over-utilised members → drill down. * **HR doing capacity planning** → Utilization Overview, filter by department. * **Engagement manager checking delivery** → Work Completion. On-time and cycle time tell you if commitments are being kept. * **Quarterly performance review** → Both reports for one member, spanning a quarter. ## Capacity rules of thumb [Section titled “Capacity rules of thumb”](#capacity-rules-of-thumb) * **Tracked < 80% of agreed** → idle capacity, member can take more work * **Tracked > 110% of agreed** → overtime pattern, burnout signal * **Billable < 50% of tracked** → bench-heavy, time isn’t selling * **Tracked < 50% of expected days** → low compliance, time isn’t being logged ## Health chips in this category [Section titled “Health chips in this category”](#health-chips-in-this-category) * Low utilization, Bench heavy, Overtime pattern (burnout), Low compliance, Idle capacity * Star performer, High efficiency (positive) ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Member shows 100% on the gauge but 50% on the column [Section titled “Member shows 100% on the gauge but 50% on the column”](#member-shows-100-on-the-gauge-but-50-on-the-column) Both are correct — different metrics. See [Gauges explained](../gauges-explained/). ### Time entry compliance is blank [Section titled “Time entry compliance is blank”](#time-entry-compliance-is-blank) Either the *Show tracking compliance* opt-in panel is off (default), or the member has no agreement defining expected workdays. Turn the panel on at **Settings & Apps > BI Analytics > Setup**. ### One member is at 200% utilization [Section titled “One member is at 200% utilization”](#one-member-is-at-200-utilization) The cap is 200% deliberately — to show overwork. They are tracking twice their agreed hours. Investigate: this is the burnout signal. ### Can I use this category without billing? [Section titled “Can I use this category without billing?”](#can-i-use-this-category-without-billing) Yes — this is the only BI category that does not need the billing feature. Time entries and agreements are sufficient. # Utilization Overview > The Utilization Overview report: is the team running at capacity, and is the capacity going to billable work? Quick answer Utilization Overview is the team-capacity report: every member with tracked, billable, and agreed hours side by side, plus both utilization metrics (the gauge and the column), on-time rate, and compliance. The daily/weekly home for team leads. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. Does not require the billing feature. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Utilization & Capacity > Utilization Overview** (default report when you click the category) ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | ------------------------- | ---------------------------------------------------------- | | **Hours vs target** | Tracked / agreed × 100 — capacity check | | **Time entry compliance** | Are people logging hours promptly? (gated by opt-in panel) | | **Production potential** | Capacity ceiling at agreed hours × sales rate | | **On-time rate** | Of tasks with deadlines, % done on time | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Weekly team-lead check [Section titled “Weekly team-lead check”](#weekly-team-lead-check) 1. Period = this week or last week 2. Look at the gauge — is the team at capacity? 3. Sort by **Hours-vs-target asc** — anyone idle 4. Sort by **Hours-vs-target desc** — anyone overworked 5. Sort by **Utilization % asc** — anyone with bench-heavy time 6. Drill in for context — what’s pulling them off billable ### Burnout sweep [Section titled “Burnout sweep”](#burnout-sweep) 1. Period = last month 2. Click the **Overtime pattern** chip (red) 3. Members with tracked > 110% of available hours surface 4. Drill in to see what they worked on, then rebalance workload ### Compliance push [Section titled “Compliance push”](#compliance-push) 1. Enable **Show tracking compliance** in [BI Setup](../setup-and-company-defaults/) 2. Period = current month, sort by **Time entry compliance asc** 3. Members at the bottom haven’t been logging hours — friendly reminder first, escalate for chronic cases ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Gauge says 95% but member columns show lower utilization [Section titled “Gauge says 95% but member columns show lower utilization”](#gauge-says-95-but-member-columns-show-lower-utilization) Different metrics. Gauge is tracked/agreed; column is billable/tracked. See [Gauges explained](../gauges-explained/) — this is the most common confusion in the product. ### Time entry compliance is blank [Section titled “Time entry compliance is blank”](#time-entry-compliance-is-blank) The opt-in panel is off (default), or the member has no agreement defining expected days. Enable it at **Settings & Apps > BI Analytics > Setup**. ### The gauge hides when I filter to one client [Section titled “The gauge hides when I filter to one client”](#the-gauge-hides-when-i-filter-to-one-client) Tracked/agreed loses meaning at single-client level. The gauge is hidden deliberately. See [Gauges explained](../gauges-explained/). # Work Completion > The Work Completion report: are we finishing work on time and are our estimates trustworthy? Quick answer Work Completion focuses on delivery quality rather than capacity. Each row is a member with on-time rate, estimation accuracy, and average cycle time. Use it for engagement manager reviews and delivery calibration. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Available on the **Elite plan**, currently in beta with selective customer access. Does not require the billing feature. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) **Path:** **BI Analytics > Utilization & Capacity > Work Completion tab** ## KPIs [Section titled “KPIs”](#kpis) | KPI | What it tells you | | ----------------------- | ---------------------------------------------------------------------------------------- | | **On-time rate** | Of tasks with deadlines, % done on time. Tasks without a due date are excluded entirely. | | **Estimation accuracy** | How close estimates were to tracked time | | **Average cycle time** | Avg days from task creation to done | ## How to use it [Section titled “How to use it”](#how-to-use-it) ### Engagement manager weekly review [Section titled “Engagement manager weekly review”](#engagement-manager-weekly-review) 1. Period = last 30 days 2. Sort by **On-time rate asc** 3. Members at the bottom missed deadlines often — drill in for cause 4. Cross-check with [Utilization Overview](../utilization-overview/) — were they overloaded? ### Estimation calibration [Section titled “Estimation calibration”](#estimation-calibration) 1. Period = last quarter, sort by **Estimation accuracy asc** 2. Bottom members have unreliable estimates — needs training 3. Drill into topic to see if certain work types are systemically misestimated ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### On-time rate excludes tasks without due dates [Section titled “On-time rate excludes tasks without due dates”](#on-time-rate-excludes-tasks-without-due-dates) Intentional. “On time vs what?” has no answer for tasks without deadlines — they’re excluded from both numerator and denominator so the metric stays meaningful. ### Estimation accuracy is blank for one member [Section titled “Estimation accuracy is blank for one member”](#estimation-accuracy-is-blank-for-one-member) No estimates set in the period — either they don’t estimate, or no completed tasks in the window had estimates. ### How does this differ from Monitoring Overview? [Section titled “How does this differ from Monitoring Overview?”](#how-does-this-differ-from-monitoring-overview) Work Completion is about task-level delivery. Monitoring Overview is about recurring compliance commitments with formal targets. Different scope, different audience. # Billing > Products, contracts, invoices, credit notes, VAT, debt reminders, prepayments, parent-company billing, and budgets. Products, contracts, invoices, credit notes, VAT, and parent-company billing. ## All articles [Section titled “All articles”](#all-articles) [Billing overview — how the Billing module works](/en/billing/overview/) [Overview of the Billing module — products, contracts, invoices, credit notes, tax setup, permissions, and accounting integrations.](/en/billing/overview/) [›](/en/billing/overview/) [Billing settings — defaults, rounding, numbering, email](/en/billing/settings/) [Configure company-wide billing defaults: time rounding, invoice dates, payment terms, numbering, PDF line grouping, and email delivery.](/en/billing/settings/) [›](/en/billing/settings/) [Tax and VAT setup](/en/billing/tax-and-vat-setup/) [Configure tax rates for invoices, set up reverse charge for EU cross-border services, and bulk-update VAT rates when legislation changes.](/en/billing/tax-and-vat-setup/) [›](/en/billing/tax-and-vat-setup/) [How topics connect to billing](/en/billing/topics/) [Task topics link work to invoicing — set billable defaults, map topics to products, and control how they override the company default.](/en/billing/topics/) [›](/en/billing/topics/) [Create products](/en/billing/products/) [Create and manage products (services) in the Billing module for use on contracts and invoices — pricing, tax rates, and units.](/en/billing/products/) [›](/en/billing/products/) [Fixed price product](/en/billing/product-fixed-price/) [Create a fixed price product for services invoiced at the same amount every billing period, such as monthly bookkeeping fees.](/en/billing/product-fixed-price/) [›](/en/billing/product-fixed-price/) [Hourly product](/en/billing/product-hourly/) [Create a product that bills based on tracked time — set which hours to count, topic filters, minimum billing times, and pricing tiers.](/en/billing/product-hourly/) [›](/en/billing/product-hourly/) [Member billable rate product](/en/billing/product-member-rate/) [Create a product that bills each member's tracked hours at their own billable rate, then use it on client contracts and invoices.](/en/billing/product-member-rate/) [›](/en/billing/product-member-rate/) [Per-piece product](/en/billing/product-per-piece/) [Create a product that bills on a variable quantity in a task field — payslips, accounting entries, etc. — with optional tiered pricing.](/en/billing/product-per-piece/) [›](/en/billing/product-per-piece/) [Combined product](/en/billing/product-combined/) [Create a product with a fixed base fee plus variable overage — hourly or per-piece — for services with a flat fee and a usage component.](/en/billing/product-combined/) [›](/en/billing/product-combined/) [Task-triggered products](/en/billing/product-task-triggered/) [Create products that only bill when a task field is filled in — checkbox or number for fixed-price services, price-type for disbursements.](/en/billing/product-task-triggered/) [›](/en/billing/product-task-triggered/) [Product fields](/en/billing/product-fields/) [Set up product fields (articles, resources, cost centers, units, bank accounts) to align invoice rows with your accounting software.](/en/billing/product-fields/) [›](/en/billing/product-fields/) [Deleting and archiving products](/en/billing/deleting-and-archiving-products/) [Delete products not used in any contract, or archive contract-linked products to preserve their data and remove them from active selection.](/en/billing/deleting-and-archiving-products/) [›](/en/billing/deleting-and-archiving-products/) [Set up contracts](/en/billing/contracts/) [Create and configure client billing contracts — define services, billing frequency, invoice date, pricing, and per-client settings.](/en/billing/contracts/) [›](/en/billing/contracts/) [Set up and use contract templates](/en/billing/contract-templates/) [Create reusable billing contract templates and apply them to one or many clients — recurrence, invoice date, and service rows pre-filled.](/en/billing/contract-templates/) [›](/en/billing/contract-templates/) [Renewing and updating client contracts](/en/billing/contract-renewal/) [Renew expiring contracts, update terms for a period, bulk-renew across clients, and see how renewals affect already-issued invoices.](/en/billing/contract-renewal/) [›](/en/billing/contract-renewal/) [Create and send invoices](/en/billing/invoices/) [Create invoices from Billing or a client Financials tab, add line items, then send by email or export to accounting software.](/en/billing/invoices/) [›](/en/billing/invoices/) [Manage invoice content and email templates](/en/billing/invoice-content/) [Customise invoice email templates to control the subject line, language, and body text of the emails and PDFs sent to clients.](/en/billing/invoice-content/) [›](/en/billing/invoice-content/) [Edit an invoice](/en/billing/invoice-edit/) [Edit invoice details and line items, and understand why edit access may be unavailable — including how to grant the correct permissions.](/en/billing/invoice-edit/) [›](/en/billing/invoice-edit/) [Invoice templates and formatting](/en/billing/invoice-templates-and-formatting/) [Edit PDF and email invoice templates, configure seller profiles with your company logo, and set invoice numbering and line grouping.](/en/billing/invoice-templates-and-formatting/) [›](/en/billing/invoice-templates-and-formatting/) [Send an invoice in the client's language](/en/billing/invoice-language/) [Set the client communication language, add product translations, and Uku generates invoices with product names in the client language.](/en/billing/invoice-language/) [›](/en/billing/invoice-language/) [Create a prepayment invoice](/en/billing/invoice-prepayment/) [Create prepayment invoices for upcoming billing periods using fixed-price products with period placeholders and a future-dated contract.](/en/billing/invoice-prepayment/) [›](/en/billing/invoice-prepayment/) [Invoice lifecycle and bulk actions](/en/billing/invoice-lifecycle-and-bulk-actions/) [Invoices move from Draft through Approval, Created, Sent, and Paid. Void, restore, and process multiple invoices at once with bulk actions.](/en/billing/invoice-lifecycle-and-bulk-actions/) [›](/en/billing/invoice-lifecycle-and-bulk-actions/) [Send invoices from your own domain](/en/billing/invoices-custom-domain/) [Configure an email account in Uku so invoices are sent from your company's own email address instead of a generic Uku address.](/en/billing/invoices-custom-domain/) [›](/en/billing/invoices-custom-domain/) [Billing placeholders](/en/billing/placeholders/) [Use placeholders in product names and invoice descriptions to insert billing dates, quantities, and client details on invoice generation.](/en/billing/placeholders/) [›](/en/billing/placeholders/) [Credit notes and corrections](/en/billing/credit-notes-and-corrections/) [Use a credit note to formally reverse or partially adjust a sent, exported, or paid invoice by creating a new invoice with negative amounts.](/en/billing/credit-notes-and-corrections/) [›](/en/billing/credit-notes-and-corrections/) [Client budgets](/en/billing/budgets/) [Set a spending cap for a client and track usage against it — by invoice totals, contracts, topics, or projects. Requires the Elite plan.](/en/billing/budgets/) [›](/en/billing/budgets/) [Set up billing debt reminders](/en/billing/debt-reminders/) [Activate automatic overdue invoice reminders — up to three escalating emails — with customisable timing, content, and per-client opt-out.](/en/billing/debt-reminders/) [›](/en/billing/debt-reminders/) [Set up billing under a parent company](/en/billing/parent-company-billing/) [Link a subsidiary to its parent company so invoices generate under the parent — optionally merged into one consolidated invoice.](/en/billing/parent-company-billing/) [›](/en/billing/parent-company-billing/) [Connect a client to accounting software](/en/billing/accounting-sync/) [Connect clients to Merit Aktiva, Xero, QuickBooks, e-conomic, and other accounting systems — enter API credentials, test, and sync data.](/en/billing/accounting-sync/) [›](/en/billing/accounting-sync/) # Connect a client to accounting software > Connect clients to Merit Aktiva, Xero, QuickBooks, e-conomic, and other accounting systems — enter API credentials, test, and sync data. Quick answer Open a client’s Integration column in the client list (or use bulk actions for multiple clients), choose your accounting software, enter API credentials, test the connection, and save. Uku then syncs accounting data — invoices, balances, transactions — into client summary tasks automatically. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can manage accounting integrations. * The Integration app must be enabled under **Settings & Apps** for your company. * The accounting integration must also be activated in **Settings & Apps** before it appears as an option. ## Supported integrations [Section titled “Supported integrations”](#supported-integrations) Uku supports connecting clients to the following accounting systems (available options depend on which your company has activated): * Merit Aktiva — Estonia, Finland, and Poland * SmartAccounts * e-conomic * Xero * QuickBooks * Tripletex * Fortnox * FreeAgent * Trigon * Directo * Scoro ## Connecting a single client [Section titled “Connecting a single client”](#connecting-a-single-client) **Path:** Clients > \[Client name] > Integration column 1. Go to the **Clients** list view. 2. Find the client you want to connect. The **Integration** column shows any existing connections. 3. Click the integration cell for that client. The **Integration configuration** dialog opens. 4. Select an integration from the **Integration** dropdown. Only accounting apps your company has enabled are shown. 5. For **Merit Aktiva**, an additional **Country** dropdown appears — choose Estonia, Finland, or Poland. 6. Enter the API credentials (API ID + API key for Merit Aktiva; API key + API secret for SmartAccounts; similar patterns for others). 7. Click **Test connection** to verify the credentials. A “Connection successful!” message confirms the credentials work. 8. Click **Save** to store the connection. A **Read the manual** link in the dialog provides detailed instructions for finding API credentials in each accounting software. ## Syncing data for a client [Section titled “Syncing data for a client”](#syncing-data-for-a-client) Once credentials are saved, pull accounting data into Uku: 1. Open the **Integration configuration** dialog for the client. 2. Click **Reload data**. A confirmation dialog notes this will reload the last 12 months of data and may overwrite existing summary task values. 3. Click **Overwrite** to confirm. Uku processes the sync in the background and notifies you when it is ready. The reload imports accounting data (invoices, income, expenses) and writes it into client summary tasks. ## Bulk-syncing multiple clients [Section titled “Bulk-syncing multiple clients”](#bulk-syncing-multiple-clients) **Path:** Clients list > select clients > bulk actions > Integration 1. Go to the **Clients** list view. 2. Select the clients you want to sync using the checkboxes. 3. Open the bulk actions menu and click **Integration**. 4. In the **Run integration** dialog, select the accounting integration. 5. Choose a **Period** (month and year) for the data sync. 6. Click **Run**. Uku processes all selected clients in the background and notifies you when the sync is complete. Clients must already have saved API credentials for the selected integration before the bulk sync can run. ## Removing an integration [Section titled “Removing an integration”](#removing-an-integration) 1. Open the **Integration configuration** dialog for the client. 2. Select the integration you want to remove. 3. Click **Delete** (bottom-left of the dialog). 4. Confirm the deletion. Removing an integration deletes the stored API credentials for that client. Previously synced data in summary tasks is not removed. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Integration column is not visible in the client list [Section titled “The Integration column is not visible in the client list”](#the-integration-column-is-not-visible-in-the-client-list) The Integration app is not enabled for your company. A Company Admin or Company Owner can activate it under **Settings & Apps**. ### The integration dropdown is empty [Section titled “The integration dropdown is empty”](#the-integration-dropdown-is-empty) No accounting apps have been activated for your company. Go to **Settings & Apps** and activate the accounting integration you need (for example, Merit Aktiva or Xero). ### Test connection fails with an authentication error [Section titled “Test connection fails with an authentication error”](#test-connection-fails-with-an-authentication-error) Double-check that you copied the API credentials correctly from the accounting software with no extra spaces. For Merit Aktiva, confirm you selected the correct country. ### Reload data seems stuck or takes a long time [Section titled “Reload data seems stuck or takes a long time”](#reload-data-seems-stuck-or-takes-a-long-time) Data sync runs in the background — Uku notifies you when it finishes. For clients with large volumes of transactions, this can take a few minutes. If no notification arrives after several minutes, try triggering the reload again. ### Bulk integration does not import data for some clients [Section titled “Bulk integration does not import data for some clients”](#bulk-integration-does-not-import-data-for-some-clients) The selected clients may not have API credentials saved for the chosen integration. Open each client’s integration dialog individually to verify the connection and test it before running the bulk action again. # Client budgets > Set a spending cap for a client and track usage against it — by invoice totals, contracts, topics, or projects. Requires the Elite plan. Quick answer Activate the **Budget** app, go to the **Clients** page, open a client’s **Financials** → **Budgets** → click **Add budget**. Choose what the budget tracks — set the cap, a warning threshold, and who gets alerted. Requires the **Elite** plan. A client budget sets a spending cap for a single client and tracks real usage against it, warning chosen team members before the cap is reached — useful for retainers and fixed-scope engagements where you need to catch overruns early. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Available on the **Elite** plan, with the **Budget** app activated in **Settings & Apps**. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** activate the app for the whole company. * **View** a client’s budgets — any team member with access to that client. * **Create, edit, or delete** a budget — needs **Client Admin** permission on that client. ## Add a budget [Section titled “Add a budget”](#add-a-budget) The **Budget** app must be activated first — a Company Admin or Owner does this once in **Settings & Apps** → **Budget** → **Activate**, which adds a **Budgets** tab under **Financials** on every client. Each budget belongs to one client and lives on that client’s profile. **Path:** **Clients** → *\[client name]* → **Financials** → **Budgets** → **Add budget** Fill in the budget details: * **Title** — a descriptive name (for example, *Q2 2026 monthly retainer*). * **Budget** — the cap: the total amount (before VAT) in the client’s currency. * **Budget for** — what the budget tracks: all invoices, specific contracts, topics, or projects. * **Period** — **Fixed** for a one-off budget with an end date, or **Recurring** to renew automatically. * **From / Until** — the date range. **Until** is required for a fixed budget; for a recurring budget you can leave it empty for an open-ended budget. * **Recurrence type** — for recurring budgets, choose **Monthly**, **Quarterly**, or **Yearly**. * **Send warning to** — the members or teams who receive warnings. * **When reaching** — the warning threshold as a percentage (default **90%**). * **Notification / Email** — how warnings are delivered: in-app, email, or both. Then click **Save**. ## What a budget tracks [Section titled “What a budget tracks”](#what-a-budget-tracks) A budget tracks either the money you’ve invoiced or the cost of the time your team has tracked. You choose which under **Budget for** when you create the budget. **Money you’ve invoiced:** * **All invoices** — every invoice for the client in the period, except voided ones. This also counts invoices that are still being prepared (not yet sent), so usage can rise before you send anything. * **Contracts** — the same invoice totals, but only for the contracts you select. Contract budgets always recur, and you can only choose contracts whose billing period matches the budget’s recurrence. Both require the **Billing** app. **Cost of tracked work:** * **Topics** — the cost of time tracked on the client’s tasks, calculated as **tracked hours × each member’s billable rate**. Optionally limit it to specific topics. * **Projects** — the same hours × rate calculation, scoped to specific projects. Requires the **Projects** app. For Topics and Projects, **all tracked time counts** (billable and non-billable), and each hour is valued at that member’s billable rate — falling back to the company default rate. A member with **no rate set adds nothing** to usage. The budget dialog shows your company default rate and how many members have an individual rate (“Members: X/Y”); set missing rates on each member’s agreement (see [the Flextime agreement](../../workforce-and-flextime/flextime-agreement/)). Tip The “billable rate × tracked time” calculation applies only to **Topics** and **Projects** budgets. **All invoices** and **Contracts** budgets simply sum invoice totals — tracked time and rates don’t affect them. ## Fixed and recurring budgets [Section titled “Fixed and recurring budgets”](#fixed-and-recurring-budgets) A budget covers either a single fixed period or repeats on a schedule. You choose this under **Period**. * **Fixed** — one period with a start and end date (both required). When the end date passes, the budget is archived. * **Recurring** — repeats monthly, quarterly, or yearly. When a period ends, Uku archives it as its own row and opens a fresh period with the same cap — ideal for ongoing retainers. Leaving **Until** empty makes it open-ended, renewing until you stop it. You can remove any budget — fixed or recurring — by opening it and clicking **Delete budget**. To change the **cap**, **warning threshold**, or **recipients**, open the budget, edit the fields, and save. Don’t change a recurring budget’s start date Editing the **From** date on a recurring budget deletes every past period it has already generated, with no warning. To fix a genuinely wrong start date, delete the budget and create a new one instead. ## Warnings and notifications [Section titled “Warnings and notifications”](#warnings-and-notifications) Uku can alert chosen team members as a budget approaches its cap, so overruns don’t go unnoticed. * Choose the recipients under **Send warning to** (members or teams) and set the threshold under **When reaching** (default **90%**). * When usage crosses the threshold, the **Remaining budget**, **Percent**, and **Warning** cells turn **red** in the list, and recipients receive an in-app notification, an email, or both — depending on the **Notification** / **Email** options. * Each budget warns **once per period**. A recurring budget resets this every new period, so you’re alerted again each cycle. ## Keeping budgets up to date [Section titled “Keeping budgets up to date”](#keeping-budgets-up-to-date) Budget usage is recalculated in the background, so the figures are current within a short delay rather than instant. For an immediate refresh, open the client’s **Financials** → **Budgets** and click **Calculate budgets**. Caution A manual recalculation — or saving a budget — updates the figures and red highlights but does **not** send warning notifications. Only the background recalculation sends them. So a budget can show as over-threshold in the list a little before its alert reaches the recipients. ## The budget list [Section titled “The budget list”](#the-budget-list) The Budgets tab lists every budget for the client — both active and archived. Each row shows the **Period** and **Title**, the **Budget for** (what it tracks) and the **Budget** cap, plus usage: **Remaining budget**, **Percent** used, and the **Warning** threshold — these three turn red when usage crosses the warning threshold. **Status** is **Active** (green) or **Archived** (grey). Click a column header to sort, or a row to open and edit the budget. Archived budgets stay in the list. To remove a budget, open it and click **Delete budget**. Tip Your client budgets also feed **BI Analytics**: the **Budget Overview** report gives a portfolio view across all clients with a projected burn-rate — a forward look the per-client list doesn’t show. See [Budget Overview](../../bi-analytics/budget-overview/). (Both require the **Elite** plan.) ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I can’t find the Budgets tab on the client profile [Section titled “I can’t find the Budgets tab on the client profile”](#i-cant-find-the-budgets-tab-on-the-client-profile) The Budget app must be activated in **Settings & Apps**, and it needs the **Elite** plan. If the app is active and the tab is still missing, confirm you have access to that client. ### A budget warning wasn’t sent [Section titled “A budget warning wasn’t sent”](#a-budget-warning-wasnt-sent) Several things can cause this: usage hasn’t actually crossed the **When reaching** threshold yet; the budget already sent its one alert for this period (it warns once per period); no one is selected under **Send warning to**; or the chosen **Notification** / **Email** channel is off. Note that clicking **Calculate budgets** refreshes the figures but never sends warnings — only the background recalculation does, so allow a little time after usage crosses the threshold. ### A Topics or Projects budget shows less usage than expected [Section titled “A Topics or Projects budget shows less usage than expected”](#a-topics-or-projects-budget-shows-less-usage-than-expected) These budgets value time at each member’s billable rate, so a member with **no rate set** adds nothing. Open the budget dialog to see how many members have a rate (“Members: X/Y”) and set missing rates on each member’s agreement. Confirm the right topics or projects are selected, then click **Calculate budgets** to refresh. ### An All invoices or Contracts budget shows the wrong amount [Section titled “An All invoices or Contracts budget shows the wrong amount”](#an-all-invoices-or-contracts-budget-shows-the-wrong-amount) **All invoices** counts every invoice for the client except voided ones — including invoices still being prepared. **Contracts** counts only the contracts you selected. Confirm the **Budget for** type and, for contracts, the linked contracts, then click **Calculate budgets**. ### A recurring budget didn’t renew [Section titled “A recurring budget didn’t renew”](#a-recurring-budget-didnt-renew) Confirm **Period** is **Recurring** (not Fixed) and that the recurrence type and start date are set. A fixed budget covers only its date range and never renews. # Renewing and updating client contracts > Renew expiring contracts, update terms for a period, bulk-renew across clients, and see how renewals affect already-issued invoices. Quick answer Uku does not have a one-click “renew” button. Renewal means one of three things: extending the end date on an expiring contract, replacing the contract with a new one, or using the bulk **Contract** action on the client list to update many clients at once. Changes to a contract do not affect invoices that have already been generated — only future billing periods are affected. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can renew and update any client’s contracts. * **Company Members** can manage a client’s contracts when one of their teams grants the **Contracts** permission. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Understanding contract dates and expiry [Section titled “Understanding contract dates and expiry”](#understanding-contract-dates-and-expiry) Every contract has a **Date from** (required) and an optional **Date until** (end date). When the current date passes the end date, the contract stops generating invoices automatically. The contract status changes to **Inactive**. Open-ended contracts — those with no **Date until** — run indefinitely unless manually deactivated. Most ongoing client relationships use open-ended contracts. ## Renewing an expiring contract [Section titled “Renewing an expiring contract”](#renewing-an-expiring-contract) If a contract has a fixed end date and you want billing to continue, there are two approaches: ### Option A — Extend the end date [Section titled “Option A — Extend the end date”](#option-a--extend-the-end-date) Use this when the contract terms stay the same and you only need to extend the period. 1. Open the client’s profile and go to **Financials > Contracts**. 2. Click the contract to open it. 3. Click **Edit**. 4. Update the **Date until** field to the new end date, or clear it to make the contract open-ended. 5. Click **Save**. The contract resumes generating invoices on its next scheduled date. No invoices are backdated for any gap period between the old end date and the new date. ### Option B — Create a new contract [Section titled “Option B — Create a new contract”](#option-b--create-a-new-contract) Use this when you need to update pricing, services, recurrence, or other terms for the new period. 1. Open the client’s profile and go to **Financials > Contracts**. 2. Optionally set an end date on the old contract so it stops at the right time. 3. Click **Add contract** to create a new contract with the updated terms. 4. Set the **Date from** to the start of the new period. 5. Add service rows, recurrence, and invoice date as needed. 6. Click **Save**. Both the old and new contracts can co-exist on the same client — the old one will expire on its end date and the new one will start on its start date. ## Updating terms mid-contract [Section titled “Updating terms mid-contract”](#updating-terms-mid-contract) If a client’s pricing or services change partway through a contract period: 1. Open the contract and click **Edit**. 2. Make the necessary changes (update prices, add or remove rows, change the recurrence). 3. Save. Changes take effect from the **next** invoice generation. Any invoices already generated and in **Created**, **Sent**, or **Paid** status are not retroactively changed. If a previously generated invoice contains incorrect amounts due to old contract terms, correct it using a **credit note**. See [Credit notes and corrections](../credit-notes-and-corrections/). If you manually edit a contract that was created from a template, the link to that template is broken. Future template changes will no longer update this contract. See [How to set up and use contract templates](../contract-templates/). ## Bulk-renewing contracts across many clients [Section titled “Bulk-renewing contracts across many clients”](#bulk-renewing-contracts-across-many-clients) When you need to update contracts for a large number of clients at once — for example, applying a price increase across all clients with a specific service — use the bulk **Contract** action on the client list. 1. Go to **Clients** in the main sidebar. 2. Select the clients whose contracts you want to update using the checkboxes. Use the **Group** filter to narrow the list if needed. 3. Open the bulk actions menu and click **Contract**. 4. Choose one of three actions: * **Add** — creates a new contract from a template for all selected clients. Set the start date and optionally an end date. Use this to start a new annual contract period. * **Replace** — replaces existing contracts with a new template. You can target all contracts, or only contracts with a specific recurrence or template. Use this when renewing and updating terms simultaneously. * **Append only** — adds the rows from a template to existing contracts without replacing them. Use this to add a new service line across many clients. 1. Select the contract template to apply. 2. Click **Save**. The bulk action creates or updates contracts in the background. For a large client count this may take a few seconds. Reload the client list to verify the changes. ## How renewals affect existing invoices [Section titled “How renewals affect existing invoices”](#how-renewals-affect-existing-invoices) Contract changes — whether an extension, a term update, or a bulk replace — **never affect invoices that have already been generated**. The billing engine only looks at the contract at the moment it generates a new invoice. | Invoice status | Affected by contract changes? | | -------------------------- | ----------------------------------------------- | | Draft | No — already generated; edit manually if needed | | Approval | No — already generated; edit before approving | | Created / Sent / Paid | No — use a credit note to correct errors | | Future (not yet generated) | Yes — the updated contract terms apply | ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The contract is showing as Inactive but the end date is in the future [Section titled “The contract is showing as Inactive but the end date is in the future”](#the-contract-is-showing-as-inactive-but-the-end-date-is-in-the-future) A contract can be manually set to Inactive regardless of the date range. Open the contract and check its status. If it shows **Inactive**, click **Edit** and change the status to **Active**. Then save. ### No new invoice was generated after I extended the end date [Section titled “No new invoice was generated after I extended the end date”](#no-new-invoice-was-generated-after-i-extended-the-end-date) Uku generates invoices on the scheduled invoice date defined in the contract. If the contract’s next billing date has not arrived yet, no invoice will be created until then. Check the **Invoice date** field on the contract to see when the next invoice is due. ### I used Replace in the bulk action but some clients still show the old contract [Section titled “I used Replace in the bulk action but some clients still show the old contract”](#i-used-replace-in-the-bulk-action-but-some-clients-still-show-the-old-contract) The Replace action only targets contracts that match the criteria you selected (all contracts, or contracts with a specific recurrence or template). If a client’s contract was manually edited and broke its template link, it may not have been matched by the filter. Check those clients individually and update their contracts manually if needed. ### I need to correct an invoice that was already sent [Section titled “I need to correct an invoice that was already sent”](#i-need-to-correct-an-invoice-that-was-already-sent) Contract changes do not modify sent invoices. To fix an amount on a sent invoice, issue a credit note. See [Credit notes and corrections](../credit-notes-and-corrections/). # Set up and use contract templates > Create reusable billing contract templates and apply them to one or many clients — recurrence, invoice date, and service rows pre-filled. Quick answer Contract templates let you define a standard billing structure once — recurrence, invoice date, service rows — and apply it to one client or many clients at once. Creating a contract from a template pre-fills all the details while still allowing per-client customisation. If you manually edit an individual client’s contract, the link to the template is broken and future template changes will no longer update that contract. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can create and manage contract templates and assign them to clients. * **Company Members** can manage a client’s contracts when one of their teams grants the **Contracts** permission. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). * Products must be created before building templates. See [How to create products](../products/). ## Creating a contract template [Section titled “Creating a contract template”](#creating-a-contract-template) **Path:** Clients > \[any client] > Financials > Contracts > three-dot menu > Manage contract templates 1. Open any client profile and go to **Financials > Contracts**. 2. Click the three-dot action menu next to **Add contract**. 3. Select **Manage contract templates** to open the billing templates panel. 4. Click **Add template**. 5. Name the template (for example “Monthly bookkeeping” or “Quarterly package”). 6. Set the **recurrence** (Monthly, Quarterly, or Yearly) and **invoice date**. 7. Add service rows by selecting existing products or creating new ones inline. 8. Click **Save**. Alternatively, when editing any existing client contract, use the **Save as template** action to save it as a new template. ## Applying a template to a single client [Section titled “Applying a template to a single client”](#applying-a-template-to-a-single-client) 1. Open the client profile and go to **Financials > Contracts**. 2. Click **Add contract**, then click **Choose templates**. 3. Pick a contract template from the list. 4. Adjust any client-specific details if needed. 5. Click **Save**. The contract shows a **Billing template** badge indicating which template it was created from.  ## Applying a template to multiple clients at once [Section titled “Applying a template to multiple clients at once”](#applying-a-template-to-multiple-clients-at-once) **Path:** Client list > select clients > bulk actions > Contract 1. In the **Client list**, select the clients using the checkboxes. 2. Open the bulk actions menu and click **Contract**. 3. Choose one of three actions: * **Add** — creates a new contract from the template for all selected clients. * **Replace** — swaps existing contracts (all, or filtered by recurrence or template) with the new template. * **Append only** — adds the rows from the template into existing contracts without replacing them. 1. Select the template and click **Save**. ## Template placeholders [Section titled “Template placeholders”](#template-placeholders) Contract templates support dynamic placeholders in product names. These are replaced automatically when Uku generates invoices: | Placeholder | What it shows | | ----------------------------- | ---------------------------------------------------------- | | `{{invoice_previous_period}}` | The previous billing period | | `{{invoice_period}}` | The current billing period | | `{{invoice_next_period}}` | The next billing period | | `{{client_primary_user}}` | The client’s primary contact name | | `{{quantity_as_time}}` | Billed quantity formatted as time (for example “3h 30min”) | Click the **Placeholders** button when editing a template to see the full list. See also [Billing placeholders](../placeholders/). ## How the template link works [Section titled “How the template link works”](#how-the-template-link-works) If you modify a contract template, Uku can propagate those changes to all client contracts still linked to it. However: * **If you manually edit an individual client’s contract**, the link between that contract and the template is permanently broken. Future template changes will no longer update that client’s contract. * Contracts that have never been individually edited remain linked and receive template updates. The safest way to make a change across all clients is to edit the template rather than each client’s contract individually. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Template changes are not reflected in a client’s contract [Section titled “Template changes are not reflected in a client’s contract”](#template-changes-are-not-reflected-in-a-clients-contract) The link was broken because the client’s contract was edited individually. Manually update that client’s contract or remove it and re-apply the template. ### No products available when creating a template [Section titled “No products available when creating a template”](#no-products-available-when-creating-a-template) Products must be added in **Settings & Apps > Billing > Setup > Articles** before they can be included in a template. ### The Contract bulk action does not appear in the client list [Section titled “The Contract bulk action does not appear in the client list”](#the-contract-bulk-action-does-not-appear-in-the-client-list) Ensure you have selected at least one client using the checkboxes before opening the bulk actions menu. ### Template not appearing when adding a contract to a client [Section titled “Template not appearing when adding a contract to a client”](#template-not-appearing-when-adding-a-contract-to-a-client) Click **Choose templates** after clicking **Add contract**, rather than starting a blank manual contract.   # Set up contracts > Create and configure client billing contracts — define services, billing frequency, invoice date, pricing, and per-client settings. Quick answer Contracts in Uku define what you bill each client and how often. Create a contract on a client’s Financials > Contracts tab, set the billing frequency and invoice date, add service rows with products and pricing, then configure per-client billing settings. Once active, Uku generates invoices automatically on schedule. Use templates to apply the same contract structure across many clients at once. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can always create and edit contracts on any client. * **Company Members** can view and manage client contracts when one of their teams grants the **Contracts** permission. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). * The Billing feature must be enabled for your company. * At least one product must exist before you can add contract rows. See [How to create products](../products/). ## What is a contract? [Section titled “What is a contract?”](#what-is-a-contract) A contract is a billing agreement attached to a specific client. It defines: * **Which services** you provide (as contract rows linked to products) * **How often** you bill (monthly, quarterly, or yearly) * **When** the invoice is created (a specific day of the month, last day, or on creation date) * **What date range** the contract covers Contracts have two statuses: **Active** and **Inactive**. Only active contracts within their date range generate invoices. ## Creating a contract [Section titled “Creating a contract”](#creating-a-contract) **Path:** Clients > \[Client name] > Financials > Contracts > Add contract 1. Open the client profile and go to **Financials > Contracts**. 2. Click **Add contract** in the top-right corner. 3. Fill in the contract details: * **Name** — a label for this contract (for example, “Monthly bookkeeping” or “Q1 advisory”). * **Recurrence** — choose **Monthly**, **Quarterly**, or **Yearly**. * **Invoice date** — the day the invoice is generated. Options: a specific calendar day (1–28), **Last day of the month**, or **Creation date**. * **Date from** — when the contract starts. * **Date until** — (optional) when the contract ends. Leave blank for open-ended contracts. 1. Click **Add row** to add service lines. Select a product from the dropdown, or click **New product** to create one inline. 2. Each row shows: service name, billing type, quantity, unit, price, and sum. Click a row to edit its details — pricing tiers, minimum quantities, discounts, tax rate, and more. 3. Click **Save**. To duplicate or delete a contract, use the three-dot action menu next to the contract in the list. ## How contracts generate invoices [Section titled “How contracts generate invoices”](#how-contracts-generate-invoices) The billing engine checks active contracts on their scheduled invoice date and generates invoices automatically: 1. The contract’s **recurrence** determines the billing cycle. 2. The **invoice date** determines which day of the cycle the invoice is created. 3. For each contract row, the system calculates the billable amount based on the row type: * **Fixed price** rows bill a set quantity at the defined price. * **Time-based** rows pull tracked time from the billing period and apply pricing tiers. * **Task field** rows bill based on custom field values from tasks in the period. 1. Pricing tiers support volume-based pricing — different rates for different quantity ranges. 2. Minimum quantities ensure a baseline charge even when tracked time is low. 3. The generated invoice inherits the client’s contract settings (currency, due date, rounding, grouping). ## Per-client contract settings [Section titled “Per-client contract settings”](#per-client-contract-settings) Each client has dedicated billing settings that apply across all their contracts. Open the contract settings from the **Contracts** tab. Most fields default to **Company default**, meaning the company-wide setting applies unless overridden here. ### Format [Section titled “Format”](#format) * **Currency** — the invoice currency for this client. * **Payment due date** — number of days after the invoice date when payment is due. * **Reference number** — a reference number added to invoices for this client. * **Invoice number prefix/suffix** — client-specific numbering overrides. * **Invoice description** — text added to every invoice for this client. * **Reverse charge** — enables the EU reverse charge notice on invoices (for cross-border EU services). * **Summarize invoice rows** — combines multiple invoice lines into one consolidated line under a specified name. ### Rounding [Section titled “Rounding”](#rounding) * **Time rounding increment** — round up tracked time to the nearest specified increment for this client. * **Apply rounding to** — whether rounding is applied per invoice line or per task. ### Send PDF invoice [Section titled “Send PDF invoice”](#send-pdf-invoice) * **Email addresses** — addresses that receive this client’s invoices automatically. * **Reply-to address** — the reply-to address on invoice emails sent to this client. * **PDF line grouping** — how rows are grouped on the PDF (Show all / Group by description / Group by article). Choosing a non-default option overrides the company setting for this client. **Company default** falls back to **Settings & Apps > Billing > Settings**. * **Disable debt reminders** — turns off automatic payment reminders for this client. ### Configuration [Section titled “Configuration”](#configuration) * **Bill tracked time by** — how time entries are assigned to billing periods (by time entry date, task start date, task due date, or task finish date). * **Bill task field by** — how custom field values are assigned to billing periods. * **Invoice from the same period** — when enabled, all active contracts for this client in the same period merge into one invoice. * **Hide zero sum lines** — hides invoice rows with a zero amount from the PDF. * **Invoice to the parent company** — if the client has a parent company, invoices are sent to the parent instead. * **Default resource / project / cost center / seller** — applied to all rows in this client’s contracts by default.     ## Contract templates [Section titled “Contract templates”](#contract-templates) Templates let you define a contract structure once and reuse it across many clients — useful when you offer standardised service packages. **To create a template:** when editing any contract, use the action menu to **Save as template**. Or open the **Manage contract templates** panel from the Contracts tab (three-dot menu next to Add contract). **To use a template:** when creating a new contract, choose an existing template. The template pre-fills the recurrence, invoice date, and service rows. You can still customise the contract after applying it. Templates support dynamic placeholders in product names that are replaced when generating invoices. See [Billing placeholders](../placeholders/) for the full list. For full details on creating and managing templates, see [How to set up and use contract templates](../contract-templates/). ## Bulk-assigning contracts across clients [Section titled “Bulk-assigning contracts across clients”](#bulk-assigning-contracts-across-clients) To apply the same contract to many clients at once: 1. Go to the **Client list** and select multiple clients using the checkboxes. 2. Open the bulk actions menu and choose **Contract**. 3. Choose one of three actions: * **Add** — creates a new contract from a template for all selected clients. Set a start date and optionally an end date. * **Replace** — swaps existing contracts (all contracts, or contracts of a specific recurrence or template) with a new template. * **Append only** — adds the rows from a template into existing contracts without replacing them. 1. Select the template to apply and click **Save**. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### No products available when creating a contract [Section titled “No products available when creating a contract”](#no-products-available-when-creating-a-contract) Products must be added under **Settings & Apps > Billing > Setup > Articles** before they appear in the contract product selection. See [How to create products](../products/). ### Invoices are not being generated [Section titled “Invoices are not being generated”](#invoices-are-not-being-generated) Verify that the contract start date has passed and that the contract does not have an end date that has already elapsed. Also check that the contract status is **Active**. ### Invoice goes to the wrong company [Section titled “Invoice goes to the wrong company”](#invoice-goes-to-the-wrong-company) Check the **Invoice to the parent company** setting under the contract’s Configuration tab. Ensure it is set correctly for this client. ### Multiple invoices are being created instead of one [Section titled “Multiple invoices are being created instead of one”](#multiple-invoices-are-being-created-instead-of-one) Enable the **Invoice from the same period** option in the contract’s Configuration settings to consolidate invoices from multiple active contracts into a single invoice. ### Permission error when creating a contract [Section titled “Permission error when creating a contract”](#permission-error-when-creating-a-contract) Only Company Owners and Company Admins can manage contracts by default. Company Members can manage a client’s contracts when one of their teams grants the **Contracts** permission. See [Members and Teams permissions](../../settings/members-and-teams-permissions/).  # Credit notes and corrections > Use a credit note to formally reverse or partially adjust a sent, exported, or paid invoice by creating a new invoice with negative amounts. Quick answer A credit note formally reverses a finalised invoice by creating a new invoice with negative amounts. Open the original invoice, click the three-dot menu, and select **Credit note** — Uku generates it automatically. Use a credit note for invoices that have already been sent or paid. For invoices that have not yet been sent or exported, use **Void invoice** instead. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can always create credit notes. * **Company Members** can create credit notes when a team grants the **Invoices** permission, or when they hold **Client Admin** on the client — creating a credit note follows the same invoice permission. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). * The **Credit note** option only appears on invoices where the member has invoice editing rights for that client. ## When to use a credit note vs. voiding an invoice [Section titled “When to use a credit note vs. voiding an invoice”](#when-to-use-a-credit-note-vs-voiding-an-invoice) | Situation | Use | | ----------------------------------------------------------------- | ---------------- | | Invoice has not been sent and not exported to accounting software | **Void invoice** | | Invoice has been sent, exported, or paid | **Credit note** | | Tax regulations require a formal correction document | **Credit note** | | You want to cancel a draft nobody has seen | **Void invoice** | The **Credit note** option is available only for invoices with status **Created**, **Sent**, or **Paid**, and only when the invoice total is greater than zero. You cannot create a credit note for an already voided invoice or for an invoice that has already been credited. ## How to create a credit note [Section titled “How to create a credit note”](#how-to-create-a-credit-note) ### From the Billing section [Section titled “From the Billing section”](#from-the-billing-section) 1. Open **Billing** from the main navigation. 2. Find and open the invoice you want to reverse (in the **Created**, **Sent**, or **Paid** tab). 3. Click the **three-dot menu** in the top-right corner. 4. Select **Credit note**. 5. Confirm the action.  ### From the client profile [Section titled “From the client profile”](#from-the-client-profile) 1. Open the client profile. 2. Go to **Financials > Invoices**. 3. Find and open the invoice. 4. Click the **three-dot menu** and select **Credit note**. 5. Confirm the action. ## What happens when a credit note is created [Section titled “What happens when a credit note is created”](#what-happens-when-a-credit-note-is-created) Uku duplicates the original invoice and applies these changes: * **All line quantities are negated** — every row is copied with its quantity multiplied by −1, producing negative amounts. * **Net, tax, and total sums become negative**, reflecting the reversal. * **Invoice date and due date** are set to today. * **Comments** are pre-filled with “Number of invoice to be credited: \[original invoice number]”. * **Status is set to Created** — the credit note opens in edit mode so you can review it before finalising. Send, paid, and exported timestamps are cleared. * The original invoice is marked so that a second credit note cannot be created for it. ## Partial credit notes [Section titled “Partial credit notes”](#partial-credit-notes) If you only need to reverse part of an invoice — for example, one of several services was incorrect — edit the credit note before finalising it: * Remove rows you do not want to credit. * Adjust quantities on specific rows. The credit note does not have to mirror the full original. You can credit any subset of the original invoice lines. ## Credit note numbering [Section titled “Credit note numbering”](#credit-note-numbering) By default, credit note numbers use the prefix **CN-** followed by the original invoice number. For example, if the original invoice is **INV-2026-042**, the credit note becomes **CN-INV-2026-042**. To change the prefix: 1. Open **Settings & Apps > Billing > Settings**. 2. Update the **Credit note prefix** field. 3. Click **Save**. The prefix change applies to all future credit notes. Existing credit notes retain the prefix they were created with. ## Sending the credit note [Section titled “Sending the credit note”](#sending-the-credit-note) After the credit note is finalised (status **Created**), send it using the same methods as a regular invoice: * Click **Send to client** in the toolbar or from the three-dot menu. * Export to accounting software using **Export to accounting**. * Download the PDF using **Download PDF** and send it manually. The credit note PDF includes negative amounts and a reference to the original invoice number. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Credit note option is not visible in the three-dot menu [Section titled “The Credit note option is not visible in the three-dot menu”](#the-credit-note-option-is-not-visible-in-the-three-dot-menu) Check that the invoice status is **Created**, **Sent**, or **Paid**. The option does not appear for Draft, voided, or already-credited invoices. Also confirm you have invoice editing rights on this client — Company Members need the **Invoices** permission from a team, or **Client Admin** on the client. ### The credit note has the wrong prefix [Section titled “The credit note has the wrong prefix”](#the-credit-note-has-the-wrong-prefix) The prefix is set at creation time. Update the **Credit note prefix** in **Settings & Apps > Billing > Settings** before generating the next credit note. Existing credit notes cannot be retroactively updated. ### Cannot find the invoice to credit [Section titled “Cannot find the invoice to credit”](#cannot-find-the-invoice-to-credit)  Use the search and filter options in **Billing** to locate the invoice by client, date, or invoice number. You can also find it through the client profile under **Financials > Invoices**. # Set up billing debt reminders > Activate automatic overdue invoice reminders — up to three escalating emails — with customisable timing, content, and per-client opt-out. **Path:** Settings & Apps > Billing > Settings > Send Debt Reminders | Settings & Apps > Billing > Invoice templates (for content) **Plan:** All plans (Billing feature must be enabled) Quick answer Activate debt reminders in **Settings & Apps** > **Billing** > **Settings** to automatically send up to three escalating email reminders when invoices become overdue. Customise the timing, email content for each reminder level, and disable reminders for individual clients when needed. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** with access to **Settings & Apps**. * An email server or connected email account must be configured (in **Settings & Apps** > **Emails**) for reminders to send. ## Overview [Section titled “Overview”](#overview) The debt reminder system automatically emails clients when invoices become overdue. You control when each reminder sends by setting the number of days after the due date. Up to 3 reminders can be sent in sequence per overdue invoice. Once an invoice is marked as paid, all scheduled reminders for that invoice stop automatically.  ## Step 1: Activate debt reminders [Section titled “Step 1: Activate debt reminders”](#step-1-activate-debt-reminders) 1. Open **Settings & Apps** from the main menu. 2. Select the **Billing** app. 3. Go to the **Settings** tab. 4. Find the **Send Debt Reminders** section. 5. Enable the **Send Debt Reminders** toggle. Once enabled, three reminder levels appear for configuration. ## Step 2: Configure reminder timing [Section titled “Step 2: Configure reminder timing”](#step-2-configure-reminder-timing) Set how many days after the due date each reminder should be sent: * **Reminder 1** (First notice) * **Reminder 2** (Follow-up notice) * **Reminder 3** (Final notice) Setting a reminder to **0 days** or leaving it blank disables that reminder. This lets you use 1, 2, or all 3 reminders depending on your collections process. Setting Reminder 1 to 0 sends it on the due date itself.  ## Step 3: Customise reminder email content [Section titled “Step 3: Customise reminder email content”](#step-3-customise-reminder-email-content) 1. Open **Settings & Apps** > **Billing** > **Invoice templates**. 2. Find the **Email Debt Reminder** templates. 3. Edit the template for each reminder level: * **Debt Reminder 1** — first overdue notice * **Debt Reminder 2** — second overdue notice * **Debt Reminder 3** — final notice Alternatively, click **Edit Templates** next to the **Send Debt Reminders** toggle to go directly to the templates.  ## Step 4: Use dynamic placeholders [Section titled “Step 4: Use dynamic placeholders”](#step-4-use-dynamic-placeholders) Personalise reminder emails with placeholders that populate automatically from invoice data: | Placeholder | What it inserts | | -------------------- | -------------------------------- | | `{{client_name}}` | Client company name | | `{{seller_name}}` | Your company name | | `{{invoice_number}}` | Specific invoice number | | `{{invoice_date}}` | Date invoice was created | | `{{due_date}}` | Original payment due date | | `{{overdue_days}}` | How many days payment is overdue |  ## Step 5: Disable reminders for specific clients [Section titled “Step 5: Disable reminders for specific clients”](#step-5-disable-reminders-for-specific-clients) Some clients may need special handling. To disable automatic reminders for an individual client: 1. Open the client profile. 2. Go to **Financials** > **Contracts**. 3. Open the contract settings and go to **Send PDF invoice**. 4. Enable the **Disable debt reminders** option. 5. Save the contract settings.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Reminders are not being sent [Section titled “Reminders are not being sent”](#reminders-are-not-being-sent) Check that an email account is connected in **Settings & Apps** > **Emails** and that the **Send Debt Reminders** toggle is on. Also verify that the invoices in question are in **Sent** or **Paid** status — reminders only send for invoices that have been sent to the client. ### A client stopped receiving reminders [Section titled “A client stopped receiving reminders”](#a-client-stopped-receiving-reminders) If the invoice has been marked as paid (manually or via integration sync), all remaining reminders for that invoice are cancelled automatically. ### Client says they received too many reminder emails [Section titled “Client says they received too many reminder emails”](#client-says-they-received-too-many-reminder-emails) The reminder timing is company-wide. To stop reminders for a specific client, enable **Disable debt reminders** in their contract settings (see Step 5). ### Reminders are sending on the wrong day [Section titled “Reminders are sending on the wrong day”](#reminders-are-sending-on-the-wrong-day) Reminder timing is based on calendar days after the due date, including weekends and public holidays. Adjust the day count in Step 2 to match your desired schedule. ### Reminder templates show wrong currency or language [Section titled “Reminder templates show wrong currency or language”](#reminder-templates-show-wrong-currency-or-language) Reminder emails use the same invoice details, including the invoice’s billing currency. For language, create reminder templates for each client language in **Invoice templates** and Uku will match them to the client’s communication language. # Deleting and archiving products > Delete products not used in any contract, or archive contract-linked products to preserve their data and remove them from active selection. Quick answer Products not used in any contract can be permanently deleted. Products used in existing contracts cannot be deleted — Uku offers to archive them instead, preserving contract data while removing the product from active selection. Archived products can be restored at any time. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can delete and archive products. Company Admins’ product access comes from the **Products** team permission (granted to the **Administrators** team by default); if it’s removed, only the Company Owner can delete or archive products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## How to delete a product [Section titled “How to delete a product”](#how-to-delete-a-product) You can permanently delete a product only if it is not included in any contract. 1. Open **Settings & Apps > Billing > Setup > Articles**. 2. Click the product you want to delete. 3. Click **Delete** and confirm when prompted.    ## How to archive a product [Section titled “How to archive a product”](#how-to-archive-a-product) If a product is used in one or more contracts, Uku will not allow permanent deletion. Instead, Uku offers to archive it. 1. Open the product in **Settings & Apps > Billing > Setup > Articles**. 2. When Uku warns that the product is in use and cannot be deleted, click **Archive**. Archiving is non-destructive. The product’s data remains intact in all existing contracts and historical records. The product is removed from active selection dropdowns so it cannot be added to new contracts. ## Restoring archived products [Section titled “Restoring archived products”](#restoring-archived-products) 1. Open the archived product in **Settings & Apps > Billing > Setup > Articles** (you may need to filter or search for archived items). 2. Click **Restore**. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot delete a product [Section titled “Cannot delete a product”](#cannot-delete-a-product) The product is used in one or more contracts. Use **Archive** instead to remove it from active use while keeping contract data intact. ### The delete or archive option is not available [Section titled “The delete or archive option is not available”](#the-delete-or-archive-option-is-not-available) Only Company Owners and Company Admins can delete or archive products. Check whether the **Products** permission is still granted (it’s on the **Administrators** team by default); if it was removed, only the Company Owner can manage products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ### Archived product is not visible [Section titled “Archived product is not visible”](#archived-product-is-not-visible) Archived products are hidden from the active product list. Look for an archived/inactive filter in the Articles section to find and restore them. # Manage invoice content and email templates > Customise invoice email templates to control the subject line, language, and body text of the emails and PDFs sent to clients. Quick answer Customise invoice email templates in the Billing app to control the subject line, language, and body text of the emails and PDFs sent to clients. Create a separate template for each language your clients use. When Uku sends an invoice, it uses the template that matches the client’s communication language — falling back to English if no match exists. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** with access to the Billing app in **Settings & Apps**. ## How to edit an invoice template [Section titled “How to edit an invoice template”](#how-to-edit-an-invoice-template) 1. Open **Settings & Apps** from the main navigation. 2. Select the **Billing** app. 3. Go to the **Invoice templates** section. 4. Click the template you want to edit. ## Template fields [Section titled “Template fields”](#template-fields) ### Language [Section titled “Language”](#language) Select the language for this template. When sending an invoice, Uku uses the template that matches the client’s communication language setting. If no matching template exists, the English template is used. ### Name (subject line) [Section titled “Name (subject line)”](#name-subject-line) Enter the subject line of the email that will be sent to the client. ### Content [Section titled “Content”](#content) The content field serves two purposes depending on delivery method: * **Email** — the text in the body of the email sent to the client * **PDF** — the text added to the PDF document attached to the email Create a separate template for each language your clients use. If a client’s language does not have a matching template, Uku falls back to the English template. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Client received the invoice in the wrong language [Section titled “Client received the invoice in the wrong language”](#client-received-the-invoice-in-the-wrong-language) Check the client’s **Communication language** setting in their client profile. Uku selects the template based on the client’s language, not the company’s default language. ### Invoice email body is empty [Section titled “Invoice email body is empty”](#invoice-email-body-is-empty) Open the template and verify that the **Content** field for email has been filled in. An empty content field results in a blank email body. ### PDF content does not match the email content [Section titled “PDF content does not match the email content”](#pdf-content-does-not-match-the-email-content) The email and PDF content fields are configured separately within the same template. Update both fields if you want consistent messaging across both formats.   # Edit an invoice > Edit invoice details and line items, and understand why edit access may be unavailable — including how to grant the correct permissions. Quick answer To edit an invoice, open it and click the pencil icon. If the pencil icon doesn’t appear, it’s almost always a permission gap: a Company Member needs either **Client Admin** permission on that client, or the **Invoices** permission at the **Edit** level granted by one of their teams. Company Owners and Company Admins can always edit. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can always edit any invoice. * **Company Members** can edit an invoice if either: * they hold **Client Admin** permission on that client, or * one of their teams grants the **Invoices** permission at the **Edit** level (or higher). * Billing permissions are granted in the Team permissions matrix — see [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## How to edit an invoice [Section titled “How to edit an invoice”](#how-to-edit-an-invoice) 1. Open the invoice from **Billing > Invoices** or from the client profile > **Financials > Invoices**. 2. Click the **pencil icon** in the invoice header. 3. Make your changes in edit mode. 4. Click **Save** to apply your changes.  ## Understanding invoice permissions [Section titled “Understanding invoice permissions”](#understanding-invoice-permissions) Two independent things decide whether a Company Member can edit an invoice. Either one is enough. ### Per-client permission (Client Admin) [Section titled “Per-client permission (Client Admin)”](#per-client-permission-client-admin) Each member holds a **Client Admin** or **Client Member** permission on every client they’re assigned to, set in the client’s **Members** tab (the dropdown shows **Admin** and **Member**). A member who is **Client Admin** on a client can create, modify, and delete that client’s invoices — regardless of their team-level Invoices grant. ### Team permission (Invoices) [Section titled “Team permission (Invoices)”](#team-permission-invoices) Billing capability is granted per team in the **Team permissions** matrix. The **Invoices** row has three levels: **View** (see invoices on accessible clients), **Edit** (create and modify invoices), and **All** (also send, export, and delete). A Company Member needs **Edit** to edit invoices. For the full matrix, see [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## How to check a team member’s client permission [Section titled “How to check a team member’s client permission”](#how-to-check-a-team-members-client-permission) 1. Open the client profile. 2. Go to the **Members** tab. 3. Find the team member and check the permission dropdown: * **Admin** — Client Admin permission on this client (can edit that client’s invoices). * **Member** — Client Member permission; can edit invoices only if a team grants the **Invoices** Edit permission. ## How to grant invoice editing rights [Section titled “How to grant invoice editing rights”](#how-to-grant-invoice-editing-rights) There are two ways, depending on whether you want it for one client or company-wide. ### Make them Client Admin on the client [Section titled “Make them Client Admin on the client”](#make-them-client-admin-on-the-client) 1. Open the client profile > **Members** tab. 2. Find the team member and open the permission dropdown. 3. Select **Admin** (Client Admin). The change saves immediately. ### Grant the Invoices permission on a team [Section titled “Grant the Invoices permission on a team”](#grant-the-invoices-permission-on-a-team) 1. Open **Members** → **Teams** and open a team the member belongs to. 2. In the **Permissions** matrix, grant **Invoices** at the **Edit** level (or **All** to also send, export, and delete). 3. Click **Save**. See [Members and Teams permissions](../../settings/members-and-teams-permissions/) for how grants combine across teams. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The pencil icon does not appear on the invoice [Section titled “The pencil icon does not appear on the invoice”](#the-pencil-icon-does-not-appear-on-the-invoice) You don’t have permission to edit this client’s invoices. Ask a Company Admin to grant you **Client Admin** on the client, or to grant the **Invoices** (Edit) permission on one of your teams. ### Permission was set to Client Admin but the user still cannot edit invoices [Section titled “Permission was set to Client Admin but the user still cannot edit invoices”](#permission-was-set-to-client-admin-but-the-user-still-cannot-edit-invoices) Confirm the member is actually assigned to that client and holds **Client Admin** (not Client Member) on its **Members** tab. Client Admin on a client carries invoice edit access on its own — if it still doesn’t work, check that you’re looking at the correct client. ### A new team member cannot see any invoices at all [Section titled “A new team member cannot see any invoices at all”](#a-new-team-member-cannot-see-any-invoices-at-all) The team member may not be assigned to the client. Open the client profile, go to the **Members** tab, and add them. Without a client assignment, no billing permission applies. ### Invoice fields are greyed out in edit mode [Section titled “Invoice fields are greyed out in edit mode”](#invoice-fields-are-greyed-out-in-edit-mode) The invoice may be in a finalised or sent status. For created invoices, the pencil icon re-opens edit mode and all fields become editable again. # Send an invoice in the client's language > Set the client communication language, add product translations, and Uku generates invoices with product names in the client language. Quick answer Set the client’s **Communication language** on their profile, add product name translations in **Settings & Apps > Billing > Setup > Articles**, and Uku automatically generates invoices with product names and descriptions in the client’s preferred language. If no template or product translation exists for the client’s language, Uku falls back to your company’s default language. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any member with access to **Clients** and **Billing settings**. * The Billing app must be activated. * Products must have translations added for each language you want to support. ## Step 1 — Set the client’s communication language [Section titled “Step 1 — Set the client’s communication language”](#step-1--set-the-clients-communication-language) 1. Open the client’s profile and click **Edit**. 2. Find the **Communication language** field. 3. Select the desired language from the dropdown. 4. Click **Save**.     ## Step 2 — Add product translations [Section titled “Step 2 — Add product translations”](#step-2--add-product-translations) Each product used on invoices must have a translation in the client’s language. 1. Open **Settings & Apps > Billing > Setup > Articles**. 2. Select the product you want to translate. 3. Click **Add translation** or open the translations section. 4. Enter the product name and description in the target language. 5. Click **Save**. Repeat for every product that appears on invoices for clients who use a different language. ## Step 3 — Verify the invoice language [Section titled “Step 3 — Verify the invoice language”](#step-3--verify-the-invoice-language) 1. Open the client’s profile and go to **Financials > Contracts**. 2. Preview an invoice for the client. 3. Confirm that the invoice lines, product names, and descriptions appear in the correct language. ## Invoice still showing the wrong language? [Section titled “Invoice still showing the wrong language?”](#invoice-still-showing-the-wrong-language) If the invoice still displays in the wrong language after completing the steps above, the contract rows were likely added **before** the product translations were set up. To fix this: 1. Open the client’s contract in **Financials > Contracts**. 2. Remove the existing contract rows that were added before translations were created. 3. Re-add the same rows. Uku now pulls the correct translated product names. 4. Preview the invoice to confirm the language is correct. 5. Click **Save**. **Note:** When you add new product translations to existing products, you may need to remove and re-add contract rows on any contracts that already use those products.   ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Some invoice lines are translated but others are not [Section titled “Some invoice lines are translated but others are not”](#some-invoice-lines-are-translated-but-others-are-not) Each product must have its own translation. Open **Settings & Apps > Billing > Setup > Articles** and verify that every product used on the invoice has a translation in the client’s language. ### Communication language dropdown does not show the desired language [Section titled “Communication language dropdown does not show the desired language”](#communication-language-dropdown-does-not-show-the-desired-language) The available languages depend on your account’s regional settings. Check **Settings & Apps** to see which languages are configured. ### New clients default to the wrong language [Section titled “New clients default to the wrong language”](#new-clients-default-to-the-wrong-language) Set the **Communication language** on the client profile immediately when creating a new client so invoices are generated in the correct language from the start. # Invoice lifecycle and bulk actions > Invoices move from Draft through Approval, Created, Sent, and Paid. Void, restore, and process multiple invoices at once with bulk actions. Quick answer Invoices in Uku follow a five-stage lifecycle: Draft → Approval → Created → Sent → Paid. Voided invoices go to a separate Cancelled tab. You can advance invoices one step at a time or process many at once with bulk actions — from creating and sending to marking paid, exporting, and generating revenue split reports. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can perform all invoice actions, including voiding, restoring, and deleting. * **Company Members** with invoice editing rights can create and edit drafts for their assigned clients. * **Company Members** with send permission can send invoices to clients. * **Company Members** with export permission can export invoices to accounting software. Billing permissions are granted in **Team permissions** (the **Invoices** capability). See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Invoice statuses explained [Section titled “Invoice statuses explained”](#invoice-statuses-explained) ### Draft [Section titled “Draft”](#draft) The starting point. When Uku calculates an invoice from a contract, it lands here as a Draft. The invoice has rows and totals, but no invoice number has been assigned. You can freely edit content, add or remove rows, and recalculate as many times as needed. ### Approval [Section titled “Approval”](#approval) After a draft is calculated, it moves to **Approval** — a review step where someone with the right permissions can inspect it before it becomes official. The invoice content is still editable at this point. ### Created [Section titled “Created”](#created) When you create an invoice from Approval, Uku assigns an invoice number and locks the billing period. This is the official document stage. From here you can send it to the client, export to accounting software, or mark it as paid. Editing is still possible (via the pencil icon) but should be done carefully if the invoice has already been shared or exported. ### Sent [Section titled “Sent”](#sent) After sending the invoice to the client (by email or e-invoice), it moves to the **Sent** tab. Uku records when it was sent, to whom, and from which address. You can resend if needed. ### Paid [Section titled “Paid”](#paid) Once payment is received, mark the invoice as paid. Uku records the payment date and amount. If you have accounting software connected, you can also pull payment status updates automatically. ### Cancelled (voided invoices) [Section titled “Cancelled (voided invoices)”](#cancelled-voided-invoices) Voided invoices move to the **Cancelled** tab. A voided invoice is not deleted — it is preserved for audit purposes but excluded from active billing totals. The Cancelled tab appears only when there are voided invoices. ## Advancing an invoice through the lifecycle [Section titled “Advancing an invoice through the lifecycle”](#advancing-an-invoice-through-the-lifecycle) The standard flow moves left to right through the tabs: 1. **Draft to Approval** — click **Recalculate** on a draft invoice. Uku runs the billing calculation and moves the invoice to Approval. 2. **Approval to Created** — click **Create invoice**. Uku assigns an invoice number and locks the billing period. A confirmation dialog appears first. 3. **Created to Sent** — click **Send to client**. Choose recipients and confirm. The invoice moves to Sent. 4. **Created or Sent to Paid** — click **Mark paid**. The invoice moves to Paid with a payment timestamp. Each step is available as a button in the invoice toolbar when viewing a single invoice, or as a bulk action when selecting multiple invoices from the list. ## Voiding and restoring invoices [Section titled “Voiding and restoring invoices”](#voiding-and-restoring-invoices) ### Void an invoice [Section titled “Void an invoice”](#void-an-invoice) You can void an invoice at any status (except when it is already voided). Open the invoice, click the **three-dot menu**, and select **Void invoice**. The invoice moves to the Cancelled tab. Voiding preserves the record and unlocks the billing period so the work can be re-invoiced if needed. **When to use Void vs. Credit note:** * **Void** — for invoices that have not yet been sent or exported. Use when you want to cancel a draft or unpublished invoice. * **Credit note** — for invoices that have already been sent, exported, or paid. Creates a formal reversal document for accounting purposes. See [Credit notes and corrections](../credit-notes-and-corrections/). ### Restore a voided invoice [Section titled “Restore a voided invoice”](#restore-a-voided-invoice) 1. Open the **Cancelled** tab in the invoice list. 2. Open the voided invoice. 3. Click the three-dot menu and select **Restore invoice**. The invoice returns to its previous status. For contract-based invoices, you can also click **Calculate invoice** directly from the Cancelled tab to restore and recalculate in one step. ## Marking invoices as paid or unpaid [Section titled “Marking invoices as paid or unpaid”](#marking-invoices-as-paid-or-unpaid) ### Mark as paid [Section titled “Mark as paid”](#mark-as-paid) Click **Mark paid** on invoices in **Created** or **Sent** status. This records payment manually — use it when you have confirmed payment outside of an accounting integration. If you have accounting software connected, use **Update payment status** from the three-dot menu to pull payment status directly from your accounting system. ### Revert to unpaid [Section titled “Revert to unpaid”](#revert-to-unpaid) Open a **Paid** invoice, click the three-dot menu, and select **Mark unpaid**. The invoice returns to its previous status (Created or Sent). ## Bulk actions [Section titled “Bulk actions”](#bulk-actions) Select multiple invoices using the checkboxes in the invoice list, then use the action buttons in the toolbar. ### Primary actions (always visible in toolbar) [Section titled “Primary actions (always visible in toolbar)”](#primary-actions-always-visible-in-toolbar) | Action | Available on | What it does | | ------------------ | ------------------- | ---------------------------------------------------- | | **Recalculate** | Draft, Approval | Re-runs the billing calculation on selected invoices | | **Create** | Draft, Approval | Moves invoices to Created, assigning invoice numbers | | **Mark paid** | Created, Sent | Marks selected invoices as paid | | **Send to client** | Created, Sent, Paid | Emails invoices to clients | | **Delete** | Cancelled | Permanently deletes voided invoices | ### More menu actions [Section titled “More menu actions”](#more-menu-actions) | Action | Available on | What it does | | ------------------------- | ------------------------------------ | -------------------------------------------------------- | | **Void** | Draft, Approval, Created, Sent, Paid | Voids invoices and moves them to Cancelled | | **Restore** | All tabs | Restores voided invoices to their previous status | | **Mark unpaid** | Paid | Reverts paid invoices to unpaid | | **Update payment status** | Created | Checks payment status from connected accounting software | | **Export to accounting** | Created, Sent, Paid | Exports invoices to the connected accounting vendor | | **Download to Excel** | All tabs | Downloads invoice line details as an Excel file | | **Revenue split** | Created, Sent, Paid | Downloads a revenue split breakdown as an Excel file | ## Revenue split export [Section titled “Revenue split export”](#revenue-split-export) The revenue split export generates an Excel file breaking down invoice revenue by team member. Useful for commission calculations, revenue attribution, or understanding which team members generated which revenue. Select one or more invoices in the **Created**, **Sent**, **Paid**, or **All** tab, then choose **Revenue split** from the **More** menu. The file downloads immediately. ## Additional single-invoice actions [Section titled “Additional single-invoice actions”](#additional-single-invoice-actions) When viewing a single invoice, the three-dot menu also offers: * **Credit note** — creates a credit note against this invoice. Available on Created, Sent, and Paid invoices with a positive total. * **Show all lines** — displays all billable lines for contract invoices in draft status, including zero-amount lines normally hidden. * **Recalculate invoice** — available on Created contract invoices. Voids the current invoice and recalculates it, refreshing the content while preserving the billing period. * **Delete invoice** — permanently removes a non-contract invoice. Contract invoices must be voided instead. ## Changing invoice numbers [Section titled “Changing invoice numbers”](#changing-invoice-numbers) Invoice numbers are assigned automatically when an invoice moves from Approval to Created. You can edit the number in the invoice edit form before or after creation — useful when aligning the numbering with your accounting system. To set the starting number for all future invoices: open **Billing > All Invoices**, click the three-dot menu in the Billing view, and select **Set the Next Invoice Number**. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A restored invoice appeared in the wrong tab [Section titled “A restored invoice appeared in the wrong tab”](#a-restored-invoice-appeared-in-the-wrong-tab) This is expected. Restored invoices are placed in **Approval** or **Created** based on the billing period the invoice belongs to, not the current date. ### Bulk Create is not appearing for selected invoices [Section titled “Bulk Create is not appearing for selected invoices”](#bulk-create-is-not-appearing-for-selected-invoices) The Create bulk action only appears when the selected invoices are in Draft or Approval status. Invoices already in Created, Sent, or Paid status cannot be created again. ### The Cancelled tab is not visible [Section titled “The Cancelled tab is not visible”](#the-cancelled-tab-is-not-visible) The Cancelled tab only appears when there are voided invoices. If no invoices have been voided, the tab does not show in the tab bar. # Create a prepayment invoice > Create prepayment invoices for upcoming billing periods using fixed-price products with period placeholders and a future-dated contract. Quick answer Create prepayment invoices by activating the Billing app, setting up fixed-price products with period placeholders, configuring a client contract, then generating and sending the invoice. Only fixed-price products can be included on prepayment invoices — hourly or per-piece products are not supported. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can always set up prepayment invoices. * **Company Members** can manage invoices and contracts based on the billing settings in **Settings & Apps > Billing > Settings**. **Important:** Prepayment invoices can only include products with a **fixed price**. Hourly or per-piece products cannot be used.  ## Step 1 — Activate the Billing app [Section titled “Step 1 — Activate the Billing app”](#step-1--activate-the-billing-app) If you have not already, activate the Billing app in **Settings & Apps** to enable all invoicing features. See [Billing overview](../overview/). ## Step 2 — Create fixed-price products [Section titled “Step 2 — Create fixed-price products”](#step-2--create-fixed-price-products) 1. Open **Settings & Apps > Billing > Setup > Articles** and click **+ Add**. 2. Add the fixed-price services you want to include. 3. To make the invoice period clear to clients, use **placeholders** in the product name or description — for example, `{{invoice_next_period}}` will automatically show the upcoming billing period. Using `{{invoice_next_period}}` in the product name makes it immediately clear to the client what billing period the prepayment covers. See [Billing placeholders](../placeholders/) for the full placeholder list. ## Step 3 — Set up a client contract [Section titled “Step 3 — Set up a client contract”](#step-3--set-up-a-client-contract) 1. Open the client profile and go to **Financials > Contracts**. 2. Click **Add contract**. 3. Add the fixed-price products to the contract. 4. Set the start date for the prepayment period. ## Step 4 — Generate and send the invoice [Section titled “Step 4 — Generate and send the invoice”](#step-4--generate-and-send-the-invoice) Once the billing period begins, Uku generates the invoice automatically and places it in **Draft** status. 1. Open **Billing** from the main navigation and go to the **Invoices** section. 2. Select the draft invoices you want to finalise. 3. Click **Create** to move them to **Created** status. 4. Review the invoice, then send it to the client. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The invoice is not being generated automatically [Section titled “The invoice is not being generated automatically”](#the-invoice-is-not-being-generated-automatically) Verify that the contract has the correct start date and that the billing period has begun. The invoice will only appear as a Draft once the period starts. ### Non-fixed-price products appear on the invoice [Section titled “Non-fixed-price products appear on the invoice”](#non-fixed-price-products-appear-on-the-invoice) Prepayment invoices only support fixed price products. Remove any hourly or per-piece products from the client contract. ### Placeholders are not replaced on the invoice [Section titled “Placeholders are not replaced on the invoice”](#placeholders-are-not-replaced-on-the-invoice) Check the placeholder syntax — use the exact `{{placeholder_name}}` format. Placeholders are resolved when the invoice is generated, not when you save the product. ### The invoice is stuck in Draft status [Section titled “The invoice is stuck in Draft status”](#the-invoice-is-stuck-in-draft-status) Drafts must be manually moved to Created status. Select the invoices in the **Draft** tab and click **Create**.        # Invoice templates and formatting > Edit PDF and email invoice templates, configure seller profiles with your company logo, and set invoice numbering and line grouping. Quick answer Invoice templates control the appearance and content of PDFs and emails you send to clients. Edit the PDF template (layout and wording) and email template (subject line and body) under **Settings & Apps > Billing > Invoice templates**. Manage seller profiles, numbering, and line grouping under the Setup and Settings tabs. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can edit all invoice templates and settings. * The Billing feature must be enabled for your company. ## The two invoice template types [Section titled “The two invoice template types”](#the-two-invoice-template-types) Uku uses two types of invoice templates, both editable from **Settings & Apps > Billing > Invoice templates**: * **PDF template** — defines the layout, wording, and structure of the invoice PDF that gets attached when you send an invoice to a client. This is the document your client receives. * **Email template** — defines the subject line and body text of the email that accompanies the PDF. You can insert dynamic placeholders that get filled in automatically when the invoice is sent. There are also three **debt reminder** email templates (Debt reminder 1, 2, 3) used for automated overdue payment follow-ups. ## Editing templates [Section titled “Editing templates”](#editing-templates) 1. Open **Settings & Apps** and select the **Billing** app. 2. Click the **Invoice templates** tab. 3. Click a template row or use the edit action to open the template editor. The template editor is a rich text editor with formatting options (headings, bold, italic, lists, links, images). For email templates, insert dynamic placeholders using the curly-braces button — these tokens are replaced with real values when the invoice is sent. ### Supported placeholders in email templates [Section titled “Supported placeholders in email templates”](#supported-placeholders-in-email-templates) * `{{client_name}}` — client company name * `{{contact_name}}` — contact first name * `{{invoice_number}}` — automatically assigned invoice number * `{{period_name}}` — billing period (for example, “August 2025”) * `{{client_primary_user}}` — name of the assigned team member * `{{invoice_total}}` — total amount including tax ### Multi-language support [Section titled “Multi-language support”](#multi-language-support) Templates support multiple languages. Use the language tabs at the top of the editor to provide translations. Uku sends the invoice in the language matching the client’s locale setting. If no translation exists for that language, it falls back to your company’s default language. See [How to send an invoice in the client’s language](../invoice-language/). ### Test email [Section titled “Test email”](#test-email) Click **Send test email** in the editor to preview the final result before saving. ## Invoice seller profiles [Section titled “Invoice seller profiles”](#invoice-seller-profiles) The invoice seller profile defines the company information printed on the PDF — name, address, registration number, VAT number, bank details, and logo. To manage seller profiles: 1. Go to **Settings & Apps > Billing > Setup**. 2. Scroll to the **Invoice sellers** section. 3. Click **Add** to create a new profile, or click an existing one to edit it. Each seller profile includes: * **Company name** and **Address** * **Company number** and **Tax number** (VAT) * **Bank name** and **IBAN** (up to two bank accounts) * **Logo** — upload an image file (maximum 300 × 300 px). The logo appears in the header of the generated PDF. You can create multiple seller profiles if your company invoices under different entities or brands. Seller profiles can be archived and restored as needed. ## PDF line grouping [Section titled “PDF line grouping”](#pdf-line-grouping) PDF line grouping controls how invoice rows are displayed on the PDF. Configure it in **Settings & Apps > Billing > Settings**. * **Show all** (default) — every individual line item appears separately. * **Group by description** — rows with the same description (case-insensitive) and the same tax rate are merged into one line. * **Group by article** — rows with the same product/article code and the same tax rate are merged. When grouping is enabled, choose a **grouped format**: * **Show quantity** — the merged row shows the summed quantity, a weighted average unit price, and the net total. * **Show total** — only the description and net total are shown; quantity and unit price are hidden. This setting can also be overridden per client in the client’s contract Settings tab. ## Invoice numbering [Section titled “Invoice numbering”](#invoice-numbering) Configure invoice number formatting in **Settings & Apps > Billing > Settings** under **Default configuration**: * **Invoice number prefix** — text added before the auto-generated number (for example, “INV-” produces “INV-001”). * **Invoice number suffix** — text added after the number (for example, “-2026” produces “001-2026”). * **Credit note prefix** — separate prefix for credit notes (default: “CN-”). ## How the PDF is assembled [Section titled “How the PDF is assembled”](#how-the-pdf-is-assembled) When you send or download an invoice, Uku assembles the PDF by combining: 1. **Invoice seller profile** — company info, bank details, and logo in the header. 2. **PDF template** — layout structure and any custom wording. 3. **Invoice data** — client details, line items, totals, tax, and dates. 4. **PDF settings** — line grouping rules and display format. 5. **Numbering format** — prefix + auto-number + suffix. The email template is used separately when sending the invoice — it wraps around the PDF attachment with the subject and body you defined. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The invoice PDF is missing my company logo [Section titled “The invoice PDF is missing my company logo”](#the-invoice-pdf-is-missing-my-company-logo) Check that a logo has been uploaded to the active seller profile in **Settings & Apps > Billing > Setup > Invoice sellers**. The logo must be an image file, maximum 300 × 300 px. ### Invoice emails are not using the correct language [Section titled “Invoice emails are not using the correct language”](#invoice-emails-are-not-using-the-correct-language) Check the client’s locale setting in their profile. Uku sends the invoice template in the language matching the client’s locale. If no template exists for that language, it falls back to your company’s default language. Add the missing language translation in the template editor. ### Placeholders are showing as literal text instead of values [Section titled “Placeholders are showing as literal text instead of values”](#placeholders-are-showing-as-literal-text-instead-of-values) Check that you are using the exact placeholder syntax with double curly braces: `{{client_name}}` not `%client_name%` or `##client_name##`. Send a test email from the editor to verify the output before saving. # Create and send invoices > Create invoices from Billing or a client Financials tab, add line items, then send by email or export to accounting software. Quick answer Create a manual invoice from the Billing page or a client’s Financials tab. Fill in header details and line items, save as a draft, finalise with **Create invoice**, then send to your client by email or export to your accounting software. Invoices linked to client contracts can also be recalculated when new work is tracked. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** have full invoice access by default. * **Company Members** can view, create, and edit invoices when a team grants the **Invoices** permission, or when they hold **Client Admin** on the client. Sending finalised invoices requires the **Invoices** permission at the **All** level. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Creating a new invoice [Section titled “Creating a new invoice”](#creating-a-new-invoice) To start a new manual invoice: 1. Open **Billing** from the main navigation and click **New invoice**, or 2. Open a client profile, go to **Financials > Invoices**, and click **New invoice**. Creating from within a client profile pre-fills the client fields automatically. Otherwise, select the client in the header section. ### Invoice header fields [Section titled “Invoice header fields”](#invoice-header-fields) The top of the invoice is split into **Seller** (left) and **Buyer** (right): * **Seller information** is read-only and pulled from your company settings (company name, address, registration number, VAT number). To change seller details, update them in **Settings & Apps > Company**. * **Buyer information** is read-only and comes from the selected client’s profile. To change buyer details, update the client record before creating the invoice. Below the seller and buyer blocks, fill in: * **Invoice number** — Uku auto-generates the next number in sequence. You can override it manually before the invoice is finalised. * **Reference number** — optional field for the client’s purchase order number or your internal reference. * **Invoice date** — defaults to today. * **Due date** — calculated from the client’s payment terms; you can change it. Your bank account details appear below the seller info and print on the final PDF. These come from your company settings. ### Adding line items [Section titled “Adding line items”](#adding-line-items) Click **Add row** to insert a line item. A dropdown offers two options: * **Select a product** — pre-fills description, unit price, and tax rate from the product definition. * **Empty row** — a blank line you fill in manually. Each row has these editable fields: | Field | Description | | --------------- | ----------------------------------------------------------- | | **Description** | What the line item is for | | **Quantity** | Number of units (defaults to 1) | | **Unit** | Hours, pieces, months, etc. | | **Price** | Unit price before tax | | **Discount** | Optional discount percentage for this line | | **Tax** | Tax rate from your configured tax rates | | **Sum** | Calculated automatically (quantity × price, minus discount) | The **Totals** section at the bottom shows the subtotal, any discount total, a tax breakdown by rate (for example, “VAT 22%: 44.00”), and the grand total — all updating in real time. Below the line items, a rich text editor lets you add payment instructions or notes that appear on the PDF. ## Saving as a draft [Section titled “Saving as a draft”](#saving-as-a-draft) Click **Save** to save the invoice as a draft. Drafts are fully editable — you can change header fields, add or remove rows, and modify amounts at any time. Draft invoices do not lock the invoice number and are not yet official. ## Finalising the invoice [Section titled “Finalising the invoice”](#finalising-the-invoice) When the invoice is ready, click **Create invoice** and confirm. The status changes to **Created**: * The invoice number is locked. * The PDF can be generated and sent. * **Send to client** and **Mark paid** become available. * The invoice can be exported to your accounting software. To edit a created invoice, click the pencil icon — but make changes carefully if the invoice has already been sent or exported. ## Previewing and downloading the PDF [Section titled “Previewing and downloading the PDF”](#previewing-and-downloading-the-pdf) Click **Show PDF** on the invoice view to see an inline preview of exactly what the client will receive. Click **Download PDF** to save a copy locally. ## Creating invoices in bulk [Section titled “Creating invoices in bulk”](#creating-invoices-in-bulk) 1. Go to the **Draft** or **Approval** tab in Billing. 2. Select one or more invoices using the checkboxes. 3. Click **Create** in the action bar at the bottom of the page.    ## Sending invoices to clients [Section titled “Sending invoices to clients”](#sending-invoices-to-clients) Once an invoice has **Created** status: 1. Go to the **Created** tab in Billing. 2. Select the invoices you want to send. 3. Click **Send to client** in the action bar. Uku emails the PDF to the client’s email address on file. To send from your own domain, connect your email account in **Settings & Apps > Emails** and enable the custom domain toggle in **Settings & Apps > Billing > Settings**. See [How to send invoices from your own domain](../invoices-custom-domain/).   ## Tracking delivery status [Section titled “Tracking delivery status”](#tracking-delivery-status) After sending, the status info block at the top of the invoice view shows a timeline: * **Exported** — date/time and destination if the invoice was sent to accounting software * **Sent PDF** — date/time the PDF email was sent and recipient addresses * **Sent e-invoice** — date/time if an e-invoice was transmitted * **Paid** — amount and date once marked as paid * **Annulled** — date if the invoice was voided ## Recalculating an invoice [Section titled “Recalculating an invoice”](#recalculating-an-invoice) Recalculate when additional work was tracked after the invoice was created, or when the contract changed. **Draft or Approval invoices (bulk):** 1. Go to the **Draft** or **Approval** tab. 2. Select one or more invoices. 3. Click **Recalculate** in the action bar. **Created invoices (individual):** 1. Open the invoice from the **Created** tab. 2. Click the three-dot menu in the top-right corner. 3. Select **Recalculate invoice** and confirm. The invoice returns to draft status and updates with the latest data. Review it and click **Create invoice** again when ready.  ## Additional actions on a created invoice [Section titled “Additional actions on a created invoice”](#additional-actions-on-a-created-invoice) From the three-dot menu on a created invoice: * **Export to accounting** — push the invoice to your connected accounting software. * **Update status** — refresh the invoice status from your accounting integration. * **Mark paid / Mark unpaid** — manually toggle payment status. * **Credit note** — create a credit note against this invoice. Use this for sent or paid invoices. See [Credit notes and corrections](../credit-notes-and-corrections/). * **Void invoice** — annul the invoice. Voided invoices move to the **Cancelled** tab (the action is “Void”; the tab is named “Cancelled” in the UI). Use Void for invoices that have not yet been sent or paid. * **Restore invoice** — available in the Cancelled tab; returns the invoice to Approval or Created status. * **Delete invoice** — permanently removes a manual invoice (not available for contract-generated invoices). ## Filtering by action state [Section titled “Filtering by action state”](#filtering-by-action-state)  The **Invoice action state** filter helps you find invoices that still need attention: * **Not sent** — finalised invoices not yet emailed to the client * **Not exported** — finalised invoices not yet exported to accounting software These filters apply to finalised invoices only (Created, Sent, or Paid status). Draft invoices are excluded. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### No draft invoices are appearing for the current month [Section titled “No draft invoices are appearing for the current month”](#no-draft-invoices-are-appearing-for-the-current-month) Ensure the client has an active contract with products configured. Invoices are only generated automatically when a billing contract is in place. ### Invoice amounts are incorrect after recalculation [Section titled “Invoice amounts are incorrect after recalculation”](#invoice-amounts-are-incorrect-after-recalculation) Verify that contract changes or additional work entries were saved before recalculating. Recalculation pulls the latest data from the contract and tracked work. ### Invoices are not being received by clients [Section titled “Invoices are not being received by clients”](#invoices-are-not-being-received-by-clients) Check the client’s email address in their contact settings. If sending from your own domain, verify your email setup in **Settings & Apps > Emails**. See [How to send invoices from your own domain](../invoices-custom-domain/). ### The Not sent or Not exported filter shows no results [Section titled “The Not sent or Not exported filter shows no results”](#the-not-sent-or-not-exported-filter-shows-no-results) These filters apply only to finalised invoices (Created, Sent, or Paid). If all invoices are in Draft status, no results will appear. ### A restored invoice appears in an unexpected tab [Section titled “A restored invoice appears in an unexpected tab”](#a-restored-invoice-appears-in-an-unexpected-tab) This is expected. Restored invoices are placed in **Approval** or **Created** based on the billing period the invoice belongs to, not the current date. # Send invoices from your own domain > Configure an email account in Uku so invoices are sent from your company's own email address instead of a generic Uku address. Quick answer Sending invoices from your own domain requires two steps: first connect your email account in **Settings & Apps > Emails**, then enable the **Email service (custom domain)** toggle in **Settings & Apps > Billing > Settings** and select the connected account. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** with access to Settings & Apps. * You will need credentials for your email account (Google, Microsoft, or SMTP). ## Step 1 — Connect your email account [Section titled “Step 1 — Connect your email account”](#step-1--connect-your-email-account) 1. Open **Settings & Apps** from the main navigation. 2. Select the **Emails** app. 3. Connect your email account — options include: * **Google Gmail** — via Google account sign-in * **Microsoft Outlook / Microsoft 365** — via Microsoft account sign-in * **Custom SMTP** — fill in the host, port, security, sender name, username, and password 1. Click **Send a test email** to confirm the setup works. 2. Click **Save**. ## Step 2 — Enable the custom domain in Billing [Section titled “Step 2 — Enable the custom domain in Billing”](#step-2--enable-the-custom-domain-in-billing) 1. Open **Settings & Apps > Billing > Settings**. 2. Under **Send PDF invoice**, find **Email service (custom domain)** and enable the toggle. 3. Select the connected email account from the dropdown. 4. Optionally, enter one or more addresses in **Send invoice copy to** to receive a copy of every invoice sent. 5. Click **Save**. From this point, invoices are sent from your company’s email address. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Test email fails to send [Section titled “Test email fails to send”](#test-email-fails-to-send) Double-check the Host, Port, and Security settings. For Gmail, ensure an App Password is configured if two-factor authentication is enabled. For Outlook, verify that SMTP relay is allowed for your account. ### Invoices are still being sent from the default address after setup [Section titled “Invoices are still being sent from the default address after setup”](#invoices-are-still-being-sent-from-the-default-address-after-setup) Confirm that the **Email service (custom domain)** toggle is enabled and the correct account is selected. Also check that you clicked **Save**. ### Client invoice emails are landing in spam [Section titled “Client invoice emails are landing in spam”](#client-invoice-emails-are-landing-in-spam) Set up SPF, DKIM, and DMARC DNS records for your domain to improve email deliverability. Contact your email provider or domain registrar for guidance. ### I do not know my email server credentials [Section titled “I do not know my email server credentials”](#i-do-not-know-my-email-server-credentials) For Gmail, use smtp.gmail.com on port 587 with TLS. For Outlook, use smtp.office365.com on port 587 with STARTTLS. Contact your IT administrator for company-managed accounts.  # Billing overview — how the Billing module works > Overview of the Billing module — products, contracts, invoices, credit notes, tax setup, permissions, and accounting integrations. Quick answer The Billing module covers the full revenue cycle: creating products and contracts, generating and sending invoices, tracking payments, correcting errors with credit notes, and syncing with your accounting software. Activate the module in Settings & Apps, then work through the setup steps below. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Billing is available on all paid plans (**Solo**, **Team**, and **Elite**). The feature must be activated in **Settings & Apps > Billing**. * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can activate and fully configure the Billing module, manage all products, contracts, invoices, and billing settings. * **Company Members** can access billing features based on the **Team permissions** their teams grant (Invoices, Contracts, Products). See [Members and Teams permissions](../../settings/members-and-teams-permissions/) for the full breakdown. ## What the Billing module covers [Section titled “What the Billing module covers”](#what-the-billing-module-covers) The Billing module handles every step of getting paid for your work: * **Products** — define your pricing units (hourly, fixed, per-piece, combined, disbursements, additional services) and reuse them across all client contracts and invoices. * **Contracts** — recurring fee agreements per client that automatically generate invoices on schedule. * **Invoices** — create manually or auto-generate from contracts; manage the draft-to-paid lifecycle; send by email or export to accounting software. * **Invoice templates and formatting** — control PDF layout, logo, column grouping, numbering sequences, and email subject lines. * **Credit notes** — reverse or partially correct a sent invoice without voiding it. * **Tax and VAT** — tax codes, VAT rates, reverse charge, per-client overrides. - **Client budgets** — set spending caps per client or per topic; get alerts when work approaches the limit. - **Accounting integrations** — import products, tax rates, and client data from Xero, QuickBooks, Merit Aktiva, e-conomic, and others; export invoices back when sent. ## Where to find Billing [Section titled “Where to find Billing”](#where-to-find-billing) **Path:** Main navigation > **Billing** **Also:** Client profile > **Financials** tab (per-client invoices and contracts) If Billing does not appear in the main navigation, it has not been activated yet. Go to **Settings & Apps > Billing > Activate**. ## Setup sequence for a new account [Section titled “Setup sequence for a new account”](#setup-sequence-for-a-new-account) 1. **Activate Billing** — Settings & Apps > Billing > Activate. 2. **Connect accounting software (optional)** — import products and tax rates from your accounting system. See [accounting integrations](../accounting-sync/). 3. **Create products** — Settings & Apps > Billing > Setup > Articles. At least one product is required before you can add contract lines or invoice rows. 4. **Configure tax and VAT** — Settings & Apps > Billing > Setup > Taxes. Set default VAT rates and any special rules (reverse charge, zero-rate). 5. **Set up contracts for your clients** — open a client profile > Financials > Contracts > Add contract. 6. **Review billing permissions** — Settings & Apps > Billing > Settings. Decide which Company Members can create, edit, or send invoices. 7. **Configure email delivery** — connect a company email account in Settings & Apps > Emails, then enable it under Billing > Settings if you want to send invoices from your own domain. 8. **Set up invoice templates** — Settings & Apps > Billing > Invoice templates. Edit the PDF layout and email body for each invoice type. ## Topic guide — where each article lives [Section titled “Topic guide — where each article lives”](#topic-guide--where-each-article-lives) | Topic | Article | | ----------------------------------------- | ------------------------------------------------------------------------------ | | Who can do what in Billing | [Members and Teams permissions](../../settings/members-and-teams-permissions/) | | Creating and sending invoices | [How to create and send invoices](../invoices/) | | Invoice statuses, approvals, bulk actions | [Invoice lifecycle and bulk actions](../invoice-lifecycle-and-bulk-actions/) | | PDF layout, email templates, numbering | [Invoice templates and formatting](../invoice-templates-and-formatting/) | | Correcting a sent invoice | [Credit notes and corrections](../credit-notes-and-corrections/) | | Tax codes, VAT rates, reverse charge | [Tax and VAT setup](../tax-and-vat-setup/) | | Products — all types | [How to create products](../products/) | | Client contracts and templates | [How to set up contracts](../contracts/) | \| Client spending limits | [How to use client budgets](../budgets/) | | Parent-company billing | [How to set up billing under a parent company](../parent-company-billing/) | | Per-client accounting integration | [How to connect a client to accounting software](../accounting-sync/) | | Send invoices from your own domain | [How to send invoices from your own domain](../invoices-custom-domain/) | | Invoice language per client | [How to send an invoice in the client’s language](../invoice-language/) | | Prepayment invoices | [How to create a prepayment invoice](../invoice-prepayment/) | ## Invoice lifecycle at a glance [Section titled “Invoice lifecycle at a glance”](#invoice-lifecycle-at-a-glance) Every invoice moves through these statuses: 1. **Draft** — auto-generated or manually created; still editable. 2. **Approval** — optional stage; invoice is pending review before being finalised. 3. **Created** — finalised; no longer editable without voiding. 4. **Sent** — delivered to the client by email or exported to accounting software. 5. **Paid** — payment has been registered. Voided invoices appear in the **Cancelled** tab. To reverse a sent invoice without voiding it, create a [credit note](../credit-notes-and-corrections/) instead. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Billing does not appear in the navigation [Section titled “Billing does not appear in the navigation”](#billing-does-not-appear-in-the-navigation) The Billing module must be activated before it appears. Go to **Settings & Apps**, find the Billing card, and click **Activate**. Only Company Owners and Company Admins can do this. ### Invoices are not being generated automatically [Section titled “Invoices are not being generated automatically”](#invoices-are-not-being-generated-automatically) Check that the client has an active contract with the correct billing frequency and that time has been tracked against billable tasks for the current period. For fixed-price tasks, the task must be in a non-virtual state — recurring tasks that are still in their “virtual” future period do not appear in billing until their start date. ### Invoice emails are not delivered [Section titled “Invoice emails are not delivered”](#invoice-emails-are-not-delivered) Check the email account configuration in **Settings & Apps > Emails**. Uku shows a warning banner when delivery fails. Make sure the custom domain email toggle in Billing settings points to an active connected account. ### Tracked time is not appearing on invoices [Section titled “Tracked time is not appearing on invoices”](#tracked-time-is-not-appearing-on-invoices) Verify that time entries are marked as billable and that the tasks are linked to the correct client contract and product. Also check **Billing > Missed billing** — time that was not picked up during invoice generation appears there. # Set up billing under a parent company > Link a subsidiary to its parent company so invoices generate under the parent — optionally merged into one consolidated invoice. Quick answer Link a subsidiary client to its parent company in the client edit view, then enable **Invoice to the parent company** in the subsidiary’s contract settings. Subsidiary invoices then appear under the parent company in the billing view. Optionally, merge all subsidiary invoices into one combined invoice by enabling the merge setting on the parent company’s contracts. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can configure parent company billing. * **Company Members** can edit client billing settings when they hold **Client Admin** permission on the client and the relevant billing settings allow it. * The Billing app must be enabled. ## Set up billing under the parent company [Section titled “Set up billing under the parent company”](#set-up-billing-under-the-parent-company) 1. Open the subsidiary client’s profile and click **Edit**. 2. In the **Parent company** field, select the appropriate parent company from the list. 3. Save the subsidiary client profile. 4. Navigate to the subsidiary’s **Financials > Contracts** tab. 5. Open the contract settings and go to the **Configuration** section. 6. Enable **Invoice to the parent company**. 7. Save the settings. Subsidiary invoices now appear under the parent company in the billing view. **Important:** The **Invoice to parent company** setting must be enabled **before** the invoice creation date. If you enable it after an invoice is already created, the existing invoice is not retroactively re-routed — see Troubleshooting for the fix. ### Labelling subsidiary lines on the invoice [Section titled “Labelling subsidiary lines on the invoice”](#labelling-subsidiary-lines-on-the-invoice) To make it clear which charges belong to which subsidiary, add the `{{original_client_name}}` placeholder to the product description in the subsidiary’s contracts. When the invoice is generated, this placeholder is replaced with the subsidiary’s name on each line item. See [Billing placeholders](../placeholders/). ## Merge subsidiary invoices into one parent invoice [Section titled “Merge subsidiary invoices into one parent invoice”](#merge-subsidiary-invoices-into-one-parent-invoice) If you want a single consolidated invoice for all subsidiaries under the parent: 1. Open the parent company’s profile. 2. Go to **Financials > Contracts > Settings > Configuration**. 3. Enable **Invoice from the same period** (combine all contracts from the same period into one invoice). 4. Save the settings. Each line on the consolidated invoice shows which subsidiary client it belongs to — especially clear when the `{{original_client_name}}` placeholder is used in subsidiary contract products. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Parent company does not appear in the dropdown [Section titled “Parent company does not appear in the dropdown”](#parent-company-does-not-appear-in-the-dropdown) The parent company must exist as a separate client in Uku before you can link a subsidiary. Create the parent client first. ### The “Invoice to parent company” setting is missing [Section titled “The “Invoice to parent company” setting is missing”](#the-invoice-to-parent-company-setting-is-missing) Ensure the Billing app is activated and that a parent company has been set in the subsidiary’s client edit view first — the contract configuration option only appears after the parent is linked. ### Invoice lines do not show subsidiary names [Section titled “Invoice lines do not show subsidiary names”](#invoice-lines-do-not-show-subsidiary-names) Confirm that the `{{original_client_name}}` placeholder is added to the relevant contract product descriptions for the subsidiary. ### Setting is enabled but invoices still appear separately [Section titled “Setting is enabled but invoices still appear separately”](#setting-is-enabled-but-invoices-still-appear-separately) Confirm you clicked **Save** after enabling **Invoice to parent company** in the subsidiary’s contract settings. Then verify that the parent company has the **Invoice from the same period** merge setting enabled if you want a single combined invoice. ### Subsidiary invoices created before the setting was enabled are still missing [Section titled “Subsidiary invoices created before the setting was enabled are still missing”](#subsidiary-invoices-created-before-the-setting-was-enabled-are-still-missing) Existing invoices are not retroactively re-routed when the setting is changed. To fix an invoice that was created before **Invoice to parent company** was enabled: 1. Open the subsidiary’s profile and confirm **Invoice to parent company** is enabled in the contract settings. 2. Click **Save** to save the contract settings. 3. Open the affected invoice. 4. Click the three-dot actions menu and select **Void invoice**. 5. Click the three-dot actions menu again and select **Restore invoice**. After voiding and restoring, Uku regenerates the invoice with the updated subsidiary settings applied. ### A product is missing from the parent company invoice [Section titled “A product is missing from the parent company invoice”](#a-product-is-missing-from-the-parent-company-invoice) If a service added to the subsidiary’s contract after the contract was created does not appear on the parent invoice: 1. Open the subsidiary’s contract. 2. Verify the product is listed in the contract rows. 3. Click **Save** to re-save the contract. 4. Open the parent company invoice, void it, and restore it. ### Only some subsidiary invoices are missing from the parent [Section titled “Only some subsidiary invoices are missing from the parent”](#only-some-subsidiary-invoices-are-missing-from-the-parent) Check each subsidiary individually. The **Invoice to parent company** setting must be enabled on every subsidiary whose invoices should roll up to the parent. ### Voided invoice cannot be restored [Section titled “Voided invoice cannot be restored”](#voided-invoice-cannot-be-restored) If the invoice has already been exported to an accounting system, it may need to be handled in the external system first. Contact Uku support for assistance.     # Billing placeholders > Use placeholders in product names and invoice descriptions to insert billing dates, quantities, and client details on invoice generation. Quick answer Placeholders let you automatically insert billing period dates, workload quantities, and contact details into invoice line descriptions. Add them to a product, contract row, or invoice description, and Uku replaces them with the actual values when the invoice is created — so you never need to manually update “Accounting services for \[month]” on every invoice. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any member with permission to create or edit **products**, **contracts**, or **invoices**. * Billing permissions are granted in **Team permissions**. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Available placeholders [Section titled “Available placeholders”](#available-placeholders) | Placeholder | What it inserts | | ----------------------------- | ---------------------------------------------------------- | | `{{invoice_previous_period}}` | Previous billing period (for example “December 2025”) | | `{{invoice_period}}` | Current billing period (for example “January 2026”) | | `{{invoice_next_period}}` | Next billing period (for example “February 2026”) | | `{{quantity_as_time}}` | Billed quantity displayed as time (for example “2h 30min”) | | `{{quantity_as_number}}` | Billed quantity displayed as a number (for example “2.5”) | | `{{client_primary_user}}` | The client’s primary assigned team member name | For prepayment invoices, `{{invoice_next_period}}` is especially useful — it automatically shows the upcoming billing period on the invoice. ## How to add a placeholder [Section titled “How to add a placeholder”](#how-to-add-a-placeholder) Placeholders can be added in the Product, Contract, or Invoice view. 1. Open the **Product**, **Contract row**, or **Invoice line** you want to edit. 2. In the description field, type the placeholder exactly as shown in the table above — for example `{{invoice_period}}`. 3. Save the product or contract row. 4. When Uku generates the invoice, the placeholder is automatically replaced with the real value.  ## Example [Section titled “Example”](#example) If a product description contains: **Accounting services for {{invoice\_period}}** The generated invoice line displays: **Accounting services for January 2026** ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Placeholder text appears literally on the invoice instead of being replaced [Section titled “Placeholder text appears literally on the invoice instead of being replaced”](#placeholder-text-appears-literally-on-the-invoice-instead-of-being-replaced) Double-check the placeholder syntax. It must use the exact format `{{placeholder_name}}` with no extra spaces inside the braces. Copy and paste the placeholder from the table above to ensure accuracy. ### The period shown on the invoice is wrong [Section titled “The period shown on the invoice is wrong”](#the-period-shown-on-the-invoice-is-wrong) Verify that the correct placeholder is used. `{{invoice_period}}` shows the current billing period; `{{invoice_previous_period}}` and `{{invoice_next_period}}` show the adjacent periods. Also confirm that the contract’s billing period is configured correctly. ### Workload placeholder shows zero [Section titled “Workload placeholder shows zero”](#workload-placeholder-shows-zero) `{{quantity_as_time}}` and `{{quantity_as_number}}` pull data from tracked time entries. If no time has been logged against the relevant tasks for that billing period, the value is zero.  # Combined product > Create a product with a fixed base fee plus variable overage — hourly or per-piece — for services with a flat fee and a usage component. Quick answer A combined product lets you set a fixed base fee up to a certain quantity, then automatically adds hourly or per-piece pricing for anything beyond that threshold. Ideal for services with a flat monthly fee and a variable overage component. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can create and manage products. Company Admins’ product access comes from the **Products** team permission (granted to the **Administrators** team by default); if it’s removed, only the Company Owner can add or update products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Hourly combined product [Section titled “Hourly combined product”](#hourly-combined-product) Use this when there is always a fixed fee for the service that differs from the hourly rate. The price is fixed up to a certain quantity threshold; if that threshold is exceeded, the hourly rate is added on top. ### Example [Section titled “Example”](#example) The service charges 70 EUR every month. Every additional hour beyond the first is billed at 60 EUR. When 2 hours are tracked: * 70 EUR (fixed price for the first hour) * * 60 EUR (hourly price for the second hour) * \= 130 EUR total ### Setting up an hourly combined product [Section titled “Setting up an hourly combined product”](#setting-up-an-hourly-combined-product) 1. Open **Settings & Apps > Billing > Setup > Articles** and click **+ Add**. 2. Enter a product name. 3. Add a pricing row with the **Fixed** price type and enter your base fee. 4. Add a second pricing row with the **Hourly** price type. 5. In the hourly pricing row, define the starting hour threshold (for example, “after hour 1”) so the hourly price only applies beyond the fixed quantity. 6. Click **Save**. Pay attention to defining the hourly price as starting after a specific hour. This ensures the fixed fee covers the initial period and hourly billing only begins once that threshold is passed. ### Alternative: Sum all matching rows [Section titled “Alternative: Sum all matching rows”](#alternative-sum-all-matching-rows) Another approach is to enable the **Sum all matching rows** setting and define from what time the hourly price applies. For example, 84 EUR is charged up to 1.4 hours; after that, the calculation switches to an hourly rate.  ## Per-piece combined product [Section titled “Per-piece combined product”](#per-piece-combined-product) Use this when the price is fixed up to a certain quantity and any units beyond that threshold are charged at a per-piece rate. ### Example [Section titled “Example”](#example-1) Every month there is a fixed fee of 100 EUR for up to 5 payslips. Every additional payslip is 25 EUR. ### Setting up a per-piece combined product [Section titled “Setting up a per-piece combined product”](#setting-up-a-per-piece-combined-product) 1. Open **Settings & Apps > Billing > Setup > Articles** and click **+ Add**. 2. Enter a product name. 3. Add a pricing row with the **Fixed** price type and set the quantity threshold (for example, 5 payslips). 4. Add a second pricing row with the **Per piece** price type and enter the per-unit price. 5. Select the **task field** from which the quantity will be taken. 6. Click **Save**. The quantity for per-piece pricing is pulled from the designated task field. Make sure this field is correctly configured and filled in on each task to ensure accurate invoice calculations. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The hourly overage is not being calculated [Section titled “The hourly overage is not being calculated”](#the-hourly-overage-is-not-being-calculated) Verify that the hourly pricing row specifies the correct starting hour threshold. If it is set to start “after hour 0,” it will conflict with the fixed fee. ### The per-piece quantity shows as zero on the invoice [Section titled “The per-piece quantity shows as zero on the invoice”](#the-per-piece-quantity-shows-as-zero-on-the-invoice) Check that the corresponding task field has been filled in on the task. The quantity is pulled directly from that field. ### Both pricing rows appear on the invoice when only one should [Section titled “Both pricing rows appear on the invoice when only one should”](#both-pricing-rows-appear-on-the-invoice-when-only-one-should) Review the **Sum all matching rows** setting. Toggle it on or off depending on whether you want cumulative or range-based pricing. ### The fixed fee is not appearing [Section titled “The fixed fee is not appearing”](#the-fixed-fee-is-not-appearing) Ensure the fixed pricing row has a quantity of at least 1 and that the product is correctly assigned to the client contract.    # Product fields > Set up product fields (articles, resources, cost centers, units, bank accounts) to align invoice rows with your accounting software. Quick answer Product fields are reference lists used in the Billing app: articles, resources, projects, cost centers, units, and bank accounts. You configure them once in **Settings & Apps > Billing > Setup**, then assign them to individual invoice rows to keep your invoices aligned with your accounting software. Values can be entered manually or imported directly from a connected accounting integration. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can create and manage product fields. Company Admins’ product access comes from the **Products** team permission (granted to the **Administrators** team by default); if it’s removed, only the Company Owner can add or update product fields. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). Any member who can access the company can *read* product fields (for example, to assign them to an invoice row). Management access is separate from read access. ## What product fields are [Section titled “What product fields are”](#what-product-fields-are) Product fields are company-wide lookup tables inside the Billing app. They serve two purposes: 1. **Categorizing invoice rows** — assign an article, project, resource, or cost center to each line item so your invoices reflect the right accounting codes. 2. **Syncing with accounting software** — when you export an invoice to an accounting system (such as Merit Aktiva, e-conomic, or Xero), the assigned product field values are sent alongside the invoice row so the accounting system can file the entry correctly. Product fields are not task custom fields or client custom fields. They are billing-specific reference data. ## Types of product fields [Section titled “Types of product fields”](#types-of-product-fields) | Type | What it represents | | ----------------- | ------------------------------------------------------------------------------------------------------------- | | **Articles** | Service or product codes — maps an invoice row to a corresponding item in your accounting system | | **Resources** | Departments or member groups — optionally with a percentage split across team members for revenue attribution | | **Projects** | Billing project codes — routes an invoice row to the correct project in your accounting system | | **Cost centers** | Cost center codes for accounting cost attribution | | **Units** | Custom billing units (for example, “document”, “hour”, “piece”) beyond the built-in defaults | | **Bank accounts** | Your company’s bank accounts (IBAN + SWIFT code) that appear on invoice PDFs | ## Where to find product fields [Section titled “Where to find product fields”](#where-to-find-product-fields) **Path:** Settings & Apps → Billing → Setup tab The Setup tab lists each type in a collapsible panel. Click a panel header to expand it and see the items of that type. The count shown next to the panel name is the number of active items. ## Adding a product field manually [Section titled “Adding a product field manually”](#adding-a-product-field-manually) 1. Go to **Settings & Apps > Billing > Setup**. 2. Expand the panel for the type you want to add (for example, **Articles**). 3. Click **+ Add** in the panel header. 4. Fill in the required fields: * **Description** — a clear label that your team will recognize in dropdowns * **Code** — the code that matches the corresponding entry in your accounting software (required for articles, resources, and projects; not required for units and cost centers) * **External ID** — optional; used by integrations to match records across systems 1. For **Bank accounts**: enter the **Bank name**, **IBAN**, and **SWIFT code** instead of Description/Code. 2. For **Resources**: after filling in Description and Code, select one or more team members and set a percentage share for each. The total must add up to 100%. Use **Share equally** to distribute evenly. 3. Click **Add** (or **Save** when editing an existing item). ## Importing product fields from accounting software [Section titled “Importing product fields from accounting software”](#importing-product-fields-from-accounting-software) If your company has a connected accounting integration, you can import all reference data in one step instead of entering it manually. 1. Go to **Settings & Apps > Billing > Setup**. 2. Click **Import lists** at the bottom of the page. 3. Choose how to handle existing records: * **Only new** — imports items that don’t exist yet; leaves existing items unchanged. * **Import everything** — imports all items from the accounting system and overwrites matching existing records. After import, each item shows its source (for example, “Merit” or “Xero”) in the Source column. You can still edit imported items manually after the fact. Integrations that support product data import include Merit Aktiva, e-conomic, Xero, QuickBooks, Fortnox, Directo, Trigon, SmartAccounts, and Tripletex. What each integration imports depends on its API — Xero, for instance, imports articles and taxes but not resources or projects. ## Assigning product fields to an invoice row [Section titled “Assigning product fields to an invoice row”](#assigning-product-fields-to-an-invoice-row) Once your product fields are set up, you can assign them per line item on an invoice. 1. Open an invoice in edit mode. 2. On any invoice row, click the **three-dot menu** (or the row options icon) and select **Row Details**. 3. In the Row Details dialog, assign values to any of the following: * **Article** * **Project** * **Resource** * **Cost center** 1. Click **Save**. You can also set default product field values directly on a billing product (in **Settings & Apps > Billing > Products**). When a new invoice or contract row is created from that product, the defaults are pre-filled — saving time if most rows for a given service always use the same codes. ## Archiving and restoring product fields [Section titled “Archiving and restoring product fields”](#archiving-and-restoring-product-fields) To remove a product field from dropdowns without deleting it permanently: 1. Open the item from the Setup tab. 2. Click **Archive** in the dialog footer. 3. Confirm. Archived items are hidden from all assignment dropdowns but remain visible in the Setup tab. To bring an item back, open it and click **Restore**. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Product fields are not showing up in the Row Details dropdowns [Section titled “Product fields are not showing up in the Row Details dropdowns”](#product-fields-are-not-showing-up-in-the-row-details-dropdowns) Check that the item is active (not archived) in **Settings & Apps > Billing > Setup**. Archived items are hidden from all dropdowns. ### Import lists button is not visible or does nothing [Section titled “Import lists button is not visible or does nothing”](#import-lists-button-is-not-visible-or-does-nothing) The Import lists button only appears and works when your company has a connected accounting integration. Go to **Settings & Apps > Billing > Connect** to set one up first. If an integration is connected but Import lists still fails, check that your integration credentials are still valid. ### I get a permission error when trying to add or edit a product field [Section titled “I get a permission error when trying to add or edit a product field”](#i-get-a-permission-error-when-trying-to-add-or-edit-a-product-field) Check whether the **Products** permission is still granted (it’s on the **Administrators** team by default); if it was removed, only the Company Owner can manage products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ### Resource member shares do not save — I get a validation error [Section titled “Resource member shares do not save — I get a validation error”](#resource-member-shares-do-not-save--i-get-a-validation-error) The percentage shares across all members assigned to a resource must total exactly 100%. Use the **Share equally** button to distribute shares evenly, then adjust individual percentages before saving. # Fixed price product > Create a fixed price product for services invoiced at the same amount every billing period, such as monthly bookkeeping fees. Quick answer Create a fixed price product for services invoiced at the same amount every billing period — monthly, quarterly, or annually. Set the pricing type to Fixed, enter the amount, and the product will appear as a consistent line item on every invoice generated from contracts that include it. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can create and manage products. Company Admins’ product access comes from the **Products** team permission (granted to the **Administrators** team by default); if it’s removed, only the Company Owner can add or update products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Creating a fixed price product [Section titled “Creating a fixed price product”](#creating-a-fixed-price-product) 1. Open **Settings & Apps > Billing > Setup > Articles** and click **+ Add**. 2. Enter a descriptive name for the product (for example “Bookkeeping”). 3. Set the pricing type to **Fixed**. 4. Enter the fixed price amount for the billing period. 5. Set the appropriate tax rate. 6. Click **Save**. ## Using placeholders in product descriptions [Section titled “Using placeholders in product descriptions”](#using-placeholders-in-product-descriptions) Placeholders can be added to the product name or description to automatically display information like the billing period on generated invoices. For example, “Bookkeeping for `{{invoice_period}}`” becomes “Bookkeeping for January 2026” when the invoice is created. See [Billing placeholders](../placeholders/) for the full list. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The product does not appear on the invoice [Section titled “The product does not appear on the invoice”](#the-product-does-not-appear-on-the-invoice) Verify that the product has been added to the client’s contract and that the contract covers the current billing period. ### The price on the invoice is incorrect [Section titled “The price on the invoice is incorrect”](#the-price-on-the-invoice-is-incorrect) Check the product configuration in **Settings & Apps > Billing > Setup > Articles** to ensure the correct fixed price amount is entered. ### Placeholders are showing as raw text instead of actual values [Section titled “Placeholders are showing as raw text instead of actual values”](#placeholders-are-showing-as-raw-text-instead-of-actual-values) Placeholders are only replaced when the invoice is generated, not in the product preview. Use the correct `{{placeholder_name}}` format.   # Hourly product > Create a product that bills based on tracked time — set which hours to count, topic filters, minimum billing times, and pricing tiers. Quick answer Create an hourly product for services charged by time spent. Configure which hours to count (total, regular, or extra), set an optional topic filter, define a minimum billing time, and add pricing tiers with future-dated periods for scheduled rate changes. ## Who can do this [Section titled “Who can do this”](#who-can-do-this)  **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can create and manage products. Company Admins’ product access comes from the **Products** team permission (granted to the **Administrators** team by default); if it’s removed, only the Company Owner can add or update products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Creating an hourly product [Section titled “Creating an hourly product”](#creating-an-hourly-product) 1. Open **Settings & Apps > Billing > Setup > Articles** and click **+ Add**. 2. Enter a descriptive name for the product. 3. Set the pricing type to **Hourly**. 4. Choose the **hour type** (see options below). 5. Configure optional settings as needed. 6. Set up pricing and click **Save**. ## Hour type options [Section titled “Hour type options”](#hour-type-options) * **Total hours** — counts all hours spent on the task * **Regular hours** — counts only standard (non-extra) work hours * **Extra hours** — counts only hours from tasks tagged with the **Extra work** flag  ## Optional settings [Section titled “Optional settings”](#optional-settings)  ### Topic selection [Section titled “Topic selection”](#topic-selection) Restrict billing to hours from tasks with a specific topic. When a topic is set, only time tracked on tasks with that topic is included in the billing calculation.  ### Minimum time [Section titled “Minimum time”](#minimum-time) Set a minimum billable time that is always charged, even if less time was tracked. For example, ensuring at least 1 hour is charged even if only 5 minutes were logged. ### Invoice when work is finished [Section titled “Invoice when work is finished”](#invoice-when-work-is-finished) Enable this option if the service should only be invoiced when the task is marked done. Prevents partial billing for ongoing work. ### Sum all matching rows [Section titled “Sum all matching rows”](#sum-all-matching-rows) When enabled, the prices of all applicable pricing ranges are summed together. When disabled, only the single range in which the tracked value falls is applied. ### Future pricing periods [Section titled “Future pricing periods”](#future-pricing-periods) Add additional pricing periods with future start dates. When the date arrives, the new prices apply automatically — useful for scheduling rate changes in advance. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Hours are not being counted on the invoice [Section titled “Hours are not being counted on the invoice”](#hours-are-not-being-counted-on-the-invoice) Verify that time has been tracked on tasks linked to this product. If the hour type is set to **Extra hours**, only tasks tagged with **Extra work** are counted. ### Invoice amount seems incorrect when using topic filtering [Section titled “Invoice amount seems incorrect when using topic filtering”](#invoice-amount-seems-incorrect-when-using-topic-filtering)  Confirm that the correct topic is assigned to the relevant tasks. Only time tracked on tasks with the matching topic is included. ### Minimum time is not being applied [Section titled “Minimum time is not being applied”](#minimum-time-is-not-being-applied) Ensure the minimum time value is configured on the product itself. The minimum applies per billing period, not per individual time entry. ### New pricing rates are not taking effect [Section titled “New pricing rates are not taking effect”](#new-pricing-rates-are-not-taking-effect) Check that the future pricing period start date has been reached. Pricing periods only activate on or after the configured date. # Member billable rate product > Create a product that bills each member's tracked hours at their own billable rate, then use it on client contracts and invoices. Quick answer Create a Member billable rate product in **Settings & Apps** → **Billing** → **Products**, set **Calculate** to **Member billable rate**, and add it to a client contract. The product has no price of its own — the amount comes from the billable rate on each member’s agreement, so set those rates first. A Member billable rate product prices each person’s tracked hours at their own billable rate, so a team of mixed seniority bills correctly without splitting the work by hand. This guide walks through the billable rates the product depends on, how to create it, and how to add it to a client contract so it bills automatically on invoices. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can create and manage products. Company Admins’ product access comes from the **Products** team permission (granted to the **Administrators** team by default); if it’s removed, only the Company Owner can add or update products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Before you start: set the billable rates [Section titled “Before you start: set the billable rates”](#before-you-start-set-the-billable-rates) This product carries no price of its own — every amount comes from the **billable rate** set on member agreements, at two levels: a company-wide default and an optional per-member override. Set these rates before you create the product, or it will bill nothing. * **Company default rate** — applies to anyone without their own rate. Set it in the company agreement: **Company app** → **Agreements** → select **Company** → **Billable rate**. * **Per-member rate** — overrides the company default for that person. Set it in the member’s agreement: **Members** → *\[member name]* → **Agreements** → **Billable rate (per hour)**. Leave it empty to fall back to the company default. See [the Flextime agreement](../../workforce-and-flextime/flextime-agreement/). Requires Workforce Management To set member billable rates in **Agreements** and bill clients by them, the **Workforce Management** app must be active for your company. See [Workforce Management](../../workforce-and-flextime/workforce-management/). ## Create the product [Section titled “Create the product”](#create-the-product) A Member billable rate product is created like any other product — the difference is the **Calculate** setting, which tells Uku to price from member rates rather than a number you type. **Path:** **Settings & Apps** → **Billing** → **Products** → **+ Add** 1. Give the product a clear name — this is what shows on invoices and contract rows (for example, *Hourly work — member rates*). 2. Set **Calculate** to **Member billable rate**. No price field appears — that’s expected; the amount comes from each member’s rate, and the unit is set to *piece* automatically. 3. Optionally set the supporting fields below to narrow which time it counts. 4. Set the **tax rate** and click **Save**. ### Optional settings [Section titled “Optional settings”](#optional-settings) These narrow which tracked time the product counts, the same way they work on an hourly product: * **Billable time** — restrict to billable time only, so non-billable hours aren’t charged. * **Billable topics** — limit the product to time tracked on tasks with specific topics. Leave empty to count all matching time. * **Minimum time** — a floor charged per task even if less was tracked. * **Bill by** — which logged time counts toward the line. ## How the price is calculated [Section titled “How the price is calculated”](#how-the-price-is-calculated) When an invoice is generated for a period, the product totals each person’s work at their own rate — you don’t split it by hand. For every member who tracked billable time on the matching tasks, Uku takes **their billable rate × their hours** and adds it up into a single invoice line. A member with no individual rate uses the company default rate. **Example:** a senior at €120/h logs 3 hours and a junior at €60/h logs 5 hours on the client’s tasks. The line is €660 (3 × 120 + 5 × 60). ## Add the product to a client contract [Section titled “Add the product to a client contract”](#add-the-product-to-a-client-contract) Contracts are how the product bills on a schedule — add it as a contract row and each invoice run prices it from the period’s tracked time. **Path:** **Clients** → *\[client name]* → **Contracts** → open or create a contract → **Add row** 1. Open the client’s **Contracts** and open an existing contract or create a new one. 2. Click **Add row** and select your **Member billable rate** product. You can also set the row’s **Calculate** to **Member billable rate** directly, without a saved product. 3. Set the contract’s **period** and **recurrence** as usual. 4. Save. On each invoice run, the row resolves to the sum of every member’s billable hours at their own rate for that period. See [Set up contracts](../contracts/) for the full contract workflow. Tip Charging the client by member rate is different from a **client budget**. A [Client budget](../budgets/) uses the same billable rates to *track* internal spend against a cap (by topic or project) — it doesn’t invoice anyone. This product *charges* the client. You can use either, both, or neither. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The product form shows no price field [Section titled “The product form shows no price field”](#the-product-form-shows-no-price-field) This is by design. A Member billable rate product never has its own price — every amount comes from the billable rate on each member’s agreement. If you need to type a rate on the product itself, use an [hourly product](../product-hourly/) instead. ### A member’s time billed at the wrong amount (or nothing) [Section titled “A member’s time billed at the wrong amount (or nothing)”](#a-members-time-billed-at-the-wrong-amount-or-nothing) The line uses each member’s billable rate, falling back to the company default when they have no individual rate. If an amount looks wrong: * Open the member’s **Agreements** tab and check their **Billable rate** for the period being invoiced. * If they have no rate, confirm the **company default** rate is set on the company agreement. * If a member billed nothing, they likely have neither an individual rate nor a company default to fall back on. ### No line appeared on the invoice [Section titled “No line appeared on the invoice”](#no-line-appeared-on-the-invoice) Only billable time on matching tasks is counted. Confirm time was tracked in the period, that it’s marked billable (if **Billable time** is restricted), and that the tasks carry a topic the product includes (if **Billable topics** is set). # Per-piece product > Create a product that bills on a variable quantity in a task field — payslips, accounting entries, etc. — with optional tiered pricing. Quick answer A per-piece product bills clients based on a variable quantity entered in a task field — for example, the number of payslips or accounting entries for the period. Create a Number-type task field, then link it to the product as the quantity source. Optionally add tiered pricing ranges. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can create and manage products. Company Admins’ product access comes from the **Products** team permission (granted to the **Administrators** team by default); if it’s removed, only the Company Owner can add or update products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Step 1: Create a task field [Section titled “Step 1: Create a task field”](#step-1-create-a-task-field) Create a task field with the **Number** type to hold the quantity. 1. Navigate to **Custom Fields** in your settings. 2. Create a new task field and set its type to **Number**. 3. Give the field a descriptive name (for example, “Number of payslips”). 4. Save the field. ## Step 2: Configure the per-piece product [Section titled “Step 2: Configure the per-piece product”](#step-2-configure-the-per-piece-product) 1. Open **Settings & Apps > Billing > Setup > Articles** and click **+ Add**. 2. Enter a product name. 3. Set the pricing type to **Per piece**. 4. Select the **task field** from which the quantity will be taken. 5. Enter the per-piece price. 6. Optionally define pricing ranges for tiered billing at different quantity levels. 7. Click **Save**. ## Optional settings [Section titled “Optional settings”](#optional-settings) ### Sum all matching rows [Section titled “Sum all matching rows”](#sum-all-matching-rows) * **Enabled** — the prices of all applicable pricing ranges are summed together. Use when each tier adds to the total. * **Disabled** — only the single range in which the quantity falls is applied. Use for exclusive tier pricing. ### Invoice when work is finished [Section titled “Invoice when work is finished”](#invoice-when-work-is-finished) Enable this option if the charge should only appear when the task is marked done, rather than at the start of the billing period. Prevents partial billing for ongoing work. ### Future pricing periods [Section titled “Future pricing periods”](#future-pricing-periods) Add additional pricing periods with future start dates. When the date arrives, the new prices apply automatically — useful for scheduling rate changes in advance.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The invoice quantity shows zero [Section titled “The invoice quantity shows zero”](#the-invoice-quantity-shows-zero) Check that the Number-type task field is filled in on the task. The per-piece product pulls its quantity directly from this field. ### The wrong pricing tier is being applied [Section titled “The wrong pricing tier is being applied”](#the-wrong-pricing-tier-is-being-applied) Review the **Sum all matching rows** setting. If it is enabled when it should not be, all range prices will be summed instead of selecting a single tier. ### The charge appears before the task is finished [Section titled “The charge appears before the task is finished”](#the-charge-appears-before-the-task-is-finished) Enable the **Invoice when work is finished** option on the product to delay billing until the task is marked done. ### The task field does not appear in the product configuration [Section titled “The task field does not appear in the product configuration”](#the-task-field-does-not-appear-in-the-product-configuration) Ensure the task field was created with the **Number** type. Only Number-type fields can be selected as a quantity source for per-piece products.   # Task-triggered products > Create products that only bill when a task field is filled in — checkbox or number for fixed-price services, price-type for disbursements. Quick answer Task-triggered products bill only when a specific task field is filled in — not on every recurring billing period. Use a checkbox or number field for additional services with a fixed price (annual accounts, extra work) and a Price-type field for disbursement fees where the amount varies (government fees, pass-through costs). ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can create and manage products. Company Admins’ product access comes from the **Products** team permission (granted to the **Administrators** team by default); if it’s removed, only the Company Owner can add or update products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Overview [Section titled “Overview”](#overview) Most products bill the same amount on every invoice. A task-triggered product behaves differently: it only appears on the invoice when a designated task field is filled in or marked. This is the right pattern in two cases: * **Additional services** — work done occasionally at a known price (annual accounts, ad-hoc consulting). The trigger is a checkbox or number field on the task. * **Disbursement fees** — costs you pay on behalf of a client and pass through to the invoice (government filing fees, stamp duty). The amount varies, so the trigger is a Price-type field that carries the actual fee. Both share the same setup pattern: create the task field first, then create the product and link it to that field. ## Understanding task-triggered products [Section titled “Understanding task-triggered products”](#understanding-task-triggered-products) | | Additional services | Disbursement fees | | --------------------------- | ------------------------------------ | ------------------------------------ | | Use case | Occasional work at a known price | Variable pass-through costs | | Task field type | Checkbox or number | Price | | Amount | Set on the product | Entered on the task each time | | Example trigger | ”Annual accounts completed” checkbox | ”Filing fee paid” price field | | What appears on the invoice | Product price × quantity | The exact amount entered on the task | ## Step 1: Create a task field [Section titled “Step 1: Create a task field”](#step-1-create-a-task-field) Create the task field that will trigger invoicing. 1. Open **Settings & Apps → Tasks → Task fields**. 2. Create a new task field. 3. Choose the field type that matches the use case: * **Checkbox** for additional services that bill once when work is done. * **Number** for additional services billed by quantity (e.g. number of extra payslips). * **Price** for disbursement fees where the team member enters the actual amount. 4. Give the field a descriptive name (for example, “Annual accounts completed” or “Government filing fee”). 5. Save the field. ## Step 2: Configure the product [Section titled “Step 2: Configure the product”](#step-2-configure-the-product) 1. Open **Settings & Apps > Billing > Setup > Articles** and click **+ Add**. 2. Enter a product name (for example, “Annual accounts” or “Government filing fee”). 3. For **additional services**: configure the pricing as you would for any product (fixed, per piece, or hourly). 4. For **disbursement fees**: set the product so its price is sourced from the Price-type task field instead of a fixed amount. 5. Link the product to the task field you created in Step 1. This is what triggers invoicing. 6. Click **Save**.  ## How it works on the invoice [Section titled “How it works on the invoice”](#how-it-works-on-the-invoice) When the linked task field is filled in or checked, Uku queues the product for the next invoice on that client. * **Additional services:** the accountant marks the “Annual accounts completed” checkbox. The product line is added to the next invoice at its configured price. * **Disbursement fees:** the team member enters the actual fee in the Price field on the task. That exact amount becomes the invoice line value. If the field is empty (or unchecked), the product does not appear on the invoice for that period.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The product appears on every invoice [Section titled “The product appears on every invoice”](#the-product-appears-on-every-invoice) Verify that the product is configured to bill based on the task field, not as a recurring fixed-price item. The product should only be triggered when the field value is set. ### The product does not appear on the invoice even though the task field is filled in [Section titled “The product does not appear on the invoice even though the task field is filled in”](#the-product-does-not-appear-on-the-invoice-even-though-the-task-field-is-filled-in) Check that the product is correctly linked to the task field in the product configuration. Also verify the product is included in the client’s contract. ### The disbursement fee shows a fixed price instead of the entered amount [Section titled “The disbursement fee shows a fixed price instead of the entered amount”](#the-disbursement-fee-shows-a-fixed-price-instead-of-the-entered-amount) Edit the product and ensure the pricing source is set to the Price-type task field, not a static amount. ### Disbursement invoice line shows 0 [Section titled “Disbursement invoice line shows 0”](#disbursement-invoice-line-shows-0) Confirm that the fee amount was entered in the Price task field on the specific task before generating the invoice. ### The task field is not available when configuring the product [Section titled “The task field is not available when configuring the product”](#the-task-field-is-not-available-when-configuring-the-product) Make sure the task field has been created and saved in **Settings & Apps → Tasks → Task fields** before linking it on the product. Refresh the product setup page if it still does not appear. # Create products > Create and manage products (services) in the Billing module for use on contracts and invoices — pricing, tax rates, and units. Quick answer Products represent the services your firm offers. Create them in **Settings & Apps > Billing > Setup > Articles**, then add them to client contracts and invoices. Each product can have pricing tiers, tax rates, units, and translations. Set up tax rates and units before building your first product. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can create and manage products. Company Admins’ product access comes from the **Products** team permission (granted to the **Administrators** team by default); if it’s removed, only the Company Owner can add or update products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Preparation before creating products [Section titled “Preparation before creating products”](#preparation-before-creating-products) Before creating products, set up these supporting records in **Settings & Apps > Billing > Setup**: * **Tax rates** — tax rates that apply to your services. Can be imported from accounting integrations. * **Units** — piece, hour, fixed price, or custom units. * **Bank accounts** — your company’s bank details, which appear on invoices. * **Article codes** — only needed if you integrate with accounting software. Maps Uku products to their counterparts in your accounting system.  ## Creating a product [Section titled “Creating a product”](#creating-a-product) 1. Open **Settings & Apps** from the main navigation. 2. Select the **Billing** app. 3. Go to the **Setup** tab and open the **Articles** section. 4. Click **+ Add** to create a new product. 5. Give the product an informative name that helps your team quickly identify it on invoices. 6. Set the **unit** (hour, piece, or fixed). 7. Set the **tax rate** that applies to this service. Invoices and contract rows that use this product inherit the tax rate automatically. 8. Optionally, add pricing tiers, an article code, custom fields, and translations for other languages. 9. Click **Save**. The product name is what appears on invoices and contract rows. You can change the name on an individual contract row without affecting the underlying product definition. ## Product types [Section titled “Product types”](#product-types) Different product types determine how billing quantities are calculated: * **Fixed price** — a set fee regardless of time or quantity. See [How to create a fixed price product](../product-fixed-price/). * **Hourly-based** — bill by tracked time. See [How to create an hourly-based product](../product-hourly/). * **Per piece** — bill by quantity or volume. See [How to create a per-piece product](../product-per-piece/). * **Disbursement fees** — pass-through expenses billed to the client. See [How to set up task-triggered products](../product-task-triggered/). * **Combined** — hourly or per-piece pricing combined. See [How to create a combined product](../product-combined/). * **Additional services** — one-time charges. See [How to create an additional services product](../product-task-triggered/). ## Pricing options [Section titled “Pricing options”](#pricing-options) ### Sum all matching rows [Section titled “Sum all matching rows”](#sum-all-matching-rows) When enabled on a product, the prices of all applicable pricing ranges are summed. When disabled, only the single range in which the quantity falls is applied. ### Multiple pricing periods [Section titled “Multiple pricing periods”](#multiple-pricing-periods) You can create additional pricing periods on a product. When the date of a new period arrives, those prices are automatically used in billing calculations. This lets you schedule pricing changes in advance. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Permission error when creating a product [Section titled “Permission error when creating a product”](#permission-error-when-creating-a-product) Check whether the **Products** permission is still granted (it’s on the **Administrators** team by default); if it was removed, only the Company Owner can manage products. See [Members and Teams permissions](../../settings/members-and-teams-permissions/). ### Tax rates are missing from the product dropdown [Section titled “Tax rates are missing from the product dropdown”](#tax-rates-are-missing-from-the-product-dropdown) Import tax rates from your accounting integration or add them manually in **Settings & Apps > Billing > Setup > Taxes** before creating products. ### Product does not appear on invoices or contracts [Section titled “Product does not appear on invoices or contracts”](#product-does-not-appear-on-invoices-or-contracts) Ensure the product is added to the client’s contract and that required fields (unit, price) are filled in. ### Pricing changes are not taking effect [Section titled “Pricing changes are not taking effect”](#pricing-changes-are-not-taking-effect) Check whether you have set a future pricing period. New pricing applies only from the date specified in the pricing period — invoices already created are not retroactively updated.  # Billing settings — defaults, rounding, numbering, email > Configure company-wide billing defaults: time rounding, invoice dates, payment terms, numbering, PDF line grouping, and email delivery. Quick answer **Settings & Apps > Billing > Settings** controls company-wide billing defaults: time rounding, default invoice dates and payment terms, invoice and credit-note numbering, PDF line grouping, and email delivery. Only [Company Owners](/en/settings/members-and-teams/) and Company Admins can change these. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Only **Company Owners** and **Company Admins** can change billing settings. * Settings apply company-wide and affect what every member sees on invoices. * Member permissions (who can do what in Billing) are part of **Team permissions** — see [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## How to open Billing settings [Section titled “How to open Billing settings”](#how-to-open-billing-settings) 1. Click **Settings & Apps** from the main navigation. 2. Open the **Billing** app. 3. Go to the **Settings** tab. 4. Make your changes and click **Save**. ## Member permissions [Section titled “Member permissions”](#member-permissions) The permissions section of Billing settings shows a note — *“Member permissions can now be managed from Team permissions”* — with an **Open Team permissions** link that opens the Members page. Billing access (invoices, contracts, and products) is granted in the **Team permissions** matrix, not on this page; see [Members and Teams permissions](../../settings/members-and-teams-permissions/) for the billing rows, levels, and per-client override. ## Email delivery [Section titled “Email delivery”](#email-delivery) ### Email service (custom domain) [Section titled “Email service (custom domain)”](#email-service-custom-domain) Toggle this on to send invoices from your own company email address instead of the default sending address. After enabling, select an email account from the dropdown or click **+** to connect a new address. The email account must first be connected in **Settings & Apps > Emails**. See [How to send invoices from your own domain](../invoices-custom-domain/). ### Send invoice copy to [Section titled “Send invoice copy to”](#send-invoice-copy-to) Enter one or more email addresses that should receive a copy of every invoice sent to a client. Useful for keeping your bookkeeper or finance team informed without giving them Uku access.  ## Time rounding [Section titled “Time rounding”](#time-rounding) ### Time rounding increment [Section titled “Time rounding increment”](#time-rounding-increment) Choose how precisely to round tracked time when generating invoice lines: * **No rounding** — bill exact tracked time * **5 minutes** (0.1 hours) * **15 minutes** (0.25 hours) — common for professional services * **30 minutes** (0.5 hours) * **1 hour** ### Apply time rounding to [Section titled “Apply time rounding to”](#apply-time-rounding-to) * **Invoice line** — all time for a product is totalled first, then rounded once. Three 15-minute entries (45 min total) round to 1 hour. * **Task** — time is rounded separately per task. Three separate 15-minute tasks each round to 30 minutes (1.5 hours total).  ## Default invoice configuration [Section titled “Default invoice configuration”](#default-invoice-configuration) ### Invoice date [Section titled “Invoice date”](#invoice-date) * **Last day of month** — invoice dated on the final day of the billing period * **First day of month** — invoice dated on the first day of the following period * **Custom date** — choose any specific day ### Due date in [Section titled “Due date in”](#due-date-in) Number of days after the invoice date when payment is due. Enter **14** for net-14 terms, **30** for net-30, and so on. ### Bill tracked time by [Section titled “Bill tracked time by”](#bill-tracked-time-by) Determines which month a time entry appears on: * **Time entry** (default) — time is billed in the month it was tracked * **Task start date** — time is billed based on when the task started * **Task due date** — time is billed when the task is due * **Task finish date** — time is billed when the task is marked done ### Invoices from the same period [Section titled “Invoices from the same period”](#invoices-from-the-same-period) * **Create separately** — each contract generates its own invoice * **Combine into one invoice** — all contracts for a client in the same period merge into a single invoice ### Hide zero sum lines [Section titled “Hide zero sum lines”](#hide-zero-sum-lines) When set to **Yes**, invoice lines with a zero amount are hidden on the generated PDF and invoice view. Default is **No**. ### By default, time entry is billable [Section titled “By default, time entry is billable”](#by-default-time-entry-is-billable) * **Yes** — all new time entries are automatically marked billable; team members must manually mark non-billable time. * **No** — time entries default to non-billable; team members must intentionally mark time as billable.  ## PDF line grouping [Section titled “PDF line grouping”](#pdf-line-grouping) ### Grouping options [Section titled “Grouping options”](#grouping-options) * **Show all** (default) — every invoice row appears individually, no merging applied * **Group by description** — rows with the same description (case-insensitive) and the same tax rate are merged into one line * **Group by article** — rows with the same article/product code and the same tax rate are merged into one line Rows with different tax rates are never merged, even if description or article matches. Rows with an empty description or no article code pass through ungrouped. ### Grouped format [Section titled “Grouped format”](#grouped-format) When grouping is enabled, a second option appears: * **Show quantity** (default) — the merged row shows the summed quantity, a weighted average unit price, and the correct net total * **Show total** — only the description and net total are shown; quantity and unit price are left blank This setting can be overridden per client in the client’s contract Settings tab, where **Company default** falls back to this company-wide setting. ## Invoice and credit note numbering [Section titled “Invoice and credit note numbering”](#invoice-and-credit-note-numbering) ### Invoice number prefix and suffix [Section titled “Invoice number prefix and suffix”](#invoice-number-prefix-and-suffix) Text added before or after the sequential invoice number. For example, with prefix **INV-** and suffix **-2025**, invoice 100 appears as **INV-100-2025**. Leave either field blank if not needed. ### Credit note prefix [Section titled “Credit note prefix”](#credit-note-prefix) Prefix for credit notes (default: **CN-**). Helps distinguish credit notes from regular invoices in your accounting software. ### Setting the next invoice number [Section titled “Setting the next invoice number”](#setting-the-next-invoice-number) If you are migrating from another system or need to align with your accounting software numbering: 1. Open **Billing** from the main navigation. 2. Go to the **All Invoices** tab. 3. Click the three-dot menu in the Billing view. 4. Choose **Set the Next Invoice Number**. 5. Enter the number for your next invoice. Set this before creating new invoices to avoid numbering conflicts. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Invoice numbers are out of sequence [Section titled “Invoice numbers are out of sequence”](#invoice-numbers-are-out-of-sequence) If you changed the prefix or suffix after creating invoices, only new invoices use the new format. Use **Set the Next Invoice Number** to realign the sequence. ### Invoices are not being sent from my custom domain [Section titled “Invoices are not being sent from my custom domain”](#invoices-are-not-being-sent-from-my-custom-domain) Verify that your email account is connected under **Settings & Apps > Emails**, and that the **Email service (custom domain)** toggle is enabled in Billing settings with the correct account selected. ### Grouped rows show an unexpected unit price [Section titled “Grouped rows show an unexpected unit price”](#grouped-rows-show-an-unexpected-unit-price) When using **Show quantity**, the displayed price is a weighted average of all merged rows. Minor rounding may occur (for example, 3 × 3.33 = 9.99 instead of 10.00). Use **Show total** to hide the unit price and show only the net sum. ### Time entries appear on the wrong month’s invoice [Section titled “Time entries appear on the wrong month’s invoice”](#time-entries-appear-on-the-wrong-months-invoice) Check the **Bill Tracked Time By** setting. If it is set to Task start date, Task due date, or Task finish date, time entries may land on a different month than when they were tracked. Switch to **Time entry** for straightforward same-month billing. ### Settings are saved but invoices still use the old format [Section titled “Settings are saved but invoices still use the old format”](#settings-are-saved-but-invoices-still-use-the-old-format) Settings apply only to **new** invoices. Existing invoices retain the format they were generated with. Void and restore an invoice to regenerate it under current settings. # Tax and VAT setup > Configure tax rates for invoices, set up reverse charge for EU cross-border services, and bulk-update VAT rates when legislation changes. Quick answer Tax rates in Uku control how VAT and other taxes are calculated on your invoices. Configure them once in **Settings & Apps > Billing > Setup > Taxes**, then assign them to products, contract rows, or individual invoice lines. When VAT rates change due to legislation, use the manual approach (create new rate, update products and contracts, archive old rate) or the Billing Tools bulk updater. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can manage tax rates and billing settings. * The Billing feature must be enabled for your company. ## Where to find tax settings [Section titled “Where to find tax settings”](#where-to-find-tax-settings) **Path:** Settings & Apps > Billing > Setup > Taxes 1. Open **Settings & Apps** from the main navigation. 2. Select **Billing**. 3. Click the **Setup** tab. 4. Click the **Taxes** panel to expand the list of tax rates. Each row shows the percentage, description, integration code, source (if synced from accounting software), last updated date, and status. ## Adding a new tax rate [Section titled “Adding a new tax rate”](#adding-a-new-tax-rate) 1. Expand the **Taxes** panel in the Setup tab. 2. Click **Add** in the panel header. 3. Fill in the fields: * **Description** (required) — a label your team sees when picking a tax, for example “VAT 22%” or “Zero-rated”. * **Percent** — the tax percentage, for example “22” or “9.5”. Leave empty for zero-tax entries. * **Integration Id / Integration Code** — only needed if you sync taxes with external accounting software. * **Name on invoice** — the label printed on the invoice PDF next to the tax amount (for example “VAT” or “GST”). If left empty, Uku uses the description. 1. Click **Save**. The new tax rate is immediately available for selection on products, contract rows, and invoice lines. ## Editing an existing tax rate [Section titled “Editing an existing tax rate”](#editing-an-existing-tax-rate) Click any row in the Taxes list to open the edit dialog. Change the fields you need and click **Save**. If the tax was imported from an accounting integration, the Description, Percent, Integration Id, and Integration Code fields are locked and must be updated in your accounting software. You can still edit the **Name on invoice** field to control how the tax label appears on PDFs. ## Archiving and restoring tax rates [Section titled “Archiving and restoring tax rates”](#archiving-and-restoring-tax-rates) You cannot permanently delete a tax rate because it may be referenced by existing invoices. Instead, archive it: * **Archive** — open the tax and click **Archive**. Archived taxes are marked Inactive and no longer appear in tax dropdowns when creating new products or invoices. * **Restore** — open an archived tax and click **Restore**. For taxes imported from an integration, the options are **Hide** and **Show** instead. Hidden taxes behave the same way — they stay in the system but are excluded from selection dropdowns. ## How taxes appear on invoices [Section titled “How taxes appear on invoices”](#how-taxes-appear-on-invoices) Each invoice line carries its own tax assignment. The tax is typically inherited from the product or contract row, so you only need to set it once at the product level. In the invoice totals section, Uku groups taxes by rate and label. If an invoice has lines at 22% and lines at 9%, the totals show: * Subtotal (sum without tax) * VAT 22%: (amount) * VAT 9%: (amount) * Total (sum with tax) Taxes with different **Name on invoice** values are shown as separate line items in the breakdown even if the percentage happens to be the same. ## Multi-rate invoices [Section titled “Multi-rate invoices”](#multi-rate-invoices) Uku supports multiple tax rates on a single invoice. Each invoice line independently stores its tax rate, so you can mix standard-rated, reduced-rate, and zero-rated lines freely. No special configuration is needed — just assign the correct tax to each product or line. ## Default tax on products and contracts [Section titled “Default tax on products and contracts”](#default-tax-on-products-and-contracts) The most efficient way to handle taxes is to set the tax rate at the **product** level. Open a product in **Settings & Apps > Billing > Setup > Articles** and select the default tax rate. Any contract row or invoice line that uses this product inherits its tax rate automatically. If a contract row needs a different tax than the parent product, you can override it directly on the contract row. ## Reverse charge for EU cross-border services [Section titled “Reverse charge for EU cross-border services”](#reverse-charge-for-eu-cross-border-services) When you sell services to a VAT-registered business in another EU country, the buyer accounts for VAT instead of the seller. Uku supports this through a **Reverse charge** setting on each contract: 1. Open the client’s contract. 2. Check the **Reverse charge** checkbox in the contract settings. 3. Save the contract. When reverse charge is enabled, invoices generated from that contract include the standard EU notice: “Services subject to the reverse charge — VAT to be accounted for by the recipient as per Article 196 of Council Directive 2006/112/EC.” This text appears automatically in the invoice footer and is translated to match the invoice language. ## Updating VAT rates when legislation changes [Section titled “Updating VAT rates when legislation changes”](#updating-vat-rates-when-legislation-changes) When a government changes a VAT rate, you have two approaches: ### Approach 1 — Manual (recommended for careful control) [Section titled “Approach 1 — Manual (recommended for careful control)”](#approach-1--manual-recommended-for-careful-control) 1. **Create a new tax rate** with the new percentage and description (for example “VAT 22%”). 2. **Update your products** — open each affected product and switch the Tax dropdown from the old rate to the new one. 3. **Update active contracts** — contract rows that reference the old tax rate continue using it until you update them. Open each active contract and change the tax on affected rows. 4. **Archive the old rate** once no active contracts reference it. This removes it from dropdowns while preserving it on historical invoices. **Important:** Do not edit the percentage on an existing tax rate. Existing invoices reference the tax by ID — changing the percentage would cause the description (for example “VAT 20%”) to no longer match the actual rate. Creating a new entry is always cleaner. ### Approach 2 — Bulk update using Billing Tools [Section titled “Approach 2 — Bulk update using Billing Tools”](#approach-2--bulk-update-using-billing-tools) Use this when you need to update many clients at once. 1. If the VAT change applies only to certain clients, create a client group for them first. 2. If you use an accounting software integration, import the updated rates: **Settings & Apps > Billing > Setup > Import lists**. Otherwise, add the new rate manually. 3. Open **Billing > Tools**. 4. If applicable, select the client group. 5. Choose the old VAT rate (to replace) and the new VAT rate. 6. Select where to apply the update: **products**, **master contracts**, **client contracts**, or **invoice drafts**. 7. Confirm your selection. Uku processes the update and confirms how many products, templates, or contracts were changed. **Note:** Uku does not update already-confirmed invoices. Invoices confirmed before the bulk update retain the old VAT rate. If needed, create credit notes for those invoices and re-issue them with the new rate. ## Importing taxes from accounting software [Section titled “Importing taxes from accounting software”](#importing-taxes-from-accounting-software) If you have an accounting integration connected (Merit Aktiva, Xero, QuickBooks, and others), you can import tax rates directly: 1. Go to **Settings & Apps > Billing > Setup**. 2. Click **Import lists** at the bottom of the page. 3. Choose **Only new** or **Import everything** (which also overwrites existing entries). Imported taxes show their source in the Source column. Their core fields are locked in Uku and managed by the external system. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The new VAT rate does not appear in the dropdown [Section titled “The new VAT rate does not appear in the dropdown”](#the-new-vat-rate-does-not-appear-in-the-dropdown) If you use an accounting software integration, import the latest rates first via **Settings & Apps > Billing > Setup > Import lists**. Or add the new rate manually in the Taxes panel. ### Some contracts were not updated after a bulk action [Section titled “Some contracts were not updated after a bulk action”](#some-contracts-were-not-updated-after-a-bulk-action) Verify that the affected clients are included in the correct client group and that you selected the right target (products, master contracts, client contracts, or invoice drafts). ### Already confirmed invoices still show the old VAT rate [Section titled “Already confirmed invoices still show the old VAT rate”](#already-confirmed-invoices-still-show-the-old-vat-rate) Uku does not retroactively update confirmed invoices. Create credit notes for invoices confirmed before the update, then re-issue them with the correct VAT rate. ### An integration-synced tax rate has the wrong name on my PDFs [Section titled “An integration-synced tax rate has the wrong name on my PDFs”](#an-integration-synced-tax-rate-has-the-wrong-name-on-my-pdfs) The **Name on invoice** field can be edited locally even for integration-synced taxes. Open the tax rate in **Settings & Apps > Billing > Setup > Taxes** and update the Name on invoice field. # How topics connect to billing > Task topics link work to invoicing — set billable defaults, map topics to products, and control how they override the company default. Quick answer Topics are the bridge between task work and invoicing. Each topic can carry its own billable default (overriding the company-wide setting), and each billing product can be scoped to bill only time logged under a specific topic. When an invoice is generated from a contract, Uku pulls in time entries and task data filtered by the topic assignments on each product row. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/) and Company Admins** can create and configure topics, create products, and set up contracts. * **Company Members** can assign topics to tasks. They can also create topics unless restricted by a Company Admin. * Billing is available on all paid plans (**Solo**, **Team**, and **Elite**). ## How the topic-to-billing pipeline works [Section titled “How the topic-to-billing pipeline works”](#how-the-topic-to-billing-pipeline-works) The flow from work to invoice goes through three layers: 1. **Topic on a task** — team members assign a topic when creating or editing a task (for example, “Bookkeeping” or “Payroll”). This categorises what type of work was done. 2. **Product scoped to a topic** — in the Billing module, an hourly product can be configured to bill only time logged under a specific topic. If no topic scope is set on the product, it bills time from all topics. 3. **Contract generates the invoice** — when the billing engine runs, it collects time entries (and task field values, for per-piece products) for the billing period and applies the product’s topic filter to determine what appears on each invoice row. The result: each invoice row corresponds to one product, which may correspond to one topic. A client with separate bookkeeping and payroll topics will typically have separate invoice rows — one per product — each pulling from its respective topic’s time entries. ## Setting a billable default per topic [Section titled “Setting a billable default per topic”](#setting-a-billable-default-per-topic) The most important intersection between topics and billing is the billable default override. Uku determines whether a time entry is billable in this order: 1. **Topic billable setting** — if the task has a topic and that topic has a billable setting configured, it takes priority. 2. **Company-wide billable default** — if no topic is assigned, or if the topic has no billable setting, the company default applies. This means a topic like “Internal admin” can be set to non-billable even if your company default is billable — every task tagged as “Internal admin” will have its time marked non-billable automatically, without anyone having to remember to change the toggle on each task. ### How to configure the billable default on a topic [Section titled “How to configure the billable default on a topic”](#how-to-configure-the-billable-default-on-a-topic) 1. Go to **Settings & Apps** and click the **Tasks** app. 2. Open the **Topics** tab. 3. Click the **edit icon** next to the topic you want to configure. 4. Set the **Billable** toggle — choose **Yes**, **No**, or leave it unset to fall back to the company default. 5. Save. ## Mapping a product to a topic [Section titled “Mapping a product to a topic”](#mapping-a-product-to-a-topic) Hourly billing products support a topic filter that controls whose time they draw from. This is set when creating or editing an hourly product. ### How to set the topic on a product [Section titled “How to set the topic on a product”](#how-to-set-the-topic-on-a-product) 1. Go to **Settings & Apps → Billing → Setup → Articles**. 2. Open an existing hourly product or click **Add** to create one. 3. In the product settings, find the **Topic** (or **Billed topic**) field. 4. Select the topic whose time this product should bill. To bill all topics, leave the field empty. 5. Save the product. A practical setup for a bookkeeping firm might look like this: | Product name | Type | Topic scope | | -------------------- | ----------- | ------------------ | | Bookkeeping — hourly | Hourly | Bookkeeping | | Payroll — hourly | Hourly | Payroll | | VAT returns — hourly | Hourly | VAT returns | | Monthly fixed fee | Fixed price | — (not applicable) | With this structure, each invoice row shows only the time for its topic — making invoices easy for clients to read and easy for you to reconcile against reported hours. ## Topics and the invoice rows [Section titled “Topics and the invoice rows”](#topics-and-the-invoice-rows) When a contract generates an invoice, the invoice rows reflect the contract rows. Each contract row references a product. The product’s topic scope determines which time entries appear in that row’s quantity calculation: * **Hourly products with a topic** — the row’s quantity equals the total hours logged under that topic during the billing period. * **Hourly products without a topic** — the row’s quantity equals total hours logged under any topic (or no topic) during the billing period. * **Fixed price products** — topic does not affect the quantity; the price is fixed regardless of time logged. * **Per-piece products** — topic does not filter the billing; the product bills based on a custom task field value. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A product is not pulling in time for a specific topic [Section titled “A product is not pulling in time for a specific topic”](#a-product-is-not-pulling-in-time-for-a-specific-topic) Check two things: first, confirm the tasks being tracked have the correct topic assigned. Second, open the product settings and verify the **Billed topic** field is set to the right topic (or is empty if you want all topics included). A mismatch between the task’s topic and the product’s topic scope means the time will not appear on that invoice row. ### Time entries are marked non-billable even though my company default is billable [Section titled “Time entries are marked non-billable even though my company default is billable”](#time-entries-are-marked-non-billable-even-though-my-company-default-is-billable) The task’s topic has its own billable setting that overrides the company default. Go to **Settings & Apps → Tasks → Topics**, find the topic in question, and check its billable setting. Change it to **Yes** or remove the override to fall back to the company default. ### All topics appear on one invoice row instead of separate rows [Section titled “All topics appear on one invoice row instead of separate rows”](#all-topics-appear-on-one-invoice-row-instead-of-separate-rows) Each invoice row corresponds to one contract row, and each contract row uses one product. If you want separate rows per topic, add separate products (one per topic) and separate contract rows for each. A single contract row using a product with no topic scope will aggregate all topics into one line. # Client Portal > Give clients secure access to tasks, messages, e-signing, file uploads, checklists, and a custom menu in their portal. Give clients secure access to tasks, messages, and e-signing. ## All articles [Section titled “All articles”](#all-articles) [Checklists in the Client Portal](/en/client-portal/using-checklists/) [How to read and complete checklist items on tasks in the Client Portal, and what happens when all your items are done.](/en/client-portal/using-checklists/) [›](/en/client-portal/using-checklists/) [Client Portal overview](/en/client-portal/overview/) [The Client Portal lets clients log in via magic link to view tasks, upload files, sign agreements, and message your firm — no email needed.](/en/client-portal/overview/) [›](/en/client-portal/overview/) [Customize the Client Portal navigation menu](/en/client-portal/custom-menu/) [Add custom links to the Client Portal sidebar so clients reach documents, forms, and other resources you choose. Requires the Elite plan.](/en/client-portal/custom-menu/) [›](/en/client-portal/custom-menu/) [E-sign documents in the Client Portal](/en/client-portal/e-signing-documents/) [Open a signing request in the Client Portal, review the document, sign it by typing, drawing, or uploading your signature, and submit.](/en/client-portal/e-signing-documents/) [›](/en/client-portal/e-signing-documents/) [Grant Client Portal access to a contact](/en/client-portal/grant-access/) [How to enable a client contact's portal access, send or resend the magic-link invitation, and manage their access over time.](/en/client-portal/grant-access/) [›](/en/client-portal/grant-access/) [Log in to the Client Portal](/en/client-portal/log-in/) [How to sign in to your accounting firm's Client Portal using a magic link sent to your email — no password required.](/en/client-portal/log-in/) [›](/en/client-portal/log-in/) [Send messages and requests in the Client Portal](/en/client-portal/sending-messages-and-requests/) [Reply on a task thread or create a new request to start a conversation with your service provider — both available inside the Client Portal.](/en/client-portal/sending-messages-and-requests/) [›](/en/client-portal/sending-messages-and-requests/) [Set up and configure the Client Portal](/en/client-portal/setup/) [Enable the Client Portal, configure your subdomain and branding, and invite client contacts — available on all Uku paid plans.](/en/client-portal/setup/) [›](/en/client-portal/setup/) [Set up and use eSignatures](/en/client-portal/esignatures-guide/) [Enable eSignatures, add documents and signers to a task, and collect signatures from your team and Client Portal contacts on a signed PDF.](/en/client-portal/esignatures-guide/) [›](/en/client-portal/esignatures-guide/) [Switch between companies in the Client Portal](/en/client-portal/switching-between-companies/) [Switch between companies in the Client Portal when your provider manages several of your entities or you work with more than one Uku firm.](/en/client-portal/switching-between-companies/) [›](/en/client-portal/switching-between-companies/) [Task Client Portal settings](/en/client-portal/task-settings/) [Share a task with your client via the Client Portal, configure auto-finish rules and client due date offsets — all from the task view.](/en/client-portal/task-settings/) [›](/en/client-portal/task-settings/) [Update your Client Portal profile and notification settings](/en/client-portal/profile-and-notifications/) [How to update your name, phone, notification timing, language, and timezone in the Client Portal settings page.](/en/client-portal/profile-and-notifications/) [›](/en/client-portal/profile-and-notifications/) [Upload files in the Client Portal](/en/client-portal/uploading-files/) [Attach files to a task in the Client Portal by drag-and-drop or upload button so your service provider receives the documents they need.](/en/client-portal/uploading-files/) [›](/en/client-portal/uploading-files/) [View and complete tasks in the Client Portal](/en/client-portal/viewing-and-completing-tasks/) [Find, open, and act on tasks assigned to you in the Client Portal — check off items, track progress, and see what still needs attention.](/en/client-portal/viewing-and-completing-tasks/) [›](/en/client-portal/viewing-and-completing-tasks/) # Customize the Client Portal navigation menu > Add custom links to the Client Portal sidebar so clients reach documents, forms, and other resources you choose. Requires the Elite plan. The Client Portal is available on all Uku plans. One Elite-plan feature extends it: **custom menu links**. These let you add items to the client-facing sidebar — links to documents, forms, reports, pricing pages, or any external URL — so clients have a one-stop resource hub without leaving the portal. Quick answer Go to **Settings & Apps > Client Portal > Menu links** to add, reorder, and configure custom links. Each link needs a name, icon, and URL. You can also override specific links per client. Requires the Elite plan. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Plan required:** Elite (the Menu links tab is visible on other plans but changes cannot be saved). * **Role required:** [Company Admin](/en/settings/members-and-teams/) or Company Owner. ## What is the Client Portal menu? [Section titled “What is the Client Portal menu?”](#what-is-the-client-portal-menu) Every client who logs into your Client Portal sees a left sidebar with standard items: **Dashboard**, **Documents**, and **Settings**. Below those, your custom menu links appear. Only items with a URL defined are shown to clients — items without a URL are hidden automatically. Custom links are useful for resources you share with all clients: service agreements, pricing pages, onboarding forms, or financial dashboards. For links that differ per client, you can override the defaults at the client level. ## Configure company-wide menu links [Section titled “Configure company-wide menu links”](#configure-company-wide-menu-links) 1. Go to **Settings & Apps** in the left navigation. 2. Select **Client Portal**. 3. Choose the **Menu links** tab. The table lists all configured menu items. For each item you can: * **Set the name** — click the name field and type the label shown to clients. * **Set the URL** — paste the destination link. Items without a URL are hidden from clients. * **Choose an icon** — click the current icon to pick a replacement from the available set (Files, Calculator, UserCheck, MessageSquareText, ListChecks, Euro, Book, FileText). * **Open in new window** — activate the toggle to open the link in a new browser tab instead of within the portal. * **Show or hide an item** — click the visibility icon (eye-shaped) to toggle visibility on or off. ### Reordering menu items [Section titled “Reordering menu items”](#reordering-menu-items) To change the order in which items appear in the sidebar, hover over the drag handle (dots icon) on any row, then drag the row to a new position. Click **Save** to apply all changes. ## Customize menu links for a specific client [Section titled “Customize menu links for a specific client”](#customize-menu-links-for-a-specific-client) If a particular client has a separate document folder, a bespoke onboarding form, or any other client-specific resource, you can override the default links for that client without changing the company-wide defaults. 1. Go to **Clients** in the left navigation. 2. Open the client you want to customize. 3. Click **Edit client**. 4. Find the **Client Portal** section in the client settings. 5. Adjust the icons, names, and URLs for that client’s menu items. 6. Click **Save**. If you leave a URL empty for a specific client, that item is hidden from that client’s portal regardless of the company-wide setting. ## How menu links appear inside Uku [Section titled “How menu links appear inside Uku”](#how-menu-links-appear-inside-uku) Configured menu links (rows with a URL) are also displayed on the client info bar inside Uku. When a team member opens a client record, they can click any filled menu row to open the linked resource directly — useful for quickly accessing a client’s document folder or financial report without opening the portal. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Menu items are not appearing in the Client Portal [Section titled “Menu items are not appearing in the Client Portal”](#menu-items-are-not-appearing-in-the-client-portal) Every item must have a URL to be visible. Open **Settings & Apps > Client Portal > Menu links**, check that each item you want shown has a URL entered, and save. ### Cannot save changes to Menu links [Section titled “Cannot save changes to Menu links”](#cannot-save-changes-to-menu-links) The Menu links tab is visible on all plans but changes can only be saved on the **Elite plan**. Check your subscription under **Settings & Apps > Company**. You also need **Company Admin** or Company Owner role — a Company Member cannot edit these settings. ### A client-specific link is not overriding the company-wide link [Section titled “A client-specific link is not overriding the company-wide link”](#a-client-specific-link-is-not-overriding-the-company-wide-link) Make sure you clicked **Save** after editing the client card. Unsaved changes are discarded when you navigate away. Re-open the client, go to **Edit client**, and confirm the client-specific URL is present and saved. ### Links are opening in the same tab instead of a new one [Section titled “Links are opening in the same tab instead of a new one”](#links-are-opening-in-the-same-tab-instead-of-a-new-one) Find the relevant row in **Settings & Apps > Client Portal > Menu links** and activate the **Open in new window** toggle for that row. Save the change.      # E-sign documents in the Client Portal > Open a signing request in the Client Portal, review the document, sign it by typing, drawing, or uploading your signature, and submit. When your service provider needs your signature on a document — an engagement letter, an NDA, a consent form — they can send it through the Client Portal as a signing request. You sign in the browser; there is no app to install and no separate service to log into. Quick answer Signing requests appear at the top of your dashboard. Open one, review the document, click **Sign**, choose how to create your signature (type your name, draw it, or upload an image), and click **Adopt and sign**. Your status changes to **Signed** and your service provider is notified. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any Client Portal user whose service provider has added them as a signer. If you do not see any signing requests on your dashboard, your service provider has not sent any. eSignatures is an Elite-plan feature on the service provider’s side — if signing requests never appear and you expect them to, ask your service provider whether they have eSignatures enabled. ## Find your signing requests [Section titled “Find your signing requests”](#find-your-signing-requests) Signing requests show up in a dedicated **Signing requests** section at the top of your dashboard, above regular tasks. They sit at the top because they typically have deadlines — handle them before everyday tasks. You also receive an email titled **“Review and Sign Documents - \”** with a direct link to the request. The email comes from your service provider’s own mailbox (not from a noreply Uku address), so replies go to them. ## Review a signing request [Section titled “Review a signing request”](#review-a-signing-request) 1. Click the signing request on your dashboard to open it. 2. Under **Signing documents**, you see the document or documents that need your signature. If a sign-by date is set, it is shown here. 3. Review the list of all signers and their current state: * **Pending** — has not opened the signature panel yet. * **Viewed** — opened the panel but not yet signed. * **Signed** — completed signing, with a timestamp. Some documents need every listed signer to complete before the agreement is considered done. You can track everyone else’s progress in real time on the request page. ## Sign the document [Section titled “Sign the document”](#sign-the-document) 1. Click the **Sign** button. 2. Choose how to create your signature: * **Name letters** — your name is pre-filled from your profile; the Client Portal renders it in a cursive font as your signature. The quickest option. * **Draw** — use a mouse or your finger on a touchscreen to draw your signature on the canvas. Click **Clear** to start over. * **Upload** — upload a PNG image of your handwritten signature (up to 1 MB). 3. Read the legal acknowledgement: *“By selecting Adopt and Sign, I agree that this mark will be the electronic representation of my signature.”* 4. Click **Adopt and sign**. Your status changes to **Signed** with a timestamp visible to everyone on the request. Your service provider is notified automatically. Along with your signature image, the Client Portal records the date and time and your IP address — your service provider keeps these as audit evidence of the signing. ## What kind of signature this is [Section titled “What kind of signature this is”](#what-kind-of-signature-this-is) The signature you place is a **witnessed-image signature with an audit trail**: your service provider keeps the signature image you adopted, the date and time you signed, and your IP address. When every listed signer has signed, the Client Portal stamps each signature image onto the document and saves it as a signed PDF on the request. This is not an ID-Card, Mobile-ID, or Smart-ID signature, and is not a qualified eIDAS electronic signature. It is well suited to engagement letters, NDAs, consent forms, and similar agreements. If your service provider needs a qualified electronic signature for legal reasons, they will tell you and use a separate service for that document. ## After signing [Section titled “After signing”](#after-signing) The signed document stays available inside the signing request as long as the task does. Your service provider also receives the signed PDF on their side once everyone has signed. If your service provider changes the document while signing is still in progress, every signature collected so far is cleared and you will be asked to sign the new version. You receive a fresh **Review and Sign Documents** email when this happens. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I cannot see the Sign button [Section titled “I cannot see the Sign button”](#i-cannot-see-the-sign-button) The **Sign** button only appears if you are listed as a pending signer on that request. If you expected to be a signer but cannot see the button, contact your service provider — they may need to add you to the signer list and re-send the request. ### I missed the sign-by date [Section titled “I missed the sign-by date”](#i-missed-the-sign-by-date) Contact your service provider directly. They can extend the deadline or re-send the request. You cannot extend the deadline yourself, and the **Sign** button stays active even after the sign-by date passes — signing late is still possible, but worth letting them know. ### I signed by mistake or want to change my signature [Section titled “I signed by mistake or want to change my signature”](#i-signed-by-mistake-or-want-to-change-my-signature) Once you click **Adopt and sign**, the signature is recorded. Contact your service provider and explain. They can remove and re-add you as a signer (which clears just your signature so you can sign again) or change a document on the request (which clears every signer’s signature and re-sends the request to everyone). ### The signing request disappeared from my dashboard [Section titled “The signing request disappeared from my dashboard”](#the-signing-request-disappeared-from-my-dashboard) If everyone has signed, the request moves out of **Signing requests** and into the regular completed tasks area. Check the **Completed** section on your dashboard. If you cannot find it there, ask your service provider — they can re-send the link. ### The email link does not log me in [Section titled “The email link does not log me in”](#the-email-link-does-not-log-me-in) The Review and Sign email contains a magic-link login. If you have multiple Client Portal accounts (different service providers), make sure you are not already logged into a different one in the same browser — log out first, then open the magic link again. If the link is older than its expiry, ask your service provider to re-send the request. # Set up and use eSignatures > Enable eSignatures, add documents and signers to a task, and collect signatures from your team and Client Portal contacts on a signed PDF. Quick answer Enable **eSignatures** in **Settings & Apps**, then open any non-recurring task, click the **Signature** button, attach a PDF or Word file, and add signers from your team or the Client Portal. Each signer types, draws, or uploads a signature image. When everyone has signed, Uku stamps the signatures onto the document and saves a signed PDF (or a ZIP of signed PDFs if you attached more than one document) to the task. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Plan:** Elite. * **Enable the app:** [Company Owners](/en/settings/members-and-teams/) and Company Admins. * **Set up signing on a task:** any team member with access to the task. * **Sign:** team members listed as signers, or Client Portal contacts listed as signers. ## What kind of signature this is [Section titled “What kind of signature this is”](#what-kind-of-signature-this-is) eSignatures in Uku is a **witnessed-image signature with audit metadata** — when a signer adopts their signature, Uku captures their signature image (typed, drawn, or uploaded), their IP address, and the timestamp, then stamps the signature image onto the document. The result is a regular PDF with the signatures and (optionally) timestamp and IP printed on the page. This is **not** a cryptographic signature, not a qualified eIDAS signature, and does not use ID-Card, Mobile-ID, or Smart-ID. If your jurisdiction requires a qualified electronic signature (for example for some contracts in the EU), use a dedicated eIDAS provider. Uku’s eSignatures are well suited to internal sign-offs, NDAs, engagement letters, consent forms, and other agreements where a witnessed-image signature with an audit trail is sufficient. eSignatures works on **regular non-recurring tasks only**. Recurring tasks and task templates do not support signing. ## Enable the eSignatures app [Section titled “Enable the eSignatures app”](#enable-the-esignatures-app) 1. Open **Settings & Apps** in your company settings. 2. Find **eSignatures** in the app list and open it. 3. Read the overview, then activate the app. 4. Open the **Settings** tab to configure how signatures are stamped onto signed documents: * **Position** — which corner of the page carries the signature block: **Bottom right**, **Bottom left**, **Top right**, or **Top left**. * **Placement** — which pages carry the signature block: **Last page**, **First page**, or **All pages**. * **Include timestamp** — stamp the signing date and time next to each signature. * **Include IP address** — stamp the signer’s IP address next to their signature. 5. Click **Save**. These settings are global — they apply to every document signed through Uku in your company. ## Set up signing on a task [Section titled “Set up signing on a task”](#set-up-signing-on-a-task) Once the app is active, every non-recurring task shows a **Signature** (pen icon) button in the task toolbar. 1. Open the task you want to send for signing. 2. Click the **Signature** button in the task action bar. A signing section appears at the bottom of the task. 3. Click **Select file (PDF, DOC)** or **Add file** and attach the document. Only `.pdf`, `.doc`, and `.docx` are accepted — other file types are rejected. DOC and DOCX files are converted to PDF automatically before signing, so the final signed file is always a PDF. 4. Attach more documents to the same signing if needed. The signers will sign every attached document in one go. 5. Optionally set a **Sign due date** — the deadline by which all signers should complete signing. If the sign deadline falls outside the task’s date range, Uku adjusts the task dates and asks you to confirm. 6. Add at least one signer (see the next section), then click **Save**. When you save, every signer receives a **Review and Sign Documents** email (sent through your company’s connected Gmail or Outlook, the same channel as other Client Portal messages) with a link straight into the task. ## Add signers [Section titled “Add signers”](#add-signers) The signing section has two separate pickers: * **Add member** — adds someone from your team as a signer. Any team member with access to the task can be added. * **Add contact** — adds a Client Portal contact for the task’s client. This requires the Client Portal to be active for your company, enabled for this client, and a portal contact invited for this client. If any of these is missing, Uku shows a checklist of what to fix. The contact must have an active Client Portal account. If you try to add a contact who has been created but never invited (or whose invitation is still pending), saving fails with **“Signer is not yet activated for the client portal”** — invite the contact first, then add them as a signer. Signers and assignees stay in sync automatically. Adding a signer also makes them a task assignee so the task appears in their queue. Removing an assignee who is also a signer prompts you to confirm — Uku will remove their signer entry too. ## How signers sign [Section titled “How signers sign”](#how-signers-sign) Each signer sees a **Sign** button on the task. Clicking it opens the signature panel, which has three tabs: * **Name letters** — the signer’s name is pre-filled from their profile; Uku renders it in a cursive font as the signature. The quickest option. * **Draw** — draws a signature on a touch or mouse canvas. **Clear** resets the canvas. * **Upload** — uploads a PNG image of a handwritten signature. The file must be a real PNG (the file format is checked on the server) and at most 1 MB. The signer reviews the legal acknowledgement — *“By selecting Adopt and Sign, I agree that this mark will be the electronic representation of my signature”* — and clicks **Adopt and sign**. Uku records the signature image, the timestamp, and the signer’s IP address (taken from the nginx request, not from the browser, so it cannot be spoofed). ## Track signing status [Section titled “Track signing status”](#track-signing-status) The signing section shows the current state of each signer: * **Pending** — the signer has not opened the signature panel yet. * **Viewed** — the signer opened the panel; hover the badge to see the timestamp. * **Signed** — the signer has clicked **Adopt and sign**; hover the badge to see the timestamp. Status updates live as signers act — no page refresh needed. ## What happens when everyone has signed [Section titled “What happens when everyone has signed”](#what-happens-when-everyone-has-signed) When the last signer clicks **Adopt and sign**, Uku queues a background job that: 1. Converts any DOC or DOCX source files to PDF. 2. Stamps each signature image onto each document, at the position and pages you chose in **Settings & Apps**, with the signer’s name, your client’s or company’s name, and optionally the timestamp and IP address. 3. Saves the signed file to the task — `_signed.pdf` if you attached one document, or `signed_files.zip` containing each signed PDF if you attached more than one. 4. Sends an in-app notification to every task assignee saying the documents have been signed by all parties. The signed file appears in the task’s file list in the signature color so it is easy to spot among other task attachments. The original unsigned files are kept too — they are not replaced. There is no “documents signed” email — the completion notification is in-app only. ## Download or regenerate the signed file [Section titled “Download or regenerate the signed file”](#download-or-regenerate-the-signed-file) Once at least one document is attached, the action menu in the signing section offers **Download** (or **Download all** if more than one document was attached). After all signers have signed, **Regenerate** also appears — use it if you need to re-stitch the signed file (for example, you changed signature placement settings and want the existing signatures restamped at the new position). Regenerating does not change the signatures or send another completion notification. ## Change documents on an active signing [Section titled “Change documents on an active signing”](#change-documents-on-an-active-signing) If you add or remove a document on a signing that already has signatures, Uku clears every existing signature on remaining signers (signed status, timestamp, signature image) and re-sends the Review and Sign email to every current signer so they sign again. Uku warns you before saving when this will happen. Adding a new signer to a signing whose documents have not changed only emails the new signer — the existing signers’ status is preserved. ## Remove signing from a task [Section titled “Remove signing from a task”](#remove-signing-from-a-task) To remove the signing entirely, open the action menu in the signing section and choose **Delete**. Uku confirms, then removes the signing section, all signer entries, and the signed file from the task. ## Tips [Section titled “Tips”](#tips) * **Recurring tasks cannot use eSignatures.** For repeating signings, create a separate non-recurring task for each round. * **The signed output is always PDF.** Word source files are converted to PDF before stamping; the original `.docx` source stays attached unchanged. * **Position and placement are global, not per-task.** They live in **Settings & Apps** and apply to every signed document across your company. * **Team members signing do not receive the Review and Sign email.** That email is the Client Portal channel; team members rely on the task assignment and in-app task list to know they need to sign. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Signature button is not visible on the task [Section titled “The Signature button is not visible on the task”](#the-signature-button-is-not-visible-on-the-task) Make sure the eSignatures app is activated in **Settings & Apps**. Also confirm the task is a regular task — recurring tasks and task templates do not support signing. ### Cannot add a client contact as a signer [Section titled “Cannot add a client contact as a signer”](#cannot-add-a-client-contact-as-a-signer) Three conditions must all be true: the Client Portal app is active for your company, the Client Portal is enabled for this client, and the contact has an active Client Portal account (not just created — invited and accepted). Uku shows the missing condition when you click **Add contact**. If saving fails with **“Signer is not yet activated for the client portal”**, the contact still needs to accept their portal invitation — open the client’s [Client Portal](/en/client-portal/setup/) settings and resend the invitation. ### A signer says they cannot find the Sign button [Section titled “A signer says they cannot find the Sign button”](#a-signer-says-they-cannot-find-the-sign-button) Confirm the signer appears in the signing section of the task. For Client Portal contacts, confirm they are logged into the right firm’s Client Portal. For team members, confirm they have access to the task. Re-saving the signing resends the Review and Sign email to every pending signer. ### A signer signed on the wrong document or wants to redo their signature [Section titled “A signer signed on the wrong document or wants to redo their signature”](#a-signer-signed-on-the-wrong-document-or-wants-to-redo-their-signature) Once **Adopt and sign** is clicked the signature is recorded. To reset, you can either remove and re-add the signer (which clears just that signer’s signature, keeping the others’ intact), or change one of the documents on the signing — which clears all signatures and emails every signer to sign again. ### The signed PDF has the signatures in the wrong place [Section titled “The signed PDF has the signatures in the wrong place”](#the-signed-pdf-has-the-signatures-in-the-wrong-place) Position and placement live in **Settings & Apps → eSignatures → Settings** and are global. Adjust the values there, then use **Regenerate** on the task to re-stitch the signed file with the new settings — the signatures themselves are reused, only the layout changes. # Grant Client Portal access to a contact > How to enable a client contact's portal access, send or resend the magic-link invitation, and manage their access over time. Quick answer Open the client record, go to Contacts, edit the contact, enable **Access enabled** under Client portal, save, then send the invitation. The contact receives a magic link by email and can log in immediately. Links are valid for 7 days. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any **[Company Owner](/en/settings/members-and-teams/)**, **Company Admin**, or team member with access to the client record. The Client Portal app must be activated in **Settings & Apps** first, and the portal must be enabled on the client record. ## Prerequisites [Section titled “Prerequisites”](#prerequisites) 1. The Client Portal app is active — see [How to set up and configure the Client Portal](../setup/). 2. The portal is enabled on the client record: edit the client and turn on the **Client portal** toggle. 3. The contact has a valid email address in Uku. ## Grant access to a contact [Section titled “Grant access to a contact”](#grant-access-to-a-contact) 1. Open the client record. 2. Go to the **Contacts** tab. 3. Click the contact you want to invite. 4. In the contact edit form, find the **Client portal** section. 5. Check the **Access enabled** checkbox. 6. Click **Save**. Enabling *Access enabled* gives the contact the standard portal experience — they can view tasks, upload files, send messages, and sign documents. ## Send the portal invitation [Section titled “Send the portal invitation”](#send-the-portal-invitation) After saving, open the contact’s detail panel. Look for the **Client portal invite** row: * **No invite sent yet:** click **Send invite**. The contact receives a magic-link email immediately. * **Invite already sent:** the send date is displayed and a **Resend invite** button is available. The magic link in the email logs the contact in directly — no password is needed. Links are valid for **7 days**. If the link expires before the contact clicks it, use **Resend invite** to send a fresh link. The old link is invalidated when a new one is sent. ## Manage access over time [Section titled “Manage access over time”](#manage-access-over-time) ### Resend a link [Section titled “Resend a link”](#resend-a-link) Open the contact’s detail panel and click **Resend invite**. The previous link is invalidated. ### Revoke access [Section titled “Revoke access”](#revoke-access) 1. Open the contact edit form. 2. Uncheck **Access enabled**. 3. Save. The contact can no longer log in to the portal. ### Multiple contacts on one client [Section titled “Multiple contacts on one client”](#multiple-contacts-on-one-client) You can grant portal access to more than one contact on the same client. Each contact logs in independently with their own magic link and sees the tasks and documents assigned to the whole client. They do not see each other’s messages. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Contact did not receive the invitation email [Section titled “Contact did not receive the invitation email”](#contact-did-not-receive-the-invitation-email) Verify the email address on the contact record is correct. Check that the **Client portal** toggle is on at both the client level and the contact level. Emails can take a few minutes to arrive — ask the contact to check their spam folder. Use **Resend invite** to generate a fresh link. ### Access enabled checkbox is not visible [Section titled “Access enabled checkbox is not visible”](#access-enabled-checkbox-is-not-visible) The Client Portal app must be activated first. Go to **Settings & Apps > Client Portal** and activate it. The contact-level checkbox only appears after app activation. ### Contact can log in but sees no tasks [Section titled “Contact can log in but sees no tasks”](#contact-can-log-in-but-sees-no-tasks) Tasks appear in the portal only when they are explicitly shared. Open each task and click the **Client Portal** button in the task sidebar to add the contact as a portal assignee. # Log in to the Client Portal > How to sign in to your accounting firm's Client Portal using a magic link sent to your email — no password required. Your accounting or bookkeeping firm uses Uku to manage the work they do for you. They have set up a Client Portal — a private, branded website where you can view tasks, upload documents, and communicate with your firm. This article explains how to sign in. Quick answer The Client Portal uses a magic link instead of a password. Enter your email on the portal login page, click the link that arrives in your inbox, and you are signed in. The link is valid for 7 days. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any person (contact) whose service provider has granted them Client Portal access. If you are not sure whether you have access, contact your service provider directly. ## Step 1: Go to your portal login page [Section titled “Step 1: Go to your portal login page”](#step-1-go-to-your-portal-login-page) Your service provider shared a portal URL with you — it looks like `https://yourfirmname.getuku.com`. Open that URL in a web browser. You will see your firm’s branded login page. If you do not have the URL, ask your service provider. Each firm’s portal has a unique address. ## Step 2: Enter your email and request a link [Section titled “Step 2: Enter your email and request a link”](#step-2-enter-your-email-and-request-a-link) 1. On the login page, type your email address into the **Your e-mail** field. 2. Click **Log in**. 3. Uku sends an email to that address containing your login link. Use the email address your service provider has on file for you. If you are unsure which email they have, contact them to confirm. ## Step 3: Click the link in your email [Section titled “Step 3: Click the link in your email”](#step-3-click-the-link-in-your-email) 1. Open your email inbox. 2. Find the email from your service provider’s portal. Check your spam or junk folder if it does not arrive within a few minutes. 3. Click the login link inside the email. 4. Your browser opens and you are signed in to the portal automatically. The link is valid for 7 days from when it was sent. If you request a new link before the first one expires, the old link is no longer valid — only the most recently requested link works. ## After you log in [Section titled “After you log in”](#after-you-log-in) You land on your personal dashboard, which shows your current tasks, any signing requests that need your attention, and completed work. From here you can view tasks, send messages, upload files, and manage your account settings. You do not need to log in every time you click a task link in an email notification — those links sign you in directly. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### ”The login link has expired” message [Section titled “”The login link has expired” message”](#the-login-link-has-expired-message) The link has passed its 7-day validity window, or you already used it and requested a new one since. Go back to the portal login page, enter your email again, and click **Log in** to receive a fresh link. ### ”Client portal is not active” message [Section titled “”Client portal is not active” message”](#client-portal-is-not-active-message) Your service provider may not have fully set up your portal access yet, or your access may have been temporarily deactivated. Contact your service provider directly and ask them to check your portal access status. ### No email arrives after clicking Log in [Section titled “No email arrives after clicking Log in”](#no-email-arrives-after-clicking-log-in) First, check your spam or junk folder. Emails can occasionally be filtered. If there is nothing there after a few minutes, confirm with your service provider that they have the correct email address for you on file. Then try the login page again. ### I do not know my portal URL [Section titled “I do not know my portal URL”](#i-do-not-know-my-portal-url) Ask your service provider for the Client Portal URL. They may have sent it in a welcome email. It follows the format `https://firmname.getuku.com` where “firmname” is the subdomain your firm chose. # Client Portal overview > The Client Portal lets clients log in via magic link to view tasks, upload files, sign agreements, and message your firm — no email needed. Quick answer The Client Portal is a branded, secure workspace your clients access via a magic link (no password). Clients see only their own tasks, documents, and messages. You control who has access and what they see. Available on all paid plans (**Solo**, **Team**, and **Elite**). ## What the Client Portal does [Section titled “What the Client Portal does”](#what-the-client-portal-does) The Client Portal gives your clients a shared workspace to: * View tasks assigned to them and complete checklist items * Upload documents directly to the relevant task * Sign documents electronically (eSignatures — Elite plan) * Send messages and requests to your team * View their invoices (if billing is enabled) Each client sees only their own data. Nothing from other clients is ever visible. ## How access works [Section titled “How access works”](#how-access-works) There is no password. Clients log in using a **magic link** — a secure one-click link sent to their email address. Magic links are valid for **7 days**. When a client’s link expires, they request a new one from the login screen. You grant portal access per contact. When a contact has access enabled, they can log in to the portal for your company. A single *Access enabled* grant gives the contact everything they need. ## What clients see [Section titled “What clients see”](#what-clients-see) When a client logs in to the portal, they see: * **Signing requests** — documents waiting for their electronic signature (if eSignatures is enabled) * **Tasks to do** — active tasks your team has assigned to them * **Completed** — finished tasks for reference * A **Send a request** field to start new conversations with your team ## Setup steps (firm side) [Section titled “Setup steps (firm side)”](#setup-steps-firm-side) 1. **Enable the Client Portal** — Settings & Apps > Client Portal. Set your subdomain and optionally customize branding. 2. **Grant access to contacts** — on the client page, open a contact and enable portal access. 3. **Share tasks via the portal** — on any task, click the Client Portal button to make it visible to portal assignees. 4. **Let the client log in** — they receive a magic link and see their tasks immediately. ## Articles in this section [Section titled “Articles in this section”](#articles-in-this-section) | Topic | For | | ------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------- | | [Set up the Client Portal](../setup/) | [Company Admin](/en/settings/members-and-teams/) setting up the portal for the first time | | [Grant Client Portal access to a contact](../grant-access/) | Anyone who manages client contacts | | [Task Client Portal and billing settings](../task-settings/) | Team members configuring individual tasks | | [How to log in to the Client Portal](../log-in/) | Clients (external users) | | [How to view and complete tasks](../viewing-and-completing-tasks/) | Clients | | [How to send messages and requests](../sending-messages-and-requests/) | Clients | | [How to upload files](../uploading-files/) | Clients | | [How to use checklists](../using-checklists/) | Clients | | [How to sign documents electronically](../e-signing-documents/) | Clients (Elite plan) | | [How to update your profile and notification settings](../profile-and-notifications/) | Clients | | [How to switch between companies](../switching-between-companies/) | Clients with multiple company access | | [eSignatures — firm guide](../esignatures-guide/) | Team members sending documents for signing (Elite) | | [Customize Client Portal menu links](../custom-menu/) | Company Admin (Elite) | # Update your Client Portal profile and notification settings > How to update your name, phone, notification timing, language, and timezone in the Client Portal settings page. The Client Portal has a personal settings page where you can update your display name, set your preferred language and timezone, and control when you receive email notifications about new tasks and messages. Quick answer Click **Settings** in the left navigation to open your account preferences. Update your profile, regional preferences, and notification timing, then click **Save** to apply the changes. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any logged-in Client Portal user. These settings affect only your own account — they do not change anything for other people in your firm. ## Opening your settings [Section titled “Opening your settings”](#opening-your-settings) 1. Log in to your Client Portal. 2. In the left navigation, click **Settings** (the gear icon). The Settings page opens. It is divided into three sections: Profile, Regional preferences, and Notification preferences. ## Profile information [Section titled “Profile information”](#profile-information) * **First name** and **Last name** — your display name shown throughout the portal and in communications with your service provider. * **Phone** — optional. Useful if your service provider needs to contact you directly by phone. * **Email** — shown for reference only. Your email address cannot be changed here because it is your login identifier. If you need a different email address, contact your service provider and ask them to update your contact record. ## Regional preferences [Section titled “Regional preferences”](#regional-preferences) * **Language** — changes the portal interface language. The change takes effect immediately after you save. * **Timezone** — ensures that task due dates, message timestamps, and other time-sensitive information display correctly for your location. * **Regional format** — controls how dates, numbers, and currencies are displayed. For example, whether a date reads `07.04.2026` or `04/07/2026`. ## Notification preferences [Section titled “Notification preferences”](#notification-preferences) The Client Portal sends you email notifications when your service provider assigns you a new task, updates an existing task, or sends you a message. You can control the timing: * **Instantly** — you are notified as soon as something changes. * **In the morning** — a daily summary delivered in the morning. * **In the afternoon** — a daily summary delivered in the afternoon. * **In the evening** — a daily summary delivered in the evening. Match the timing to how you work: if you check email first thing in the morning, “In the morning” means you start each day with a clear picture of what needs attention. ## Saving your changes [Section titled “Saving your changes”](#saving-your-changes) After making any changes on the Settings page, click **Save** at the top of the page. Changes are not applied until you save. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I cannot change my email address [Section titled “I cannot change my email address”](#i-cannot-change-my-email-address) Your email address is your login identifier and can only be changed by your service provider on their side. Contact your service provider and ask them to update your contact record with the new email address. After that, use the new email to log in via magic link. ### I am not receiving email notifications [Section titled “I am not receiving email notifications”](#i-am-not-receiving-email-notifications) Check that your notification setting is not set to a time that has already passed today. Also check your spam or junk folder — portal notification emails can occasionally be filtered. If you find them in spam, mark them as not-spam so future emails arrive in your inbox. ### Dates and times look wrong in the portal [Section titled “Dates and times look wrong in the portal”](#dates-and-times-look-wrong-in-the-portal) Open **Settings** and verify your **Timezone** setting. If you recently moved or are traveling, update it to your current timezone and save. ### The portal language changed back after I saved it [Section titled “The portal language changed back after I saved it”](#the-portal-language-changed-back-after-i-saved-it) Make sure you clicked **Save** at the top of the Settings page after selecting the language. If the language still reverts, try logging out and back in. # Send messages and requests in the Client Portal > Reply on a task thread or create a new request to start a conversation with your service provider — both available inside the Client Portal. The Client Portal lets you communicate directly with your service provider without switching to email. You can reply to messages within a task, or start a brand-new request when you need something that is not covered by an existing task. Quick answer To reply on an existing task, use the message panel inside the task. To ask for something new, click the **Send a request..** field on your dashboard, describe what you need, and click **Send**. Your service provider is notified either way. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any Client Portal user. Replying to messages requires an existing task with a message thread. Sending requests is available from the dashboard. ## Replying to a message on a task [Section titled “Replying to a message on a task”](#replying-to-a-message-on-a-task) Every task has a message thread between you and your service provider. To reply: 1. Open the task on your dashboard. 2. In the communication panel (right side on desktop; switch to the **Communication** tab on mobile), scroll to the bottom of the conversation. 3. Click the **Write a message…** field. 4. A text area opens. Type your message. 5. To attach a file to your message, click the paperclip icon next to the message field and select a file from your computer. 6. Press the send button (or press Enter, depending on your device). Your message is sent immediately. Your service provider receives a notification and can reply. The full conversation stays attached to the task so there is always a clear record. ## Sending a new request [Section titled “Sending a new request”](#sending-a-new-request) If you need to ask your service provider something that is not part of an existing task — a new piece of work, a question, or a request for documents — use the request feature: 1. On your dashboard, click the **Send a request..** field (next to your avatar on desktop). 2. In the **New request** dialog, select which team member should handle your request from the list of available people at your service provider. 3. Type your message describing what you need. 4. Optionally, attach files by dragging them onto the dialog or using the upload button. 5. Click **Send**. Your request appears as a new task on your dashboard immediately. Your service provider receives a notification. If you do not type a subject or title, one is generated automatically from the first words of your message. ## Deleting a request you created [Section titled “Deleting a request you created”](#deleting-a-request-you-created) You can delete a request you sent, as long as it has not been worked on: 1. Open the request from your dashboard. 2. Click the three-dot menu icon in the task dialog. 3. Select **Delete request**. Only requests you created yourself can be deleted this way. Tasks that your service provider created and assigned to you cannot be deleted by you. ## Tips for effective communication [Section titled “Tips for effective communication”](#tips-for-effective-communication) * Include relevant details upfront — dates, reference numbers, or attached documents. This reduces back-and-forth. * Use requests rather than email whenever possible. Requests stay linked to a task so your service provider can track and respond within their workflow. * If you have follow-up questions about a specific task, reply in that task’s thread rather than creating a new request — it keeps the context together. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I cannot find the “Send a request” field on my dashboard [Section titled “I cannot find the “Send a request” field on my dashboard”](#i-cannot-find-the-send-a-request-field-on-my-dashboard) The request field appears next to your avatar on desktop. On some mobile layouts it may appear as a button. If you do not see it at all, contact your service provider — they may need to check your portal access settings. ### My service provider did not reply to my message [Section titled “My service provider did not reply to my message”](#my-service-provider-did-not-reply-to-my-message) Your service provider receives email notifications about new messages, but response time depends on their schedule. If it is urgent, contact them directly by phone or email. ### I sent a request to the wrong team member [Section titled “I sent a request to the wrong team member”](#i-sent-a-request-to-the-wrong-team-member) Open the request and use the message thread to let your service provider know. They can reassign it on their end. ### I cannot attach a file to my message [Section titled “I cannot attach a file to my message”](#i-cannot-attach-a-file-to-my-message) Make sure the file is within the upload size limit. If the problem persists, upload the file as a task attachment first (using the **Upload file** button in the Details panel) and mention it in your message. # Set up and configure the Client Portal > Enable the Client Portal, configure your subdomain and branding, and invite client contacts — available on all Uku paid plans. The Client Portal gives your clients a branded, secure space to view tasks, upload documents, send messages, and sign agreements — without needing an Uku account. This article covers everything a firm admin needs to do to go from zero to active portal. Quick answer Activate the Client Portal app in **Settings & Apps**, set a subdomain and optional branding, then activate the portal per client and invite their contacts. Clients receive a magic link by email — no password required. Available on all plans. Custom menu links require Elite. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Plan:** All plans. Custom menu links in the portal navigation require the Elite plan. * **Role:** [Company Owners](/en/settings/members-and-teams/) and Company Admins can activate and configure the Client Portal app. Any team member with access to a client can send portal invitations for that client. ## Step 1: Activate the Client Portal app [Section titled “Step 1: Activate the Client Portal app”](#step-1-activate-the-client-portal-app) The Client Portal must be enabled once before any client can use it. 1. Go to **Settings & Apps** in the left navigation. 2. Find **Client Portal** and click to open it. 3. Click **Activate**. Uku creates the required custom fields and default task templates automatically. After activation, the **Settings**, **Templates**, and **Menu links** tabs appear inside the Client Portal app dialog.  ## Step 2: Set your subdomain and branding [Section titled “Step 2: Set your subdomain and branding”](#step-2-set-your-subdomain-and-branding) Go to **Settings & Apps > Client Portal > Settings**. ### Subdomain [Section titled “Subdomain”](#subdomain) Enter a value in the **Subdomain** field. Your portal URL will be `https://yoursubdomain.getuku.com`. The subdomain may only contain lowercase letters, numbers, and hyphens. After saving for the first time, a **Copy URL** button appears so you can copy language-specific portal URLs to share with clients. Note The subdomain is publicly accessible. Choose something that clearly identifies your firm (for example, your firm name or its abbreviation). ### Trademark text [Section titled “Trademark text”](#trademark-text) The **Trademark** field sets the text shown in the portal header and on the login page. Uku pre-fills it with your company name (stripping legal suffixes like OÜ or Ltd). Edit it to match your brand. ### Colors [Section titled “Colors”](#colors) * **Brand background color** — the header and login screen background. Default: white (`#FFFFFF`). * **Trademark text color** — the color of the trademark text. Default: black (`#000000`). Click the color swatch to open the color picker, or type a hex value directly. ### Logo and icon [Section titled “Logo and icon”](#logo-and-icon) * **Logo** — your company logo (max 180 × 60 px), shown in the portal header. * **Icon / Favicon** — a square icon (recommended 260 × 260 px) used as the browser tab icon. Drag a file onto the upload area or click **Upload logo file** / **Upload icon file**. To replace an image, click **Delete logo** or **Delete icon** first, then upload a new file. ### Company description [Section titled “Company description”](#company-description) The description appears on the login page and tells clients what services you offer. Supports rich text (bold, links, embedded video). Use this space to set expectations for first-time visitors. ### Welcome video [Section titled “Welcome video”](#welcome-video) Choose what plays on the login page: * **No video** — login page shows only the description. * **Uku welcome video** — a pre-made onboarding video (click the link icon to preview it). * **Custom video** — paste a YouTube or Vimeo URL to show your own video. ### File upload toggle [Section titled “File upload toggle”](#file-upload-toggle) **Show file upload box for client tasks** — when enabled (default), clients see a file upload area inside tasks. Disable this if you do not want clients uploading files through the portal. ### Default language [Section titled “Default language”](#default-language) Set the default portal language. Clients can still switch their own language from their portal settings. Click **Save** to apply all branding changes. A **Client portal preview** button then appears — use it to open a live preview of your portal without logging in as a client.  ## Step 3: Activate the portal for clients [Section titled “Step 3: Activate the portal for clients”](#step-3-activate-the-portal-for-clients) Enabling the app does not automatically give any client access. You activate it per client. ### Single client [Section titled “Single client”](#single-client) 1. Open the client record. 2. Click **Edit client**. 3. Find the **Client portal** toggle in the client settings section and turn it on. 4. Save the client. ### Multiple clients at once [Section titled “Multiple clients at once”](#multiple-clients-at-once) 1. Go to **Clients** in the left navigation. 2. Select the clients you want to activate using the checkboxes. 3. Open the bulk actions menu and choose **Activate client portal**. 4. In the dialog, decide whether to **Send welcome invitation to client contacts**. 5. Click **Activate**. Note If you choose not to send a welcome invitation, clients will only learn about the portal when you assign them a task. They will not receive a welcome email and no sample task will appear on their dashboard. ## Step 4: Grant access to contacts and send invitations [Section titled “Step 4: Grant access to contacts and send invitations”](#step-4-grant-access-to-contacts-and-send-invitations) Portal access is controlled at the contact level. A contact can access the portal only if the Client Portal app is active for your company, the portal is enabled for their client, and their individual portal access is turned on. ### Grant access to a contact [Section titled “Grant access to a contact”](#grant-access-to-a-contact) 1. Open the client record and go to the **Contacts** tab. 2. Click the contact to edit them. 3. In the contact form, find the **Client portal** access checkbox and enable it (labeled **Access enabled**). 4. Save. Enabling *Access enabled* gives the contact the standard portal experience. ### Send the invitation [Section titled “Send the invitation”](#send-the-invitation) Once access is granted, open the contact’s panel and find the **Client portal invite** row: * If no invite has been sent: click **Send invite**. * If an invite was already sent: the date is shown and a **Resend invite** button is available. The invite is a magic-link email. The client clicks the link and is signed in directly — no password required. Links are valid for 7 days. After they expire, resend the invitation to generate a new one.   ## Step 5: Review portal templates (optional) [Section titled “Step 5: Review portal templates (optional)”](#step-5-review-portal-templates-optional) Templates define the tasks created from the portal, including the welcome task sent on first invite. Go to **Settings & Apps > Client Portal > Templates** to view, add, or edit templates. The welcome task is created using the “Welcome to the Client Portal” template and sent in the contact’s language if a matching translation exists. You can edit this template at any time. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Client did not receive the invitation email [Section titled “Client did not receive the invitation email”](#client-did-not-receive-the-invitation-email) Verify the contact has a valid email address in Uku. Check that portal access is enabled on both the client record and the contact record. Invitations can take a few minutes to arrive — ask the client to also check their spam folder. Resend the invitation from the contact panel to generate a fresh link. ### Login link has expired [Section titled “Login link has expired”](#login-link-has-expired) Magic links are valid for 7 days. Resend the invitation from the contact panel to generate a new link. The old link is invalidated when a new one is sent. ### Subdomain cannot be saved [Section titled “Subdomain cannot be saved”](#subdomain-cannot-be-saved) The subdomain you chose may already be in use by another Uku account. Try a different variation of your firm’s name. The subdomain must contain only lowercase letters, numbers, and hyphens — no spaces or special characters. ### Client cannot switch between companies in the portal [Section titled “Client cannot switch between companies in the portal”](#client-cannot-switch-between-companies-in-the-portal) Each company must independently have the Client Portal app activated and the portal enabled for the client. Confirm both conditions for every company the contact is associated with.   # Switch between companies in the Client Portal > Switch between companies in the Client Portal when your provider manages several of your entities or you work with more than one Uku firm. If your service provider manages more than one of your companies in Uku — or if you work with multiple firms that each use Uku — you will have access to more than one company in the Client Portal. Each company is completely separate: its own tasks, documents, and invoices. Quick answer Click your profile avatar and company name in the portal toolbar to open the account menu. Select a different company from the list to switch. The portal reloads showing that company’s data. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any Client Portal user whose email address is associated with contacts at more than one company that has the portal enabled. You will only see companies where your service provider has granted you portal access. ## Switching companies [Section titled “Switching companies”](#switching-companies) 1. Log in to your Client Portal. 2. In the toolbar, click your **profile avatar and company name**. A dropdown menu appears showing your current company and all other companies you can access. 3. Click the name of a different company to switch to it. 4. The portal reloads showing that company’s tasks, documents, and other data. ## Each company is fully separate [Section titled “Each company is fully separate”](#each-company-is-fully-separate) When you switch companies, everything you see — tasks, signing requests, documents, messages — belongs to that company only. Your service provider’s contact for that company may be a different team member than the one you communicate with for your other company. Settings like your language, timezone, and notification preferences apply to your account globally, not per company. ## Logging out [Section titled “Logging out”](#logging-out) The same account menu (your profile avatar and company name) also shows a **Log out** option. Clicking it signs you out of the portal entirely across all companies. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I only see one company but expected to see more [Section titled “I only see one company but expected to see more”](#i-only-see-one-company-but-expected-to-see-more) Each company must independently have the Client Portal enabled and your contact must have portal access granted for that specific company. If a company is missing from your list, contact the relevant service provider and ask them to activate your portal access for that company. ### I cannot find the account menu [Section titled “I cannot find the account menu”](#i-cannot-find-the-account-menu) The account menu is accessed via your profile avatar and company name in the portal toolbar. On mobile, it may appear as a smaller icon. If you still cannot find it, try refreshing the page. ### Switching companies shows an error or blank screen [Section titled “Switching companies shows an error or blank screen”](#switching-companies-shows-an-error-or-blank-screen) Try refreshing the page after switching. If the error persists, log out and log back in using a fresh magic link. If it still fails, contact your service provider for that company. ### I am receiving notifications from a company I no longer work with [Section titled “I am receiving notifications from a company I no longer work with”](#i-am-receiving-notifications-from-a-company-i-no-longer-work-with) Contact the service provider for that company and ask them to remove your portal access. You do not have a way to remove access yourself. # Task Client Portal settings > Share a task with your client via the Client Portal, configure auto-finish rules and client due date offsets — all from the task view. Quick answer Client Portal settings appear in the right-hand column of the task when Client Portal is enabled for your account. Use them to share the task with your client, configure auto-finish behavior, and set a client-facing due date offset. Requires the Client Portal feature to be active on your account. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) All team members with access to the task can configure Client Portal settings, provided the Client Portal feature is enabled for the company account. ## Client Portal settings on a task [Section titled “Client Portal settings on a task”](#client-portal-settings-on-a-task) When the Client Portal is enabled for your account, each task can be shared with the client’s portal contacts. ### Enable Client Portal on a task [Section titled “Enable Client Portal on a task”](#enable-client-portal-on-a-task) Click the **Client Portal** button in the task sidebar. This activates the portal panel where you can configure how the task appears to your client. ### Portal assignees [Section titled “Portal assignees”](#portal-assignees) Select which Client Portal contacts can see and interact with the task. In workflow templates, this defaults to the client’s primary contact. ### Assign as task [Section titled “Assign as task”](#assign-as-task) Check **Assign as task** to send the task to the client as an actionable item in their portal (not just a read-only reference). When this is checked, two additional options become available: * **Auto finish** — when enabled, the task is automatically marked as done in Uku after the client completes it in their portal. Requires at least one portal assignee. Useful for tasks where the client’s completion is the final step (for example, signing a document or confirming information). * **Due date offset** — sets how far in advance of the task’s internal due date the client sees their deadline. Options range from “On task due date” to up to 7 days before. This gives clients earlier visibility so they can act in time. The offset is automatically capped so the client’s due date never falls before the task’s start date. ### Remove Client Portal from a task [Section titled “Remove Client Portal from a task”](#remove-client-portal-from-a-task) Click the **X** button on the portal header to remove Client Portal settings from the task. This clears portal assignees and disables portal visibility for this task. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Client Portal button is not visible on the task [Section titled “Client Portal button is not visible on the task”](#client-portal-button-is-not-visible-on-the-task) Client Portal must be enabled for your company account. Ask a [Company Admin](/en/settings/members-and-teams/) to check **Settings & Apps > Client Portal**. ### Auto finish is not working after client completes the task [Section titled “Auto finish is not working after client completes the task”](#auto-finish-is-not-working-after-client-completes-the-task) Verify that at least one portal assignee is set on the task. Auto finish requires at least one portal assignee to function. Also confirm that **Assign as task** is checked in the portal panel. ### Client’s due date offset is different from what I set [Section titled “Client’s due date offset is different from what I set”](#clients-due-date-offset-is-different-from-what-i-set) The offset is capped so the client’s due date never falls before the task’s start date. If the offset you chose would place the client’s date before the start date, Uku adjusts it automatically. # Upload files in the Client Portal > Attach files to a task in the Client Portal by drag-and-drop or upload button so your service provider receives the documents they need. Your service provider often needs documents from you — bank statements, signed forms, invoices, or other files. The Client Portal lets you upload files directly to the relevant task so your service provider receives them in context. Quick answer Open the task, then either drag a file onto the task window or click **Upload file** in the Details panel. Your file appears as a task attachment immediately, visible to your service provider. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any Client Portal user with at least one task assigned to them, provided your service provider has the file upload option enabled (it is on by default). ## Uploading a file to a task [Section titled “Uploading a file to a task”](#uploading-a-file-to-a-task) There are two ways to attach a file to a task: ### Method 1: Drag and drop [Section titled “Method 1: Drag and drop”](#method-1-drag-and-drop) 1. Open the task on your dashboard. 2. Drag a file from your computer directly onto the open task window. 3. A drop zone appears when you hover over the task. Release the file to upload it. ### Method 2: Upload button [Section titled “Method 2: Upload button”](#method-2-upload-button) 1. Open the task on your dashboard. 2. In the **Details** panel, find the **Upload file** button. 3. Click **Upload file**. 4. Select the file you want to upload from your computer. On mobile, a dedicated upload area is visible within the task details. Tap it to choose a file from your device or camera roll. ## After uploading [Section titled “After uploading”](#after-uploading) The file appears in the **Attachments** section of the task immediately after uploading. Your service provider can see it right away — no extra step is needed to “send” it. If you upload the wrong file, contact your service provider via the task message thread and let them know. They can remove attachments on their side. ## Attaching a file to a message [Section titled “Attaching a file to a message”](#attaching-a-file-to-a-message) You can also attach a file to a message in the task’s communication thread: 1. Open the task. 2. Click the **Write a message…** field in the communication panel. 3. Click the paperclip icon next to the message field. 4. Select a file from your computer. 5. Add a message if needed, then send. Files sent this way appear in the message thread with the message, and also as task attachments. This is useful when you want to add context alongside the file. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I cannot see the Upload file button [Section titled “I cannot see the Upload file button”](#i-cannot-see-the-upload-file-button) Your service provider may have disabled the file upload option for the portal. Contact them to ask whether file uploads are supported, and if so, how they prefer to receive documents from you. ### My file is too large to upload [Section titled “My file is too large to upload”](#my-file-is-too-large-to-upload) There is an upload size limit per file. If your file is rejected, try compressing it or splitting it into smaller parts. For very large documents, contact your service provider to agree on an alternative delivery method. ### The upload appears stuck or shows an error [Section titled “The upload appears stuck or shows an error”](#the-upload-appears-stuck-or-shows-an-error) Check your internet connection. If it is stable and the upload still fails, try a different browser or clear your browser cache and try again. If the problem persists, contact your service provider and let them know what file type and approximate size you were trying to upload. ### I uploaded a file by mistake [Section titled “I uploaded a file by mistake”](#i-uploaded-a-file-by-mistake) You cannot delete attachments yourself in the portal. Send a message to your service provider via the task thread and ask them to remove the incorrect file. # Checklists in the Client Portal > How to read and complete checklist items on tasks in the Client Portal, and what happens when all your items are done. Many tasks your service provider assigns you include a checklist — a structured list of specific items to complete, in order. This article explains how checklists work, how to check items off, and what to do if you get stuck. Quick answer Open the task, find the Checklist section in the Details panel, and click each checkbox as you complete that step. Some items are assigned to your service provider and cannot be checked by you. When all your items are done, the task may complete automatically. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any Client Portal user with tasks assigned to them that contain checklists. ## Finding checklists on a task [Section titled “Finding checklists on a task”](#finding-checklists-on-a-task) 1. Log in to your Client Portal. 2. Click a task on your dashboard to open it. 3. In the **Details** panel (left side on desktop, top section on mobile), scroll to the **Checklist** section. The checklist shows all steps your service provider has set for this task. Each item has a checkbox on the left and a description of what to do. ## Completing a checklist item [Section titled “Completing a checklist item”](#completing-a-checklist-item) 1. Read the item description to understand what is required. 2. Complete the action described — for example, upload a file, fill out a form, or review a document. 3. Click the checkbox next to the item to mark it as done. The item visually changes to show it is complete. You can uncheck it by clicking again if you made a mistake. ## Checklists with multiple sections [Section titled “Checklists with multiple sections”](#checklists-with-multiple-sections) Some tasks have more than one checklist section — typically one for your service provider’s team and one for you. You will only see interactive checkboxes on the items assigned to you. Items assigned to your service provider may appear as read-only with their own checkbox state, so you can track their progress too. If you are unsure which items are yours, look for items that have an active (clickable) checkbox. Items you cannot interact with belong to your service provider’s side of the task. ## What happens when all your items are done [Section titled “What happens when all your items are done”](#what-happens-when-all-your-items-are-done) When you check off all the checklist items assigned to your side of the task, the task may complete automatically and move to the **Completed** section on your dashboard. Your service provider is notified. Not all tasks auto-complete — it depends on how your service provider has configured the task. If the task stays in **Tasks to do** after you finish all your items, your service provider will review and mark it done on their end. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I cannot check off an item [Section titled “I cannot check off an item”](#i-cannot-check-off-an-item) The item is likely assigned to your service provider, not to you. Only items assigned to you have an active checkbox. Contact your service provider if you believe the assignment is wrong. ### The checklist is empty or missing [Section titled “The checklist is empty or missing”](#the-checklist-is-empty-or-missing) Not all tasks have checklists. If the **Checklist** section is absent or empty, the task may require you to simply upload a file or send a message instead of completing discrete steps. Check the task’s **Note** section for instructions. ### I checked the wrong item [Section titled “I checked the wrong item”](#i-checked-the-wrong-item) Click the checked item again to uncheck it. ### The task did not auto-complete after I finished all items [Section titled “The task did not auto-complete after I finished all items”](#the-task-did-not-auto-complete-after-i-finished-all-items) Auto-completion depends on the task’s setup. If it does not happen automatically, your service provider will review your work and mark the task done on their end. You do not need to do anything else — they will be notified that your side is complete. # View and complete tasks in the Client Portal > Find, open, and act on tasks assigned to you in the Client Portal — check off items, track progress, and see what still needs attention. When your accounting or bookkeeping firm assigns you a task — such as uploading a document, reviewing information, or approving something — it appears on your Client Portal dashboard. This article explains how to find tasks, understand what they contain, and track their progress. Quick answer Your dashboard organizes tasks into three sections: Signing requests (documents waiting for your signature), Tasks to do (active tasks needing your attention), and Completed (finished tasks). Click any task to open it and see the details, checklist, attachments, and message thread. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any Client Portal user whose service provider has assigned them tasks. Your service provider must have granted you portal access and assigned tasks to you specifically. ## Your dashboard overview [Section titled “Your dashboard overview”](#your-dashboard-overview) After logging in, your dashboard greets you by name and shows today’s date. Tasks are organized into three sections: * **Signing requests** — documents waiting for your electronic signature. These appear at the top because they often have deadlines. * **Tasks to do** — active tasks assigned to you. These are things that need your attention right now. * **Completed** — tasks you and your service provider have finished. Click the arrow next to **Completed** to expand or collapse this section. If there are many completed tasks, click **Show more** at the bottom to load additional ones. Use the search icon on the dashboard to find a specific task by name. If no active tasks are waiting, the dashboard shows a “There are no new tasks for you” message. ## Opening and reading a task [Section titled “Opening and reading a task”](#opening-and-reading-a-task) Click any task card on your dashboard to open it. The task view is divided into two panels: ### Left panel — Details [Section titled “Left panel — Details”](#left-panel--details) * **Assigned by / Assigned to** — who created the task and who is responsible for completing it. * **Dates** — the start date and due date, if your service provider set them. * **Checklist** — a step-by-step list of items to complete. Check off each item as you go. * **Note** — additional instructions or context from your service provider. * **Attachments** — files your service provider has shared with you for this task. ### Right panel — Communication [Section titled “Right panel — Communication”](#right-panel--communication) The message thread between you and your service provider. Scroll to see the full conversation history. You can type and send messages here. On mobile, the two panels stack vertically. If the task has messages, tabs labeled **Details** and **Communication** appear at the top so you can switch between them. ## Using checklists [Section titled “Using checklists”](#using-checklists) Many tasks contain a checklist — a list of specific steps your service provider wants you to complete. To use a checklist: 1. Open the task. 2. In the **Details** panel, find the **Checklist** section. 3. Click the checkbox next to each item as you complete it. The item is marked as done. A task may have separate checklist sections — one for your service provider’s items and one for yours. You can only check off the items assigned to you. When all required items are checked, the task may complete automatically. ## When a task is done [Section titled “When a task is done”](#when-a-task-is-done) You do not mark tasks as done yourself — your service provider does that on their end once everything is complete. When they mark it done, the task moves from **Tasks to do** to the **Completed** section on your dashboard. You will receive an email notification if your service provider updates or closes a task assigned to you. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A task I expected is not on my dashboard [Section titled “A task I expected is not on my dashboard”](#a-task-i-expected-is-not-on-my-dashboard) First check whether you are logged in with the correct email address and viewing the right company (if you have access to multiple companies, use the account menu to switch). The task may also not be visible yet if it depends on another task that has not been completed. Contact your service provider if the task is still missing. ### I cannot check off a checklist item [Section titled “I cannot check off a checklist item”](#i-cannot-check-off-a-checklist-item) Some checklist items are assigned to your service provider, not to you. Only items marked as yours can be checked. If you believe an item should be yours, contact your service provider. ### The task disappeared after I completed the checklist [Section titled “The task disappeared after I completed the checklist”](#the-task-disappeared-after-i-completed-the-checklist) If the task had at least one portal assignee and all checklist items for the portal side were completed, the task may have auto-finished and moved to **Completed**. Click the arrow next to **Completed** on your dashboard to find it there. ### I accidentally checked off the wrong item [Section titled “I accidentally checked off the wrong item”](#i-accidentally-checked-off-the-wrong-item) Click the checked item again to uncheck it. # Clients & Contacts > Add and manage clients, contacts, suppliers, groups, custom fields, notes, AML checks, and Companies House lookups. Add and manage clients, contacts, and relationships. ## All articles [Section titled “All articles”](#all-articles) [Add and edit clients](/en/clients-and-contacts/add-and-edit-clients/) [Create a client with registry autocomplete, assign members and permissions, name a Client Manager, and edit or delete clients.](/en/clients-and-contacts/add-and-edit-clients/) [›](/en/clients-and-contacts/add-and-edit-clients/) [Anti-money laundering (AML) compliance](/en/clients-and-contacts/anti-money-laundering-aml/) [Enable the AML app to add compliance fields to client records and auto-create reminders when documents or risk profiles near expiry.](/en/clients-and-contacts/anti-money-laundering-aml/) [›](/en/clients-and-contacts/anti-money-laundering-aml/) [Client and contact custom fields](/en/clients-and-contacts/custom-fields/) [Add custom fields to client and contact records for data beyond built-in fields — tax IDs, compliance dates, preferred language, and more.](/en/clients-and-contacts/custom-fields/) [›](/en/clients-and-contacts/custom-fields/) [Client groups and organization](/en/clients-and-contacts/groups-and-organization/) [Create client groups by industry, region, or tier. Filter reports, invoices, dashboards, and monitoring targets by group.](/en/clients-and-contacts/groups-and-organization/) [›](/en/clients-and-contacts/groups-and-organization/) [Deactivating vs deleting a client](/en/clients-and-contacts/deactivation-vs-deletion/) [Understand when to deactivate a client (reversible, history preserved) vs delete one permanently (Company Owner only, cannot be undone).](/en/clients-and-contacts/deactivation-vs-deletion/) [›](/en/clients-and-contacts/deactivation-vs-deletion/) [Import and export clients](/en/clients-and-contacts/import-and-export/) [Import clients from Excel with column mapping and preview, update records by registration code, and export clients or contacts as CSV.](/en/clients-and-contacts/import-and-export/) [›](/en/clients-and-contacts/import-and-export/) [Look up UK companies with Companies House](/en/clients-and-contacts/companies-house-lookup/) [Auto-fill UK client details from the Companies House public registry while adding or editing a client in Uku.](/en/clients-and-contacts/companies-house-lookup/) [›](/en/clients-and-contacts/companies-house-lookup/) [Managing contacts](/en/clients-and-contacts/managing-contacts/) [Contacts are the people linked to a client. Add them, assign roles, grant Client Portal access, and send invitations from the client record.](/en/clients-and-contacts/managing-contacts/) [›](/en/clients-and-contacts/managing-contacts/) [Notes and note templates](/en/clients-and-contacts/notes-and-note-templates/) [Write notes on clients, members, suppliers, and projects. Pin, restrict, attach files, and use templates for recurring note structures.](/en/clients-and-contacts/notes-and-note-templates/) [›](/en/clients-and-contacts/notes-and-note-templates/) [Suppliers — Manage Vendor Relationships in Uku](/en/clients-and-contacts/suppliers/) [Enable the Suppliers app to manage vendors, partners, and subcontractors. Define supplier types with custom fields and keep notes on each.](/en/clients-and-contacts/suppliers/) [›](/en/clients-and-contacts/suppliers/) [The client list](/en/clients-and-contacts/the-client-list/) [View, filter, sort, and act on all clients from the central client list. Customize columns, use bulk actions, and add or import clients.](/en/clients-and-contacts/the-client-list/) [›](/en/clients-and-contacts/the-client-list/) [Understanding the client view](/en/clients-and-contacts/client-view/) [The client view organises data into Client tasks, Activity, Files, and Financials tabs. Learn what each tab contains and how to navigate it.](/en/clients-and-contacts/client-view/) [›](/en/clients-and-contacts/client-view/) # Add and edit clients > Create a client with registry autocomplete, assign members and permissions, name a Client Manager, and edit or delete clients. Quick answer Go to **Clients** and click **Add client**. Type a company name to auto-fill details from official business registries, assign team members as **Client Admin** or **Client Member**, set preferences, and click **Continue**. To edit a client later, open their profile and click **Edit**. A client record holds the client’s details, the members assigned to it, the Client Manager responsible for it, and the task preferences for its work. This guide covers creating, editing, and deleting clients. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * [Company Owners](/en/settings/members-and-teams/) and Company Admins can add and edit any client. * Company Members can add and edit clients if client management is not restricted in company settings. * Deleting a client permanently is restricted to Company Owners. ## Creating a new client [Section titled “Creating a new client”](#creating-a-new-client) 1. Go to **Clients** in the main sidebar. 2. Click **Add client** in the top-right area of the client list. 3. Fill in the client form (see sections below) and click **Continue**. After saving, Uku takes you to the **workflow editor** where you can set up recurring tasks and deadlines for the new client.  For the full new-engagement playbook (workflow setup, billing, monitoring, AML, portal invitation), see [How to onboard a new client in Uku](../../best-practices/client-onboarding/). ## Company name and registry autocomplete [Section titled “Company name and registry autocomplete”](#company-name-and-registry-autocomplete) Start typing in the **Company’s name** field. Uku searches official business registries based on the selected country and shows matching companies as suggestions. Selecting a suggestion auto-fills: * Company name and mark (abbreviation) * Company number (registration code) and VAT number * Address, city, postal code, and state * Contacts (if available from the registry) For UK companies, Uku also fetches company type, status, date of creation, filing deadlines, SIC codes, and insolvency history from Companies House. You can override any auto-filled value by editing the field manually. If no country is selected, autocomplete will not return results — set the country first to enable registry lookup. ## Core client fields [Section titled “Core client fields”](#core-client-fields) * **Company’s name** — the client’s legal or trading name. Required. * **Mark** — a short abbreviation of up to 4 characters, auto-generated from the company name. Shown across the application to identify the client quickly. Converted to uppercase on save. * **Color** — a color tag for the client. A random color is pre-selected; click to change. * **Country** — controls which business registry is used for autocomplete. Defaults to your company’s country. Below the core fields, additional fields appear depending on your company’s client custom field configuration — for example company number, VAT number, and address fields. ## Assigning team members [Section titled “Assigning team members”](#assigning-team-members) The **Members** section controls which team members have access to this client’s data and tasks. 1. Click the **+** button in the Members section header. 2. Search for and select a team member from the dropdown. 3. Set their **Permissions** — **Client Admin** (full rights on this client) or **Client Member** (standard access). Notes on member assignments: * The current user is automatically added with **Client Admin** permission and set as the **Client Manager**. * Company Owners and Company Admins are added automatically, and their permission cannot be changed here. * If the Client Portal is enabled, a **Client portal** toggle appears per member to control portal access. The Client Manager always has portal access — this cannot be disabled for them. * Newly added members default to **Client Admin**. Change to **Client Member** using the **Permissions** dropdown. ## The Client Manager [Section titled “The Client Manager”](#the-client-manager) Each client has one **Client Manager** — the member responsible for that client. It’s a designation, not a permission, and it’s separate from workflow roles: the person keeps their **Client Admin** or **Client Member** access. Uku uses the Client Manager as the default for that client’s: * **workflow tasks** — the fallback assignee when no one else is set; * **emails** — the sender and reply-to address; * **AML reminders** — the assignee; * **Client Portal access** — always on, and can’t be switched off for them. There’s always exactly one per client, marked with a **star**: * on the **Members** tab, in the **Roles** column (next to any workflow roles); * on the client **Overview**, next to their name. **Change it on one client:** open the client’s **Members** tab and assign **Client Manager** to another member — it moves from whoever held it before. **Change it for several clients:** 1. Open **the client list** and select the clients. 2. Click **Member**, then **Add**. 3. Pick one member and tick **Set as Client Manager**. ## Client preferences [Section titled “Client preferences”](#client-preferences) Two toggles at the bottom of the form control task requirements for this client: * **Topic is required** — when on, every task created for this client must have a topic assigned before it can be saved. * **Entering time is required** — when on, team members must log time when marking tasks done for this client. Both are off by default for new clients.  ## Editing an existing client [Section titled “Editing an existing client”](#editing-an-existing-client) 1. Navigate to the client’s profile page (click the client name in the client list). 2. Click **Edit** in the client header. 3. Modify the fields you need and click **Save**. After saving, you are returned to the client’s profile overview page. To manage which custom fields appear on the client form, click **Manage client fields** at the bottom of the edit form. This opens the relevant section in **Settings & Apps**. ## Deleting a client [Section titled “Deleting a client”](#deleting-a-client) To delete a client permanently, open the client’s edit form and click the red **Delete client** button at the bottom-left. A confirmation dialog warns you before proceeding. Deletion removes the client and all associated data permanently and cannot be undone. In most cases, **deactivating** the client is preferable — it hides them from active lists while preserving all history. Deactivate from the client list’s kebab menu or status options. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The company name autocomplete is not returning suggestions [Section titled “The company name autocomplete is not returning suggestions”](#the-company-name-autocomplete-is-not-returning-suggestions) Registry lookup requires a **Country** to be selected. If the Country field is empty or set to a country without a connected registry, autocomplete will not run. Set the country first, then start typing the company name. ### I cannot remove a Company Admin from the client’s member list [Section titled “I cannot remove a Company Admin from the client’s member list”](#i-cannot-remove-a-company-admin-from-the-clients-member-list) Company Owners and Company Admins are automatically assigned to every client with unrestricted access. Their membership cannot be removed from the client edit form — it is managed at the company level in **Settings & Apps → Members**. ### I do not see the Delete client button [Section titled “I do not see the Delete client button”](#i-do-not-see-the-delete-client-button) Permanent deletion is restricted to Company Owners. If you are a Company Admin or Member, you will not see the Delete client button. Use deactivation instead, or ask your Company Owner to delete the client. ### After saving a new client I am taken to the workflow editor — can I skip it? [Section titled “After saving a new client I am taken to the workflow editor — can I skip it?”](#after-saving-a-new-client-i-am-taken-to-the-workflow-editor--can-i-skip-it) Yes. The workflow editor opens automatically after creating a client so you can set up recurring tasks straight away. If you are not ready, close the editor or navigate away — the client record is already saved and you can return to set up workflows at any time. # Anti-money laundering (AML) compliance > Enable the AML app to add compliance fields to client records and auto-create reminders when documents or risk profiles near expiry. Quick answer Enable the AML app in **Settings & Apps** to add structured compliance fields to your client records. Configure two automatic task triggers — one for expiring identity documents, one for expiring risk profiles. Uku checks daily and creates reminder tasks automatically for the right people at the right time. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * [Company Owners](/en/settings/members-and-teams/) and Company Admins can enable the AML app, configure task triggers, and run manual AML checks. * Company Members can view and work on AML-generated tasks assigned to them like any other task. * Requires a paid plan (**Solo**, **Team**, or **Elite**). ## What happens when you activate AML [Section titled “What happens when you activate AML”](#what-happens-when-you-activate-aml) Activating the AML app adds a set of **custom fields** to all client records in your company account. The exact fields depend on your company’s country: **For Estonian companies:** * Risk profile (Low / Medium / High) * Profile valid until * AML Status * Document NO * Document valid until **For all other regions:** * Risk profile (Low / Medium / High) * Next AML check * Pass/Fail * ID type (Passport / National ID card / Driving license) * ID Number * Date of expiry * Additional checks These fields appear on every client’s profile and can be filled in as part of your regular AML due diligence. **Do not rename or delete the custom fields created by Uku** — the automated reminder logic depends on them. ## Enabling the AML app [Section titled “Enabling the AML app”](#enabling-the-aml-app) 1. Go to **Settings & Apps** from the main navigation. 2. Select the company account you want to enable AML for. 3. Find the **Anti Money Laundering** app card. 4. Click to open it and activate it. Once activated, the custom fields are added to your client records and the **Settings** tab becomes available in the app dialog. ## Configuring AML task triggers [Section titled “Configuring AML task triggers”](#configuring-aml-task-triggers) Open the AML app from **Settings & Apps** and go to the **Settings** tab. You can configure two triggers: ### Create a task when the document expires [Section titled “Create a task when the document expires”](#create-a-task-when-the-document-expires) Monitors the identity document expiry date on client records (and their contacts). When the expiry date falls within your configured warning period, Uku creates a reminder task. ### Create a task when the risk profile must be updated [Section titled “Create a task when the risk profile must be updated”](#create-a-task-when-the-risk-profile-must-be-updated) Monitors the risk profile review date. When it is time to reassess a client’s risk profile, Uku creates a reminder task. ### Settings for each trigger [Section titled “Settings for each trigger”](#settings-for-each-trigger) * **Enable/disable toggle** — turn the trigger on or off. * **Days before** — how many days before the expiry date the task should be created. Default: 7 days for document expiry, 14 days for risk profile expiry. * **Task name** — the title that appears on the generated task. Customize it to match your internal naming conventions. * **Assigned** — who the task is assigned to. **Client Manager** assigns it to the client’s responsible member. You can also pick a specific team member. * **Topic** — optionally assign a topic to generated tasks for filtering and reporting. * **Note** — an optional description included in the task body. The system automatically appends details about which clients and contacts have expiring dates and the specific expiry dates. After making changes, click **Save** at the bottom of the dialog. ## How the daily check works [Section titled “How the daily check works”](#how-the-daily-check-works) Uku runs an automated AML check once per day for every company with the AML app activated. The check scans all active clients (and their contacts) for expiring custom field dates. When a date falls within the warning window, Uku: 1. Creates a new task linked to the client. 2. Sets the task due date to the expiry date (or today, whichever is later). 3. Assigns it to the configured person (or the client’s Client Manager). 4. Sends a notification to the assignee. If multiple entities under the same client (the client record and contacts) have expiring dates for the same trigger in the same month, they are grouped into a single task. Tasks are not duplicated — if a reminder task already exists for the same client, trigger, and month, the system updates its description instead of creating a new one. ## Running a manual check [Section titled “Running a manual check”](#running-a-manual-check) To trigger an AML check immediately without waiting for the daily run: 1. Open the AML app from **Settings & Apps**. 2. Go to the **Settings** tab. 3. Click **Manual run** at the bottom-left of the dialog and confirm. ## Tips [Section titled “Tips”](#tips) * **Fill in client fields consistently** — AML reminders only work when the date fields (document expiry, risk profile date) are filled in on your client records. Make it part of your client onboarding process. * **Check contacts too** — the system monitors both client-level and contact-level AML fields. * **Use topics for reporting** — assigning a dedicated AML topic to generated tasks makes it easy to filter your task list and see all outstanding AML work at a glance. * **Review default task names** — the defaults are generic. Customize them to match how your team describes these tasks internally. ## Implementation strategy [Section titled “Implementation strategy”](#implementation-strategy) Activating the AML app is fast — the heavy lift is filling in compliance data for every existing client. How you approach that rollout determines whether AML becomes a smooth ongoing process or a stalled cleanup project. ### Configure triggers before entering data [Section titled “Configure triggers before entering data”](#configure-triggers-before-entering-data) The most valuable part of the AML app is automated task creation, not the fields themselves. Before you start entering client data, configure both task triggers (document expiry and risk profile review) so the reminders catch any short-fuse expiry dates as you enter them. Set **Days before** to a generous lead time — 14–30 days for documents, 30–60 days for risk profile reviews — so you have room to chase clients for updated paperwork. ### Assign reminders to the Client Manager [Section titled “Assign reminders to the Client Manager”](#assign-reminders-to-the-client-manager) In the trigger settings, set **Assigned** to **Client Manager** rather than a single named person. This automatically routes each reminder to whoever is responsible for that client. Centralizing AML reminders on one person creates a bottleneck and breaks down as the firm grows. ### Use a dedicated AML topic [Section titled “Use a dedicated AML topic”](#use-a-dedicated-aml-topic) Create an “AML” topic in **Settings & Apps > Tasks > Topics** and assign it to AML-generated tasks via the trigger settings. This makes it easy to filter the Dashboard for AML work, track time spent on compliance, and report separately from client-service work. See [How to use topics](../../tasks-and-workflows/topics/). ### Choose your data-entry approach [Section titled “Choose your data-entry approach”](#choose-your-data-entry-approach) There are two practical ways to fill in AML fields for an existing client base: * **Incremental entry** — fill in fields opportunistically when you next have a call or meeting with each client. Set a hard target date (typically 90 days) by which all client records must be complete. Best when you do not have a central record of AML data and need to collect it client-by-client. * **Bulk entry from existing records** — if your firm already keeps AML records in spreadsheets or another system, assign dedicated data-entry time to transfer them into Uku. Faster for firms with existing documentation. In both cases, **prioritize high-risk clients first**. These are where a compliance gap carries the highest regulatory risk. ### Make AML part of new client onboarding [Section titled “Make AML part of new client onboarding”](#make-aml-part-of-new-client-onboarding) Once setup is complete, fold AML field completion into your new client onboarding checklist — see [How to onboard a new client](../../best-practices/client-onboarding/). New clients should have AML fields filled in on day one, not months later. ### Run a manual check after the first batch [Section titled “Run a manual check after the first batch”](#run-a-manual-check-after-the-first-batch) After filling in data for your first batch of clients, run a manual check (Settings tab → **Manual run**) to verify that reminder tasks are being generated correctly before relying on the daily automated check. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The AML custom fields are not appearing on client records after enabling the app [Section titled “The AML custom fields are not appearing on client records after enabling the app”](#the-aml-custom-fields-are-not-appearing-on-client-records-after-enabling-the-app) AML fields are added automatically when the app is activated. If they are not visible, try refreshing the client edit form. If they are still missing, check that the app is fully activated for the correct company account — you may have enabled it for a different account in the account selector. ### No tasks are being created even though AML fields have expiry dates filled in [Section titled “No tasks are being created even though AML fields have expiry dates filled in”](#no-tasks-are-being-created-even-though-aml-fields-have-expiry-dates-filled-in) Check that the relevant trigger is enabled in the AML app **Settings** tab. Also confirm that the **Days before** threshold matches your expectation — if set to 7 days and the expiry is 10 days away, no task will be created yet. You can run a **Manual run** to test the current settings immediately. ### I accidentally renamed an AML custom field — what do I do? [Section titled “I accidentally renamed an AML custom field — what do I do?”](#i-accidentally-renamed-an-aml-custom-field--what-do-i-do) The automated AML trigger logic is tied to specific field identifiers, not field names. Renaming a field should not break the automation. However, if you deleted an AML field, the trigger for that field type will stop working. Contact your Company Admin to recreate the field, or disable the AML app and re-enable it (note: re-enabling may recreate fields but may not restore deleted values). # Understanding the client view > The client view organises data into Client tasks, Activity, Files, and Financials tabs. Learn what each tab contains and how to navigate it. Quick answer Open a client from the client list to see their full profile. The view uses a two-level tab system: top-level group buttons (**Client tasks**, **Activity**, **Files**, **Financials**) on the right side of the header, and sub-tabs below for detailed navigation. Everything about a client — tasks, emails, notes, files, and invoices — is accessible from a single screen. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * [Company Admins](/en/settings/members-and-teams/) and Company Owners see all tabs and have full editing access. * Company Members with Client Admin rights on a client see tabs relevant to that client. Financial tabs (Invoices, Contracts) require additional billing permissions. * Company Members without Client Admin rights see a limited set of tabs based on their role. ## Tab layout overview [Section titled “Tab layout overview”](#tab-layout-overview)  At the top of the client view you see the client avatar, name, and an **Edit** button. To the right of the header, a row of **group buttons** organizes the client’s data into four high-level categories: 1. **Client tasks** — your day-to-day work hub. 2. **Activity** — communication and change history. 3. **Files** — all documents attached to this client. 4. **Financials** — invoices, contracts, budgets, and analytics (visible when billing is enabled). Click any group button to switch to that section. If a group has multiple sub-tabs, a dropdown arrow lets you jump directly to a specific one. A traditional tab bar below the group buttons shows the sub-tabs for the selected group.     ## Client tasks group [Section titled “Client tasks group”](#client-tasks-group) This is the default landing view when you open a client. It contains three sub-tabs: * **Tasks** — the full task list for this client, with filters, sorting, and bulk actions. * **Workflow** — the client’s workflow showing recurring task templates, deadlines, and progress. * **Projects** (or **Events**, depending on your account configuration) — a project list scoped to this client. This tab only appears when the Projects feature is enabled and the client has at least one project. ## Activity group [Section titled “Activity group”](#activity-group) The Activity group gives you a timeline of everything that has happened with this client: * **E-mails** — all emails sent to or received from this client through the email integration. View full email threads and attachments without leaving the client view. This tab is read-only — to send a new email, use the compose action from a task or the client’s contact details. * **Notes** — internal notes added by your team. Use these for meeting summaries, phone call records, or any context that helps colleagues stay informed. * **Audit log** — a chronological record of every change made to the client record, tasks, projects, and related data. Useful for compliance, troubleshooting, and tracing who changed what and when. ## Files group [Section titled “Files group”](#files-group) The Files group shows every document attached to this client, regardless of where it was uploaded. Click the group button to open a dropdown with four sub-filters: * **All files** — the complete list of attachments across tasks, notes, emails, and the client portal. * **Client portal files** — only files uploaded through the client portal. * **Note files** — attachments from internal notes. * **Email files** — attachments received or sent via email. The files table shows the file name (with a colour-coded extension badge), the location where it was uploaded, the upload date, and a **Download** button. Files are sorted by upload date (newest first) by default. Click any column header to re-sort. ## Financials group [Section titled “Financials group”](#financials-group) When billing is enabled for your account, the Financials group appears with these sub-tabs: * **Invoices** — all invoices issued to this client. * **Contracts** — active and past service contracts. * **Contract settings** — billing configuration specific to this client. * **Budgets** — budget tracking (visible when the budgets feature is enabled). * **BI Analytics** — analytics data for this client. Available to Company Owners and Company Admins on the Elite plan. ## Tips [Section titled “Tips”](#tips) * Use the **Files sub-filters** to quickly narrow down where a document came from instead of scrolling through the full list. * Check the **Audit log** in the Activity group when a client questions a change — every field edit, status update, and user action is recorded. * Bookmark the client view URL in your browser if you work with the same client daily. The URL is stable and takes you back to the same tab. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I cannot see the Financials group [Section titled “I cannot see the Financials group”](#i-cannot-see-the-financials-group) The Financials group only appears when billing features are enabled for your company account. If billing is enabled but the tab is still missing, your role may not include billing permissions. Ask your Company Admin to review your access in **Settings & Apps → Members**. ### The Projects sub-tab is not visible under Client tasks [Section titled “The Projects sub-tab is not visible under Client tasks”](#the-projects-sub-tab-is-not-visible-under-client-tasks) The Projects tab only appears when the Projects feature is enabled for your company *and* the client has at least one project linked. If Projects is disabled company-wide, enable it in **Settings & Apps**. If Projects is enabled but the tab is still missing, create the client’s first project first. ### The Audit log tab in Activity is empty [Section titled “The Audit log tab in Activity is empty”](#the-audit-log-tab-in-activity-is-empty) The Audit log starts recording from the moment it is enabled for your company. If your account is new or the feature was recently activated, there may not be historical entries yet. The full Audit log (team-wide view with extended history) requires the Elite plan. # Look up UK companies with Companies House > Auto-fill UK client details from the Companies House public registry while adding or editing a client in Uku. Quick answer When the client’s **Country** is set to United Kingdom, type the company name in the **Company’s name** field. Uku queries Companies House and shows matching companies; pick one to auto-fill the registration number, address, company type, status, and filing deadlines. No setup needed — the lookup is built in. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Anyone who can add or edit a client can use the Companies House lookup. That means [Company Owners](/en/settings/members-and-teams/), Company Admins, and Company Members (if client management is not restricted in company settings). * The lookup is UK-specific: it activates only when the client’s **Country** is set to United Kingdom. ## How to look up a UK company [Section titled “How to look up a UK company”](#how-to-look-up-a-uk-company) Path: **Clients** → **Add client** (or open an existing client → **Edit**) 1. Set **Country** to United Kingdom. Without a country, registry autocomplete is disabled. 2. Start typing the company name in the **Company’s name** field. Uku queries Companies House as you type. 3. Pick the matching company from the dropdown. Uku fetches the full company profile and fills the form. 4. Review the auto-filled fields and override anything manually if needed. Click **Continue** to save the client. You can also search by **registration number** (Companies House calls it a “company number”) if the firm has one — type the digits in the company name field and select the result. ## What data is fetched [Section titled “What data is fetched”](#what-data-is-fetched) For UK companies, Uku pulls the following from Companies House: * Company name and trading name * Registration number (company number) * Registered office address (street, city, postal code) * Company type (e.g. private limited, LLP) * Company status (active, dissolved) * Date of creation * Filing deadlines (accounts and confirmation statement due dates) * SIC codes (industry classification) * Insolvency history flag For non-UK clients, Uku uses the appropriate national registry instead — Companies House is not used. ## Limits and caveats [Section titled “Limits and caveats”](#limits-and-caveats) * **UK only.** The Companies House API covers companies registered in England, Wales, Scotland, and Northern Ireland. Sole traders not registered as limited companies will not appear. * **Public data.** Everything fetched is in the public registry. Uku does not write back to Companies House. * **Active companies first.** The search prioritizes active companies. Dissolved companies may still appear in autocomplete but are flagged in the company profile. * **Read-only at lookup time.** Once a client is saved, Uku does not re-poll Companies House. If the company changes its registered address or status later, you will need to update the client manually or re-run the lookup. * **Rate limits.** The shared Companies House API key is subject to the public rate limit (600 requests in a 5-minute window across all Uku customers). Heavy bulk lookups during one session may be throttled — see Troubleshooting. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### No suggestions appear when I type a UK company name [Section titled “No suggestions appear when I type a UK company name”](#no-suggestions-appear-when-i-type-a-uk-company-name) Check the **Country** field on the client form — it must be set to United Kingdom. Without a country, no registry is queried. Also confirm you have at least 3 characters typed; very short queries return no matches. If a country is set and the company is genuinely registered with Companies House, the issue is usually a temporary connection or rate limit — wait a minute and try again. Companies House public API has occasional outages. ### Wrong company auto-filled [Section titled “Wrong company auto-filled”](#wrong-company-auto-filled) Pick the right entry from the dropdown manually. The autocomplete sorts by relevance, so a more popular match may appear first when several companies share a similar name. Use the registration number to disambiguate when in doubt. If you already saved the client with the wrong details, open the client → **Edit**, clear the **Company’s name** field, retype, and pick the correct match. The form will refresh the registry data. ### Companies House lookup fails or hangs [Section titled “Companies House lookup fails or hangs”](#companies-house-lookup-fails-or-hangs) Companies House occasionally returns 5xx errors or times out. Uku surfaces this as a generic “could not fetch company data” message. Wait a minute and retry. If the autocomplete works but the full profile lookup fails after picking a company, type the registration number directly in the search field — Uku will fetch the profile by number, which uses a different endpoint and often succeeds when the search endpoint is degraded. ### My UK company is not in Companies House [Section titled “My UK company is not in Companies House”](#my-uk-company-is-not-in-companies-house) Sole traders and unincorporated partnerships are not in Companies House. Add them manually by entering the name, address, and any tax reference (UTR, VAT) you have. The Companies House lookup is for limited companies and LLPs only. # Client and contact custom fields > Add custom fields to client and contact records for data beyond built-in fields — tax IDs, compliance dates, preferred language, and more. Quick answer Custom fields let you extend client and contact records with your own structured data. Define fields once in **Settings & Apps**, and they appear on every client or contact record automatically. Fields can also be used as list columns and filter criteria. Only [Company Admins](/en/settings/members-and-teams/) can create or delete field definitions — all members can fill in values. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Company Admins and Company Owners can create, edit, archive, and delete custom field definitions. * All team members can fill in field values on client and contact records. ## What custom fields are for [Section titled “What custom fields are for”](#what-custom-fields-are-for) Standard client records have a fixed set of built-in fields — name, country, registration code, and so on. Custom fields let you add any additional data that matters to your practice without resorting to notes or external spreadsheets. Examples: * **Client fields:** tax registration number, compliance review date, preferred language, client tier, AML risk profile. * **Contact fields:** LinkedIn URL, preferred communication method, birthday, national ID number.  ## Available field types [Section titled “Available field types”](#available-field-types) Both client and contact custom fields support the same full range of types: | Type | Description | | ------------------- | -------------------------------- | | **Text** | Single-line text input | | **Multiline text** | Large text area for longer notes | | **Number** | Decimal number | | **Integer** | Whole number | | **Yes/No** | Checkbox (boolean) | | **Date** | Date picker | | **Choice** | Single-select dropdown | | **Multiple choice** | Multi-select dropdown | | **URL** | Clickable web link | | **User** | Select one team member | | **Multiple users** | Select multiple team members | | **Password** | Masked password field | ## Setting up client custom fields [Section titled “Setting up client custom fields”](#setting-up-client-custom-fields)  1. Go to **Settings & Apps** and open the **Client App**. 2. Go to the **Client Fields** tab. 3. Click **Add** (or **Add field** in the inline editor). 4. Set the **Title** and **Field type**. The field type cannot be changed after saving. 5. For Choice and Multiple choice fields, enter each option on a separate line. Use the format `code: Display name` for separate internal codes and labels, or just type the display name. 6. Set any additional options (Required, Visible, Section assignment) as needed. 7. Click **Save**. Client fields appear in the client edit form, grouped into **sections**. Sections let you organise related fields under a shared panel heading (for example, “Tax information” or “Compliance dates”). Add a section from the field editor and assign fields to it. Drag fields to reorder them, then click **Save** after making changes.  ## Setting up contact custom fields [Section titled “Setting up contact custom fields”](#setting-up-contact-custom-fields)  1. Go to **Settings & Apps → Client App → Contact Fields** tab. 2. Follow the same process as for client fields. Contact fields appear on individual contact records within a client. The available field types and editor are identical to client fields, except contacts do not use sections — all contact fields appear in a flat list. ## Required fields [Section titled “Required fields”](#required-fields) Mark a field as **Required** to ensure it is always filled in before a client or contact record can be saved. Required fields are highlighted on the form until a value is entered. ## Using fields as list columns and filters [Section titled “Using fields as list columns and filters”](#using-fields-as-list-columns-and-filters) Custom client fields are available as optional columns in the **client list**. Use the column properties button to show or hide them. Most field types can also be used as **filter criteria** in the client list filter bar. Filterable types include: Yes/No, Integer, Number, Text, Choice, Multiple choice, User, Multiple users, and Date. ## Archiving and deleting fields [Section titled “Archiving and deleting fields”](#archiving-and-deleting-fields) 1. Open the field in the editor and click **Delete** (or **Archive**). 2. If the field has no values on any record, it is permanently deleted. 3. If the field is in use, Uku prompts you to **Archive** it instead. Archived fields are hidden from forms and excluded from new records, but all existing values are preserved. To restore an archived field, click **View archive** at the bottom of the custom fields tab, select the field, and click **Restore**. ## Tips [Section titled “Tips”](#tips) * **Plan field types before creating** — the field type is locked after saving. If you need a different type, archive the old field and create a new one. * **Use Choice codes for integrations** — when you need stable internal codes for accounting integrations or API use, apply the `code: Display name` format. * **Use sections for client fields** — as your field count grows, sections keep the client form readable. Group by theme: “Tax details”, “Compliance dates”, “Billing preferences”. * **AML fields are auto-generated** — when the AML app is enabled, Uku automatically adds a set of AML-specific client fields. Do not rename or delete them — the automated reminder logic depends on them. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A new custom field is not appearing on client records [Section titled “A new custom field is not appearing on client records”](#a-new-custom-field-is-not-appearing-on-client-records) After creating a field, navigate to a client’s edit form and refresh the page if needed. If the field still does not appear, check that it is set to **Visible** in the field editor. Hidden fields are created but not shown on forms. ### I cannot change a field type after saving [Section titled “I cannot change a field type after saving”](#i-cannot-change-a-field-type-after-saving) The field type is locked after the first save to preserve data integrity. To change the type, archive the existing field (to preserve any values on records) and create a new field with the correct type. ### I need to remove a field but it says it is in use [Section titled “I need to remove a field but it says it is in use”](#i-need-to-remove-a-field-but-it-says-it-is-in-use) When a field has values on existing records, Uku prevents permanent deletion to avoid data loss. Use **Archive** instead — the field disappears from forms and is excluded from new records, but the existing values are preserved and can be seen in reports. You can restore the field later from the archive view. # Deactivating vs deleting a client > Understand when to deactivate a client (reversible, history preserved) vs delete one permanently (Company Owner only, cannot be undone). Quick answer To deactivate a client, open its profile, click **Edit**, and set the **Active client** field to **Inactive** — reactivate it the same way any time. To delete a client permanently, open the profile, click **Edit**, and click **Delete client**. Whether a client is winding down, pausing, or was added by mistake, you can either deactivate them — set aside but with every task, invoice, and record kept and reversible any time — or delete them permanently, and this article helps you pick the right option and carry it out. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Company Owners** — can deactivate and permanently delete any client. * **Company Admins** — can deactivate clients (deactivating is an edit to the client’s profile). Cannot permanently delete. * **Company Members** — can deactivate a client if they have permission to edit that client. Cannot permanently delete. **Deleting a client is a Company Owner-only action.** If you do not see the **Delete client** button, your role does not permit it. Use deactivation instead, or ask your Company Owner to perform the deletion. ## Comparison at a glance [Section titled “Comparison at a glance”](#comparison-at-a-glance) | | Deactivate | Delete | | ---------------------------- | ------------------------------------------------------------------------ | ---------------------------------------------- | | **Data preserved?** | Yes — tasks, invoices, time entries, notes, files all remain intact | No — all client data is permanently removed | | **Reversible?** | Yes — reactivate at any time | No — cannot be undone | | **Appears in active lists?** | Hidden by default; visible with the Active client filter set to Inactive | Gone entirely | | **Reports affected?** | Historical data still appears in reports | All historical data is lost | | **Who can do it?** | Company Owners, Company Admins, and Company Members (if not restricted) | Company Owners only | | **Confirmation required?** | No confirmation dialog | Yes — a warning dialog appears before deletion | ## When to deactivate [Section titled “When to deactivate”](#when-to-deactivate) Deactivating is the right choice in almost every situation: * The client has ended their engagement with your firm but you need to retain the work history for tax or audit purposes. * The client is temporarily paused and may resume in the future. * You want to clean up the active client list without losing any data. * You are unsure whether you will need the client’s records again. Deactivated clients are hidden from the default client list view. To find them, set the **Active client** filter to **Inactive**. You can reactivate a deactivated client at any time. ## How to deactivate a client [Section titled “How to deactivate a client”](#how-to-deactivate-a-client) Deactivating a client is a change you make on the client’s own profile: open the client for editing and switch its **Active client** field from **Active** to **Inactive**. **Path:** **Clients** → open the client’s profile → **Edit** → set **Active client** to **Inactive** → **Save** 1. Go to **Clients** in the main sidebar and open the client’s profile. Use **Search** if needed. 2. Click **Edit** in the client header. 3. Change the **Active client** field from **Active** to **Inactive**. 4. Click **Save**. The client disappears from the active list immediately. Their tasks, invoices, time entries, notes, and files are all preserved. ### How to reactivate a client [Section titled “How to reactivate a client”](#how-to-reactivate-a-client) 1. On the client list, set the **Active client** filter to **Inactive** so deactivated clients appear. 2. Open the client’s profile and click **Edit**. 3. Change the **Active client** field back to **Active** and click **Save**. ## When to delete [Section titled “When to delete”](#when-to-delete) Permanent deletion is appropriate in a narrow set of circumstances: * A client was created by mistake (for example, a duplicate or a test entry) and has no real work history. * You are required by law or a data-deletion request (GDPR right-to-erasure) to remove all client data. * The client was a demo or practice entry that should never have been created. Do not delete a client if there is any chance you will need their invoices, time records, or task history in the future. That data cannot be recovered after deletion. ## How to delete a client [Section titled “How to delete a client”](#how-to-delete-a-client) **Path:** **Clients** → open client profile → **Edit** → **Delete client** 1. Go to **Clients** and open the client’s profile. 2. Click **Edit** in the client header. 3. Scroll to the bottom of the edit form and click the red **Delete client** button. 4. Read the confirmation warning carefully and confirm deletion. Deletion removes the client and all associated data immediately. There is no undo. If you do not see the **Delete client** button, your account does not have Company Owner rights. Contact your Company Owner to perform the deletion. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I can’t set a client to Inactive [Section titled “I can’t set a client to Inactive”](#i-cant-set-a-client-to-inactive) Deactivating a client means editing its profile, so it needs client-edit permission. If the **Active client** field isn’t editable — or you can’t open the client for editing — your role doesn’t have edit rights on that client. Ask a Company Admin or Company Owner to deactivate the client for you, or to grant your team the right to modify clients. ### I deleted a client by mistake — can I restore them? [Section titled “I deleted a client by mistake — can I restore them?”](#i-deleted-a-client-by-mistake--can-i-restore-them) No. Deletion is permanent and cannot be reversed by any user, including the Company Owner. If the deletion was accidental and you need to restore data, contact Uku support as soon as possible — recovery from a backup may be possible in exceptional cases, but is not guaranteed. ### Deactivated clients are still appearing in reports [Section titled “Deactivated clients are still appearing in reports”](#deactivated-clients-are-still-appearing-in-reports) This is expected. Deactivating a client hides them from the active client list but their historical data — time entries, invoices, tasks — remains visible in reports. This ensures your historical records stay accurate. If you need to exclude a deactivated client from a report, apply a **Client** filter in the report to select only active clients. ### I see a client’s data in reports but cannot find them in the client list [Section titled “I see a client’s data in reports but cannot find them in the client list”](#i-see-a-clients-data-in-reports-but-cannot-find-them-in-the-client-list) The client is likely deactivated. Change the **Active client** filter on the client list to **Inactive** to find them. If the client has been permanently deleted, their historical data will not appear anywhere. # Client groups and organization > Create client groups by industry, region, or tier. Filter reports, invoices, dashboards, and monitoring targets by group. Quick answer Client groups are labels you create to organize clients into categories (e.g. “Enterprise”, “SMB”, “EU clients”). A single client can belong to multiple groups. Groups appear as a column in the client list, work as filter options across reports and dashboards, and help you slice billing and monitoring data by segment. Manage groups in **Settings & Apps → Client App → Client Groups**. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * [Company Owners](/en/settings/members-and-teams/) and Company Admins can create, edit, archive, and delete client groups. * All members can filter by client group in list views. ## Creating client groups [Section titled “Creating client groups”](#creating-client-groups) 1. Go to **Settings & Apps** in the main navigation. 2. Select your company account and open the **Client App**. 3. Go to the **Client groups** tab. 4. Click the **Add** button (plus icon) in the table header. 5. Enter a **Name** for the group and click **Save**. To edit a group, click its row in the list and update the name. To delete a group, open it for editing and click **Delete**. If the group is currently assigned to clients, Uku offers to **archive** it instead — archived groups are hidden from selectors but their historical data is preserved. To restore archived groups, click **View archive** at the bottom of the client groups list, select the groups to restore, and confirm.   ## Assigning clients to groups [Section titled “Assigning clients to groups”](#assigning-clients-to-groups) When editing a client record, find the **Client group** field. It supports multi-select — choose one or more groups from the dropdown. The assignment takes effect immediately after saving the client. In the client list, the **Client group** column shows all groups assigned to each client. You can also assign groups during bulk import by mapping an Excel column to the client group field. ## Filtering by client group [Section titled “Filtering by client group”](#filtering-by-client-group) Client groups work as a filter across major views in Uku: * **Client list** — show only clients belonging to selected groups. * **Invoice list** — narrow invoices to those associated with clients in specific groups. * **Reports** — slice report data by group to compare performance, revenue, or hours across segments. * **BI Analytics** — use the group filter in BI dashboards to analyze metrics for client segments. * **Monitoring** — focus on compliance deadlines for a subset of clients. * **Billing tools** — limit batch billing runs to clients in specific groups. The client group filter supports multi-select in all views — select one or more groups to include. Selected filters are reflected in the URL so you can bookmark or share filtered views with colleagues.    ## Parent company setup [Section titled “Parent company setup”](#parent-company-setup) Parent company configuration is set at the contract level and determines where invoices go when a client is a subsidiary of a larger organisation: 1. Open the client’s **Contract settings** (from the client view → Financials → Contract settings). 2. Set **Invoice to parent company** to **Yes**. 3. When enabled, invoices generated for work on the subsidiary are billed to the parent company instead. The related **Bill children** option works in the opposite direction — it tells Uku to include subsidiary work on the parent’s invoice. Both settings appear in the invoice configuration summary. ## Tips [Section titled “Tips”](#tips) * **Naming convention** — use clear, consistent names. Groups sort alphabetically, so prefixing with a category (e.g., “Region: EU”, “Tier: Enterprise”) keeps related groups together. * **Multiple groups per client** — clients can belong to several groups simultaneously. Use this for cross-cutting concerns — a client can be both “Enterprise” and “EU” at once. * **Archive vs delete** — if a group is in use, archiving preserves historical data while removing it from active selectors. You can restore it at any time. * **URL sharing** — filtered views (including group filters) are reflected in the URL. Share the link with a colleague to give them the same filtered view. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The client group field is not visible in the client edit form [Section titled “The client group field is not visible in the client edit form”](#the-client-group-field-is-not-visible-in-the-client-edit-form) Client groups appear automatically on the client edit form once at least one group has been created in **Settings & Apps → Client App → Client groups**. Create your first group there and the field will appear on all client records. ### I deleted a client group and now old data shows no group [Section titled “I deleted a client group and now old data shows no group”](#i-deleted-a-client-group-and-now-old-data-shows-no-group) Deleted groups are removed from existing client records. If you want to remove a group from selectors without losing historical associations on reports, use **Archive** instead of Delete. To restore a deleted group, it must be recreated — deletion is permanent. ### A client group is not appearing in the invoice list filter [Section titled “A client group is not appearing in the invoice list filter”](#a-client-group-is-not-appearing-in-the-invoice-list-filter) The invoice list group filter shows groups that are currently assigned to at least one client with invoices. If a group is new or its clients have no invoices yet, it may not appear as a filter option immediately. Add an invoice to a client in that group to make the filter active.    # Import and export clients > Import clients from Excel with column mapping and preview, update records by registration code, and export clients or contacts as CSV. Quick answer Import clients from an Excel file in four steps: upload, map columns, preview, confirm. Existing clients are updated (not duplicated) when their registration code matches. Download the sample template before preparing your file. Export your filtered client list or contacts at any time from the action menu in the client list. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * [Company Owners](/en/settings/members-and-teams/) and Company Admins can import and export clients and contacts. * Company Members can import clients if client management is not restricted in company settings. ## Preparing your Excel file [Section titled “Preparing your Excel file”](#preparing-your-excel-file) Before uploading, download the sample file to see exactly how Uku expects your data: 1. Go to **Clients** in the main navigation. 2. Open the **action menu** (three-dot menu at the top-right of the client list) and select **Import clients**. 3. On the method selection page, click **Excel (XLS, XLSX)**. 4. On the upload page, click **Download Client Import Example** to get a pre-formatted template. For contacts, click **Download Contact Import Example**.  File requirements: * Format: **.xls** or **.xlsx** (Excel). * Only the **client name** (company name) is mandatory. All other fields are optional. * Include the **registration code** (company number) if you want to update existing clients by matching. * One row per client. Contact details can be included as additional columns in the same file. * If your data includes fields not in the default field set, create those **custom fields** first — either from **Settings & Apps** or directly from the mapping screen during import.  ## Step 1 — Upload [Section titled “Step 1 — Upload”](#step-1--upload) On the upload page, drag your file into the drop zone or click to browse. Uku accepts both `.xls` and `.xlsx` formats. The file uploads immediately and moves to the mapping step.  ## Step 2 — Map columns [Section titled “Step 2 — Map columns”](#step-2--map-columns) The mapping screen shows your spreadsheet with column letters (A, B, C…) across the top. For each column, select the matching Uku field from the dropdown. * **Auto-matching** — Uku tries to match columns by reading your header names. If headers match Uku field names (e.g. “Name”, “Email”), the mapping pre-fills automatically. * **First row is a header** — toggle on if your first row contains column names rather than data. Enabled by default. * **Add client group** — create a new client group on the fly directly from the mapping screen. * **Add client custom field** — create a custom field on the fly if your data includes fields not yet in Uku. * **Static values** — use these options to assign the same client group, responsible member, or custom field value to every imported client. When mapping is complete, click **Next**. ## Step 3 — Preview and validate [Section titled “Step 3 — Preview and validate”](#step-3--preview-and-validate) The preview screen shows every row from your file with its import status: * **New clients** — rows that will create new client records. * **Existing clients** — rows matched to existing clients by registration code, which will be updated. Use the filter dropdown to view **All**, **New clients**, or **Existing clients** only. Search by name or company number to find specific rows. Use the checkboxes to select or deselect individual rows — only selected rows are imported. The **Update data from company register** toggle (available in Estonia, UK, and other supported countries) enriches client data from the local business register during import. Click **Confirm** to start the import. ## Step 4 — Track progress and review results [Section titled “Step 4 — Track progress and review results”](#step-4--track-progress-and-review-results) A progress bar shows how many records have been processed. The import runs in the background — you can continue working in Uku. When the import finishes, an in-app notification appears and a results dialog opens showing: * **Added** — new clients created. * **Updated** — existing clients matched and updated. * **Skipped** — rows that were deselected or intentionally excluded. * **Failed** — rows that could not be imported due to data errors (Excel imports only). After the import, Uku automatically filters the client list to show only the newly imported clients. Remove the “Last import” filter to see all clients again. ## Downloading and correcting failed records [Section titled “Downloading and correcting failed records”](#downloading-and-correcting-failed-records) If any rows failed, the results dialog shows the count and a **Download report** button. Click it to download `failed_to_import.xlsx`. This file contains only the failed rows with their original data. Correct the data errors, then upload the corrected file as a new import. The download link also remains on the main import page for reference. ## Importing contacts [Section titled “Importing contacts”](#importing-contacts) Contacts (people associated with a client) can be imported in the same Excel file as clients, or separately: * Download the **Contact Import Example** template for the expected contact column format. * Contact columns (name, email, phone) are labeled with “Contact” in the column mapping dropdowns. * When importing contacts together with clients, map both client and contact columns in the same file. Each row creates or updates one client and attaches the contact to it. ## Updating existing clients via import [Section titled “Updating existing clients via import”](#updating-existing-clients-via-import) Re-importing a file updates existing clients rather than creating duplicates, as long as you include the registration code: 1. Include the registration code column in your file and map it to **Registration code**. 2. Rows where the code matches an existing Uku client appear as **Existing clients** in the preview. 3. Select those rows and confirm — their data is updated with your file’s values. If no registration code is present, every row is treated as a new client. ## Custom field value formats [Section titled “Custom field value formats”](#custom-field-value-formats) When you map a column to a **custom field**, format the values in your file to match the custom field’s type. Custom fields must already exist in Uku before import — or you can create them on the fly from the **Add client custom field** option in the column mapping screen. | Custom field type | Value to enter | Updatable via re-import | | ------------------- | -------------------------------------------------------------- | ----------------------- | | **Text** | Free text | Yes | | **Integer** | Whole number | Yes | | **Number** | Decimal number | Yes | | **Choice** | Existing option name (must match exactly) | Yes | | **Multiple choice** | Comma-separated list of option names (e.g. `Xero, QuickBooks`) | Yes | | **Date** | `dd.mm.yyyy` format | Yes | | **Yes/No** | `1`, `yes`, or `true` for Yes; `0`, `no`, or `false` for No | Yes | ## Importing from accounting software [Section titled “Importing from accounting software”](#importing-from-accounting-software) In addition to Excel, Uku can import clients directly from connected accounting integrations. On the import method selection page, available integration tiles appear alongside the Excel option. Supported integrations include QuickBooks, Xero, e-conomic, Merit Aktiva, SmartAccounts, Scoro, Tripletex, Fortnox, FreeAgent, and Directo. The integrations shown depend on your region and plan. ## Exporting clients [Section titled “Exporting clients”](#exporting-clients) 1. Go to **Clients** in the main navigation. 2. Apply any filters you need (the export respects all active filters). 3. Open the **action menu** and select **Export clients**. 4. The CSV file downloads immediately. ## Exporting contacts [Section titled “Exporting contacts”](#exporting-contacts) 1. Go to **Clients** in the main navigation. 2. Apply filters as needed. 3. Open the **action menu** and select **Export client contacts**. 4. The CSV file downloads immediately. If you are on the **Contacts** tab of the client list, the option is labeled **Export contacts** instead. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### My column headers are not auto-mapping correctly [Section titled “My column headers are not auto-mapping correctly”](#my-column-headers-are-not-auto-mapping-correctly) Auto-matching reads your header names and compares them to the field names in Uku. If your headers use different wording (e.g. “Company” instead of “Name”, or “Tax ID” instead of “VAT number”), the auto-match will not fire. Map those columns manually using the dropdown for each column on the mapping screen. ### Imported clients are appearing as new instead of updating existing ones [Section titled “Imported clients are appearing as new instead of updating existing ones”](#imported-clients-are-appearing-as-new-instead-of-updating-existing-ones) The importer matches existing clients by **Client code** and/or **Registration code** — at least one must be present in your file and mapped on the import screen. Client code is checked first, then Registration code. If neither column is included, or the codes do not match exactly what is stored in Uku, every row is treated as new. Include and map the **Client code** and/or **Registration code** column to enable update matching. ### The import shows 0 failed records but some clients are missing [Section titled “The import shows 0 failed records but some clients are missing”](#the-import-shows-0-failed-records-but-some-clients-are-missing) Records can be **skipped** (not failed) if they were deselected in the preview step or if a row had no client name (the only required field). Check the **Skipped** count in the results dialog. Return to the import page and re-import those rows after ensuring the name field is filled. ### The Export clients option is greyed out or missing [Section titled “The Export clients option is greyed out or missing”](#the-export-clients-option-is-greyed-out-or-missing) Export requires Company Owner or Company Admin rights. If the option is not visible, your role does not include export permissions. Contact your Company Admin.  # Managing contacts > Contacts are the people linked to a client. Add them, assign roles, grant Client Portal access, and send invitations from the client record. Quick answer Contacts are the people associated with a client company (e.g. the client’s CEO, CFO, or bookkeeper). Add contacts in the client edit form, assign roles, and optionally grant Client Portal access so they can log in and view tasks. Send portal invitations from the client sidebar. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) | Action | Required permission | | ------------------------------- | --------------------------------------------------------------------------------------------------------------------------- | | View contacts | Any member with access to the client | | Add or edit contacts | [Company Members](/en/settings/members-and-teams/) with client management rights (Company Admin or member with edit access) | | Delete contacts | Members with client management rights | | Send portal invitations | Members with client edit rights | | Configure contact roles | Company Owner or Company Admin | | Configure contact custom fields | Company Owner or Company Admin | ## Adding and editing contacts [Section titled “Adding and editing contacts”](#adding-and-editing-contacts)  Contacts are managed from the **client edit form**. Open it by navigating to a client’s profile and clicking **Edit**. 1. In the **Contacts** section of the form, click **Add contact**. 2. Fill in the contact’s details and click **Save**. To edit an existing contact, open the **client sidebar** (the right-hand panel on the client profile page), hover over a contact card, and click the pencil icon that appears. ### Contact fields [Section titled “Contact fields”](#contact-fields) * **First name** and **Last name** * **Email** — required if the contact will have Client Portal access * **Mobile phone** and **Work phone** * **Job title** — a free-text label shown next to the contact’s name (e.g. “CFO”) * **Role** — one or more roles from your configured contact role list * **Language** — the contact’s preferred language, used for portal notifications and translated task templates Additional custom fields may appear depending on your configuration (see **Contact custom fields** below). One contact can be marked as **primary** with the star icon. The primary contact is highlighted across the application. ## Contact roles [Section titled “Contact roles”](#contact-roles) Roles let you categorize contacts by their function within the client company — for example “Managing director”, “CFO”, or “Signing authority”. A contact can have multiple roles. To configure contact roles: 1. Go to **Settings & Apps → Client App → Contact Roles** tab. 2. Click **Add** to create a new role.  Roles are shared across all clients in your company account. When editing a contact, select one or more roles from the roles field — the selected role names appear on the contact card in the client sidebar.    ## Contact custom fields [Section titled “Contact custom fields”](#contact-custom-fields) Custom fields let you capture additional information on contacts beyond the built-in fields — for example a national ID number, LinkedIn URL, or any field specific to your workflow. To configure contact custom fields, go to **Settings & Apps → Client App → Contact Fields** tab. Inside the contact edit dialog, you can also click **Manage contact fields** at the bottom to navigate directly to this settings page. ## Client Portal access per contact [Section titled “Client Portal access per contact”](#client-portal-access-per-contact) If the Client Portal is enabled for your account, you can grant individual contacts access to the portal for each client they are associated with. 1. Open the contact edit dialog. 2. Enable the **portal access toggle** for contacts who should be able to log in and view tasks. 3. Make sure the contact has a valid **email address** — it is required for portal access. ## Sending Client Portal invitations [Section titled “Sending Client Portal invitations”](#sending-client-portal-invitations) Once a contact has portal access enabled, you can send them an invitation email: 1. Open the client’s profile page. 2. In the right-hand sidebar, find the contact card. 3. If the contact has portal access, a line shows either **“Client portal invite has not been sent”** or the date the last invite was sent. 4. Click **Send invite** (or **Resend invite**) to dispatch the invitation email. The invitation sends the contact a login link for the Client Portal. The sent timestamp is recorded on the contact. ### Bulk Client Portal activation [Section titled “Bulk Client Portal activation”](#bulk-client-portal-activation) You can activate the Client Portal and send welcome invitations to multiple clients at once from the client list. Select clients using the checkboxes, then use the **Client Portal** bulk action. You can choose to automatically send a “Welcome to the Client Portal” task to all eligible contacts (those with a valid email and portal access enabled). ## Exporting contacts [Section titled “Exporting contacts”](#exporting-contacts) 1. Go to **Clients** in the main navigation. 2. Open the action menu (three-dot menu at the top-right of the client list). 3. Select **Export client contacts**. The CSV file downloads immediately, respecting any active filters on the client list. If you are on the **Contacts** tab, the option is labeled **Export contacts**. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The portal access toggle is not visible in the contact dialog [Section titled “The portal access toggle is not visible in the contact dialog”](#the-portal-access-toggle-is-not-visible-in-the-contact-dialog) The portal access toggle only appears when the Client Portal is enabled for your company account *and* the client’s portal is active. Enable the Client Portal for the specific client first (from the client list bulk action or the client’s profile), then return to edit the contact. ### The Send invite button is missing from the client sidebar [Section titled “The Send invite button is missing from the client sidebar”](#the-send-invite-button-is-missing-from-the-client-sidebar) The **Send invite** button appears only for contacts who have portal access enabled *and* a valid email address. Make sure both conditions are met in the contact’s record. If the button is still not visible, your role may not include the right to send portal invitations — contact your Company Admin. ### I cannot find a contact in the client sidebar [Section titled “I cannot find a contact in the client sidebar”](#i-cannot-find-a-contact-in-the-client-sidebar) Contacts are shown in the client sidebar on the client profile page. If the sidebar is not visible, look for a panel toggle or scroll to the right of the page. Contacts are also accessible in the client edit form under the Contacts section. # Notes and note templates > Write notes on clients, members, suppliers, and projects. Pin, restrict, attach files, and use templates for recurring note structures. Quick answer Notes let your team record free-form information against clients, team members, suppliers, and projects. Write notes in a rich text editor, classify them by type (General, Document, Email, Billing), pin important ones, restrict access to specific members, and attach files. Use note templates to load a consistent structure for recurring note types like annual reviews or one-on-one meetings. ## Who can do what [Section titled “Who can do what”](#who-can-do-what) | Action | [Company Owner](/en/settings/members-and-teams/) | Company Admin | Company Member | | ----------------------------- | ------------------------------------------------ | ------------- | ----------------------------------- | | Create notes | Yes | Yes | Yes | | Edit own notes | Yes | Yes | Yes | | Edit other members’ notes | Yes | Yes | No (unless granted edit permission) | | Delete notes | Yes | Yes | Own notes only | | Pin / unpin notes | Yes | Yes | Own notes only | | Create public note templates | Yes | Yes | No | | Create private note templates | Yes | Yes | Yes | Company Admins and Company Owners always have access to all notes on records they can access, regardless of per-note permission settings. ## Where notes appear [Section titled “Where notes appear”](#where-notes-appear) Notes work the same way across four record types: * **Clients** — the Notes tab in the Activity group of the client view. * **Team members** — the Notes tab on a member’s profile (requires the Workforce App or Member Fields feature). * **Suppliers** — the Notes section on a supplier record. * **Projects** — the Notes tab on a project record. ## Creating a note [Section titled “Creating a note”](#creating-a-note) The note editor sits at the top of every Notes tab, ready to use immediately. 1. Click into the editor and start typing. The editor supports headings, bold and italic text, bullet and numbered lists, checklists, links, text color, code blocks, and embedded videos (YouTube, Vimeo, Loom, Wistia). 2. To add an **inline image**, click the image icon in the toolbar or paste an image from your clipboard. Images upload immediately and you can drag to resize or use the alignment toolbar. 3. In the editor footer, choose a **note type**. 4. Optionally **pin** the note, **lock** it to specific members, or **attach files**. 5. Click **Save**. ### Note types [Section titled “Note types”](#note-types) | Type | When to use | | ------------ | ----------------------------------------------------------------------------------- | | **Notes** | General observations, meeting minutes, internal comments | | **Document** | Structured documents, checklists, formal write-ups | | **Email** | Copy of an email exchange or email-related context | | **Billing** | Billing instructions, payment notes, fee agreements (not available on member notes) | ## Filtering and searching notes [Section titled “Filtering and searching notes”](#filtering-and-searching-notes) Once there are notes on a record, a filter bar appears above the list. Use it to narrow down what you see by **Type**, **Member** (who wrote the note), or **Pinned** status. Type at least two characters in the **Search** field to search note content and author names — matching text is highlighted in the results. ## Pinning notes [Section titled “Pinning notes”](#pinning-notes) Click the **pin icon** on any note to flag it as important. Pinned notes are highlighted with an orange pin icon. Use the **Pinned** filter to quickly surface all pinned notes. You can only pin notes you have edit access to. ## Locking notes and managing permissions [Section titled “Locking notes and managing permissions”](#locking-notes-and-managing-permissions) By default, a note is visible to everyone who has access to the record. To restrict a note to specific members: 1. Click the **lock icon** in the editor footer before saving. 2. Select the members who should have access. 3. For each member, choose **Can view** (read-only) or **Can edit** (can modify or delete). 4. Click **Save**. If you leave the member list empty, the note is visible to everyone. Company Admins and the Company Owner always have access regardless of permission settings. To change permissions on an existing note, open the three-dot menu on the note and choose **Permissions**. When a note has active permissions, a lock icon appears next to it — green if you can edit it, red if you can only view it. **Note:** if you remove yourself from the permission list, you will lose access to your own note. There is no automatic creator exception. A Company Admin can restore your access by editing the permissions. ## Attaching files to notes [Section titled “Attaching files to notes”](#attaching-files-to-notes) Click the **attachment icon** in the editor footer, or drag and drop files directly onto the editor area. Attached files appear as chips below the note content. Click a chip to download the file. If you have edit access, click the X on a chip to remove it. ## Creating a task from a note [Section titled “Creating a task from a note”](#creating-a-task-from-a-note) Open the three-dot menu on any note and choose **Create Task**. Uku opens the task editor with the client (or project) pre-filled and the note attached as a document reference. Useful when a note surfaces a follow-up action you want to capture immediately. ## Note templates [Section titled “Note templates”](#note-templates) Note templates define reusable note structures so your team starts from a consistent layout. Common uses: annual performance reviews, one-on-one meeting agendas, client onboarding checklists. When the Workforce App is enabled, two default templates are created automatically: **Annual Review** and **One-on-One Meeting**. ### Using a template when writing a note [Section titled “Using a template when writing a note”](#using-a-template-when-writing-a-note) Templates are currently available on **team member notes**. When writing a note on a member’s profile: 1. Click **Choose template** in the editor footer. 2. Search by name or content if needed. 3. Click a template row to load its content into the editor. 4. Customize the content for this specific note, then save. The template provides starting content only. Once saved, the note is independent — changes to the template do not affect notes already written from it. ### Managing note templates [Section titled “Managing note templates”](#managing-note-templates) Go to **Settings & Apps → Workforce App → Note Templates** to create, edit, and delete templates. To create a template: 1. Click **Add**. 2. Enter a template name. 3. Choose the access level: **Everyone** (visible to all members — Company Admins only) or **Only me** (visible only to you). 4. Write the template content using the rich text editor. 5. If your company uses multiple languages, switch between language tabs and add content in each language. 6. Click **Save**. Each template can hold separate content for every language your company has configured. When a member selects a template, they see the content in the language tab matching their user language. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I cannot see another member’s note on a client [Section titled “I cannot see another member’s note on a client”](#i-cannot-see-another-members-note-on-a-client) The note may have been restricted using the lock icon. Only members explicitly added to the note’s permission list can see it, plus Company Admins and the Company Owner. Ask a Company Admin to check the note’s permissions and add you if appropriate. ### The Choose template button is not visible [Section titled “The Choose template button is not visible”](#the-choose-template-button-is-not-visible) Note templates are currently available on **team member notes** only (not on client or project notes). Navigate to a team member’s profile and start writing a note there — the **Choose template** button will appear in the editor footer. If it is still missing, confirm the Workforce App is enabled in **Settings & Apps**. ### I cannot create a public template — the Everyone option is greyed out [Section titled “I cannot create a public template — the Everyone option is greyed out”](#i-cannot-create-a-public-template--the-everyone-option-is-greyed-out) Creating templates visible to all members (**Everyone** access) requires Company Admin or Company Owner rights. If you are a Company Member, you can create templates with **Only me** access. Ask a Company Admin to create shared templates for the team. # Suppliers — Manage Vendor Relationships in Uku > Enable the Suppliers app to manage vendors, partners, and subcontractors. Define supplier types with custom fields and keep notes on each. Quick answer Enable the Suppliers app in **Settings & Apps** to get a dedicated register for vendors, partners, and subcontractors. Define one or more supplier types with their own custom fields, then add and manage supplier records with field values and notes — all inside Uku instead of a spreadsheet. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * [Company Owners](/en/settings/members-and-teams/) and Company Admins can enable the Suppliers app, create supplier types, and add, edit, or delete supplier records. * Company Members can view the supplier list and individual supplier profiles when Suppliers is enabled. ## Plan requirement [Section titled “Plan requirement”](#plan-requirement) Suppliers requires a **Team** or **Elite** plan. On the Solo plan the app card is still listed in **Settings & Apps**, but it cannot be activated — Uku shows an upgrade prompt instead. If your company moves to Solo, the app is switched off automatically. See [Settings & Apps overview](/en/settings/settings-and-apps-overview/) for the full app-by-plan list. ## Enabling the Suppliers app [Section titled “Enabling the Suppliers app”](#enabling-the-suppliers-app) Only a **Company Owner** or **Company Admin** can enable the app. If you are a Company Member, ask one of them to turn it on for your company account. 1. Go to **Settings & Apps** from the main navigation. 2. Find the **Suppliers** app card. 3. Click to open it and activate it for your company account. Once enabled, **Suppliers** appears in your main navigation sidebar. ## Setting up supplier types [Section titled “Setting up supplier types”](#setting-up-supplier-types) Supplier types organize your suppliers into categories — for example “Vendors”, “Partners”, or “Subcontractors”. Each type has its own set of custom fields so you can track different information for different kinds of suppliers. 1. Open the Suppliers app settings (via **Settings & Apps** or the gear icon in the Suppliers view). 2. Go to the **Types** tab. 3. Click **Add** to create a new supplier type. 4. Enter a **Name** (e.g. “Vendors”). 5. Optionally set a **Parent type** to create a type hierarchy. 6. Add **custom fields** to define what information you want to track — for example registration number, address, contact person, website, or account manager. 7. Click **Save**. You can reorder types by dragging them. Each row supports **Edit**, **Duplicate**, and **Delete** actions from the row menu. If no supplier types are defined, the supplier list will show a message directing you to the app settings. ## The supplier list [Section titled “The supplier list”](#the-supplier-list) Navigate to **Suppliers** from the main menu. The list is organized by tabs — one tab per supplier type. Click a tab to view the suppliers of that type. The total count of suppliers for the selected type appears above the table. Use the **filter bar** to narrow the list by company account, custom field values, or keyword search. Save your current filters as a **bookmark** for quick access later. Click the **Properties** button to show or hide columns. Custom fields defined on the supplier type are available as additional columns. Click a column header to sort — sorting is instant. ## Adding a supplier [Section titled “Adding a supplier”](#adding-a-supplier) 1. Click the **Add supplier** button at the top-right of the supplier list. 2. If you have multiple supplier types, select the type from the dropdown. 3. Fill in the supplier form. Available fields depend on the custom fields configured for that type. The **Name** field is always present. 4. Click **Save**. ## Viewing and editing supplier details [Section titled “Viewing and editing supplier details”](#viewing-and-editing-supplier-details) Click any supplier row to open its detail view. The detail page has two sections: * **Left side** — the supplier sidebar shows field values grouped by field group. URLs appear as clickable links; team member references show avatars; addresses are combined into a single line. * **Right side** — a **Notes** section where you can add, view, and manage notes attached to this supplier. Note templates configured in the Suppliers app settings are available here. Click the **Edit** button (pencil icon) to open the edit form. To delete a supplier, click **Delete** at the bottom-left of the edit form and confirm. ## Supplier contacts [Section titled “Supplier contacts”](#supplier-contacts) Suppliers have real contact records, the same as clients — you do not need to store a contact person’s name and email in plain text fields. Each contact is a separate person record with its own name, email, phone, job title, and roles, and one of them can be marked as the primary contact. ### Enable contacts on a supplier type [Section titled “Enable contacts on a supplier type”](#enable-contacts-on-a-supplier-type) Contacts are not shown by default. A Company Owner or Company Admin adds them to the supplier type: 1. Go to **Settings & Apps** → **Suppliers** → **Types**. 2. Open the supplier type you want (for example “Vendors”). 3. Add a field and choose the **Contacts list** field type. 4. Click **Save**. Every supplier of that type now has a Contacts section. Repeat for each type that needs contacts. ### Adding and editing contacts [Section titled “Adding and editing contacts”](#adding-and-editing-contacts) 1. Open a supplier and click **Edit**. 2. In the **Contacts** section, click **Add contact**. 3. Fill in the contact’s details and click **Save**. To edit an existing contact, hover over its card in the supplier sidebar and click the pencil icon. To remove one, use the delete action on the contact row in the edit form and confirm. ### How contacts appear [Section titled “How contacts appear”](#how-contacts-appear) On the supplier detail page, contacts show in the left sidebar as cards with an avatar, the contact’s name, and their job title and roles below it. The **primary contact** is marked with a star and listed first. Any contact custom fields you have configured appear on the card as well. Contact fields and contact roles are shared with client contacts — see [Managing contacts](/en/clients-and-contacts/managing-contacts/) for the full field list and for configuring roles. Caution Deleting a supplier also deletes its contacts and any sub-suppliers beneath it. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Suppliers menu item is not visible in the sidebar [Section titled “The Suppliers menu item is not visible in the sidebar”](#the-suppliers-menu-item-is-not-visible-in-the-sidebar) The Suppliers app must be enabled for your company account in **Settings & Apps**. If you do not see the menu item, ask a Company Owner or Company Admin to enable the app. ### I cannot activate the Suppliers app [Section titled “I cannot activate the Suppliers app”](#i-cannot-activate-the-suppliers-app) Suppliers requires a Team or Elite plan. On the Solo plan the app card is listed but activating it fails with an upgrade prompt. Change your plan under **Settings & Apps** → **Company** → **Subscription**, then activate Suppliers. ### The supplier list shows “No supplier types defined” [Section titled “The supplier list shows “No supplier types defined””](#the-supplier-list-shows-no-supplier-types-defined) At least one supplier type must exist before you can add suppliers. Go to **Settings & Apps** → **Suppliers** → **Types** and create a type first. ### There is no Contacts section on my suppliers [Section titled “There is no Contacts section on my suppliers”](#there-is-no-contacts-section-on-my-suppliers) The supplier type needs a **Contacts list** field. Go to **Settings & Apps** → **Suppliers** → **Types**, open the type, add a field of type **Contacts list**, and save. Contacts are configured per type, so a type without that field shows no Contacts section. ### I cannot see a supplier type tab I expect [Section titled “I cannot see a supplier type tab I expect”](#i-cannot-see-a-supplier-type-tab-i-expect) Tabs appear based on the supplier types that have been configured. If a type is missing, a Company Admin may have deleted or renamed it. Check **Settings & Apps** → **Suppliers** → **Types** to review the current type configuration. # The client list > View, filter, sort, and act on all clients from the central client list. Customize columns, use bulk actions, and add or import clients. Quick answer Open the client list from **Clients** in the main sidebar. Filter by group, member, or status; customize visible columns; and use bulk actions to update multiple clients at once. The list updates in real time when colleagues make changes. ## Who can do this [Section titled “Who can do this”](#who-can-do-this)  * All team members can view the client list. * Adding, editing, importing, and deleting clients requires [Company Owner](/en/settings/members-and-teams/) or Company Admin rights, or member-level rights if client management is not restricted in company settings. ## Navigating the list [Section titled “Navigating the list”](#navigating-the-list) Open the client list from **Clients** in the main navigation sidebar. The list loads all clients for your selected company. Sorting and filtering happen instantly in the browser — no page reload needed. Use the **filter bar** at the top to narrow results by company account, client group, Client Manager, status, and more. Filters are reflected in the URL, so you can bookmark a filtered view or share it with a colleague. The total client count appears above the table on the left.  ## Customizing columns [Section titled “Customizing columns”](#customizing-columns) Click the **column properties button** in the toolbar to show or hide columns. Your configuration is saved per member and persists across sessions. Available columns include: * **Client name** and **Avatar** — always visible. * **Primary user** — the client’s Client Manager (the responsible team member). * **Client code** — your internal reference number for the client. * **Client group** — one or more groups the client belongs to. * **Contract count** and **Billing** — visible when billing is enabled. Shows active contracts and billing periods. * **Monitoring** — visible when monitoring is enabled. Shows whether the client has active monitoring. * **Integration** — visible when accounting integrations are enabled. Shows connected integrations as clickable chips. * **Budgets** and **Budget warning** — visible when budgets are enabled. Highlights clients that have exceeded their warning threshold. * **Client portal** — shows whether the client portal is active for this client. * **Sub-companies** — lists any sub-clients linked to this client. * **Added date** and **Updated** — hidden by default; useful for auditing. * **Client ID** — hidden by default; click to copy the internal ID to clipboard. Custom fields defined for clients also appear as available columns. ## Row actions [Section titled “Row actions”](#row-actions) Each row has an **edit button** (pencil icon) and a **kebab menu** (three dots) on the right side. * **Edit button** — opens the full client edit form. * **View report** (kebab) — opens the detailed report filtered to this client. Shows hours, tasks, and billing at a glance. * **Edit billing** (kebab) — navigates to the client’s contracts page to manage billing agreements. Visible to Company Admins and Company Owners when billing is enabled. ## Bulk actions [Section titled “Bulk actions”](#bulk-actions) Select multiple clients using the checkboxes on the left side of each row. A **bulk action bar** appears at the top of the table showing available operations, including activating the Client Portal for multiple clients at once. The selection bar shows how many clients are selected out of the total available. ## Adding, importing, and exporting clients [Section titled “Adding, importing, and exporting clients”](#adding-importing-and-exporting-clients) * Click **Add client** (top-right, above the table) to create a new client manually. * Open the **action menu** (three-dot menu at the top-right of the table) to access **Import clients**, **Export clients**, or **Export client contacts**.  ## Deactivating vs deleting a client [Section titled “Deactivating vs deleting a client”](#deactivating-vs-deleting-a-client) Uku distinguishes between deactivating and deleting a client: * **Deactivation** — keeps the client record and all its history (tasks, invoices, time entries) but hides it from active lists. Deactivated clients can be found with the status filter and reactivated at any time. Available to Company Admins and Company Owners. * **Deletion** — permanently removes the client record. Restricted to Company Owners. Not available for clients that have linked tasks, invoices, or other records. In most cases, deactivation is the recommended approach — it preserves your reporting history while keeping the active client list clean. ## Real-time updates [Section titled “Real-time updates”](#real-time-updates) The client list listens for changes made by other team members. If a colleague adds or modifies a client, your list refreshes automatically. You can also click the **Refresh** button in the toolbar to reload data manually. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A client I expect to see is not in the list [Section titled “A client I expect to see is not in the list”](#a-client-i-expect-to-see-is-not-in-the-list) The client may be deactivated. Use the **Status** filter in the filter bar and select **Inactive** (or **All**) to include deactivated clients. If the client is not there at all, you may not have access to the company account it belongs to — check the account selector in the filter bar. ### The bulk action bar does not appear when I check boxes [Section titled “The bulk action bar does not appear when I check boxes”](#the-bulk-action-bar-does-not-appear-when-i-check-boxes)  Make sure you are clicking the checkbox column on the far left of each row, not the row itself. If checkboxes are not visible, your role may not include bulk editing rights — contact your Company Admin. ### I cannot see the Edit billing option in the kebab menu [Section titled “I cannot see the Edit billing option in the kebab menu”](#i-cannot-see-the-edit-billing-option-in-the-kebab-menu) The **Edit billing** option is only visible to Company Admins and Company Owners when the billing feature is enabled. If you do not see it, your role or plan does not include billing management access. # Get Started > Sign up, complete the setup wizard, learn core concepts, navigate the app, and manage notifications and language. Sign up, complete the setup wizard, and navigate Uku. ## All articles [Section titled “All articles”](#all-articles) [Get started with Uku](/en/get-started/getting-started/) [Learn what Uku is, how to sign up, complete the setup wizard, and find your way around the interface on day one.](/en/get-started/getting-started/) [›](/en/get-started/getting-started/) [Accept your invitation to join Uku](/en/get-started/accept-team-invitation/) [How to accept a team invitation, set your password, and sign in to Uku for the first time.](/en/get-started/accept-team-invitation/) [›](/en/get-started/accept-team-invitation/) [Forgot password or can't sign in to Uku](/en/get-started/forgot-password-and-sign-in-help/) [Reset your Uku password, recover access to a locked or expired account, and resolve the most common sign-in problems.](/en/get-started/forgot-password-and-sign-in-help/) [›](/en/get-started/forgot-password-and-sign-in-help/) [Uku basic concepts and glossary](/en/get-started/basic-concepts-glossary/) [Plain-language definitions for Uku core building blocks — clients, tasks, workflows, topics, members, plans, and the two permission axes.](/en/get-started/basic-concepts-glossary/) [›](/en/get-started/basic-concepts-glossary/) [Navigate Uku — sidebar, search, and quick actions](/en/get-started/navigate-uku/) [Navigate Uku using back/forward arrows, global search, and the quick-add button. Change your language or enable dark mode from your profile.](/en/get-started/navigate-uku/) [›](/en/get-started/navigate-uku/) [Uku plans explained — Solo, Team, Elite, Enterprise](/en/get-started/uku-plans-explained/) [Compare the Solo, Team, Elite, and Enterprise plans to find the right tier for your firm — pricing, what each unlocks, and when to upgrade.](/en/get-started/uku-plans-explained/) [›](/en/get-started/uku-plans-explained/) [Switch between companies in Uku](/en/get-started/switch-between-companies/) [If you belong to more than one company in Uku, use the account selector in any list view to switch which company data you are viewing.](/en/get-started/switch-between-companies/) [›](/en/get-started/switch-between-companies/) [Notifications and Activity log](/en/get-started/notifications-and-activity/) [Use the bell icon to review notifications and activity addressed to you, and manage notification preferences from your Profile.](/en/get-started/notifications-and-activity/) [›](/en/get-started/notifications-and-activity/) [Change your language](/en/get-started/change-language/) [Switch the Uku interface to any of the 14 available languages from your profile settings. The setting is per user.](/en/get-started/change-language/) [›](/en/get-started/change-language/) # Accept your invitation to join Uku > How to accept a team invitation, set your password, and sign in to Uku for the first time. Quick answer Open the invitation email and click the **Join Uku** link. Set a password (or continue with Google or Microsoft), and you land on your firm’s dashboard. The link is single-use and expires after a set period — if it stops working, ask your [Company Admin](/en/settings/members-and-teams/) to resend it. ## Who this is for [Section titled “Who this is for”](#who-this-is-for) * New **Company Members** invited to an existing Uku account by their firm’s Company Owner or Company Admin. * This is **not** for external Client Portal users — those use a separate magic-link flow on a different URL. ## What you will need [Section titled “What you will need”](#what-you-will-need) * The invitation email from your firm (sent from `noreply@getuku.com` or your firm’s configured sender). * A password you will use to sign in (or a Google or Microsoft account you can authenticate with). * The web browser you intend to use day-to-day. Uku works best on the latest Chrome, Edge, Firefox, or Safari. ## Accept the invitation [Section titled “Accept the invitation”](#accept-the-invitation) 1. Open the invitation email. The subject usually reads similar to “Welcome to Uku” and is addressed to the email your firm used to invite you. 2. Click **Join Uku** (or the equivalent button in the email body). The link opens Uku’s account-setup page in your browser. 3. Choose how you will sign in: * **Email and password** — confirm your email is correct, then enter and confirm a password (minimum 8 characters with letters and numbers). * **Continue with Google** — authenticate with the Google account that matches your invited email address. * **Continue with Microsoft** — authenticate with your Microsoft work or school account. 4. Fill in any required profile fields shown on the welcome screen — at minimum your **First name** and **Last name**. 5. Click **Finish** (or the equivalent confirm button). You are signed in and Uku takes you to the dashboard for your firm. ## After signing in [Section titled “After signing in”](#after-signing-in) The first thing you see is your firm’s **Dashboard** — your home screen with tasks, deadlines, and recent activity. From the left sidebar you can reach: * **Dashboard** — your daily task list. * **Calendar** — a calendar view of your tasks. * **Profile** — your personal settings, notification preferences, and security options. Take a minute to open **Profile** and check that your name and contact details are correct, then explore the sidebar. For a tour of every section, see [Navigate Uku](../navigate-uku/). For the language used across the help center, see [Uku basic concepts and glossary](../basic-concepts-glossary/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### My invitation link does not work or says “expired” [Section titled “My invitation link does not work or says “expired””](#my-invitation-link-does-not-work-or-says-expired) Invitation links are single-use and have a limited lifetime. If you click the link a second time after already accepting it, or if the link sat in your inbox too long, you will get an error. Ask your firm’s Company Owner or Company Admin to **Resend invitation** from **Settings & Apps → Members** — that issues a fresh, valid link. ### I never received the invitation email [Section titled “I never received the invitation email”](#i-never-received-the-invitation-email) Check your spam, junk, and “Promotions” folders. If you have a strict corporate spam filter, ask IT to allow mail from `getuku.com`. If the email is genuinely missing, ask your Company Owner or Company Admin to resend it from **Settings & Apps → Members**, and confirm they typed your email address correctly when inviting you. ### The link opens but my email field is wrong or pre-filled with someone else’s address [Section titled “The link opens but my email field is wrong or pre-filled with someone else’s address”](#the-link-opens-but-my-email-field-is-wrong-or-pre-filled-with-someone-elses-address) Do not change the email on the setup page — the invitation is bound to a specific address. If the address shown is not yours, the invitation was likely sent to the wrong email. Ask your firm to delete the pending invitation and re-send it to your correct address. ### I am asked which company to open [Section titled “I am asked which company to open”](#i-am-asked-which-company-to-open) Uku is reached at [`https://app.getuku.com`](https://app.getuku.com) for everyone — there is no per-firm subdomain. If your email belongs to multiple Uku companies, Uku asks you to pick which one to open. Choose the firm that invited you. If you are unsure, the invitation email names the firm and your Company Admin can confirm. ### I am a Client Portal user, not a team member [Section titled “I am a Client Portal user, not a team member”](#i-am-a-client-portal-user-not-a-team-member) Client Portal users do not use this invitation flow. Your firm sends you a magic-link email each time you need to sign in, and you only see the portal — not the firm’s full Uku. If you got here by mistake, contact the firm and they will send you a Client Portal invitation instead. # Uku basic concepts and glossary > Plain-language definitions for Uku core building blocks — clients, tasks, workflows, topics, members, plans, and the two permission axes. Quick answer Uku organises work for accounting and bookkeeping firms around a few core entities — clients, tasks, workflows, and members. This page defines each one so you can read the rest of the help center without guessing what a term means. ## Who needs this [Section titled “Who needs this”](#who-needs-this) * New [Company Owners](/en/settings/members-and-teams/) and Company Admins setting up Uku for the first time. * New Company Members getting onboarded into a firm that already uses Uku. * Anyone reading help articles who hits a term they have not seen before. ## Core entities [Section titled “Core entities”](#core-entities) ### Client [Section titled “Client”](#client) A **Client** is a company (or individual) your firm serves. Every piece of billable work in Uku is anchored to a client — tasks, invoices, contracts, documents, and notes all live on the client’s profile. Uku uses **Client**, never “Customer” or “Account”. See: [Add and edit clients](../../clients-and-contacts/add-and-edit-clients/), [Understanding the client view](../../clients-and-contacts/client-view/). ### Contact [Section titled “Contact”](#contact) A **Contact** is a person associated with a client (the bookkeeper’s main accountant, the company’s CEO, the AP clerk). Contacts are stored on the client and can have roles, custom fields, and email addresses for invoicing and AML. See: [Managing contacts](../../clients-and-contacts/managing-contacts/). ### Task [Section titled “Task”](#task) A **Task** is a unit of work. Each task belongs to one client, has a status, a deadline, optional assignees, optional time entries, and an optional billing setup. Tasks are the smallest thing Uku tracks. UI action labels include **Mark done**, **Postpone**, and **Move to Later**. See: [Add and edit tasks](../../tasks-and-workflows/add-and-edit-tasks/), [Task statuses](../../tasks-and-workflows/task-statuses/). ### Workflow [Section titled “Workflow”](#workflow) A **Workflow** is the set of tasks attached to a single client (or to a single project). The Workflow tab on a client shows everything currently scheduled for that client — recurring monthly bookkeeping, quarterly VAT, ad-hoc requests. The legacy term “task plan” refers to the same thing; current UI uses **Workflow**. See: [Workflow templates](../../tasks-and-workflows/client-workflow-templates/). ### Workflow template [Section titled “Workflow template”](#workflow-template) A **Workflow template** is a reusable blueprint that creates many tasks at once when applied to a client or project. Templates encode the work patterns your firm repeats — annual accounts, monthly bookkeeping, payroll cycles. Templates can be created manually, uploaded from Excel, or cloned from existing templates. See: [Workflow templates](../../tasks-and-workflows/client-workflow-templates/), [Project workflow templates](../../projects/workflow-templates/). ### Topic [Section titled “Topic”](#topic) A **Topic** is a category label you attach to tasks for grouping and filtering — for example “Bookkeeping”, “Payroll”, “VAT”. Topics power dashboard groupings, filters, and many BI Analytics breakdowns. Topics are not the same as **task statuses** or **custom fields**. See: [Topics](../../tasks-and-workflows/topics/). ### Project [Section titled “Project”](#project) A **Project** is a finite engagement with a defined end (an audit, a company setup, a one-off consulting brief). Some companies are configured for **Events** instead — same feature, different label. Project tasks are **one-time only** — recurring tasks are not supported on projects, only on the client itself. See: [Projects overview](../../projects/), [Workflow templates](../../tasks-and-workflows/client-workflow-templates/). ### Member [Section titled “Member”](#member) A **Member** is a person on your team who logs in to Uku. The sidebar item is **Members** (the URL is `/users` but the label is Members). Members are different from **Contacts** (people associated with a client) and different from **Client Portal users** (external users who only see the portal). See: [Members and Teams](../../settings/members-and-teams/), [Member profile](../../settings/member-profile-deep-dive/). ### Recurrence [Section titled “Recurrence”](#recurrence) A **Recurrence** is the rule that auto-repeats a task at a given cadence — monthly, quarterly, yearly, or a custom pattern. Only **client-level tasks** can be recurring; **project tasks cannot recur**. The kebab-menu action **Create recurring task** appears only on tasks that are not part of a project. See: [Recurring tasks](../../tasks-and-workflows/recurring-tasks/). ### Custom field [Section titled “Custom field”](#custom-field) A **Custom field** is a user-defined data field you add to clients, tasks, contacts, members, projects, or suppliers. Custom fields drive filters, BI breakdowns, AML records, and conditional billing logic. Different entity types have their own custom field configuration. See: [Client and contact custom fields](../../clients-and-contacts/custom-fields/). ### Bookmark [Section titled “Bookmark”](#bookmark) A **Bookmark** is a saved combination of filters and grouping on the dashboard or another list view. Bookmarks let you switch between views like “My open tasks” and “All overdue VAT tasks” with one click. See: [Bookmarks](../../tasks-and-workflows/bookmarks/). ## Permissions — two independent axes [Section titled “Permissions — two independent axes”](#permissions--two-independent-axes) Uku has **two orthogonal permission systems**. The UI labels both with the same bare words (“Admin” / “Member”), so help text always disambiguates with a prefix. * **Company role** — what you can do company-wide (settings, subscription, member management). Set on the member’s profile via the **Administrator** checkbox. Three values: **Company Owner** (one per company), **Company Admin**, **Company Member**. * **Client permission** — what you can do on a **specific** client (edit data, manage contacts, delete tasks). Set in the client’s **Members** tab. Two values: **Client Admin** and **Client Member**. The two axes are independent. A **Company Member** can hold **Client Admin** permission on individual clients they are assigned to. A **Company Admin** does NOT automatically have Client Admin on every client. A third, separate system applies to the **Client Portal** — external users with their own four-permission model (**Client Read**, **Client Edit**, **Task Edit**, **Document Read**). Portal users are not members. See: [Members and Teams permissions](../../settings/members-and-teams-permissions/). ## Plan tier reference [Section titled “Plan tier reference”](#plan-tier-reference) | Plan | Audience | Includes | | --------- | ------------- | --------------------------------------------------------------------------------------------------------------------------------------------- | | **Team** | Standard firm | Tasks, clients, workflows, billing, time tracking, monitoring, emails, Client Portal, AML, accounting integrations | | **Elite** | Mature firm | Everything in Team plus BI Analytics, eSignatures, Public API, Budgets, Documents (Drive/Dropbox/SharePoint), Workforce Management, Audit log | Never invent plans. Names like Pro, Premium, or Business are not Uku plans. See: [Uku plans explained](../uku-plans-explained/). ## Other terms you will run into [Section titled “Other terms you will run into”](#other-terms-you-will-run-into) * **Settings & Apps** — the configuration area, always referred to by its full name (never “Settings” alone). * **Mini Uku** — the Chrome extension companion. Always “Mini Uku”. * **Magic Button** — the keyboard-driven quick-action launcher. * **Flextime** — the feature that tracks under-/over-worked hours against a member’s agreed hours. One word. * **eSignatures** — lowercase e, capital S. Never “E-signatures”. * **Workforce Management** — the HR-style member fields, notes, agreements, and vacations app. * **Anti Money Laundering (AML)** — the AML feature on the client profile. Use full name on first mention, then AML. # Change your language > Switch the Uku interface to any of the 14 available languages from your profile settings. The setting is per user. Quick answer Open your **profile menu** (avatar in the top-right corner), click **My profile**, then **Edit**, and set the **Language** field. Save — Uku reloads in the chosen language. The setting is per-user, so each member can pick their own language without affecting anyone else. Setting your interface language changes the menus, buttons, dialogs, and system emails you see in Uku, so you can work in the language you are most comfortable with while your colleagues keep their own. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Every team member** can change their own interface language — [Company Members](/en/settings/members-and-teams/), Admins, and the Owner alike. * The setting is **per-user**, not per-company. Your colleagues’ language stays as they set it. * Available on every plan. ## Where to find it [Section titled “Where to find it”](#where-to-find-it) Uku keeps the language setting on your own profile record, reachable from the top navigation.\ **Path:** **avatar** (top-right) → **My profile** → **Edit** → **Language**\ **Also:** **Settings & Apps** → **Members** → click your row → **Edit** — the same **Language** field on your member record Uku does not have a header-level language picker. The setting lives only on your profile, which is the most common reason new users start in the wrong language and stay there until told. ## Available languages [Section titled “Available languages”](#available-languages) Uku is currently available in: * English (UK) * English (US) * Estonian * Danish * Lithuanian * Latvian * Polish * German * Finnish * Swedish * Spanish * Ukrainian * Bulgarian * Russian The Client Portal uses the same set. New languages are added based on customer demand — contact support if you need a language that is not yet available. ## Change the language [Section titled “Change the language”](#change-the-language) 1. Click your **avatar** in the top-right corner of the navigation. 2. Select **My profile** from the menu. 3. Click **Edit** at the top of your profile. 4. Open the **Language** dropdown and pick the language you want. 5. Click **Save**. Uku reloads with the new language applied. Menu labels, button text, dialogs, and email notifications switch to your selected language. Content you’ve created (task titles, client names, notes) stays as you typed it. ## What changes and what doesn’t [Section titled “What changes and what doesn’t”](#what-changes-and-what-doesnt) | Changes with language | Stays the same | | ---------------------------------------------------------- | ------------------------ | | Uku UI labels and menus | Task titles you wrote | | System emails (notifications, digests, vacation decisions) | Client and contact names | | Date format hints | Comments and notes | | Help center deep-links inside the app | Custom field values | | Error messages | Topic names | The Help Center itself follows the URL path (`/en/...` or `/et/...`) — links in the app open the matching version automatically. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Language field is not saving [Section titled “The Language field is not saving”](#the-language-field-is-not-saving) Make sure you clicked **Save** at the top of the Edit form, not just changed the dropdown. The dropdown is a draft until you save. If the page does not reload, try refreshing manually. ### Email notifications still arrive in the old language [Section titled “Email notifications still arrive in the old language”](#email-notifications-still-arrive-in-the-old-language) System emails use the language set on your profile at the moment of sending. Change the language, save, then trigger a new notification to verify. Past emails were sent with the previous setting and stay in that language. ### A teammate’s interface looks different [Section titled “A teammate’s interface looks different”](#a-teammates-interface-looks-different) The setting is per-user. Each member sees the language they have selected. There is no company-wide language override — invite emails default to the inviter’s language and the new member can change it on first login. ### The Client Portal language is wrong for a client [Section titled “The Client Portal language is wrong for a client”](#the-client-portal-language-is-wrong-for-a-client) Client Portal language is set on the **contact**, not the client company. Open **Clients** → *\[client name]* → **Contacts**, click the contact, and change their **Language** field. The Client Portal reloads in the new language for that contact. ### A specific UI label is not translated [Section titled “A specific UI label is not translated”](#a-specific-ui-label-is-not-translated) Translation gaps occasionally happen for newly added features. Report them to support — the message will be translated in the next release. The rest of the UI stays in your selected language. # Forgot password or can't sign in to Uku > Reset your Uku password, recover access to a locked or expired account, and resolve the most common sign-in problems. Quick answer On the sign-in page click **Forgot password?**, enter your email, and Uku sends a password-reset link. Open the email, click the link, and choose a new password (minimum 8 characters with letters and numbers). If the email never arrives, your account may sign in with Google or Microsoft instead — try those buttons. ## Who this is for [Section titled “Who this is for”](#who-this-is-for) * Anyone who cannot sign in to their Uku account — [Company Owners](/en/settings/members-and-teams/), Company Admins, and Company Members. * This is **not** for Client Portal users. Portal users sign in via magic links sent by their firm; if you are a portal user, ask the firm to resend your sign-in email. ## Reset your password [Section titled “Reset your password”](#reset-your-password) 1. Go to [`https://app.getuku.com`](https://app.getuku.com). 2. On the sign-in page, click **Forgot password?**. 3. Enter the email address you use for Uku and click **Send reset link**. 4. Open the email titled “Reset your Uku password” and click the link inside. The link is valid for a limited time — open it on the device and browser you want to sign in from. 5. Type your new password twice (minimum 8 characters with letters and numbers) and click **Save** (or the equivalent confirm button). 6. You are signed in and taken to your dashboard. If you signed up originally with **Google** or **Microsoft** rather than email and password, the reset email will not arrive — your account does not have a password to reset. Use the **Continue with Google** or **Continue with Microsoft** button on the sign-in page instead. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### My password reset email never arrived [Section titled “My password reset email never arrived”](#my-password-reset-email-never-arrived) Check your spam, junk, and “Promotions” folders first — corporate spam filters often divert automated emails. Wait a few minutes; the email is usually instant but can take up to 5 minutes during heavy load. If it still has not arrived, the most common reasons are: * Your account was created with **Google** or **Microsoft** sign-in. There is no password to reset — sign in with the matching provider button on the sign-in page. * You typed an email address that is not the one your firm invited. Ask your Company Admin to confirm the exact email on your member record. * Your firm uses a custom mail filter that blocks Uku’s sender. Ask IT to allow `getuku.com` and request the reset again. ### My account is locked or deactivated [Section titled “My account is locked or deactivated”](#my-account-is-locked-or-deactivated) If a Company Owner or Company Admin has **deactivated** your member account, you cannot sign in until they reactivate it. Contact your firm — only an active Company Owner or Company Admin can reactivate a member from **Settings & Apps → Members**. Deactivation is different from deletion: a deactivated member can be brought back, while a deleted member’s record is gone. ### My invitation expired before I accepted it [Section titled “My invitation expired before I accepted it”](#my-invitation-expired-before-i-accepted-it) Invitation links are single-use and time-limited. Ask your Company Owner or Company Admin to **Resend invitation** from **Settings & Apps → Members**. See [Accept your invitation to join Uku](../accept-team-invitation/) for the full setup flow. ### I have accounts in more than one Uku company [Section titled “I have accounts in more than one Uku company”](#i-have-accounts-in-more-than-one-uku-company) Sign in at [`https://app.getuku.com`](https://app.getuku.com). If your email belongs to a single Uku company, Uku takes you straight to that firm’s dashboard. If your email is associated with multiple companies, Uku asks you to pick which one to open. ### I am locked out because of too many failed attempts [Section titled “I am locked out because of too many failed attempts”](#i-am-locked-out-because-of-too-many-failed-attempts) After repeated failed sign-in attempts Uku may temporarily block further tries from your IP for security. Wait 15 minutes and try again with the correct password — or click **Forgot password?** to reset it. If the problem persists, contact your Company Owner or Company Admin so they can confirm your account is not deactivated. ### I am a Client Portal user, not a team member [Section titled “I am a Client Portal user, not a team member”](#i-am-a-client-portal-user-not-a-team-member) Client Portal users sign in with a magic link sent to their email each time — there is no password. If your magic link expired or never arrived, contact the firm whose portal you are accessing and ask them to send a new sign-in email. The firm’s Company Admin can resend it from the client’s **Members** tab. # Get started with Uku > Learn what Uku is, how to sign up, complete the setup wizard, and find your way around the interface on day one. Quick answer Uku is practice management software for accounting and bookkeeping firms. After signing up, you complete a short setup wizard (country, personal info, company details), then land on your dashboard. From the sidebar you manage clients, tasks, billing, and your team — all in one place. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Anyone creating a new Uku account goes through the full setup wizard. * Team members invited later skip the company setup step and go straight to their personal profile. ## What is Uku? [Section titled “What is Uku?”](#what-is-uku) Uku is a work management platform built specifically for accounting and bookkeeping firms. It helps you organise client work into tasks and workflows, track time, bill clients, and monitor deadlines across your entire team. Whether you work solo or manage a multi-person firm, Uku gives you one place to see what needs doing, who is doing it, and what has been billed. ## Signing up [Section titled “Signing up”](#signing-up) You can create your Uku account in three ways: * **Google** — click **Continue with Google** on the sign-up page and authorise with your Google account. * **Microsoft** — click **Continue with Microsoft** and sign in through your organisation’s Microsoft account. * **Email and password** — enter your email address, phone number, and choose a password (minimum 8 characters, letters and numbers). You must agree to the Terms of Service before proceeding. After registering with email, you receive a confirmation email — click the link to verify your account and continue to the setup wizard. ## The setup wizard [Section titled “The setup wizard”](#the-setup-wizard) The setup wizard takes about a minute and has three to four steps depending on your plan choice. ### Step 1 — Country and language [Section titled “Step 1 — Country and language”](#step-1--country-and-language) Select your country and preferred language. Uku uses this to configure region-specific features such as tax rules, workflow templates, and available integrations. Click **Begin** to continue. ### Step 2 — Personal info [Section titled “Step 2 — Personal info”](#step-2--personal-info) Fill in your **First name** and **Last name** (required). You can also upload a profile photo, select your field of work, and choose how you will use Uku: **Team** (two or more people) or **Solo** (single user). If you select **Solo**, click **Finish** to complete the wizard. If you select **Team**, click **Next** to continue to company setup. ### Step 3 — Company setup (Team plan) [Section titled “Step 3 — Company setup (Team plan)”](#step-3--company-setup-team-plan) Enter your **Company name** (required) and **Team size** (required). You can also tell us which accounting software you currently use. Click **Next** to continue. ### Step 4 — Book a demo or start your trial [Section titled “Step 4 — Book a demo or start your trial”](#step-4--book-a-demo-or-start-your-trial) After the profile and company steps, you can either **Book a demo** with an onboarding specialist (a 30-minute call) or click **Start a free trial** to jump straight in. Uku sets up your account in the background and redirects you to the dashboard within a few seconds. You can also [book a demo directly from the website](https://getuku.com/book-demo/) at any time — useful if you want to talk to us before signing up or want to revisit the option later. ## Your sidebar — what each item does [Section titled “Your sidebar — what each item does”](#your-sidebar--what-each-item-does) Once inside Uku, the left sidebar is your main navigation. You can expand or collapse it using the toggle at the bottom. ### Your daily work [Section titled “Your daily work”](#your-daily-work) * **Dashboard** — your home screen. See upcoming deadlines, recent activity, and key tasks for your firm. * **Calendar** — a calendar view of tasks and deadlines. Useful for planning work across the week or month. * **Report** — detailed reports on work done, time tracked, and team performance. ### Analytics and monitoring [Section titled “Analytics and monitoring”](#analytics-and-monitoring) * **BI Analytics** — dashboards with charts covering revenue, work hours, pricing, and other key metrics. Available to [Company Admins](/en/settings/members-and-teams/) and Company Owners on the Elite plan. * **Monitoring** — track recurring compliance deadlines (tax filings, annual reports) across all your clients. Visible when the Monitoring feature is enabled. ### Financials [Section titled “Financials”](#financials) * **Billing** — create and manage invoices, track what has been billed and what is outstanding. Visible based on your role and permissions. ### People and organisations [Section titled “People and organisations”](#people-and-organisations) * **Clients** — your client list. Each client record holds contact details, associated tasks, invoices, and documents. * **Suppliers** — manage supplier relationships. Visible when the Suppliers feature is enabled. * **Projects** — group related tasks under a project (or “Events” depending on your company setup). Visible when Projects is enabled. * **Members** — your team directory. See who is on your team, their roles, and workload. ### Support and settings [Section titled “Support and settings”](#support-and-settings) * **Help** — opens the Uku help centre in a new tab. * **Settings & Apps** — configure your firm’s settings, enable integrations, manage your subscription, and install connected apps. * **Profile** — your personal profile with account settings, notification preferences, and security options. ## Key concepts to know on day one [Section titled “Key concepts to know on day one”](#key-concepts-to-know-on-day-one) ### Clients [Section titled “Clients”](#clients) Clients are the companies or individuals your firm serves. Each client has a dedicated profile with contact information, linked tasks, invoices, documents, and notes. Everything in Uku revolves around the client. ### Tasks [Section titled “Tasks”](#tasks) Tasks are individual units of work. A task belongs to a client, has a deadline, can be assigned to one or more team members, and tracks time spent. Tasks can have checklist items, comments, and file attachments. ### Workflows [Section titled “Workflows”](#workflows) Workflows are templates that automatically generate a set of tasks for a client. For example, an “Annual accounts” workflow might create tasks for collecting documents, preparing statements, filing with the tax authority, and sending the final report. Uku ships with built-in workflow templates developed by experienced accountants — country-specific where local rules apply — and you can create your own. ### Billing [Section titled “Billing”](#billing) Billing connects the work you do to the invoices you send. You can track time on tasks, set pricing rules (hourly, fixed, or per-unit), and generate invoices directly from completed work. ## Recommended next steps [Section titled “Recommended next steps”](#recommended-next-steps) 1. **Invite your team** — go to **Members** and add your colleagues by email. They receive an invitation to join your Uku account. 2. **Add your first clients** — go to **Clients** and create client records for the companies you serve. 3. **Set up workflows** — go to **Settings & Apps** to configure workflow templates that match your firm’s recurring work. 4. **Start tracking work** — create tasks (manually or via workflows), assign them to team members, and begin tracking time. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The confirmation email did not arrive [Section titled “The confirmation email did not arrive”](#the-confirmation-email-did-not-arrive) Check your spam or junk folder. If the email is not there after five minutes, go back to the sign-up page and use **Resend confirmation email**. Make sure the email address you entered is correct. ### The setup wizard keeps reloading after I click Finish [Section titled “The setup wizard keeps reloading after I click Finish”](#the-setup-wizard-keeps-reloading-after-i-click-finish) This usually means the account creation is still in progress. Wait a few seconds and refresh the page. If the wizard restarts from the beginning, your session may have expired — log in again and the wizard will resume where you left off. ### I signed up with Google but cannot log in now [Section titled “I signed up with Google but cannot log in now”](#i-signed-up-with-google-but-cannot-log-in-now) Make sure you are using the same Google account you signed up with. Go to the login page, click **Continue with Google**, and select the correct Google account from the picker. # Navigate Uku — sidebar, search, and quick actions > Navigate Uku using back/forward arrows, global search, and the quick-add button. Change your language or enable dark mode from your profile. Quick answer Use navigation arrows to move between clients, projects, or invoices without going back to the list. Use the global search to find anything on the dashboard. Use the **+** button to create a task from anywhere. Change your language in your **Profile** settings. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All logged-in members have access to all features described here. * Language switching is per-member — each member sets their own preference independently. ## Navigation arrows — move between records without going back [Section titled “Navigation arrows — move between records without going back”](#navigation-arrows--move-between-records-without-going-back) When you open a client, project, invoice, or member profile from a list view, navigation arrows appear in the header. These let you move to the previous or next item without returning to the list. * Click the **left arrow** to go to the previous item. * Click the **right arrow** to go to the next item. * Click the **menu icon** between the arrows to open a dropdown of all items from the list. The dropdown is searchable when it contains nine or more items. * Click **View list** at the bottom of the dropdown to return to the full list. The navigation arrows preserve your current tab. For example, if you are on a client’s **Contracts** tab, navigating to the next client opens their **Contracts** tab too. ## Global search [Section titled “Global search”](#global-search) A search field appears in the header bar on the dashboard. Use it to quickly find tasks, clients, projects, or other records without navigating through menus. The field expands with a smooth animation when the dashboard is active. ## Quick task creation [Section titled “Quick task creation”](#quick-task-creation) The **+** button in the header bar lets you create a new task from anywhere in the application. * Click the button itself to open a blank new task form. * Hover over the button to reveal a dropdown showing your recently worked-on tasks (for quick timer restarts) and your configured Magic Button shortcuts (for one-click task creation from templates). * If you are inside a project or client view, the new task is automatically linked to that project or client. ## Changing your language [Section titled “Changing your language”](#changing-your-language) 1. Click your profile avatar or name in the application menu. 2. Select **Profile**. 3. In the edit form, find the **Language** dropdown and select your preferred language. 4. Click **Save**. Uku supports English, Estonian, German, Danish, Spanish, Bulgarian, and others. The language setting is per-member — changing it updates all interface labels and menus immediately after saving. You can also set a **Regional format** separately, which controls how dates and numbers are displayed. ## Dark mode [Section titled “Dark mode”](#dark-mode) If dark mode is enabled for your account, your profile menu includes a **Dark mode** toggle. Switching it on changes the entire interface to a dark colour scheme. The setting persists across sessions. ## Unsaved changes warning [Section titled “Unsaved changes warning”](#unsaved-changes-warning) When you have unsaved changes in a task, invoice, client form, or other editable view, Uku protects you from accidentally losing work in two ways: * **Browser warning** — if you try to close the browser tab or navigate to an external URL, the browser shows a standard “you have unsaved changes” confirmation dialog. * **In-app navigation guard** — if you try to navigate to another page within Uku, a confirmation dialog asks whether you want to leave without saving. These warnings only appear when there are actual pending changes. Once you save or discard your edits, navigation proceeds normally. ## Your profile menu [Section titled “Your profile menu”](#your-profile-menu) Click your avatar in the header to open the profile menu. From here you can: * Go to your **Profile** to update personal settings. * Open the **Activity log** to see recent actions across your account. * Open the **Audit log** (if enabled — Elite plan required for team-wide view). * Toggle **Dark mode** (if enabled). * Toggle your **Location** (in-office or remote) if office attendance tracking is active. * Click **Log out** to sign out. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The navigation arrows do not appear when I open a client [Section titled “The navigation arrows do not appear when I open a client”](#the-navigation-arrows-do-not-appear-when-i-open-a-client) Navigation arrows only appear when you open a record directly from a list view. If you opened the client by typing the URL directly or clicking a link from another part of the app, there is no “list context” and the arrows do not appear. Navigate back to the client list, then click the client row to re-establish the context. ### I changed my language but the interface still shows the old language [Section titled “I changed my language but the interface still shows the old language”](#i-changed-my-language-but-the-interface-still-shows-the-old-language) After saving your profile, the language change takes effect immediately without a page reload. If you still see the old language, try a hard refresh of the page (Ctrl+Shift+R on Windows, Cmd+Shift+R on Mac). ### The + button creates a task linked to the wrong client [Section titled “The + button creates a task linked to the wrong client”](#the--button-creates-a-task-linked-to-the-wrong-client) The **+** button links the new task to the client or project you are currently viewing. If you are on the dashboard or a list view, the task will not be pre-linked. Navigate into the specific client view first, then use **+** to create the task linked to that client. # Notifications and Activity log > Use the bell icon to review notifications and activity addressed to you, and manage notification preferences from your Profile. Quick answer Click the **bell icon** in the header to open a notifications dropdown — a single list of recent events addressed to you. Click **View all** to open the full page, which has two tabs: **Notifications** (events addressed personally to you) and **Activity log** (a chronological feed of actions in your account). Manage notification preferences in **Profile → Notifications**. Uku keeps you informed through two connected systems: **Notifications** alert you to events that require your attention — task assignments, client messages, reminders, and billing events — while the **Activity log** gives a chronological record of what is happening across your account. This article explains how to use the bell icon panel, navigate the full Notifications and Activity log page, and set your personal notification preferences. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All logged-in members can view their own Activity log and notifications. * The Activity log is personal — every member, including [Company Admins](/en/settings/members-and-teams/) and Company Owners, sees only their own actions. You are still notified about activity that concerns you — for example when another member assigns you a task, or when there is activity on a task you follow. * Notification preferences are personal — each member sets their own. ## Opening the notifications panel [Section titled “Opening the notifications panel”](#opening-the-notifications-panel) A red badge on the bell icon shows your unread notification count (shown as “9+” when there are ten or more). 1. Click the **bell icon** in the top navigation bar to open the dropdown. 2. The dropdown shows your most recent notifications. Click **Mark all as read** to clear the unread badge. 3. Click **View all** to open the full page. The full page has two tabs: **Notifications** and **Activity log**. You land on the **Notifications** tab — click **Activity log** to switch to the chronological feed. ## Activity log [Section titled “Activity log”](#activity-log) **Path:** Bell icon → **View all** → **Activity log** tab. **Also:** Profile avatar → **Activity log** (direct link, desktop only). The **Activity log** tab shows a chronological feed of actions in your account. Each entry shows who performed an action, what happened, and when. The feed loads 50 entries at a time — scroll to the bottom to load more. Activity types and their indicator colors: * **Task activity** (blue) — task created, updated, assigned, finished, commented on, or deleted. * **Template and workflow activity** (purple) — workflows and task templates created or deleted. * **Client activity** (teal) — clients created, updated, assigned, deactivated, or deleted. * **Account activity** — new members joined, company deleted, logins, invitations accepted. The Activity log shows *what happened* — action summaries without field-level detail. For change history with before/after values and undo support, use the Audit log (Elite plan, accessible from your profile avatar). ## Notifications [Section titled “Notifications”](#notifications) The **Notifications** tab shows events personally addressed to you. Unread notifications display a blue dot and a timestamp in your account’s primary color. Read notifications appear in a muted style. Notification types include: * **Task assigned to you** — someone assigned a task to you or delegated work your way. * **Client Portal messages** — a client sent a message or created a request in the Client Portal. These are highlighted with a warm background and a “from Client Portal” label. * **Task reminders** — a scheduled reminder triggered on a task you are responsible for. * **Billing events** — invoices calculated, sent, or failed. * **Import results** — a client or data import finished or failed. * **Calendar events** — vacation or leave request activity. * **Budget alerts** — a client budget exceeded its limit. Click any notification to navigate directly to its source. If the source record no longer exists, the click may not navigate anywhere. Sticky popup notifications may appear at the bottom of the screen for high-priority events. Click the X to dismiss one, or click **Hide all** to suppress popups for one hour. ## Notification preferences [Section titled “Notification preferences”](#notification-preferences) All notification preferences are managed from your **Profile** — open it via the profile avatar in the header or the **Profile** item in the sidebar. The **Notifications** section is visible directly on the page. For each notification type you control two channels independently: * **Email** — set to off, or choose a delivery timing (immediately, morning, afternoon, or evening). * **In-app** — toggle whether the notification also appears in your bell icon panel. Notification types are grouped by category: Tasks & Clients, Billing, Workforce, and general reminders (daily and weekly summaries, timer alerts). Changes apply as you make them — there is no separate save step. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The bell icon is missing [Section titled “The bell icon is missing”](#the-bell-icon-is-missing) The bell icon appears in the top navigation bar for all logged-in members. If it is missing, refresh the page or clear your browser cache. ### Notifications are not arriving in real time [Section titled “Notifications are not arriving in real time”](#notifications-are-not-arriving-in-real-time) In-app notifications are delivered via WebSocket. If your network connection drops, notifications may be delayed. Refreshing the page re-establishes the connection and delivers any queued notifications. ### I am receiving too many email notifications [Section titled “I am receiving too many email notifications”](#i-am-receiving-too-many-email-notifications) Go to **Profile → Notifications** and adjust the email delivery setting for each type to off. In-app notifications are controlled by a separate toggle and are not affected by your email settings. ### The 8-hour timer alert email is not arriving [Section titled “The 8-hour timer alert email is not arriving”](#the-8-hour-timer-alert-email-is-not-arriving) The timer alert email is controlled from **Profile → Notifications**. Make sure the corresponding toggle is enabled and the email channel is set to on. ### I clicked a notification but nothing opened [Section titled “I clicked a notification but nothing opened”](#i-clicked-a-notification-but-nothing-opened) Some notifications link to records that may have been deleted, or to views you do not have permission to access. If the source no longer exists, the click will not navigate anywhere. # Switch between companies in Uku > If you belong to more than one company in Uku, use the account selector in any list view to switch which company data you are viewing. Quick answer If you are a member of more than one company in Uku, an account selector appears in the filter bar of list views (Clients, Members, Invoices, Tasks). Select a company from that dropdown to switch which account’s data you are viewing. No page reload is needed. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any member who belongs to two or more company accounts in Uku. * If you only belong to one company, the account selector is not shown. ## Using the account selector [Section titled “Using the account selector”](#using-the-account-selector) The account selector appears in the **filter bar** at the top of major list views: Clients, Members, Invoices, and Tasks. Click the selector to open a dropdown listing all companies you belong to. Select a company to switch to its data. When you switch accounts, all filters, columns, and data reload automatically for the selected company. Your selection is saved in the browser (localStorage), so the next time you open the same view, it defaults to the last company you used. The selector follows this priority order to determine which company to show: 1. An explicit account in the page URL (if present — for example, when following a link sent by a colleague). 2. Your saved default company from your previous session. 3. The first company in your list, if no preference has been saved. ## When to use this [Section titled “When to use this”](#when-to-use-this) * You manage accounts for multiple firms and need to check clients or invoices for each. * You are a team member who works across a parent company and its subsidiary accounts. * A colleague shared a filtered view link — the URL contains the company context and switches automatically when you open it. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The account selector is not visible [Section titled “The account selector is not visible”](#the-account-selector-is-not-visible) The selector only appears when you are a member of two or more companies. If you only have one company account, it is not shown. Contact your **[Company Owner](/en/settings/members-and-teams/)** if you believe you should have access to a second account and have not received an invitation yet. ### The wrong company is pre-selected when I open a list [Section titled “The wrong company is pre-selected when I open a list”](#the-wrong-company-is-pre-selected-when-i-open-a-list) Uku saves your last-used company per browser. If you are using a different browser or device, or your browser cleared local storage, the selector defaults to the first company in your list. Simply click the selector and choose the correct company — your selection will be remembered going forward. # Uku plans explained — Solo, Team, Elite, Enterprise > Compare the Solo, Team, Elite, and Enterprise plans to find the right tier for your firm — pricing, what each unlocks, and when to upgrade. Quick answer Uku has four plans: * **Solo** — single-user starter plan for independent practitioners. * **Team** — full practice management for firms of any size. * **Elite** — Team plus advanced analytics, automation, and integrations. * **Enterprise** — tailored Elite for large firms with custom needs (sales-led). Every new account starts with a **14-day Elite trial — no credit card required**. After the trial, choose a plan to continue. View current pricing on the [pricing page](https://getuku.com/pricing); view and change your own plan in **Settings & Apps → Subscription**. Uku offers four plans — Solo, Team, Elite, and Enterprise — to match firms at every stage, from a solo practice to large multi-team operations. All plans are available on monthly or annual billing; see current rates and a side-by-side feature comparison for all our plans [HERE](https://getuku.com/pricing). ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/)** can view and change the subscription plan. * **Company Admins** and **Company Members** can view the current plan but cannot change it. ## Solo plan [Section titled “Solo plan”](#solo-plan) The Solo plan is the starting point for independent accountants and bookkeepers working alone. It is a flat monthly fee, with the option of monthly or annual billing. * **Clients and CRM** — manage a limited number of active clients with full client records, contacts, notes, AML risk profiles, and client budgets. * **Tasks and Workflows** — create and manage tasks, apply workflow automations, and track client work; task assignments to other members and team collaboration require Team and above. * **Time Tracking and Billing** — log time against clients and generate invoices directly from Uku. * **Documents and E-signatures** — store and share files with clients; send documents for signing without leaving Uku. * **Client Portal and Emails** — share tasks and documents via magic-link access; connect Gmail or Outlook to manage client emails inside Uku. * **Reports** — built-in time and billing reports per client; BI Analytics is available from Elite and above. * **Integrations and Support** — connect accounting software (Xero, Merit Aktiva, QuickBooks, and more); email support included. Solo does not include team features (such as team accesses and management, task sharing and assignments). When your practice grows beyond one person, upgrade to **Elite**. ## Team plan [Section titled “Team plan”](#team-plan) The Team plan is the standard choice for accounting and bookkeeping firms. It is priced per active member seat, with the option of monthly or annual billing. Team builds on Solo with team-wide collaboration and unlimited capacity: * **Unlimited Members and Clients** — with bulk client import from Excel or accounting software. * **Team Collaboration** — member roles and permissions, task sharing and assignments, company-level templates for tasks, projects, and billing. * **Tasks, Workflows, and Projects** — workflow automations, custom fields, Magic Button, and Projects (finite engagements with statuses and phases). * **Billing and AML** — products, contracts, invoices, debt reminders, plus automated AML risk profile and status tracking. * **Client Portal and Emails** — magic-link client access; Gmail or Outlook inbox integration. * **Accounting Integrations** — sync invoices with Xero, Merit Aktiva, QuickBooks, Fortnox, e-conomic, Tripletex, FreeAgent, Trigon, Directo, SmartAccounts, and more. * **Monitoring** — track compliance deadlines across all your clients. * **Workforce Management & Flextime** — team hours, vacations, overtime balances (activate in **Settings & Apps**). * **Live Chat Support** in addition to email. Add or remove members at any time — billing adjusts on the next cycle. ## Elite plan [Section titled “Elite plan”](#elite-plan) Elite is priced per active member seat (monthly or annual billing). It adds an advanced layer on top of Team: * **Analytics and Insights** — BI Analytics with firm-wide and per-client revenue, profitability, utilisation, and billing-health dashboards. Full visibility for **Company Owners and Company Admins**; Company Members see scoped data on their assigned clients only. * **Compliance and Control** — team-wide Audit log (full change history with before/after values and undo); eSignatures producing ASiC-E compliant signature containers from the Client Portal. * **Budgets and Documents** — per-client spending caps with notifications before work exceeds the budget; connect Google Drive, Dropbox, or SharePoint folders to individual clients. * **APIs and Integrations** — Public API (JWT-authenticated, base URL `https://app.getuku.com/api/v1.0/`); Zapier connection to 5,000+ apps without writing code. * **Client Portal Customisation** — tailor portal navigation per client with personalised task categories. ### Coming in 2026 on Elite [Section titled “Coming in 2026 on Elite”](#coming-in-2026-on-elite) The following features are part of the Elite plan and are scheduled to ship during 2026. Check **Settings & Apps → Subscription** for the most current availability: * **Capacity planning** — AI-assisted time estimation and team capacity modelling. * **Proposals** — send service proposals to prospective clients before a contract is in place. * **Email Triage** — AI-assisted incoming-email categorisation. * **Uku MCP** — programmatic command over firm data with bulk operations and queries. ## Enterprise plan [Section titled “Enterprise plan”](#enterprise-plan) For large firms with custom needs. Enterprise is **Elite with custom pricing and tailored services**, sold via direct contact with the Uku sales team. Enterprise includes everything in Elite, plus: * **Custom Integrations** built on request (development effort billed separately). * **Assisted Client Import** — Uku’s team migrates your clients from your previous tool. * **Tailor-made Team Workshop** — onboarding training shaped to your firm’s needs. * **Early Access to Features** — preview unreleased functionality and influence the roadmap. * **Pay by Invoice** — alternative to credit-card billing. * **Dedicated Account Manager** — a named contact who knows your business. To start an Enterprise conversation, [book a demo](https://getuku.com/book-demo) or contact sales. ## The 14-day trial [Section titled “The 14-day trial”](#the-14-day-trial) Every new Uku account starts with **14 days of Elite, free, no credit card required.** During the trial you have full access to every feature in the Elite plan — analytics, eSignatures, Budgets, integrations, the lot — so you can evaluate whether Uku fits your firm before committing. When the trial ends: 1. You choose **Solo**, **Team**, or **Elite** (or contact sales for **Enterprise**) and add payment details to continue. 2. If you do not choose a plan, your account stops processing new work until you do. Uku does not have a permanent free tier. The trial is the only no-payment way to use Uku, and it is fixed at 14 days. ## Pricing and billing [Section titled “Pricing and billing”](#pricing-and-billing) * **Pricing model** — Solo is a flat monthly fee for a single user. Team and Elite are priced per active member seat (Client Portal contacts are free — they don’t count toward seats). Enterprise is custom-quoted. * **Monthly or annual billing** — annual billing is cheaper than monthly. Switch cycles in **Settings & Apps → Subscription**. * **No long-term contracts** — cancel any time; your account stays active until the end of the billing period. * **Currency support** — EUR, USD, and GBP are displayed by default. Other currencies on request for Enterprise. * **Switching plans** — upgrade prorates the difference for the remaining billing period; downgrade applies a credit to your next cycle. For current rates and any active discounts, see the [pricing page](https://getuku.com/pricing). ## Onboarding [Section titled “Onboarding”](#onboarding) Every Company that activates a paid plan gets **one free 90-minute onboarding session** with the Uku team — kick-off planning, basic settings, and a team training session. This is a one-time benefit per Company, not per member. To schedule your session, contact us at . For firms that need more help, **paid onboarding packages** are available — covering client import, settings configuration, task and project template setup, billing master products, and additional training sessions for larger teams. See the [services page](https://getuku.com/services/) for the available packages and current rates. Looking for a pre-purchase sales demo instead? You can [book a 30-minute demo call](https://getuku.com/book-demo/) at any time, or pick **Book a demo** during account setup (see [Get started with Uku](../getting-started/)). ## Elite Early Bird (legacy) [Section titled “Elite Early Bird (legacy)”](#elite-early-bird-legacy) Some companies that adopted Elite early are on a grandfathered **Elite Early Bird** pricing arrangement. The features available are identical to the current Elite plan. If you see “Elite Early Bird” listed on your subscription page, your plan is equivalent to Elite — no feature difference applies. ## How to upgrade your plan [Section titled “How to upgrade your plan”](#how-to-upgrade-your-plan) 1. Go to **Settings & Apps** in the left sidebar. 2. Click **Subscription**. 3. Review the plan comparison and click **Upgrade** on the plan you want. 4. Choose monthly or annual billing. 5. Enter or confirm payment-card details. 6. Confirm the upgrade — the change takes effect immediately. Only the **Company Owner** can change the subscription plan. For detailed steps on managing your subscription, adding or removing seats, and applying voucher codes, see [Subscription and plan management](../../settings/subscription-and-plan-management/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A feature is described as Team but I cannot see it [Section titled “A feature is described as Team but I cannot see it”](#a-feature-is-described-as-team-but-i-cannot-see-it) Most apps must be **explicitly activated** in **Settings & Apps** before they appear in the sidebar — even on Team or Elite. Examples: Billing, Client Portal, Monitoring, Workforce Management, Projects, AML, eSignatures. Go to **Settings & Apps**, find the feature card, and click the toggle to enable it. If you do not see the toggle, check with your **Company Admin** or **Company Owner**. ### BI Analytics says “Elite required” but I am on Elite [Section titled “BI Analytics says “Elite required” but I am on Elite”](#bi-analytics-says-elite-required-but-i-am-on-elite) BI Analytics is fully visible only to **Company Owners** and **Company Admins** on the Elite plan. **Company Members** see a scoped version limited to their own assigned clients. If you are a Company Admin and still cannot access BI Analytics, confirm your plan in **Settings & Apps → Subscription** and that the BI Analytics feature is enabled. ### My trial just ended — what happens to my account? [Section titled “My trial just ended — what happens to my account?”](#my-trial-just-ended--what-happens-to-my-account) After 14 days, the trial closes. Choose **Solo**, **Team**, or **Elite** in **Settings & Apps → Subscription** and add payment details to keep working. Your data stays in place; the account simply stops processing new work until a plan is selected. ### I want to downgrade from Elite to Team [Section titled “I want to downgrade from Elite to Team”](#i-want-to-downgrade-from-elite-to-team) Contact Uku support before downgrading. When you move from Elite to Team, Elite-only features (BI Analytics, Audit Log team-wide visibility, eSignatures, Budgets, Documents, Public API, Zapier, Client Portal custom menu) become inaccessible — but the underlying data is preserved in case you upgrade again later. The **Company Owner** manages plan changes via **Settings & Apps → Subscription**. ### How do I get a discount for a larger team? [Section titled “How do I get a discount for a larger team?”](#how-do-i-get-a-discount-for-a-larger-team) Volume discounts are part of the **Enterprise** plan. [Contact sales](https://getuku.com/book-demo) — pricing is tailored per firm size and needs. ### What languages is Uku available in? [Section titled “What languages is Uku available in?”](#what-languages-is-uku-available-in) Uku is available in 14 languages, and each member picks their own from their profile. See [Change your language](../../get-started/change-language/) for the full list. ### Is my data secure? [Section titled “Is my data secure?”](#is-my-data-secure) Yes. Uku is **SOC 2 Type I certified** with data hosted in EU data centers. Encryption at rest and in transit, regular security audits, and strict access controls apply on every plan. See the [security policy](https://getuku.com/security-policy) for the full overview. # Integrations > Accounting connectors, document storage, calendar sync, Companies House, the public API, and Zapier automation. Connect Uku to your accounting platform, share documents through Drive, Dropbox, or SharePoint, and automate via the public API. For internal app settings (members, permissions, email, plan), see [Settings](/en/settings/). ## All articles [Section titled “All articles”](#all-articles) [API key accounting integrations](/en/integrations/api-key-integrations-hub/) [Connect Tripletex, Scoro, Merit Aktiva, SmartAccounts, Directo, and Trigon using API credentials generated inside the accounting software.](/en/integrations/api-key-integrations-hub/) [›](/en/integrations/api-key-integrations-hub/) [Companies House](/en/integrations/companies-house-integration/) [Enable Companies House for live UK company lookup and automatic Accounts, Confirmation Statement, and Corporation Tax reminders.](/en/integrations/companies-house-integration/) [›](/en/integrations/companies-house-integration/) [Connect Directo to Uku](/en/integrations/directo-integration/) [Set up the Directo accounting integration with the XML Direct key to import clients and articles, and export invoices from Uku to Directo.](/en/integrations/directo-integration/) [›](/en/integrations/directo-integration/) [Connect e-conomic to Uku](/en/integrations/economic-integration/) [Authorize e-conomic to two-way sync clients, push invoices into e-conomic, and read paid status and sales ledger data back into Uku.](/en/integrations/economic-integration/) [›](/en/integrations/economic-integration/) [Connect Fortnox to Uku](/en/integrations/fortnox-integration/) [Authorize Fortnox in Settings & Apps to import work statistics and clients, push Uku invoices to Fortnox, and read paid status back.](/en/integrations/fortnox-integration/) [›](/en/integrations/fortnox-integration/) [Connect FreeAgent to Uku](/en/integrations/freeagent-integration/) [Authorize FreeAgent in Settings & Apps via OAuth to import your FreeAgent clients into Uku and drive monthly accounting summary tasks.](/en/integrations/freeagent-integration/) [›](/en/integrations/freeagent-integration/) [Connect Google Calendar via Zapier](/en/integrations/google-calendar-zapier/) [Use Zapier to push Uku tasks into Google Calendar as a one-way automation. Available on the Elite plan.](/en/integrations/google-calendar-zapier/) [›](/en/integrations/google-calendar-zapier/) [Connect Merit Aktiva to Uku](/en/integrations/merit-aktiva-integration/) [Set up Merit Aktiva: import clients with your Merit email and password, configure monthly summary tasks, and send Uku invoices to Merit.](/en/integrations/merit-aktiva-integration/) [›](/en/integrations/merit-aktiva-integration/) [Connect QuickBooks to Uku](/en/integrations/quickbooks-integration/) [Authorize QuickBooks Online to import work statistics and clients, push invoices into QuickBooks, and read paid status back into Uku.](/en/integrations/quickbooks-integration/) [›](/en/integrations/quickbooks-integration/) [Connect Scoro to Uku](/en/integrations/scoro-integration/) [Set up the Scoro integration with a company account ID, API key, and subdomain to push Uku invoices into Scoro with the correct tax rates.](/en/integrations/scoro-integration/) [›](/en/integrations/scoro-integration/) [Connect SharePoint to Uku](/en/integrations/sharepoint-integration/) [Connect to SharePoint so files uploaded through tasks, emails, or the Client Portal sync into your SharePoint document library.](/en/integrations/sharepoint-integration/) [›](/en/integrations/sharepoint-integration/) [Connect SmartAccounts to Uku](/en/integrations/smart-accounts-integration/) [Set up SmartAccounts: bulk-import clients with your login, then enter per-client API keys for monthly summary task sync.](/en/integrations/smart-accounts-integration/) [›](/en/integrations/smart-accounts-integration/) [Connect Trigon to Uku](/en/integrations/trigon-integration/) [Set up the Trigon accounting software integration with your Trigon email and password to import clients and create monthly summary tasks.](/en/integrations/trigon-integration/) [›](/en/integrations/trigon-integration/) [Connect Tripletex to Uku](/en/integrations/tripletex-integration/) [Set up the Tripletex integration in Norway with an employee token to import clients, products, work statistics, and export invoices.](/en/integrations/tripletex-integration/) [›](/en/integrations/tripletex-integration/) [Connect Xero to Uku](/en/integrations/xero-integration/) [Authorize Xero in Settings & Apps to import work statistics and clients, push Uku invoices to Xero, and read paid status back.](/en/integrations/xero-integration/) [›](/en/integrations/xero-integration/) [Documents app — Drive, OneDrive, Dropbox](/en/integrations/documents-app/) [Connect Uku to Google Drive, OneDrive, Dropbox, or SharePoint to auto-save files from tasks and the Client Portal to your cloud storage.](/en/integrations/documents-app/) [›](/en/integrations/documents-app/) [Public API v1.0 (legacy)](/en/integrations/public-api-v1/) [The legacy Uku API: generate a key pair, authenticate with a JWT token, and call app.getuku.com/api/v1.0. New integrations should use v3.](/en/integrations/public-api-v1/) [›](/en/integrations/public-api-v1/) [Public API v3](/en/integrations/public-api-v3/) [Create an API v3 key in Settings & Apps, authenticate with two headers, and read or write Uku data at app.getuku.com/api/v3. Elite plan.](/en/integrations/public-api-v3/) [›](/en/integrations/public-api-v3/) [Setting up accounting integrations](/en/integrations/accounting-integrations/) [Enable accounting integrations (Merit Aktiva, Xero, QuickBooks, e-conomic, Fortnox, FreeAgent) to sync work statistics automatically.](/en/integrations/accounting-integrations/) [›](/en/integrations/accounting-integrations/) [Webhooks](/en/integrations/webhooks/) [Subscribe a URL to Uku events with API v3: signed deliveries, retries, replay, auto-disable. Needs an Admin API key on the Elite plan.](/en/integrations/webhooks/) [›](/en/integrations/webhooks/) # Setting up accounting integrations > Enable accounting integrations (Merit Aktiva, Xero, QuickBooks, e-conomic, Fortnox, FreeAgent) to sync work statistics automatically. Quick answer Go to **Settings & Apps**, find your accounting integration, click **Enable**, configure the summary task settings and data field mappings, and save. Uku will then automatically import client work statistics into monthly summary tasks. Available on all paid plans (**Solo**, **Team**, and **Elite**). ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role. Any paid plan (Solo, Team, or Elite) is required. ## Supported integrations [Section titled “Supported integrations”](#supported-integrations) Each integration has its own dedicated setup article with credential generation, sync details, and troubleshooting specific to that accounting software. Pick yours from the table below. | Integration | Typical markets | Setup article | | ----------------- | -------------------------------------------- | -------------------------------------------------------------- | | **Merit Aktiva** | Estonia, Finland, Poland (as 360 Księgowość) | [Connect Merit Aktiva to Uku](../merit-aktiva-integration/) | | **SmartAccounts** | Estonia | [Connect SmartAccounts to Uku](../smart-accounts-integration/) | | **Directo** | Estonia, Latvia | [Connect Directo to Uku](../directo-integration/) | | **Trigon** | Estonia | [Connect Trigon to Uku](../trigon-integration/) | | **e-conomic** | Denmark, Norway, Sweden | [Connect e-conomic to Uku](../economic-integration/) | | **Fortnox** | Sweden | [Connect Fortnox to Uku](../fortnox-integration/) | | **Tripletex** | Norway | [Connect Tripletex to Uku](../tripletex-integration/) | | **Xero** | UK, Australia, NZ, global | [Connect Xero to Uku](../xero-integration/) | | **QuickBooks** | US, UK, global | [Connect QuickBooks to Uku](../quickbooks-integration/) | | **FreeAgent** | UK | [Connect FreeAgent to Uku](../freeagent-integration/) | | **Scoro** | UK, Estonia, global | [Connect Scoro to Uku](../scoro-integration/) | Only integrations relevant to your workspace region will typically appear as active in Settings & Apps. All integrations must be enabled before they are available for client-level connections. ## Step 1 — Enable the integration [Section titled “Step 1 — Enable the integration”](#step-1--enable-the-integration) 1. Go to **Settings & Apps**. 2. Find the accounting integration you want to use in the Integrations section. 3. Click the integration to open its setup dialog. 4. On the **Overview** tab, click **Enable** (or **Activate**) to turn it on. Once enabled, the integration appears as an option in the **Integration** column of your client list, and becomes available for per-client connection and bulk sync actions. ## Step 2 — Connect via API key or OAuth [Section titled “Step 2 — Connect via API key or OAuth”](#step-2--connect-via-api-key-or-oauth) ### API key integrations [Section titled “API key integrations”](#api-key-integrations) **Merit Aktiva, SmartAccounts, Directo, Trigon, Scoro, Tripletex** use static API credentials generated inside the accounting software: 1. Open the integration dialog and go to the **Connect** or **Settings** tab. 2. Enter the credentials in the fields shown. Common patterns: * **Merit Aktiva**: API ID + API key (generated in Merit under Company settings > Integrations). Also select the correct **Country** (Estonia, Finland, or Poland). * **SmartAccounts**: API key + API secret. * Other integrations: follow similar credential labels in the dialog. 1. Click **Test connection** to verify credentials before saving. 2. Click **Save**. ### OAuth integrations [Section titled “OAuth integrations”](#oauth-integrations) **Xero, QuickBooks, e-conomic, Fortnox, FreeAgent** use OAuth authorization — no API key to copy manually: 1. Open the integration dialog and go to the **Connect to \[Name]** tab. 2. Click the **Authorize** button (for example, “Authorize Xero to start import”). 3. You are redirected to the accounting software’s login page. Log in and grant Uku permission. 4. You are returned to Uku. Uku confirms the connection and may prompt you to select a company if you manage multiple organizations. OAuth tokens are stored securely and refreshed automatically. You do not need to re-authorize unless you revoke access from within the accounting software. ## What data syncs [Section titled “What data syncs”](#what-data-syncs) Accounting integrations pull **work statistics** from the accounting software into Uku. The primary purpose is to populate monthly summary tasks for each client with activity counts your team needs to track their workload and billing scope. Integrations are **one-way inbound**: Uku reads data from the accounting software. Uku does not push data back to the accounting system via these integrations. **Exception:** **e-conomic** supports a two-way sync — client records can be synced between Uku and e-conomic, and sales ledger data for each client is available in the client view. ## Step 3 — Configure summary task settings [Section titled “Step 3 — Configure summary task settings”](#step-3--configure-summary-task-settings) After enabling, open the integration dialog and go to the **Settings** tab to configure how Uku creates monthly summary tasks. | Setting | What it does | | --------------- | -------------------------------------------------------------------------------------------------------------------------- | | **Task title** | Name used for the auto-generated summary task each month | | **Topic** | Which topic the summary task is filed under | | **Recurrence** | Always monthly | | **Import data** | When in the month data is imported — last work day, last calendar day, or a specific day of the following month (1st–28th) | ### Configure data fields [Section titled “Configure data fields”](#configure-data-fields) Map each accounting data field to a custom task field in Uku: 1. In the **Configure data fields** section, see the list of available accounting data fields (entries, VAT entries, documents, etc.). 2. For each field you want to track, select the corresponding Uku custom task field from the dropdown. 3. Fields left blank are not imported. 4. Click **Show more** to reveal additional less-common fields. 5. Use **New custom field** inside the dropdown to create a field on the spot if one does not exist. 6. Click **Save** when done. ## Companies House (UK company lookup) [Section titled “Companies House (UK company lookup)”](#companies-house-uk-company-lookup) Companies House is not an accounting integration but is often paired with one for UK firms. It connects Uku to the free UK Companies House register for live client lookup and automatic compliance reminder tasks (Accounts due, Confirmation Statement due, Corporation Tax Return due). No API key is required. For full setup and reminder configuration, see [Connect Companies House to Uku](../companies-house-integration/). ## Re-syncing data [Section titled “Re-syncing data”](#re-syncing-data) To re-import accounting data for all clients using an integration: 1. Open the integration dialog, go to **Settings**. 2. Click **Reload data** (bottom-left of the dialog). 3. Confirm the action. Uku will re-import the last 12 months of data and overwrite existing summary task field values. 4. Uku processes the reload in the background and notifies you when it is ready. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The integration is not visible in the client list Integration column [Section titled “The integration is not visible in the client list Integration column”](#the-integration-is-not-visible-in-the-client-list-integration-column) The integration is not yet enabled. Go to **Settings & Apps**, find the integration, and enable it. ### Test connection fails with an authentication error [Section titled “Test connection fails with an authentication error”](#test-connection-fails-with-an-authentication-error) Check that you have copied the credentials exactly from the accounting software — no extra spaces, no missing characters. For Merit Aktiva, make sure the correct country (Estonia / Finland / Poland) is selected. Credentials are per-environment: an Estonia API key will not work if Finland is selected. ### Summary tasks are not being created [Section titled “Summary tasks are not being created”](#summary-tasks-are-not-being-created) Check that the recurrence and import day settings are configured and saved. Tasks are created automatically on the scheduled day — they do not appear retroactively for past months unless you trigger **Reload data**. ### A data field shows no value after sync [Section titled “A data field shows no value after sync”](#a-data-field-shows-no-value-after-sync) The accounting field may not be mapped to a custom task field. Open the integration **Settings** tab, find the field in question, assign it to a custom field, then run **Reload data** to back-fill existing months. ### OAuth connection stopped working [Section titled “OAuth connection stopped working”](#oauth-connection-stopped-working) OAuth access may have been revoked from within the accounting software, or the token may have expired. Re-authorize by going to the integration **Connect** tab and clicking **Authorize** again. # API key accounting integrations > Connect Tripletex, Scoro, Merit Aktiva, SmartAccounts, Directo, and Trigon using API credentials generated inside the accounting software. Quick answer Generate the API credentials inside your accounting software, then paste them into the integration dialog in Uku under **Settings & Apps**. Use API key integrations when the accounting software does not expose an OAuth flow — the connection is more manual but does not depend on a browser redirect. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role. Available on all paid plans (**Solo**, **Team**, and **Elite**). You also need permission inside the accounting software to generate or view API credentials — typically an admin role there too. ## Common setup steps [Section titled “Common setup steps”](#common-setup-steps) The flow is the same for every API key integration: 1. Sign in to the accounting software and locate its API credentials section. 2. Generate or copy the credentials (key, secret, token, company ID — varies by vendor). 3. In Uku, go to **Settings & Apps**, find the integration card, and click **Enable** if it is not already on. 4. Open the integration dialog and go to the **Connect** or **Settings** tab. 5. Paste each credential into its labelled field. 6. Click **Test connection** to verify before saving. 7. Click **Save**. If the test fails, see [Troubleshooting](#troubleshooting) below. After a successful save, the integration appears in the **Integration** column of your client list and can be enabled per client. For details on summary task configuration and data field mapping (the same for all integrations), see [Setting up accounting integrations](../../integrations/accounting-integrations/). ## Tripletex [Section titled “Tripletex”](#tripletex) **Full setup article:** [Connect Tripletex to Uku](../tripletex-integration/). **Region:** Norway. Tripletex uses two tokens rather than a single API key. 1. Sign in to Tripletex and go to **Selskap → API-tilgang** (Company → API access). 2. Generate an **employee token** linked to the user account that should sync data. 3. Uku already holds the **consumer token** as the integrating partner — you do not need to provide it. 4. In Uku, paste the employee token and choose **production** (or **test** if you are connecting a sandbox). 5. Click **Test connection** then **Save**. What syncs: clients, products, VAT types, invoices outbound. One-way for read; invoice export sends invoices to Tripletex. **Gotcha:** employee tokens have an expiration date. If sync stops, regenerate the token in Tripletex and paste the new value. ## Scoro [Section titled “Scoro”](#scoro) **Full setup article:** [Connect Scoro to Uku](../scoro-integration/). Note Scoro is not enabled out-of-the-box. Contact Uku to have the integration activated for your company before configuring it in **Settings & Apps** — without activation, the Scoro card will not appear in the integration list. **Region:** Estonia, UK, global. 1. Sign in to Scoro and go to **Settings → API**. 2. Copy your **company account ID**, **API key**, and **subdomain** (the part of your Scoro URL before `.scoro.com`). 3. In Uku, paste all three values into the integration dialog. 4. Choose the language (Estonian, English) used for invoice exports. 5. Click **Test connection** then **Save**. What syncs: tax rates, invoice export to Scoro. Outbound — Uku pushes invoices into Scoro; clients are not imported. **Gotcha:** the subdomain is just the prefix (e.g. `acme`), not the full URL. Pasting the full URL will fail the connection test. ## Merit Aktiva [Section titled “Merit Aktiva”](#merit-aktiva) **Full setup article:** [Connect Merit Aktiva to Uku](../merit-aktiva-integration/). **Region:** Estonia, Finland, Poland (in Poland it is sold as 360 Księgowość). The Uku integration uses Merit Aktiva v1 — the v2 API is not yet wired up. 1. Sign in to Merit Aktiva and go to **Company settings → Integrations**. 2. Generate an **API ID** and an **API key**. 3. In Uku, paste the API ID, API key, and select the correct **country** (Estonia, Finland, or Poland — they are separate Merit instances and credentials do not cross over). 4. Click **Test connection** then **Save**. What syncs: tax rates, products, summary statistics (entries, VAT entries, documents) for monthly summary tasks, invoice export, paid-invoice status updates back to Uku. **Gotcha:** if the country is wrong, the test will fail with an authentication error even if the credentials themselves are correct. Each Merit country runs as a separate service. ## SmartAccounts [Section titled “SmartAccounts”](#smartaccounts) **Full setup article:** [Connect SmartAccounts to Uku](../smart-accounts-integration/). **Region:** Estonia. 1. Sign in to SmartAccounts and go to the **Settings** area for API access. 2. Generate an **API key** and **API secret**. 3. In Uku, paste both values into the integration dialog. 4. Click **Test connection** then **Save**. What syncs: VAT types, summary statistics (sale entries, purchase entries, bank entries, documents) for monthly summary tasks, invoice export. **Gotcha:** the secret is shown only once when generated. If you lose it, you must regenerate the pair in SmartAccounts and re-paste both into Uku. ## Directo [Section titled “Directo”](#directo) **Region:** Estonia, Latvia. 1. Sign in to Directo and ask your administrator to generate a personal **access token** scoped to the integration user. 2. In Uku, paste the access token into the integration dialog. 3. Click **Test connection** then **Save**. What syncs: articles (products), client read, summary statistics, invoice export to Directo. **Gotcha:** Directo tokens are tied to a specific company database. If your firm has multiple Directo databases, generate a separate token for each and connect them at the **client** level rather than at the company level. ## Trigon [Section titled “Trigon”](#trigon) **Region:** Estonia (Trigon Bank — used by accounting firms managing payment files for Estonian clients). 1. Sign in to Trigon and go to the API access section. 2. Generate or retrieve the **ID token** (sometimes called identity token) and the **API key**. 3. In Uku, paste both values and select the correct environment (production unless you are testing). 4. Click **Test connection** then **Save**. What syncs: clients, contacts, addresses, transaction volumes (used to drive monthly summary task statistics). **Gotcha:** Trigon caches transaction volumes per period. If a client looks like it is missing entries, run **Reload data** from the integration **Settings** tab to refresh the cache. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Test connection fails with an authentication error [Section titled “Test connection fails with an authentication error”](#test-connection-fails-with-an-authentication-error) The most common causes: * A credential was copied with leading or trailing whitespace. Re-copy directly from the source field. * The wrong region or country is selected (Merit Aktiva especially). * The token has been revoked or expired in the accounting software. Regenerate and paste again. * For Scoro: the subdomain field has the full URL pasted instead of just the prefix. ### Test connection succeeds but no data appears in summary tasks [Section titled “Test connection succeeds but no data appears in summary tasks”](#test-connection-succeeds-but-no-data-appears-in-summary-tasks) Enabling the integration only allows it to be used. Data flows once you also: * Enable the integration on a specific client (in the client view, set the **Integration** column to this vendor). * Configure summary task settings on the integration **Settings** tab — see [Setting up accounting integrations](../../integrations/accounting-integrations/). * Wait for the next scheduled import day, or trigger **Reload data** to back-fill the last 12 months. ### A previously working connection stopped syncing [Section titled “A previously working connection stopped syncing”](#a-previously-working-connection-stopped-syncing) Most token-based vendors (Tripletex, Trigon) issue tokens with an expiration date. Regenerate the token inside the accounting software, paste the new value into Uku, and re-test the connection. SmartAccounts and Merit Aktiva keys do not expire automatically, but they can be revoked if an admin rotates credentials. ### I revoked the API key in the accounting software — what happens in Uku? [Section titled “I revoked the API key in the accounting software — what happens in Uku?”](#i-revoked-the-api-key-in-the-accounting-software--what-happens-in-uku) Uku will start failing the next sync attempt and show an error indicator on the integration. No client data is lost; once you paste a fresh credential and the test succeeds, scheduled syncs resume. # Companies House > Enable Companies House for live UK company lookup and automatic Accounts, Confirmation Statement, and Corporation Tax reminders. Quick answer Open **Settings & Apps**, find **Companies House**, click **Enable**. In the **Settings** tab, configure automatic reminder tasks for **Accounts due**, **Confirmation Statement due**, and **Corporation Tax Return due** filing deadlines. No API key or login is required — Companies House is a free public register. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid Uku plan (**Solo**, **Team**, or **Elite**). No Companies House login is needed — Uku queries the public UK Companies House register, which is free and open. Companies House is the right integration for accounting and bookkeeping firms working with **UK limited companies and LLPs**. It is not relevant for sole traders, partnerships, or non-UK clients. ## What Companies House does in Uku [Section titled “What Companies House does in Uku”](#what-companies-house-does-in-uku) The Companies House integration in Uku provides two distinct capabilities, both backed by the same public register: 1. **Live company lookup** when you add or edit a UK client. Type a company name or registration number in the client list, and Uku queries Companies House and pre-fills the client record with company name, registered office address, registered status, dates, and key filing deadlines. 2. **Automatic compliance reminder tasks** for filing deadlines. Once the integration is enabled and a client has Companies House data on file, Uku creates reminder tasks ahead of each filing deadline so the work is never missed. There is **no data sync schedule** to configure and **no API key to manage**. Lookups happen on demand when you search; reminder tasks are created automatically based on the filing dates pulled at lookup time. ## Enable the Companies House integration in Uku [Section titled “Enable the Companies House integration in Uku”](#enable-the-companies-house-integration-in-uku) Path: **Settings & Apps → Companies House** Enabling Companies House at the company level activates lookup-driven client creation and turns on the reminder generation engine. 1. Open **Settings & Apps** in Uku. 2. Find the **Companies House** card in the Integrations section. 3. Click the card to open the integration dialog. 4. On the **Overview** tab, click **Enable**. The integration is now active. ## Configure compliance reminder tasks [Section titled “Configure compliance reminder tasks”](#configure-compliance-reminder-tasks) Once Companies House is enabled, open the **Settings** tab inside the integration dialog. Three reminder tasks are pre-configured and can be turned on or off, retitled, reassigned, or rescheduled. | Reminder | Driven by | Default lead time | | --------------------------------------- | ------------------------------------ | --------------------------- | | **Accounts Due Reminder** | Accounts next due date | 14 days before the deadline | | **Confirmation Statement Due Reminder** | Confirmation Statement next due date | 14 days before the deadline | | **Corporation Tax Return Due Reminder** | Corporation Tax Return next due date | 14 days before the deadline | For each reminder you can configure: | Setting | What it does | | --------------- | -------------------------------------------------------------------------------------------------------------------------------------- | | **Selected** | Whether this reminder is active for new client lookups. Uncheck to skip a reminder type entirely. | | **Title** | Task title — defaults to the canonical name above; rewrite to match your firm’s task naming. | | **Description** | Task description — fill in any standard checklist text your team should see on every reminder. | | **Topic** | Topic the reminder task is filed under in Uku. | | **Days before** | Lead time — how many days before the filing deadline the reminder task should be created. | | **Assigned to** | Who the reminder is assigned to. Defaults to **the client’s Client Manager** so each firm member gets reminders for their own clients. | Click **Save** when done. The settings apply to: * All new UK clients you add via Companies House lookup. * All existing UK clients whose Companies House data is already on file when you next run the reminder generation. ## Search and add UK clients via Companies House [Section titled “Search and add UK clients via Companies House”](#search-and-add-uk-clients-via-companies-house) With Companies House enabled, the client lookup in Uku queries the live register so client records are pre-filled from authoritative data. 1. Go to the client list and click **Add client**. 2. Start typing the **company name** or **registration number**. 3. Uku queries Companies House live and shows matches. Pick the right entry. 4. Uku pre-fills the client record with name, registered office address, registration number, incorporation date, status, and the filing deadline dates that drive the reminder tasks. 5. Save the client. For existing UK clients without Companies House data, open the client view and use the lookup function to attach Companies House data. Once attached, reminder tasks are generated for that client. ## How reminder tasks are generated [Section titled “How reminder tasks are generated”](#how-reminder-tasks-are-generated) Companies House reminder tasks are created **N days before** each filing deadline (where N is the **Days before** setting for that reminder). * The reminder task is created on the scheduled day, not retroactively for past deadlines. * If the **Days before** lead time is changed, future reminders use the new lead time; reminders already created keep their original scheduled date. * The deadline data refreshes each time the client is looked up or re-fetched from Companies House. To trigger a fresh fetch for a client whose deadlines may have moved, use the integration controls in the client view. ## What data is read from Companies House [Section titled “What data is read from Companies House”](#what-data-is-read-from-companies-house) Companies House is a **read-only public register**. Uku does not write any data back. The fields used: | Field | Purpose | | -------------------------------- | ----------------------------------------------------- | | Company name | Client display name | | Registered office address | Client address | | Company number | Identifier for lookup and disambiguation | | Status (active, dissolved, etc.) | Client metadata | | Incorporation date | Client metadata | | Accounts next due | Drives Accounts Due Reminder | | Confirmation Statement next due | Drives Confirmation Statement Due Reminder | | Corporation Tax Return next due | Drives Corporation Tax Return Due Reminder | | Persons of significant control | Available in the client view (compliance and KYC use) | ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Companies House search returns no results [Section titled “Companies House search returns no results”](#companies-house-search-returns-no-results) If a Companies House search returns no results, confirm the spelling of the company name, or search by **registration number** which is unique and unambiguous. Companies House only covers UK-registered entities — overseas companies, sole traders, and partnerships are not in the register. ### A reminder task was not created [Section titled “A reminder task was not created”](#a-reminder-task-was-not-created) If an expected Companies House reminder task did not appear, check the integration **Settings** tab and confirm: * The reminder type (**Accounts Due**, **Confirmation Statement**, or **Corporation Tax Return**) is **Selected**. * The client has the corresponding deadline date on file. If the deadline date is missing, run a fresh Companies House lookup for that client. * Today’s date is on or after the deadline minus the **Days before** lead time. Reminders are created on schedule, not retroactively. ### Reminders are assigned to the wrong person [Section titled “Reminders are assigned to the wrong person”](#reminders-are-assigned-to-the-wrong-person) If Companies House reminders are landing on the wrong person, the default is **the client’s Client Manager**. To send all reminders of a given type to a specific firm member regardless of client, change **Assigned to** in the reminder settings to that person. Existing reminder tasks already created keep their original assignee — adjust them in the task list if needed. ### Filing deadlines look out of date [Section titled “Filing deadlines look out of date”](#filing-deadlines-look-out-of-date) If the Companies House filing deadlines on a client look out of date, they reflect the data Companies House had at the last lookup for that client. Use the lookup or refresh action in the client view to re-fetch the latest data. If a deadline has passed without a reminder being created, the integration was likely enabled after the deadline minus the lead time — manually create a one-off task for that filing. ### Persons of significant control panel is empty [Section titled “Persons of significant control panel is empty”](#persons-of-significant-control-panel-is-empty) If the persons of significant control panel is empty for a UK client, it is usually because the company has not filed PSC data yet. Not every UK company has PSC data filed (some smaller entities defer filing). Confirm the company has filed a PSC statement on the Companies House public website. If filings exist there but Uku shows nothing, run a fresh lookup to re-fetch. # Connect Directo to Uku > Set up the Directo accounting integration with the XML Direct key to import clients and articles, and export invoices from Uku to Directo. Quick answer Order **XML Direct** from Directo support and activate the three feed directions (**Customers out**, **Invoices in**, **Articles out**). Open the **XML Direct** key from the integration employee’s **Admin** tab in Directo. In Uku, open **Settings & Apps → Directo**, paste the key and connect. Then connect Directo under the **Billing** app to enable invoice export. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid Uku plan (**Solo**, **Team**, or **Elite**). You also need someone at the firm who can configure **XML Direct** in Directo — usually the firm’s Directo administrator. ## What the Directo integration does [Section titled “What the Directo integration does”](#what-the-directo-integration-does) The Uku ↔ Directo integration lets you: * **Import clients and contacts** from Directo into Uku. Clients are matched between Uku and Directo by **client code**. * **Export invoices** from Uku to Directo. * **Automatically fetch invoice paid status** from Directo back to Uku. ## Step 1: Order XML Direct in Directo [Section titled “Step 1: Order XML Direct in Directo”](#step-1-order-xml-direct-in-directo) Contact Directo and order the **XML Direct** add-on for your Directo account. Ask Directo to activate these three feed directions: * **Customers out** (and if needed, **Customers in**) * **Invoices in** (and if needed, **Invoices out**) * **Articles out** Without XML Direct and these directions activated, Uku cannot read clients or articles from Directo, and cannot push invoices in. ## Step 2: Find the XML Direct key in Directo [Section titled “Step 2: Find the XML Direct key in Directo”](#step-2-find-the-xml-direct-key-in-directo) Once XML Direct is active, the key lives on the integration user’s employee card in Directo. 1. In Directo, open the **Personal** menu and choose **Employees** (*Personal → Töötajad*).  2. Find the employee created for the integration and click the entry in the **Code** column.  3. On the employee card, open the **Admin** tab.  4. Scroll to the bottom of the page — the **XML Direct** key is shown there. Copy it.  Tip Use a dedicated integration employee in Directo (not a real person’s account). That way the key isn’t tied to a staff member who might leave the firm. ## Step 3: Paste the XML Direct key in Uku [Section titled “Step 3: Paste the XML Direct key in Uku”](#step-3-paste-the-xml-direct-key-in-uku) **Path:** Settings & Apps → Directo 1. Open **Settings & Apps** in Uku and click the **Directo** card. 2. Paste the **XML Direct** key into the connection field. 3. Click **Connect**. Uku immediately starts the client import in the background.  ## Step 4: Confirm which clients to import [Section titled “Step 4: Confirm which clients to import”](#step-4-confirm-which-clients-to-import) When the client import finishes, Uku shows the clients it read from Directo. Pick which ones to add. The following data is imported per client: * Name * Registration code * VAT number * Address * Primary contact ## Step 5: Connect Directo in the Billing app [Section titled “Step 5: Connect Directo in the Billing app”](#step-5-connect-directo-in-the-billing-app) Pasting the XML Direct key under the Directo app is enough for client and article sync. To export invoices to Directo, you also need to connect Directo under the **Billing** app. 1. Open **Settings & Apps → Billing**. 2. Find the Directo connection setting and click **Connect**.  ## Step 6: Set up products [Section titled “Step 6: Set up products”](#step-6-set-up-products) Products that you bill clients for live in the Billing app under **Products**. For Directo customers, articles are pulled in via **Import list**. The article import brings into Uku: * The article **code** * The article **name**  VAT codes are not imported **VAT codes** are NOT imported from Directo automatically. You have to set them up manually in Uku and make sure the **external code** on each Uku VAT code matches the corresponding **VAT code** in Directo. Without a matching VAT code, invoice export to Directo will fail. ## How invoice export works [Section titled “How invoice export works”](#how-invoice-export-works) When Uku exports an invoice to Directo, the **resource** (team member) on each invoice row is sent to Directo as the **object / salesman** code. The resolution logic is: * If the invoice row has a **resource** in Uku, that resource’s **external code** is sent. * If the row has no resource, the fallback is: 1. The **default resource** in the client’s billing settings. 2. The **client’s Client Manager**, if **Default resource: Client Manager** is set to **Yes** in billing settings. * Resources must have an **external code** in the Uku integration settings that matches the **salesman / object** code in Directo. Without it, the row export fails. The invoice-level **Seller (Salesman)** field on the Directo invoice is filled automatically from the **client’s Client Manager**. If that user has no external code, Uku falls back to the **first available resource** from the invoice rows. ## Other things to know [Section titled “Other things to know”](#other-things-to-know) * **Payment term (T-condition).** The number of days between the invoice date and the due date flows from Uku to Directo as the payment term. The default comes from the **due date period** in the client’s billing settings. * **Invoice number.** Directo invoice numbers must be integers. Uku extracts the **numeric part** of the Uku invoice number and sends that. (Example: `INV-2026-0042` is sent as `20260042`.) * **Automatic invoice confirmation.** A per-integration setting in Uku (off by default). When **on**, invoices exported to Directo are **confirmed** automatically. When **off**, they are created as **drafts** in Directo.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Connection fails right after pasting the XML Direct key [Section titled “Connection fails right after pasting the XML Direct key”](#connection-fails-right-after-pasting-the-xml-direct-key) Almost always one of: * The key has leading or trailing whitespace. Re-copy it from the Admin tab in Directo. * XML Direct was ordered but the **three feed directions** (Customers out / Invoices in / Articles out) were not activated. Ask Directo to check. * The key belongs to a different Directo company than the one you want to connect. ### Client import finished but some clients are missing [Section titled “Client import finished but some clients are missing”](#client-import-finished-but-some-clients-are-missing) Directo only sends clients whose **Customers out** feed direction is active and who are not closed. Check the client’s status in Directo. If you only need a subset, you can choose which clients to add when Uku shows the import preview. ### Invoice export fails with a VAT-code error [Section titled “Invoice export fails with a VAT-code error”](#invoice-export-fails-with-a-vat-code-error) The Uku VAT code’s **external code** does not match Directo’s VAT code. Open **Settings & Apps → Billing → VAT codes** in Uku and set the external code to match the one in Directo. ### Invoice export fails with an article-code error [Section titled “Invoice export fails with an article-code error”](#invoice-export-fails-with-an-article-code-error) The invoice has a row whose product is not present in Directo. Either import the article into Uku and re-link it, or make sure the Uku product’s external code matches a real Directo article code. ### Invoice export fails with a salesman / object error [Section titled “Invoice export fails with a salesman / object error”](#invoice-export-fails-with-a-salesman--object-error) The resource on the invoice row (or the client’s Client Manager) has no **external code** in the Uku integration settings, or the code does not match a salesman / object code in Directo. Fix the external code in the **Resources** section of the Directo integration settings. ## What’s next [Section titled “What’s next”](#whats-next) After Directo is connected, set up your [billing products](/en/billing/products/) and then [client contracts](/en/billing/contracts/) so invoices can be generated from monthly work. # Documents app — Drive, OneDrive, Dropbox > Connect Uku to Google Drive, OneDrive, Dropbox, or SharePoint to auto-save files from tasks and the Client Portal to your cloud storage. Quick answer The Documents app connects Uku to your cloud storage so that every file uploaded through tasks, emails, or the Client Portal is automatically saved to an organized folder structure. Requires the **Elite plan**. Supported providers: **Google Drive**, **OneDrive**, **Dropbox**, and **SharePoint**. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** with access to **Settings & Apps**. Requires the **Elite plan**. ## What the Documents app does [Section titled “What the Documents app does”](#what-the-documents-app-does) The Documents app bridges Uku and your existing document management system. Files are automatically synchronized to your cloud storage provider, giving your team direct access to client files in the tools they already use — without downloading anything from Uku first. * **Automatic file sync** — files uploaded or created in Uku are saved to the connected cloud storage. * **Organized folder structure** — Uku creates per-client folders and optional subfolders (by year/month, public/private, notes/templates). * **Direct file access** — when you open a file in Uku, it opens directly in your cloud storage. No downloads needed. * **Optional backup** — keep a copy of all files in built-in storage as a safety net. ## How to enable the Documents app [Section titled “How to enable the Documents app”](#how-to-enable-the-documents-app) 1. Go to **Settings & Apps**. 2. Find the **Documents** app and open it. 3. On the **Overview** tab, activate the app. 4. Switch to the **Settings** tab to configure it. ## Connecting a cloud storage service [Section titled “Connecting a cloud storage service”](#connecting-a-cloud-storage-service) On the **Settings** tab, you will see supported services listed with a **Connect** button: * **Google Drive** — click Connect, authorize Uku via Google OAuth. * **OneDrive** — click Connect, authorize Uku via your Microsoft account. * **Dropbox** — click Connect, authorize Uku via Dropbox OAuth. * **SharePoint** — click Connect, paste the four values from your Azure AD app registration. SharePoint setup is more involved than the others because it uses an Azure-registered application rather than a personal OAuth login. Full step-by-step in [Connect SharePoint to Uku](../sharepoint-integration/). You can only connect one service at a time — see *Disconnecting or switching providers* below to change provider. ## Selecting the main folder [Section titled “Selecting the main folder”](#selecting-the-main-folder) After connecting a service, choose a **Main folder** — the root folder in your cloud storage where Uku will create client folders. 1. Click the folder picker button on the **Settings** tab. 2. Browse or search your cloud storage folders. 3. Select the folder and confirm. Until a main folder is selected, you will see a warning: “Main folder selection is required.” The app settings cannot be saved without it. Under this main folder, Uku automatically creates a subfolder for each client using the client’s name. ## Configuring folder structure and file options [Section titled “Configuring folder structure and file options”](#configuring-folder-structure-and-file-options) * **Public and Private subfolders** — creates a Public folder accessible to both the client (via the Client Portal) and the team, and a Private folder accessible only to team members, under each client folder. * **Year / Month subfolders** — adds date-based subfolders (e.g., `2026 > 04`) for automatic sorting by period. * **Notes and Templates subfolders** — creates Notes and Templates folders under each client. * **Add task files added by Members** — syncs files that your team members upload to tasks. * **Add task files added by Clients** — syncs files that clients upload through emails or the Client Portal. * **Backup files to Uku file storage** — keeps a copy of all files in Uku’s built-in storage as a backup. A live preview on the right side of the settings page shows exactly what the resulting folder structure will look like as you toggle options. ## Per-client folder customization [Section titled “Per-client folder customization”](#per-client-folder-customization) The default folder structure applies to all clients, but you can override it for individual clients. Under each client’s settings, a **Documents** section lets you choose between the globally defined main folder or a **Custom folder** specific to that client. ## Disconnecting or switching providers [Section titled “Disconnecting or switching providers”](#disconnecting-or-switching-providers) You can stop using a connected provider, or switch to a different one, at any time. 1. Go to **Settings & Apps > Documents > Settings**. 2. Find the currently connected service and click **Disconnect**. Caution After you disconnect, document synchronization between Uku and the cloud folder stops. Files already synced remain in your cloud storage; new files uploaded in Uku will not be sent to the cloud until you connect a provider again. To switch to a different provider, disconnect the current one first, then click **Connect** on the new provider and follow the connection steps above. ## How documents appear in client views [Section titled “How documents appear in client views”](#how-documents-appear-in-client-views) Once the Documents app is active, a **Documents** panel appears in the sidebar of client views. Clicking the folder icon opens the client’s document folder directly in your connected cloud storage provider. # Connect e-conomic to Uku > Authorize e-conomic to two-way sync clients, push invoices into e-conomic, and read paid status and sales ledger data back into Uku. Quick answer Open **Settings & Apps**, find **e-conomic**, click **Enable**, then on the **Connect to e-conomic** tab click **Authorize**. Sign in to e-conomic, grant Uku access to the agreement, and you are returned to Uku connected. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid plan (**Solo**, **Team**, or **Elite**). You also need an e-conomic login with permission to grant third-party apps access to the agreement (typically the agreement administrator). e-conomic is the right integration for firms in **Denmark**. The same connection also works for **Norwegian** and **Swedish** e-conomic accounts where applicable. ## Connect e-conomic in Uku [Section titled “Connect e-conomic in Uku”](#connect-e-conomic-in-uku) Path: **Settings & Apps → e-conomic** 1. Open **Settings & Apps** and find the **e-conomic** card. 2. Click the card to open the integration dialog and, on the **Overview** tab, click **Enable**. 3. Switch to the **Connect to e-conomic** tab. 4. Click **Authorize**. Uku redirects you to the e-conomic sign-in page. 5. Sign in to e-conomic and grant Uku access to the agreement you want to connect. 6. e-conomic returns you to Uku. The connection is confirmed and the agreement number is shown on the **Overview** tab. OAuth tokens are stored in Uku and refreshed automatically. You will not need to re-authorize unless you revoke access from inside e-conomic. ## What syncs [Section titled “What syncs”](#what-syncs) e-conomic is the one accounting integration in Uku with **two-way sync** for client records, in addition to the standard inbound work-statistics flow used by accounting summary tasks. | Data | Direction | Notes | | ----------------------------- | --------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------ | | Clients (e-conomic customers) | Uku ↔ e-conomic | Two-way: clients created or updated in Uku can be pushed to e-conomic, and customers from e-conomic are imported into Uku. Matched on contact details. | | Products | e-conomic → Uku | Available when configuring billing products in Uku. | | Invoices | Uku → e-conomic | Uku invoices can be sent to e-conomic when they are issued. | | Invoice paid status | e-conomic → Uku | Uku reads paid amounts and dates back from e-conomic. | | Sales ledger per client | e-conomic → Uku | Visible inside the client view. | | Work statistics | e-conomic → Uku | Optional: drives monthly summary tasks per the accounting integrations setup. | For the summary task and data-field configuration, see [Setting up accounting integrations](../../integrations/accounting-integrations/). ## Reconnect or disconnect e-conomic [Section titled “Reconnect or disconnect e-conomic”](#reconnect-or-disconnect-e-conomic) 1. Open **Settings & Apps → e-conomic**. 2. To reconnect: on the **Connect to e-conomic** tab, click **Authorize** again. 3. To disconnect: on the **Overview** tab, click **Disconnect**. Uku revokes its e-conomic token and clears the connected agreement. Existing invoices and clients in Uku are preserved. Uku stores one e-conomic agreement per Uku company. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Authorization fails with “agreement not found” or “no permission” [Section titled “Authorization fails with “agreement not found” or “no permission””](#authorization-fails-with-agreement-not-found-or-no-permission) Make sure the e-conomic login you used has access to at least one agreement and is allowed to grant third-party app access. The agreement administrator usually has this permission; standard users often do not. Try the **Authorize** flow again with an admin account. ### A client edited in Uku does not appear in e-conomic [Section titled “A client edited in Uku does not appear in e-conomic”](#a-client-edited-in-uku-does-not-appear-in-e-conomic) The two-way client sync runs on save and on the periodic background sync. If a recently edited client has not appeared in e-conomic, click **Reload data** in the integration **Settings** tab to force a sync. Confirm in **Settings → Configure data fields** that client sync is enabled — if the field mappings are blank, no data is pushed. ### ”OAuth connection stopped working” or sync errors [Section titled “”OAuth connection stopped working” or sync errors”](#oauth-connection-stopped-working-or-sync-errors) The e-conomic refresh token may have been revoked by the agreement admin, or your e-conomic agreement was suspended. Open **Settings & Apps → e-conomic → Connect to e-conomic** and click **Authorize** again. If e-conomic still rejects the request, contact e-conomic support to confirm the agreement is active. ### Sales ledger panel is empty for a client [Section titled “Sales ledger panel is empty for a client”](#sales-ledger-panel-is-empty-for-a-client) The client may not be linked to an e-conomic customer. Open the client view and confirm the **Integration** column shows e-conomic; if not, link the Uku client to the matching e-conomic customer manually, or trigger **Reload data**. # Connect Fortnox to Uku > Authorize Fortnox in Settings & Apps to import work statistics and clients, push Uku invoices to Fortnox, and read paid status back. Quick answer Open **Settings & Apps**, find **Fortnox**, click **Enable**, then on the **Connect to Fortnox** tab click **Authorize**. Sign in to Fortnox, grant Uku access to your company, and you are returned to Uku connected. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid plan (**Solo**, **Team**, or **Elite**). You also need a Fortnox login with **administrator** rights on the company you want to connect — only an administrator can authorize third-party apps in Fortnox. Fortnox is the right integration for firms in **Sweden**, and is also suitable for **Finnish** firms using Fortnox. ## Connect Fortnox in Uku [Section titled “Connect Fortnox in Uku”](#connect-fortnox-in-uku) Path: **Settings & Apps → Fortnox** 1. Open **Settings & Apps** and find the **Fortnox** card. 2. Click the card to open the integration dialog and, on the **Overview** tab, click **Enable**. 3. Switch to the **Connect to Fortnox** tab. 4. Click **Authorize**. Uku redirects you to the Fortnox sign-in page. 5. Sign in to Fortnox and grant Uku the requested scopes (invoices, customers, articles). 6. Fortnox returns you to Uku. The connection is confirmed on the **Overview** tab. OAuth tokens are stored in Uku and refreshed automatically. You will not need to re-authorize unless access is revoked from inside Fortnox or the connected company changes ownership. ## What syncs [Section titled “What syncs”](#what-syncs) Fortnox is **one-way inbound** for the standard work-statistics flow used by accounting summary tasks. In addition, Uku can **push invoices** generated in Uku into the connected Fortnox company and read invoice **paid status** back. | Data | Direction | Notes | | --------------------------- | ------------- | ---------------------------------------------------------------------------------------- | | Clients (Fortnox customers) | Fortnox → Uku | Imported into the **Integration** column of the client list; matched on contact details. | | Products (Fortnox articles) | Fortnox → Uku | Available when configuring billing products in Uku. | | Invoices | Uku → Fortnox | Uku invoices can be sent to Fortnox when they are issued. | | Invoice paid status | Fortnox → Uku | Uku reads paid amounts and dates back from Fortnox. | | Work statistics | Fortnox → Uku | Optional: drives monthly summary tasks per the accounting integrations setup. | Swedish VAT codes (moms) and tax categories are handled by Fortnox; Uku reads tax rates from the Fortnox company when sending an invoice. For the summary task and data-field configuration, see [Setting up accounting integrations](../../integrations/accounting-integrations/). ## Reconnect or disconnect Fortnox [Section titled “Reconnect or disconnect Fortnox”](#reconnect-or-disconnect-fortnox) 1. Open **Settings & Apps → Fortnox**. 2. To reconnect: on the **Connect to Fortnox** tab, click **Authorize** again. 3. To disconnect: on the **Overview** tab, click **Disconnect**. Uku revokes its Fortnox token and clears the connected company. Existing invoices and clients in Uku are preserved. Uku stores one Fortnox company per Uku company. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### ”You do not have permission to grant access” during the OAuth flow [Section titled “”You do not have permission to grant access” during the OAuth flow”](#you-do-not-have-permission-to-grant-access-during-the-oauth-flow) Fortnox only allows administrators to authorize third-party apps. Sign in with an admin account on the Fortnox company you want to connect, then run the **Authorize** flow again. ### Wrong Fortnox company is connected [Section titled “Wrong Fortnox company is connected”](#wrong-fortnox-company-is-connected) Disconnect on the **Overview** tab and re-authorize. When Fortnox prompts for which company to connect, pick the correct one. Uku stores one Fortnox company per Uku company; to manage multiple Fortnox companies, use a separate Uku workspace per company file. ### ”OAuth connection stopped working” or sync errors [Section titled “”OAuth connection stopped working” or sync errors”](#oauth-connection-stopped-working-or-sync-errors) The Fortnox refresh token may have been revoked, or scopes may have changed. Open **Settings & Apps → Fortnox → Connect to Fortnox** and click **Authorize** again to issue fresh tokens. If errors persist, check that the Fortnox subscription is active and includes the integration scope. ### A customer or article is missing after sync [Section titled “A customer or article is missing after sync”](#a-customer-or-article-is-missing-after-sync) Click **Reload data** in the integration **Settings** tab to re-import the last 12 months of Fortnox data. If the customer or article still does not appear, confirm it is not marked **Inactive** in Fortnox — Uku skips inactive records. # Connect FreeAgent to Uku > Authorize FreeAgent in Settings & Apps via OAuth to import your FreeAgent clients into Uku and drive monthly accounting summary tasks. Quick answer Open **Settings & Apps**, find **FreeAgent**, click **Enable**, then click **Authorize**. Sign in to FreeAgent, grant Uku access, and you are returned to Uku connected. Uku then imports your FreeAgent clients to drive monthly accounting summary tasks. [FreeAgent and Uku integration tutorial](https://www.youtube.com/embed/h6KhgPamAiw?rel=0) ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid plan (**Solo**, **Team**, or **Elite**). You also need a FreeAgent login with permission to authorize third-party apps for the FreeAgent practice you want to connect. FreeAgent is the accounting platform of choice for many **UK** accounting and bookkeeping firms. The integration is market-relevant for UK-based Uku companies. ## Connect FreeAgent in Uku [Section titled “Connect FreeAgent in Uku”](#connect-freeagent-in-uku) Path: **Settings & Apps → FreeAgent** 1. Open **Settings & Apps** and find the **FreeAgent** card. 2. Click the card to open the integration dialog and, on the **Overview** tab, click **Enable**. 3. Click **Authorize**. Uku redirects you to FreeAgent’s authorization page. 4. Sign in to FreeAgent and grant Uku the requested access. 5. FreeAgent redirects you back to Uku. The connection is confirmed and your FreeAgent practice name and connected email are shown on the **Overview** tab. OAuth tokens are stored in Uku and refreshed automatically. You will not need to re-authorize unless you revoke access from inside FreeAgent or the connected practice changes. ## What syncs [Section titled “What syncs”](#what-syncs) FreeAgent is **one-way inbound**: Uku reads client data from FreeAgent. No data is written back to FreeAgent. | Data | Direction | Notes | | ---------------------------------- | --------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------- | | Clients (FreeAgent companies) | FreeAgent → Uku | Imported into the **Integration** column of the client list; matched on company name and registration number. | | Client address and contact details | FreeAgent → Uku | Name, address, postcode, town, country, locale, and account owner contact (first name, last name, email) are mapped into Uku client and contact fields. | | Work statistics | FreeAgent → Uku | Drives monthly summary tasks per the accounting integrations setup. | Products and invoice sync are not implemented for FreeAgent — Uku does not push invoices to FreeAgent or pull invoice paid status. If you need invoice sync, consider [Xero](../xero-integration/) or [QuickBooks](../quickbooks-integration/). For the summary task and data-field configuration that turns FreeAgent client data into monthly tasks, see [Setting up accounting integrations](../../integrations/accounting-integrations/). ## Reconnect or disconnect FreeAgent [Section titled “Reconnect or disconnect FreeAgent”](#reconnect-or-disconnect-freeagent) If you need to refresh stale tokens or stop the integration entirely: 1. Open **Settings & Apps → FreeAgent**. 2. To reconnect: click **Authorize** again and complete the FreeAgent sign-in flow. 3. To disconnect: on the **Overview** tab, click **Disconnect**. Uku revokes its FreeAgent token. Existing clients in Uku are preserved. Disconnecting from Uku also revokes Uku’s authorization inside FreeAgent. If you only revoke the connection from inside FreeAgent, Uku will detect the broken token on the next sync and prompt you to re-authorize. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Authorization fails or redirects back to the login page [Section titled “Authorization fails or redirects back to the login page”](#authorization-fails-or-redirects-back-to-the-login-page) Make sure the FreeAgent login you used has permission to authorize third-party apps. Complete any two-factor authentication challenge FreeAgent requires before authorizing. Then try the **Authorize** flow again from a clean browser session. ### ”FreeAgent is not connected” error when running import [Section titled “”FreeAgent is not connected” error when running import”](#freeagent-is-not-connected-error-when-running-import) The stored OAuth token may have expired or been revoked inside FreeAgent. Open **Settings & Apps → FreeAgent** and click **Authorize** again to issue a fresh token. Confirm the practice name appears on the **Overview** tab before running the import. ### A client is missing after import [Section titled “A client is missing after import”](#a-client-is-missing-after-import) Click **Reload data** in the integration **Settings** tab to re-import data. If the client still does not appear, check whether it is active in FreeAgent — Uku skips inactive records. Also confirm the FreeAgent company has a name or registration number that Uku can match against. ### Wrong FreeAgent practice is connected [Section titled “Wrong FreeAgent practice is connected”](#wrong-freeagent-practice-is-connected) Disconnect on the **Overview** tab, then click **Authorize** and sign in with the correct FreeAgent account. Uku stores one FreeAgent practice connection per Uku company. # Connect Google Calendar via Zapier > Use Zapier to push Uku tasks into Google Calendar as a one-way automation. Available on the Elite plan. Quick answer Uku does not offer a native two-way sync with Google Calendar. Set up a **one-way** automation (Uku → Google Calendar) using Zapier on the **Elite plan**: open **Settings & Apps > Integrations > Connect with Zapier**, then build a Zap with Uku as the trigger and Google Calendar as the action. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Available on the **Elite plan** only. * Connecting integrations in Uku requires **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role. * You also need a Google account with access to the target Google Calendar, and a Zapier account. ## What is supported — and what is not [Section titled “What is supported — and what is not”](#what-is-supported--and-what-is-not) Uku’s calendar is **task-based**: it shows tasks scheduled for a date, not standalone calendar events. Because Uku tasks and Google Calendar events have fundamentally different data structures, a full **two-way** sync — where a Google Calendar event automatically creates or updates a task in Uku and vice versa — is **not currently supported**. What you *can* do is build a **one-way Zapier automation** that pushes data from Uku into Google Calendar — for example, “when a task is created or updated in Uku, an event is created in Google Calendar”. ## Connecting Uku to Google Calendar via Zapier [Section titled “Connecting Uku to Google Calendar via Zapier”](#connecting-uku-to-google-calendar-via-zapier) 1. In Uku, go to **Settings & Apps > Integrations**. 2. Click **Connect with Zapier**. You will be redirected to Zapier. 3. In Zapier, create a new Zap: * Set **Uku** as the **Trigger** app and choose the event — for example, **New Task** or **Task Updated**. * Set **Google Calendar** as the **Action** app and choose **Create Event**. 4. Map the Uku task fields (title, due date, assignee, client, topic) to the corresponding Google Calendar event fields. Google Calendar requires **Title** and **Start date/time** at minimum. 5. Use Zapier’s **Test** button to confirm the Zap works, then turn it on. For ready-made Uku ↔ Google Calendar Zap templates, see [zapier.com/apps/google-calendar/integrations/uku](https://zapier.com/apps/google-calendar/integrations/uku). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### ”Connect with Zapier” does not appear in Settings & Apps > Integrations [Section titled “”Connect with Zapier” does not appear in Settings & Apps > Integrations”](#connect-with-zapier-does-not-appear-in-settings--apps--integrations) Zapier is available on the **Elite plan only**. If you are on the Team plan, the option will not be visible. Contact the Uku team about upgrading. ### The Zap triggers but no event is created in Google Calendar [Section titled “The Zap triggers but no event is created in Google Calendar”](#the-zap-triggers-but-no-event-is-created-in-google-calendar) Check that your Google Calendar account is correctly connected in Zapier under **My Apps > Google Calendar**. Also verify the correct target calendar is selected in the Action step, and review the Zap run history to confirm the trigger fired and the action returned a success status. ### Events appear in Google Calendar but task data is missing or incorrect [Section titled “Events appear in Google Calendar but task data is missing or incorrect”](#events-appear-in-google-calendar-but-task-data-is-missing-or-incorrect) Review the field mapping in your Zap. Confirm the required Google Calendar fields — especially **Title** and **Start date/time** — are mapped to non-empty Uku task fields. If a task is created without a due date, the Zap may run but produce a calendar event without a useful start time. ### I want events created in Google Calendar to appear automatically in Uku [Section titled “I want events created in Google Calendar to appear automatically in Uku”](#i-want-events-created-in-google-calendar-to-appear-automatically-in-uku) This direction (Google Calendar → Uku) is **not supported**. Uku does not ingest external calendar events — its calendar is task-based, and the underlying data model is incompatible with standard calendar event objects. Create the work in Uku as a task, and let the Zap propagate it outward to your calendar. # Connect Merit Aktiva to Uku > Set up Merit Aktiva: import clients with your Merit email and password, configure monthly summary tasks, and send Uku invoices to Merit. Quick answer Make sure you’re on **Merit Aktiva Pro** or **Premium** (API access requirement). Activate **Merit Aktiva** in Uku under **Settings & Apps**. Bulk-import clients with your **Merit email and password** — Uku handles the API keys for you. Then configure the monthly summary task and (optionally) connect the **Billing app** to send Uku invoices to Merit. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid Uku plan (**Solo**, **Team**, or **Elite**). You also need: * A **Merit Aktiva Pro** or **Premium** account — API access is not available on lower Merit tiers. * A **Merit Aktiva login** for the company you want to connect. * 2FA disabled on the Merit account during the initial connection (see [Troubleshooting](#troubleshooting)). Merit Aktiva is the right integration for accounting firms in **Estonia**, **Finland**, and **Poland** (where Merit is sold as **360 Księgowość**). Each country runs as a separate Merit instance — credentials issued in one don’t work against another. ## What the Merit Aktiva integration does [Section titled “What the Merit Aktiva integration does”](#what-the-merit-aktiva-integration-does) The Uku ↔ Merit integration lets you: * **Import clients and contacts** from Merit into Uku. * **Configure automatic monthly summary tasks** counting sales invoices, purchase invoices, entries, and other accounting records. * **Send Uku invoices** directly to Merit. * **Automatically fetch invoice paid status** from Merit back to Uku. Invoices created in Uku **before** the integration is enabled cannot be sent to Merit retroactively. ## Step 1: Activate Merit Aktiva in Uku [Section titled “Step 1: Activate Merit Aktiva in Uku”](#step-1-activate-merit-aktiva-in-uku) **Path:** Settings & Apps → Merit Aktiva 1. Open **Settings** from the Uku main menu. 2. Find **Merit Aktiva** in the integrations list. 3. Click **Activate**.  ## Step 2: Import clients [Section titled “Step 2: Import clients”](#step-2-import-clients) There are two entry points — both run the same flow: * **From Settings & Apps:** Open the Merit Aktiva integration and switch to the **Import** tab. * **From the client list:** Open **Clients**, click the three-dot menu and choose **Import clients**, then pick **Merit Aktiva**. ### Log in to Merit [Section titled “Log in to Merit”](#log-in-to-merit) 1. Pick the **country** matching the Merit branch you’re connecting (Estonia / Finland / Poland). 2. Enter your Merit Aktiva **email** and **password**. 3. Click **Start import**.  The connection is secure — Uku does NOT store your Merit password. Starting the import logs you out of any active Merit Aktiva sessions. ### Choose how Uku handles API keys [Section titled “Choose how Uku handles API keys”](#choose-how-uku-handles-api-keys) After login, Merit offers two paths: * **Continue** — Uku pairs with the existing Merit API keys automatically, or generates new ones if none exist. Recommended for most firms. * **Custom import** — Uku pairs only with existing API keys named “Uku”. No new keys are created. Use this if you want to manage API keys manually. The Merit Aktiva PDF instructions cover the manual setup (look for “API seadistus”).  ### Wait for the import to finish [Section titled “Wait for the import to finish”](#wait-for-the-import-to-finish) Larger client bases can take **up to 10 minutes**. You can close the import dialog and keep working — it continues in the background.  When the import is ready, click **Confirm** to review the list.  Deselect any clients you don’t want by clearing the **Import** column checkbox, then click **Confirm**.  If a Merit client’s registration code doesn’t match the Estonian Business Register, that row is marked with a red X. **Red-X clients are still imported** — the mark is just a heads-up. ### After the import [Section titled “After the import”](#after-the-import) You’re taken to the client list. For each new client: 1. Assign a **Client Manager**. 2. Set up a [client workflow](/en/tasks-and-workflows/client-workflow-templates/). 3. Configure the **automatic monthly summary** (next step). The client list has a **Last import** filter active by default — it shows only the clients imported in this round. Clear the filter to see your full client list.  ## Step 3: Configure the monthly summary task [Section titled “Step 3: Configure the monthly summary task”](#step-3-configure-the-monthly-summary-task) Open **Settings → Merit Aktiva → Settings** tab. Required fields: * **Task title** — name applied to every auto-generated summary task. * **[Topic](/en/tasks-and-workflows/topics/)** — which topic the summary task is filed under. * **Recurrence** — when monthly counts are imported. * **Data import** — last work day, last calendar day, or a specific day of the following month.  ### Map data fields to Uku custom fields [Section titled “Map data fields to Uku custom fields”](#map-data-fields-to-uku-custom-fields) Below the settings, pair each Merit data field with a Uku [custom task field](/en/tasks-and-workflows/what-are-custom-fields/). Click **Show more** to reveal less-common fields. ### Import past periods now (optional) [Section titled “Import past periods now (optional)”](#import-past-periods-now-optional) * **Track changes in past periods** — when on, retroactive changes in Merit are picked up by the next monthly auto-import. When off, only the chosen month’s count is used. * **Import workloads now** — first-time setup button. Brings in all data (entries, documents) for the last 12 months. On a configured integration, this overwrites existing counts with fresh data. ### Behind the scenes [Section titled “Behind the scenes”](#behind-the-scenes) For each Uku client, one summary task is created on the last day of the month and assigned to the client’s Client Manager (or to the company owner if no Client Manager is set). Data is pulled at **00:30** on the configured import day. Uku looks back up to **12 months** for Merit entries. ## Step 4: Verify the per-client integration [Section titled “Step 4: Verify the per-client integration”](#step-4-verify-the-per-client-integration) Each Uku client must be linked to its Merit company. 1. Open the **Clients** view. 2. Click **Edit fields** and add the **Integration** column. 3. Check that each connected client shows the Merit partner name.  If the column is empty for a client, click the **integration icon** on that client’s row to set up the connection.  ### Test the connection [Section titled “Test the connection”](#test-the-connection) 1. Click the integration partner name on the client row. 2. Choose **Test connection**.  A successful test shows a green confirmation; a failure shows the validation error.   ## Step 5: Refresh data manually [Section titled “Step 5: Refresh data manually”](#step-5-refresh-data-manually) You can refresh Merit data at any time without waiting for the scheduled monthly run. ### Refresh one client [Section titled “Refresh one client”](#refresh-one-client) 1. Open the **Clients** view, tick the client, and click the **integration icon** on the client row. 2. Click **Import workloads now**.  This refreshes all existing data for the last 12 months. ### Refresh a specific period [Section titled “Refresh a specific period”](#refresh-a-specific-period) 1. Open the per-client integration view. 2. Click **Import data**. 3. Pick the integration (Merit Aktiva) and the period.  Uku notifies you when the import finishes. A summary task with the populated custom fields lands in **Reports**.   ## Step 6: Send Uku invoices to Merit (Billing app) [Section titled “Step 6: Send Uku invoices to Merit (Billing app)”](#step-6-send-uku-invoices-to-merit-billing-app) To send Uku-issued invoices directly to Merit, set up the Billing app’s Merit connection. 1. Open the **Billing app** in Uku. 2. Switch to the **Settings** tab. 3. Fill in the required fields. 4. Click **Test connection**.  Uku confirms success and offers an option to also automate the invoice **paid-status** update. ### Import classifiers [Section titled “Import classifiers”](#import-classifiers) For invoices to export cleanly, import Merit’s classifiers (articles, VAT rates, units, resource codes) into Uku. 1. Switch to the **Products** tab. 2. Click **Import classifiers**.  ### Merit constraint: one article = one VAT rate [Section titled “Merit constraint: one article = one VAT rate”](#merit-constraint-one-article--one-vat-rate) In Merit, each article (product) is tied to **one VAT rate** — Merit does not let you assign multiple rates to a single article. This is a Merit-side constraint, not Uku’s. If you bill the same service at multiple VAT rates (e.g. 24% to Estonian clients and 0% under EU reverse charge), create a **separate product per rate** in both Merit and Uku. The invoice description can be identical across variants — only the article code differs. A practical naming pattern: * **AUDIT-24** — audit service, 24% VAT * **AUDIT-0** — audit service, 0% VAT (reverse charge) * **CONSULT-24** — consulting service, 24% VAT * **CONSULT-0** — consulting service, 0% VAT ### Resources, cost centers, projects [Section titled “Resources, cost centers, projects”](#resources-cost-centers-projects) Uku billing settings can map three Uku fields to corresponding Merit fields: | Uku field | Merit Aktiva field | | ----------- | ------------------------ | | Resource | Department (*Osakond*) | | Cost center | Cost center (*Kulukoht*) | | Project | Project (*Projekt*) | These mappings are optional. If your Merit account doesn’t use departments/cost centers/projects, leave the fields empty — invoices export fine without them. To enable: open a client’s profile → **Billing** → **Settings** → set **Default resource**, **Cost center**, or **Project**. On invoice export these values flow into Merit automatically. ## Disconnecting [Section titled “Disconnecting”](#disconnecting) ### Remove the whole integration [Section titled “Remove the whole integration”](#remove-the-whole-integration) 1. Open **Settings → Merit Aktiva**. 2. Click **Deactivate**. ### Remove the integration for a single client [Section titled “Remove the integration for a single client”](#remove-the-integration-for-a-single-client) 1. In the client list, click the **integration icon** on the client’s row. 2. Click **Delete**. Caution Any client added to Uku manually **after** the bulk import does not inherit the integration automatically. Set it up via the integration icon in the Clients view. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Validation error on login [Section titled “Validation error on login”](#validation-error-on-login) Check the Merit email and password — try logging into Merit directly with the same credentials. Confirm the account is active and on the **Pro** or **Premium** plan. ### Two-factor authentication (2FA) blocks the connection [Section titled “Two-factor authentication (2FA) blocks the connection”](#two-factor-authentication-2fa-blocks-the-connection) If your Merit Aktiva account has 2FA enabled, the import login can fail. Contact **Uku support** to work around it. ### Test connection fails (per-client) [Section titled “Test connection fails (per-client)”](#test-connection-fails-per-client) Check that the API keys are set up correctly. If they were created manually under “Custom import,” try regenerating them: remove the existing keys in Merit and let Uku create new ones via the “Continue” flow. ### Invoice can’t be sent to Merit [Section titled “Invoice can’t be sent to Merit”](#invoice-cant-be-sent-to-merit) The Uku products on the invoice must use Merit-imported classifiers (articles and VAT rates). If the products were created before classifiers were imported, edit each product and pick the Merit-imported article and VAT rate. ### Monthly summary tasks aren’t being created [Section titled “Monthly summary tasks aren’t being created”](#monthly-summary-tasks-arent-being-created) Check that all required fields on the integration **Settings** tab are filled (title, topic, recurrence, import day). Confirm each client’s **Integration** column shows the Merit partner name — if empty, set up the per-client integration first. ### Some clients are missing from the import [Section titled “Some clients are missing from the import”](#some-clients-are-missing-from-the-import) Merit Aktiva only sends clients that have a **registration code** entered in Merit. Confirm the missing clients have registration codes in Merit. Red-X clients (codes that don’t match the Estonian Business Register) ARE still imported. ## What’s next [Section titled “What’s next”](#whats-next) After Merit Aktiva is connected, set up [client workflow templates](/en/tasks-and-workflows/client-workflow-templates/) and your [billing products](/en/billing/products/) so monthly counts feed into automated invoicing. # Public API v1.0 (legacy) > The legacy Uku API: generate a key pair, authenticate with a JWT token, and call app.getuku.com/api/v1.0. New integrations should use v3. Quick answer Generate a key pair in **Settings & Apps** → **Public API** → **(old) API**, exchange it for a JWT token, and make requests to `https://app.getuku.com/api/v1.0/`. Interactive documentation is at [app.getuku.com/docs/sandbox/](https://app.getuku.com/docs/sandbox/). Requires the **Elite plan**. This is the legacy API — v3 is the current one Build new integrations on **[Public API v3](/en/integrations/public-api-v3/)**: it reaches more than 30 resources instead of 16, writes as well as reads, and authenticates with two headers instead of a token that expires every 10 minutes. v1.0 keeps running and your existing integrations keep working — but it is frozen, and nothing new is added to it. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** on the **Elite plan**. ## What is available [Section titled “What is available”](#what-is-available) API v1.0 gives you access to: * **Clients** — list, filter, and create clients * **Contacts** — list and create contact persons linked to clients * **Client groups** — read client group structures * **Client fields** — access custom field definitions and values for clients * **Tasks** — list and filter tasks * **Task fields** — access custom field definitions and values for tasks * **Time entries** — query tracked time data * **Members** — list team members * **Member groups** — read member group structures * **Invoices** — query invoice data * **Contracts** — query contract data * **Products** — list products * **Product fields** — access custom field definitions and values for products * **Invoice sellers** — read invoice seller profiles * **Topics** — list task topics * **Webhooks** — subscribe to real-time event notifications All endpoints follow standard REST conventions and return JSON. v1.0 is mostly a reading API: only clients, contacts, tasks, and webhook subscriptions can be created, nothing can be updated, and the only thing you can delete is a webhook subscription (to unsubscribe). If you need to write back to Uku, use [API v3](/en/integrations/public-api-v3/). ### Common use cases [Section titled “Common use cases”](#common-use-cases) * **Business Intelligence (BI)** — pull tasks, time entries, contracts, and invoices into your BI or analytics platform to analyse client, employee, service, or topic profitability and plan capacity. * **Custom integrations** — connect Uku to internal tools or to accounting software not yet covered by Uku’s built-in integrations. * **Custom dashboards** — power internal team dashboards with live Uku data. * **Data export pipelines** — schedule regular extracts to a data warehouse. ## How to enable the Public API [Section titled “How to enable the Public API”](#how-to-enable-the-public-api) 1. Go to **Settings & Apps**. 2. Find **Public API** in the app list (Elite features section). 3. Open the app and activate it for your company. ## Generating and managing API keys [Section titled “Generating and managing API keys”](#generating-and-managing-api-keys) 1. Open the **Public API** app and go to the **(old) API** tab. 2. Enter a **Name** for your API key pair (for example, “Reporting tool” or “Zapier integration”). 3. Click **Generate new API KEY**. 4. Your new **API key** and **API secret** appear in the table. Use the copy button to copy each value. You can create multiple API key pairs for different integrations. Delete a key pair by clicking the trash icon in the table — this immediately revokes access for any integration using those credentials. Caution Unlike an API v3 key, which is shown once and then hidden, the v1.0 **API secret** stays readable in this table for anyone who can open it. Treat that screen as sensitive: don’t screen-share or screenshot it, and delete key pairs you no longer use. ## Getting started [Section titled “Getting started”](#getting-started) ### Step 1: Authenticate [Section titled “Step 1: Authenticate”](#step-1-authenticate) Send a POST request to the login endpoint with your API key and secret: ```http POST https://app.getuku.com/api/v1.0/login Content-Type: application/json { "api_key": "your-api-key", "api_secret": "your-api-secret" } ``` The response contains a JWT token: ```json { "data": { "token": "eyJhbGciOiJIUzI1NiIs..." } } ``` ### Step 2: Use the token [Section titled “Step 2: Use the token”](#step-2-use-the-token) Include the token in the Authorization header for all subsequent requests: ```http GET https://app.getuku.com/api/v1.0/clients Authorization: Bearer eyJhbGciOiJIUzI1NiIs... ``` ### Step 3: Explore the documentation [Section titled “Step 3: Explore the documentation”](#step-3-explore-the-documentation) The interactive API documentation is available at [app.getuku.com/docs/sandbox/](https://app.getuku.com/docs/sandbox/). You can test endpoints, see request and response schemas, and try queries directly from your browser. Note that the webhook subscription endpoint is not listed there — it exists, but the sandbox doesn’t document it. ### Token expiration [Section titled “Token expiration”](#token-expiration) JWT tokens expire after **10 minutes**. When a token expires, authenticate again to get a new one. Design your integration to handle re-authentication automatically. ## Security considerations [Section titled “Security considerations”](#security-considerations) * **Keep your API secret confidential.** Treat it like a password. Never commit it to version control or share it in plain text. * **Use separate key pairs** for different integrations. If one is compromised, revoke its key without affecting others. * **Tokens are short-lived.** The 10-minute expiration window limits exposure if a token is intercepted. * **Delete unused keys.** If you decommission an integration, remove its API key pair immediately. * **All requests require HTTPS.** The API base URL uses TLS encryption. Never send credentials or tokens over plain HTTP. * **API access is scoped to your company.** Each key pair is tied to a specific company — you can only access data that belongs to your company. # Public API v3 > Create an API v3 key in Settings & Apps, authenticate with two headers, and read or write Uku data at app.getuku.com/api/v3. Elite plan. Quick answer Open **Settings & Apps** → **Public API** → **Public API** tab, copy your **Company UUID**, and generate a key. Every request then sends two headers — `X-Uku-Company` and `X-API-Key` — to `https://app.getuku.com/api/v3/`. Interactive documentation lives at [app.getuku.com/api/v3/docs](https://app.getuku.com/api/v3/docs). Requires the **Elite plan**. API v3 is Uku’s current public API: it covers far more of the product than the legacy v1.0 API, uses a simpler key-based login with no expiring tokens, and is the version to build any new integration against. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** on the **Elite plan**, with the **Public API** app activated. Company Members cannot see or create API keys. The **Public API** app opens on three tabs: **Overview**, **(old) API** for the [legacy v1.0 API](/en/integrations/public-api-v1/), and **Public API** — the current v3 API, and where you’ll spend your time. It’s the tab the app opens on. ## What’s better in v3 [Section titled “What’s better in v3”](#whats-better-in-v3) Uku has two live APIs, and v3 is the one to build on. It isn’t a cosmetic version bump — v1.0 was a read-oriented window onto part of the product, and v3 is a full read-write interface to nearly all of it. * **It reaches the whole product.** Over 30 resources against v1.0’s 16 — projects, budgets, notes, custom fields, attachments, flextime, delegations and more simply have no v1.0 endpoint. * **It writes, not just reads.** v1.0 can create clients, contacts, tasks, and webhooks and nothing else. v3 creates, updates, and deletes across most of Uku, billing included. * **Signing in is two headers.** No `/login` call, no JWT expiring every 10 minutes, no refresh logic to get wrong — just send your Company UUID and key on each request. * **Failures tell you what went wrong.** Every error carries a stable code your integration can branch on, instead of a sentence to string-match. * **Keys can be narrowed.** Scope a reporting tool to read-only, lock a key to your servers by IP address, give it an expiry date — none of which v1.0 offers. * **Your billing data is protected.** v3 refuses a write to an invoice that changed since your integration last read it, so an automation can’t silently overwrite what someone just fixed in Uku. * **Uku can call you.** Subscribe to events across clients, contacts, tasks, projects, invoices, and time entries, each delivery signed with its own secret and retried if your endpoint is down — instead of polling us for changes. * **The documentation is live.** Try every endpoint in the browser, and hand the machine-readable spec straight to your developer or AI coding tool. | | API v3 (Recommended) | API v1.0 (Legacy) | | ------------- | ------------------------------------------------ | ----------------------------------------------------------------------------- | | Base URL | `https://app.getuku.com/api/v3/` | `https://app.getuku.com/api/v1.0/` | | Signing in | Two headers, no expiring token | Key + secret exchanged for a JWT that expires in 10 minutes | | Coverage | Over 30 resources | 16 resources | | Writing data | Create, update, and delete across most resources | Mostly read-only — only clients, contacts, tasks, and webhooks can be created | | Documentation | Interactive Swagger + machine-readable OpenAPI | Sandbox docs | The [legacy API](/en/integrations/public-api-v1/) keeps running and your existing integrations keep working — it is frozen, not switched off. Keys are **not** interchangeable, though: a v1.0 key won’t authenticate against v3, and a v3 key won’t work on v1.0. Both can be active side by side while you migrate. ## Generate an API v3 key [Section titled “Generate an API v3 key”](#generate-an-api-v3-key) Each key belongs to your company and to the person who created it, and is shown in full only once. **Path:** **Settings & Apps** → **Public API** → **Public API** 1. Copy your **Company UUID** from the field at the top of the tab — this is the `X-Uku-Company` value every request needs. 2. Enter a **Key name** that says what will use it, for example “Power BI reporting” or “Warehouse sync”. 3. Choose the **Scopes** the integration needs: * **Read** — read data only. * **Edit** — read, plus create, update, and delete on everyday records such as clients, contacts, tasks, and time entries. * **All** — everything above, plus billing data and managing API keys (see below). 4. Optionally open **Advanced options** to set an **Expires at (optional)** date, or an **IP allowlist (optional)** (comma-separated addresses or CIDR ranges, for example `192.168.1.1, 10.0.0.0/24`) so the key only works from your servers. 5. Click **Generate API key**. The full key (it starts with `uku_live_`) is copied to your clipboard and shown once — *“Copy this key now. It will not be shown again.”* Store it in your password manager or secrets vault, then click **Done**. After that, the table lists the key’s **Name**, **Key prefix**, **Scopes**, **Last used**, **Expires**, and **Created** — never the key itself. The trash icon deletes a key, which revokes it immediately for any integration still using it. Caution The key is never shown again. If it’s lost, delete it and generate a new one. Scopes belong to the key, not to you A scope limits what the *key* can do, whatever the person who made it is allowed to do. A Company Owner can perfectly well issue a **Read** key, and often should: give each integration the smallest scope that does its job. If you read the API documentation, note that **Edit** is the `write` scope and **All** is the `admin` scope. ## Billing data needs the All scope [Section titled “Billing data needs the All scope”](#billing-data-needs-the-all-scope) Anything that moves money needs the **All** scope — to read it as well as to write it. **Edit** covers most of Uku but stops at the financial surface, and a request that crosses it returns `403 FINANCIAL_SCOPE_REQUIRED`. **Reading.** An **All** key reads everything. With a lesser key: * Wholly financial resources — invoices, contracts, agreements, invoice sellers, monitors, taxes, budgets, flextime, and reclaims — return `403` even on a GET. * Mixed resources — members and products — are still readable, but their money fields come back empty: a member’s credit balances, and a product’s prices, tax settings, billing basis, and accounting routing codes. **Writing.** The line falls in two places depending on the record: * **All for every write** — invoices and their rows, member agreements, product prices, and new budgets (a budget’s amount is required, so creating one always crosses the money line). An **Edit** key cannot create, change, or delete any of these. Creating or deleting a flextime entry also needs **All**. * **All for the money fields only** — on contracts, monitors, products, taxes, invoice sellers, flextime, and existing budgets, an **Edit** key can change the ordinary fields while the money ones need **All**. The money fields are: a contract’s invoicing period, invoice day, and start and end dates; a monitor’s thresholds; a tax rate; a product’s tax settings, billing basis, and accounting routing codes; a flextime entry’s duration and status (confirming or declining it moves the member’s credit balance); a budget’s amount, warning rate, recurrence, or status; and — on an invoice seller — everything except its status and logo, since its legal name, address, company number, VAT number, and bank details all identify who gets paid. (A contract’s own `status` is no longer something you set: Uku derives it from the dates — pending before the range, active within it, finished after.) ## Sending and paying invoices [Section titled “Sending and paying invoices”](#sending-and-paying-invoices) The invoice lifecycle actions from the Uku UI are available as endpoints, each needing the **All** scope and the `If-Match` version stamp: * `POST /invoices/{id}/send` queues the invoice for delivery (email, PDF, e-invoice) and returns `202` — it goes out in the background, and `status` flips to `sent` once that finishes. Eligible while `created`, `sent`, or `paid`, else `409 INVOICE_NOT_SENDABLE`. * `POST /invoices/{id}/mark-paid` records payment and moves the invoice to `paid`. Eligible only while `created` or `sent`, else `409 INVOICE_NOT_PAYABLE`. To reverse a reclaim, `POST /reclaims/{id}/undo` moves the reclaimed time back to its source (scope **All**; `409 RECLAIM_NOT_UNDOABLE` if it’s already undone, the source task is gone, or the period’s invoice is locked). ## Make your first request [Section titled “Make your first request”](#make-your-first-request) Every request carries both headers. Nothing else is needed — there is no login call and no token to refresh. ```bash curl https://app.getuku.com/api/v3/clients \ -H "X-Uku-Company: your-company-uuid" \ -H "X-API-Key: uku_live_..." ``` The response wraps the records in a `data` array with a `meta` block for paging: ```json { "data": [ { "id": 123, "name": "Apple Ltd" } ], "meta": { "total": 1, "limit": 50, "offset": 0, "has_more": false }, "warnings": null } ``` Errors come back in the same shape every time, with a code your integration can branch on: ```json { "error": { "code": "MISSING_COMPANY", "message": "X-Uku-Company header is required" } } ``` Some errors — a rejected request body, for instance — add a `details` list naming the fields at fault. ## Try the API in your browser [Section titled “Try the API in your browser”](#try-the-api-in-your-browser) Uku publishes a live, interactive sandbox for API v3 — every endpoint, with its request and response schemas, and an **Try it out** button that fires real calls against your own company using your key. It is the fastest way to see an endpoint’s exact shape before writing any code, and it is always current because it is generated from the running API. * **[app.getuku.com/api/v3/docs](https://app.getuku.com/api/v3/docs)** — the interactive sandbox (Swagger UI). Paste your Company UUID and API key once, then call endpoints from the page. * **[app.getuku.com/api/v3/redoc](https://app.getuku.com/api/v3/redoc)** — the same reference in a read-only, easier-to-browse layout. * **[app.getuku.com/api/v3/openapi.json](https://app.getuku.com/api/v3/openapi.json)** — the machine-readable specification. Hand it to your developer, an API client such as Postman or Insomnia, or an AI coding tool to generate a client. * **[app.getuku.com/api/v3/llms.txt](https://app.getuku.com/api/v3/llms.txt)** — a plain-text summary written for AI assistants, with the complete reference at [llms-full.txt](https://app.getuku.com/api/v3/llms-full.txt). Caution The sandbox calls the real API with your real key: anything you create, change, or delete there happens in your live company data. There is no separate test company. Try writes against a throwaway client you can safely delete. ## What you can read and write [Section titled “What you can read and write”](#what-you-can-read-and-write) The full, always-current list of endpoints is in the [interactive sandbox](https://app.getuku.com/api/v3/docs) above. * **Clients and contacts** — clients, contacts, client groups, notes, and client members (each person’s role on a client, including their portal-user flag). * **Work** — tasks, task relations, task automations, delegations, projects, topics, workflow roles, roles. * **Time** — time entries, calendar (working hours and holidays), flextime. * **Billing** — invoices and rows, contracts and rows, products and prices, taxes, invoice sellers, budgets, monitors, reclaims. * **People** — members and their agreements. * **Setup** — custom fields, product fields, suppliers, content templates. * **Files** — attachments on tasks and notes (up to 150 MB per file; executables are rejected). Some endpoints are labelled **Preview** in the documentation and return an `X-Api-Preview: true` header. They are fully available — the label means the shape may still change, so pin your integration to what you tested. ## Paging, filtering, and sorting [Section titled “Paging, filtering, and sorting”](#paging-filtering-and-sorting) Every list endpoint in API v3 takes the same query parameters for paging, filtering, and sorting, so what you learn on one resource works on all of them. * **Paging** — `?limit=` (1–200, default 50) and `?offset=` (starts at 0). `meta.has_more` tells you when to fetch the next page. Beyond 10,000 records, page with `?cursor=` instead and follow `meta.next_cursor`. * **Filtering** — filter by field (`?client_id=123`), pass several values comma-separated, search text with `?q=`, and compare with suffixes such as `?date.gte=2026-01-01`. * **Sorting** — `?sort=name` ascending, `?sort=-created_at` descending. Always filter heavy endpoints (tasks, time entries, invoices) by date or by parent record rather than pulling everything. Caution `meta.total` stops counting at ten thousand and then returns the text `"10000+"` instead of a number. If your code expects a number there, handle that case — don’t let it crash the sync. ## Rate limits [Section titled “Rate limits”](#rate-limits) Each key is allowed **120 read requests and 30 write requests per minute**. Every response tells you where you stand: * `X-RateLimit-Limit` — your allowance for this type of request. * `X-RateLimit-Remaining` — how much is left this minute. * `X-RateLimit-Reset` — when the counter resets. Go over it and the API answers `429` with a `Retry-After` header. Wait for that period instead of retrying immediately. Requests without a key are limited more tightly (60 a minute per IP address, since they can only ever fail authentication), and a per-IP ceiling of 1000 a minute sits behind everything as an abuse backstop — well above what a normal integration sends. ## Idempotency keys [Section titled “Idempotency keys”](#idempotency-keys) When a create request times out, you often can’t tell whether it went through — retrying might make a duplicate invoice. To retry safely, send an `Idempotency-Key` header (any unique string you generate) on `POST /invoices`, `/contracts`, `/agreements`, or `/time-entries`. A repeat with the same key **and an identical body** replays the original response instead of creating a second record, and the reply carries `Idempotency-Replayed: true`. Keys are remembered for 24 hours. Two things return a `409` instead: retrying while the first request is still running (`IDEMPOTENCY_CONFLICT` — wait and try again), and reusing a key with a *different* body (`IDEMPOTENCY_KEY_REUSED` — use a fresh key for each distinct request). ## Webhooks [Section titled “Webhooks”](#webhooks) Rather than polling Uku for changes, you can have Uku call you: subscribe a URL to an event and every time that event happens we POST the record to your endpoint, signed and retried. Events cover clients, contacts, tasks, projects, invoices, and time entries. Subscriptions are created through the API and need a key with the **All** scope, but you can watch them from Uku: the **Public API** tab has a **Connected webhooks** list showing every subscription’s status, failure count, and recent deliveries, with buttons to re-enable a disabled one or replay a failed delivery. The full contract — subscribing, the delivery payload, signature verification, retries and replay — is in **[Webhooks](/en/integrations/webhooks/)**. ## Protecting financial records [Section titled “Protecting financial records”](#protecting-financial-records) Money-related records — invoices, contracts and their rows, member agreements, member credits, and client monitors — are protected against two systems overwriting each other. When you read one of these records, the response includes an `ETag` header, which is simply a stamp of when the record last changed. To change or delete the record, send that stamp back as an `If-Match` header: * Leave it out and the API refuses with `428` — it wants to know which version you’re editing. * Send an old stamp, because someone edited the record in Uku or through another integration in the meantime, and the API refuses with `412`. Read the record again and retry with the fresh stamp. Invoices and agreements want the stamp on every change to an existing record; contracts, members, and monitors want it when the change touches a money field. Creating a brand-new record never needs one — there’s no previous version to match. Ordinary records — tasks, clients, contacts, time entries — never do. Caution While your team is doing bulk edits in Uku’s own billing screens, pause integration writes. The app saves whole sets of agreements at once and can overwrite a change your integration just made. ## Security [Section titled “Security”](#security) An API v3 key opens your company’s live data to whatever holds it, so treat it as a credential of the same weight as a password to Uku itself. * **Treat the key like a password.** Never commit it to version control, never put it in a browser or mobile app where a user could read it. * **One key per integration.** If one leaks, delete it without breaking anything else. * **Give the smallest scope that works.** A reporting tool needs **Read**, not **All**. * **Lock keys to your servers** with the IP allowlist, and set an **Expires at** date for anything temporary. * **Delete keys you no longer use.** Deleting revokes access immediately. * **HTTPS only.** Plain HTTP requests are rejected. * **A key only ever reaches your own company’s data.** Records belonging to another company return `404`, not an error that reveals they exist. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I only see the Overview tab in the Public API app [Section titled “I only see the Overview tab in the Public API app”](#i-only-see-the-overview-tab-in-the-public-api-app) The **Public API** and **(old) API** tabs appear only for Company Owners and Company Admins, and only once the **Public API** app is activated for your company on the Elite plan. If you land on **Overview** with nothing beside it, that’s why: activate the app from that screen, or ask a Company Owner to. Company Members never see API keys at all. ### My old v1.0 key returns 401 [Section titled “My old v1.0 key returns 401”](#my-old-v10-key-returns-401) A v1.0 key can’t authenticate against v3 — the two versions use separate credentials. Generate a new key on the **Public API** tab and switch to the two-header login (`X-Uku-Company` + `X-API-Key`); there is no `/login` call and no JWT in v3. ### Why do I get a “company header required” error (MISSING\_COMPANY)? [Section titled “Why do I get a “company header required” error (MISSING\_COMPANY)?”](#why-do-i-get-a-company-header-required-error-missing_company) The `X-Uku-Company` header is missing or empty on the request. Copy the **Company UUID** from the top of the **Public API** tab and send it with every request, alongside the API key. Sending the key on its own is never enough — v3 always needs both headers. ### Why is my request rejected with 403? [Section titled “Why is my request rejected with 403?”](#why-is-my-request-rejected-with-403) On a write, the key’s scope is too narrow: a **Read** key can’t create or change anything, so generate a new key with **Edit**. If the error code is specifically `FINANCIAL_SCOPE_REQUIRED`, the request touched financial data — reading or writing an invoice, contract, agreement, invoice seller, monitor, tax, budget, flextime, reclaim, or a money field on a member or product. All of that needs the **All** scope, as described under [Billing data needs the All scope](#billing-data-needs-the-all-scope). ### Do you have a test or sandbox environment? [Section titled “Do you have a test or sandbox environment?”](#do-you-have-a-test-or-sandbox-environment) There is an interactive sandbox at [app.getuku.com/api/v3/docs](https://app.getuku.com/api/v3/docs) where you can call every endpoint from the browser — but it runs against your real company, because API v3 issues live keys only (`uku_live_`). There is no separate test company and no test key. While you build, write against a small, clearly-named client you can delete afterwards. ### Can I rotate a key without breaking my integration? [Section titled “Can I rotate a key without breaking my integration?”](#can-i-rotate-a-key-without-breaking-my-integration) You can rotate a key without breaking your integration, but only through the API — there’s no rotate button in Uku. A key with the **All** scope can call `POST /api/v3/auth/keys/{key_id}/rotate`, which issues a replacement and keeps the old key working for a 24-hour grace period, so you can deploy the new value without downtime. Deleting a key in the interface, by contrast, revokes it immediately. # Connect QuickBooks to Uku > Authorize QuickBooks Online to import work statistics and clients, push invoices into QuickBooks, and read paid status back into Uku. Quick answer Open **Settings & Apps**, find **QuickBooks**, click **Enable**, then on the **Connect to QuickBooks** tab click **Authorize**. Sign in to QuickBooks Online, pick the company file, and you are returned to Uku connected. [QuickBooks and Uku integration](https://www.youtube.com/embed/_vv8XPSeoDU?rel=0) ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid plan (**Solo**, **Team**, or **Elite**). You also need a QuickBooks Online login with **Master Admin** or **Company Admin** privileges on the company file you want to connect — only those roles can grant third-party apps access. QuickBooks is the right integration for firms in the **United States** and **United Kingdom**, and works for any region where QuickBooks Online is available. (QuickBooks Desktop is not supported.) ## Connect QuickBooks in Uku [Section titled “Connect QuickBooks in Uku”](#connect-quickbooks-in-uku) Path: **Settings & Apps → QuickBooks** 1. Open **Settings & Apps** and find the **QuickBooks** card. 2. Click the card to open the integration dialog and, on the **Overview** tab, click **Enable**. 3. Switch to the **Connect to QuickBooks** tab. 4. Click **Authorize**. Uku redirects you to the Intuit sign-in page. 5. Sign in to QuickBooks Online and pick the company file you want to connect to Uku. 6. Grant the requested accounting scopes. Intuit returns you to Uku and the connection is confirmed. OAuth tokens are stored in Uku and refreshed automatically. Intuit refresh tokens rotate on every use, so you do not need to re-authorize unless the connection is explicitly revoked. ## What syncs [Section titled “What syncs”](#what-syncs) QuickBooks is **one-way inbound** for the standard work-statistics flow used by accounting summary tasks. In addition, Uku can **push invoices** generated in Uku into the connected QuickBooks company file and read invoice **paid status** back. | Data | Direction | Notes | | ------------------------------ | ---------------- | ---------------------------------------------------------------------------------------- | | Clients (QuickBooks customers) | QuickBooks → Uku | Imported into the **Integration** column of the client list; matched on contact details. | | Products and services | QuickBooks → Uku | Available when configuring billing products in Uku. | | Invoices | Uku → QuickBooks | Uku invoices can be sent to the QuickBooks company file when they are issued. | | Invoice paid status | QuickBooks → Uku | Uku reads paid amounts and dates back from QuickBooks. | | Work statistics | QuickBooks → Uku | Optional: drives monthly summary tasks per the accounting integrations setup. | Country-specific data (UK VAT codes, US sales tax) is handled by QuickBooks; Uku reads tax rates from the company file when sending an invoice. For the summary task and data-field setup, see [Setting up accounting integrations](../../integrations/accounting-integrations/). ## Reconnect or disconnect QuickBooks [Section titled “Reconnect or disconnect QuickBooks”](#reconnect-or-disconnect-quickbooks) 1. Open **Settings & Apps → QuickBooks**. 2. To reconnect: on the **Connect to QuickBooks** tab, click **Authorize** again. You can pick a different company file when Intuit prompts you. 3. To disconnect: on the **Overview** tab, click **Disconnect**. Uku revokes its Intuit token and clears the connected company. Existing invoices and clients in Uku are preserved. You can also revoke Uku from inside QuickBooks at **Apps → My Apps → Disconnect**. Uku will detect the broken token on the next sync and prompt you to re-authorize. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### ”You are not authorized to grant access” during the OAuth flow [Section titled “”You are not authorized to grant access” during the OAuth flow”](#you-are-not-authorized-to-grant-access-during-the-oauth-flow) Intuit only allows the **Master Admin** or a **Company Admin** of the QuickBooks file to authorize third-party apps. Sign in with that account and try again. ### Wrong QuickBooks company file is connected [Section titled “Wrong QuickBooks company file is connected”](#wrong-quickbooks-company-file-is-connected) Disconnect on the **Overview** tab, then re-authorize. When Intuit asks “Which company are you connecting?”, pick the correct file. Uku stores one QuickBooks company per Uku company. ### ”OAuth connection stopped working” after a long idle period [Section titled “”OAuth connection stopped working” after a long idle period”](#oauth-connection-stopped-working-after-a-long-idle-period) Intuit revokes refresh tokens that go unused for an extended period. Open **Settings & Apps → QuickBooks → Connect to QuickBooks** and click **Authorize** to re-issue tokens. Existing data is preserved. ### A customer or product is missing after sync [Section titled “A customer or product is missing after sync”](#a-customer-or-product-is-missing-after-sync) Click **Reload data** in the integration **Settings** tab. This re-imports the last 12 months of QuickBooks data. If the customer or item still does not appear, check that it is not marked **Inactive** in QuickBooks — Uku skips inactive records. # Connect Scoro to Uku > Set up the Scoro integration with a company account ID, API key, and subdomain to push Uku invoices into Scoro with the correct tax rates. Quick answer Contact Uku support to activate Scoro for your company first. Then in Scoro go to **Settings → API**, copy your **company account ID**, **API key**, and **subdomain**. In Uku, open **Settings & Apps**, find **Scoro**, click **Enable**, paste all three values, choose the invoice language, test the connection and save. Caution **Scoro is not enabled out-of-the-box.** Contact Uku support to have the integration activated for your company before you can configure it. Without activation, the **Scoro card will not appear** in **Settings & Apps**. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid Uku plan (**Solo**, **Team**, or **Elite**). You also need a Scoro login with permission to view API settings — typically an administrator on the Scoro account. Scoro is the right integration for firms in **Estonia**, the **United Kingdom**, and globally where Scoro is used as an ERP/business management tool that needs invoice data pushed in from Uku. ## Request Scoro activation from Uku support [Section titled “Request Scoro activation from Uku support”](#request-scoro-activation-from-uku-support) Scoro is a sales-led integration in Uku and is not available by default. Before you can configure it, ask Uku support to enable Scoro for your company. 1. Email Uku support and ask for the Scoro integration to be activated for your company. 2. Once Uku confirms activation, the **Scoro** card appears in **Settings & Apps → Integrations**. ## Collect Scoro API details [Section titled “Collect Scoro API details”](#collect-scoro-api-details) To connect Scoro to Uku you need three values from your Scoro account: a company account ID, an API key, and your subdomain. 1. Sign in to **Scoro** with an administrator account. 2. Go to **Settings → API** (the path can vary slightly between Scoro versions). 3. Copy: * **Company account ID** — identifies your Scoro account. * **API key** — the secret used to authenticate API calls. * **Subdomain** — the prefix of your Scoro URL. If your Scoro URL is `https://acme.scoro.com`, the subdomain is just `acme` — **not** the full URL. ## Enable the Scoro integration in Uku [Section titled “Enable the Scoro integration in Uku”](#enable-the-scoro-integration-in-uku) Path: **Settings & Apps → Scoro** The Scoro integration must be enabled at the company level before it can be used per client. Enabling does not yet pull data; it just makes the integration available. 1. Open **Settings & Apps** in Uku. 2. Find the **Scoro** card in the Integrations section. (If it is missing, return to the previous step and request activation from Uku support.) 3. Click the card to open the integration dialog. 4. On the **Overview** tab, click **Enable** to turn the integration on. ## Connect Scoro with API details [Section titled “Connect Scoro with API details”](#connect-scoro-with-api-details) After enabling Scoro, paste the company account ID, API key, and subdomain into the integration dialog and pick the invoice language. 1. In the integration dialog, switch to the **Connect** (or **Settings**) tab. 2. Paste the **company account ID** into the matching field. 3. Paste the **API key** into the matching field. 4. Paste the **subdomain** — just the prefix (e.g. `acme`), not the full URL. 5. Choose the **language** used for invoice exports (Estonian, English, or another supported language). 6. Click **Test connection**. Scoro responds with the account name if the credentials are valid. 7. Click **Save**. If the test connection fails, see [Troubleshooting](#troubleshooting) below. ## What data syncs with Scoro [Section titled “What data syncs with Scoro”](#what-data-syncs-with-scoro) Scoro is **outbound-focused** — Uku pushes invoices into Scoro. Tax rates are read from Scoro so invoices use the correct VAT codes. Clients are not imported from Scoro. | Data | Direction | Notes | | --------------- | ----------- | -------------------------------------------------------------------------------------------- | | Tax rates | Scoro → Uku | Used when sending invoices to Scoro. | | Invoices | Uku → Scoro | Uku invoices are pushed into Scoro when they are issued. | | Clients | not synced | Clients are managed in Uku. The Scoro integration does not import customer records into Uku. | | Work statistics | not synced | Scoro is not used as a source of monthly summary task statistics. | ## Connect each client for invoice export [Section titled “Connect each client for invoice export”](#connect-each-client-for-invoice-export) Pushing invoices to Scoro requires linking each Uku client to its Scoro customer. The full per-client connection workflow is covered in [Connect a client to accounting software](../../billing/accounting-sync/). The short version: 1. In the client list, click the **Integration** column on the client row. 2. Pick **Scoro** from the integration dropdown. 3. Provide the matching Scoro customer reference (the integration dialog walks you through the lookup). 4. Save. The next invoice issued for that client is pushed to Scoro using the correct tax rates and language. ## Re-syncing Scoro reference data [Section titled “Re-syncing Scoro reference data”](#re-syncing-scoro-reference-data) To refresh tax rates and other reference data from Scoro: 1. Open **Settings & Apps → Scoro → Settings**. 2. Click **Reload data** at the bottom-left of the dialog. 3. Confirm. Uku re-imports tax rates and reference data and notifies you when ready. Reload data is the right action whenever you change tax rates in Scoro, or after fixing a connection that was offline. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Scoro card is not visible in Settings & Apps [Section titled “The Scoro card is not visible in Settings & Apps”](#the-scoro-card-is-not-visible-in-settings--apps) If the Scoro card does not appear in **Settings & Apps**, Scoro is not yet activated for your Uku company. Contact Uku support to enable it. Without activation the integration card does not appear in the integration list. ### Test connection fails with “subdomain not found” or similar [Section titled “Test connection fails with “subdomain not found” or similar”](#test-connection-fails-with-subdomain-not-found-or-similar) A “subdomain not found” error from Scoro almost always means the **full Scoro URL** (`https://acme.scoro.com`) was pasted into the subdomain field instead of just the prefix (`acme`). Replace the value with the prefix only and test again. ### Test connection fails with an authentication error [Section titled “Test connection fails with an authentication error”](#test-connection-fails-with-an-authentication-error) Other common causes of authentication errors with Scoro: * The API key has leading or trailing whitespace. Re-copy directly from Scoro. * The company account ID does not match the API key (e.g. credentials from a different Scoro account were mixed in). * The API key was revoked in Scoro. Generate a new key in **Settings → API** and paste it into Uku. ### An invoice fails to push to Scoro [Section titled “An invoice fails to push to Scoro”](#an-invoice-fails-to-push-to-scoro) If an invoice fails to push to Scoro, open the failed invoice in Uku and check the integration error message. Common causes: * The Uku client is not linked to a Scoro customer — set the **Integration** column to Scoro on the client row. * The Scoro tax rate cache is stale — run **Reload data** to refresh. * The Scoro customer was archived or deleted in Scoro. ### Invoice language is wrong [Section titled “Invoice language is wrong”](#invoice-language-is-wrong) If invoices push to Scoro in the wrong language, the language is set on the integration **Connect** tab and applies to all invoices pushed to Scoro from this Uku company. Change the language selector and save to switch the export language going forward — already-pushed invoices keep the language they were created with. ### A previously working Scoro connection stopped syncing [Section titled “A previously working Scoro connection stopped syncing”](#a-previously-working-scoro-connection-stopped-syncing) A Scoro connection that was working but stopped is usually a credential issue. Scoro API keys do not expire automatically, but they can be revoked if a Scoro administrator rotates credentials. Generate a fresh API key in Scoro, paste the new value into Uku, and click **Test connection** to confirm. # Connect SharePoint to Uku > Connect to SharePoint so files uploaded through tasks, emails, or the Client Portal sync into your SharePoint document library. Quick answer SharePoint is one of the cloud storage providers supported by the **Documents** app on the **Elite plan**. Connecting it requires four values from your Microsoft Azure tenant — **Site URL**, **Tenant ID**, **Client ID**, and **Client Secret** — paste them into the Documents app **Settings** tab and Uku will test the connection before saving. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** with access to **Settings & Apps**, on the **Elite plan**. * Setting up the prerequisites in Microsoft Azure usually requires a Microsoft 365 / Azure AD administrator at your firm. If you do not have access to your company’s Azure portal, ask your IT contact to complete the Azure steps and share the four values with you. ## What gets connected [Section titled “What gets connected”](#what-gets-connected) Once SharePoint is connected through the Documents app, Uku creates per-client folders inside a main folder you choose on a SharePoint site, and syncs files from tasks, emails, and the Client Portal there. The connection uses the **Microsoft Graph API** with an Azure AD app registration — Uku authenticates as the registered application using a client secret, not as an individual user. ## Prerequisites in Microsoft Azure [Section titled “Prerequisites in Microsoft Azure”](#prerequisites-in-microsoft-azure) You will need four values to complete the connection. Three of them come from registering an application in Azure Active Directory; the fourth is the URL of the SharePoint site you want to use. ### 1. Register an application in Azure AD [Section titled “1. Register an application in Azure AD”](#1-register-an-application-in-azure-ad) 1. Sign in to the [Microsoft Azure portal](https://portal.azure.com/) with an account that has permission to register apps. 2. Open **Azure Active Directory** (now also called **Microsoft Entra ID**). 3. Go to **App registrations** and click **New registration**. 4. Give the app a name (for example, `Uku Documents`) and complete the registration. ### 2. Copy the Application (client) ID and the Tenant ID [Section titled “2. Copy the Application (client) ID and the Tenant ID”](#2-copy-the-application-client-id-and-the-tenant-id) 1. Open the registered app’s overview. 2. Copy **Application (client) ID** — this is your **Client ID** in Uku. 3. Copy **Directory (tenant) ID** — this is your **Tenant ID** in Uku. ### 3. Create a Client Secret [Section titled “3. Create a Client Secret”](#3-create-a-client-secret) 1. In the app’s left menu, open **Certificates & secrets**. 2. Click **New client secret**, give it a description and an expiry. 3. Copy the **Value** of the secret immediately — Azure only shows it once. This is your **Client Secret** in Uku. Caution Client secrets expire. Note the expiry date and plan to rotate the secret in Azure and re-save it in Uku before it expires, or the connection will start failing. ### 4. Grant API permissions [Section titled “4. Grant API permissions”](#4-grant-api-permissions) 1. In the app’s left menu, open **API permissions**. 2. Add a permission for **Microsoft Graph** → **Application permissions**. 3. Add at minimum **Sites.Read.All** for read-only access. To allow Uku to upload files, create folders, and download files (which is what the Documents app actually does), grant **Sites.ReadWrite.All** instead. 4. Click **Grant admin consent** for your tenant. ### 5. Find the Site URL [Section titled “5. Find the Site URL”](#5-find-the-site-url) Open the SharePoint site you want Uku to use and copy the URL from the address bar. It looks like `https://yourcompany.sharepoint.com/sites/yoursite`. ## Connect SharePoint in Uku [Section titled “Connect SharePoint in Uku”](#connect-sharepoint-in-uku) Path: **Settings & Apps** → **Documents** → **Settings** tab 1. Open the Documents app and switch to the **Settings** tab. If the Documents app is not active yet, activate it from the **Overview** tab first. 2. In the list of supported services, find **SharePoint** and click **Connect**. 3. Paste the four values into the connection dialog: * **Site URL** — the SharePoint site URL from step 5. * **Client ID** — the Application (client) ID. * **Tenant ID** — the Directory (tenant) ID. * **Client Secret** — the secret value you copied in Azure. 4. Click **Connect**. Uku tests the connection by listing the site’s drive — if anything is wrong, you will see an error in the dialog and nothing is saved. After a successful test you are returned to the **Settings** tab with SharePoint marked as connected. Pick the **Main folder** under which Uku should create per-client folders, then configure the rest of the Documents app the same way as for Google Drive or Dropbox. See [Documents app — Google Drive and Dropbox integration](../documents-app/) for the full Settings tab reference (folder structure, public/private, year/month, backup options). ## How documents flow once connected [Section titled “How documents flow once connected”](#how-documents-flow-once-connected) Files uploaded to tasks, sent into the Mailbox, or attached through the Client Portal are saved into the SharePoint folder structure Uku creates under your chosen Main folder. Opening a file from a client view in Uku takes you straight into SharePoint — there is no Uku-side download step. ## Switching providers or disconnecting [Section titled “Switching providers or disconnecting”](#switching-providers-or-disconnecting) You can only have one cloud storage provider connected at a time. To switch from SharePoint to another provider (or vice versa), open the Documents app **Settings** tab and click **Disconnect** on the active service first, then connect the new one. Disconnecting does not delete files already synced to SharePoint — it only stops new uploads from flowing. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The connection test fails immediately [Section titled “The connection test fails immediately”](#the-connection-test-fails-immediately) Check each of the four values: * **Site URL** must be a full `https://...sharepoint.com/sites/` URL, not just the hostname. * **Tenant ID** is the **Directory (tenant) ID** from the Azure AD overview, not the friendly tenant name. * **Client Secret** is the **Value** of the secret, not the **Secret ID**. If you forgot to copy it when it was created, generate a new one in Azure — the value is shown only once. If all four look correct, verify in Azure that the app registration has **Microsoft Graph → Sites.Read.All** (or **Sites.ReadWrite.All**) under **Application permissions** and that **admin consent** has been granted for your tenant. ### File uploads from tasks or the Client Portal fail [Section titled “File uploads from tasks or the Client Portal fail”](#file-uploads-from-tasks-or-the-client-portal-fail) Uploads need write access. If you only granted **Sites.Read.All**, Uku can list folders and confirm the connection but cannot upload. Add **Sites.ReadWrite.All** in Azure under **API permissions**, click **Grant admin consent**, and try again. ### The connection worked yesterday and now fails [Section titled “The connection worked yesterday and now fails”](#the-connection-worked-yesterday-and-now-fails) Most often the Azure client secret has expired. Open the Azure app registration, go to **Certificates & secrets**, create a **New client secret**, and re-save the connection in Uku with the new value. Plan the next rotation before that expiry date. ### I cannot find App registrations or grant admin consent [Section titled “I cannot find App registrations or grant admin consent”](#i-cannot-find-app-registrations-or-grant-admin-consent) These actions require Azure AD administrator privileges in your tenant. Most users at a company do not have this by default. Ask your IT or Microsoft 365 administrator to register the app and grant consent, then share the four values with you for the Uku side. ### The list of folders inside SharePoint is empty in Uku [Section titled “The list of folders inside SharePoint is empty in Uku”](#the-list-of-folders-inside-sharepoint-is-empty-in-uku) Uku reads the **default document library (drive)** of the SharePoint site you point at. If the site has multiple document libraries and you want a non-default one, contact Uku support — selecting a specific drive is not exposed in the connection dialog. # Connect SmartAccounts to Uku > Set up SmartAccounts: bulk-import clients with your login, then enter per-client API keys for monthly summary task sync. Quick answer Activate **SmartAccounts** under **Settings & Apps** in Uku. Bulk-import clients with your SmartAccounts **email and password**. Then, for each Uku client, click the **key icon** in the client list and paste that client’s **public** and **secret** API keys (each SmartAccounts client has its own keys). ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid Uku plan (**Solo**, **Team**, or **Elite**). You also need a **SmartAccounts login** that has access to the company you want to connect — typically the SmartAccounts administrator. SmartAccounts is the right integration for accounting firms in **Estonia**. ## What the SmartAccounts integration does [Section titled “What the SmartAccounts integration does”](#what-the-smartaccounts-integration-does) The Uku ↔ SmartAccounts integration lets you: * **Import clients and contacts** from SmartAccounts into Uku. * **Auto-generate monthly summary tasks** that count sales invoices, purchase invoices, bank entries, and other accounting documents from SmartAccounts. * **Export invoices** from Uku to SmartAccounts. * **Automatically fetch invoice paid status** from SmartAccounts back to Uku. ## Step 1: Activate the SmartAccounts integration in Uku [Section titled “Step 1: Activate the SmartAccounts integration in Uku”](#step-1-activate-the-smartaccounts-integration-in-uku) **Path:** Settings & Apps → SmartAccounts 1. Open **Settings** from the Uku main menu and click **SmartAccounts**. 2. In the dialog, click **Activate**.  ## Step 2: Bulk-import clients with your SmartAccounts login [Section titled “Step 2: Bulk-import clients with your SmartAccounts login”](#step-2-bulk-import-clients-with-your-smartaccounts-login) There are two ways to start the import: * **From Settings & Apps:** Open the SmartAccounts integration and switch to the **Import** view. * **From the client list:** Open **Clients**, click the three-dot menu and choose **Import clients**, then pick **SmartAccounts**. Either way, the same import flow runs. 1. Enter your **SmartAccounts user email and password**. 2. Click **Start import**.  The connection is secure — Uku does NOT store your SmartAccounts password. Wait for the import to finish. You can close the dialog and keep working — the import continues in the background. Larger client bases may take a few minutes.  When the import is ready, click **Confirm** to review the list.  Deselect any client you don’t want to bring into Uku by clearing the **Action** column checkbox, then click **Confirm**.  ## Step 3: Enter per-client API keys [Section titled “Step 3: Enter per-client API keys”](#step-3-enter-per-client-api-keys) Unlike Merit Aktiva or Directo, **SmartAccounts API keys are per-client**, not per-company. After the bulk import, you connect each Uku client to its SmartAccounts company by entering that company’s API keys. 1. Open the **Clients** view in Uku. 2. On a client’s row, click the **key icon** to open the integration dialog for that client. 3. In the dialog, pick **SmartAccounts** as the integration. 4. Paste the SmartAccounts **public API key** and **secret API key** for that company. (Each SmartAccounts company has its own keys — generate them in SmartAccounts under the company’s API settings.)  Caution The SmartAccounts **secret key is shown only once at creation**. If you close the SmartAccounts dialog without copying it, you have to regenerate the pair. Save it in a password manager or paste it straight into Uku. ### Test the per-client connection [Section titled “Test the per-client connection”](#test-the-per-client-connection) After pasting the keys, click **Test connection**. Uku reports whether the connection succeeded.  Repeat Step 3 for each Uku client you want to sync with SmartAccounts. ## Step 4: Configure the monthly summary task [Section titled “Step 4: Configure the monthly summary task”](#step-4-configure-the-monthly-summary-task) Once clients are connected, open the SmartAccounts integration’s **Data import** tab to configure how Uku creates monthly summary tasks for each connected client. Required fields: * **Task title** — name applied to every auto-generated summary task. * **[Topic](/en/tasks-and-workflows/topics/)** — which topic the summary task is filed under. * **Data import** — when in the month the import runs (last work day, last calendar day, or a specific day of the following month, 1st–28th). Underneath, in the **Configure data fields** section, map each SmartAccounts data field to a Uku [custom task field](/en/tasks-and-workflows/what-are-custom-fields/). SmartAccounts exposes: * **Sales entries** — number of sales invoices in the month * **Purchase entries** — number of purchase invoices in the month * **Bank entries** — bank transactions * **Documents** — other accounting documents Click **Show more** to reveal additional less-common fields. Fields left unmapped are not imported. If you also want to back-fill the previous 12 months immediately, use the **Reload data** button at the bottom of the tab. ### Behind the scenes [Section titled “Behind the scenes”](#behind-the-scenes) For each connected client, one summary task is created on the configured import day with the SmartAccounts counts written into your custom fields. ## Step 5: Manual data refresh for one or more clients [Section titled “Step 5: Manual data refresh for one or more clients”](#step-5-manual-data-refresh-for-one-or-more-clients) You can refresh SmartAccounts counts at any time without waiting for the scheduled monthly run. 1. In **Clients**, tick the checkbox next to one or more clients. 2. Click **Import data**. 3. Pick the integration (SmartAccounts) and the period to import.  Uku notifies you when the import completes. The summary task lands in **Reports** for the last day of the imported month, with the counted fields populated.  Click into the summary task to see the imported counts.  ## Disconnecting [Section titled “Disconnecting”](#disconnecting) ### Remove the whole integration [Section titled “Remove the whole integration”](#remove-the-whole-integration) 1. Open **Settings & Apps → SmartAccounts**. 2. Click **Deactivate**. ### Remove the integration for a single client [Section titled “Remove the integration for a single client”](#remove-the-integration-for-a-single-client) 1. In the **Clients** view, click the key icon on the client’s row to open the integration dialog. 2. Click **Delete**. Caution Any client added to Uku manually **after** the bulk import does not inherit the integration automatically. Set up that client’s SmartAccounts keys via the key icon in the Clients view (Step 3). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Bulk import login fails [Section titled “Bulk import login fails”](#bulk-import-login-fails) * Wrong SmartAccounts email or password — try logging into SmartAccounts directly to confirm. * The SmartAccounts user is inactive or has no access to the company. ### Per-client test connection fails [Section titled “Per-client test connection fails”](#per-client-test-connection-fails) Almost always one of: * The public or secret key has leading or trailing whitespace. Re-copy directly from the SmartAccounts API panel. * The secret was lost — SmartAccounts shows it only once at creation. Regenerate the pair and paste both into Uku. * The keys were revoked in SmartAccounts. ### Test connection succeeds but no data appears in summary tasks [Section titled “Test connection succeeds but no data appears in summary tasks”](#test-connection-succeeds-but-no-data-appears-in-summary-tasks) If the SmartAccounts per-client connection passes the test but no statistics show up in summary tasks, check: * Each client’s **Integration** column on the client row is set to SmartAccounts (the key icon shows the configured integration). * Summary task settings on the integration **Data import** tab are filled in (task title, topic, import day, data field mapping). * Wait for the next scheduled import day, or trigger **Reload data** / **Import data** to back-fill. ### A field shows no value after sync [Section titled “A field shows no value after sync”](#a-field-shows-no-value-after-sync) If a SmartAccounts field consistently arrives empty in Uku summary tasks, it is most likely unmapped. Open the integration **Data import** tab, find the field in **Configure data fields**, assign a Uku custom field, then click **Reload data** to back-fill. ### A previously working client connection stopped syncing [Section titled “A previously working client connection stopped syncing”](#a-previously-working-client-connection-stopped-syncing) Usually a credential issue. SmartAccounts API credentials do not expire automatically but can be revoked when an administrator rotates them. Regenerate the pair in SmartAccounts for that client, paste the new values into the per-client integration dialog in Uku, and click **Test connection**. ### A newly added client is not syncing [Section titled “A newly added client is not syncing”](#a-newly-added-client-is-not-syncing) Manually-added Uku clients don’t inherit the integration. Open the client’s integration dialog (key icon in the Clients view), pick SmartAccounts, and paste that client’s keys. ## What’s next [Section titled “What’s next”](#whats-next) After SmartAccounts is connected, set up [client workflow templates](/en/tasks-and-workflows/client-workflow-templates/) and configure your [billing products](/en/billing/products/) so the monthly counts feed into invoicing. # Connect Trigon to Uku > Set up the Trigon accounting software integration with your Trigon email and password to import clients and create monthly summary tasks. Quick answer In **Trigon**, pick or create a user account with permission to **list** and **view** all firms whose data should sync to Uku. In Uku, open **Settings & Apps → Trigon**, click **Enable**, enter that Trigon user’s **email and password**, click **Start import**, then confirm the client list. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid Uku plan (**Solo**, **Team**, or **Elite**). You also need a **Trigon user account** whose role grants **List** and **View** permission for every firm whose data should flow into Uku. Tip The recommended pattern is one Trigon user with access to **all** the firms you serve — that way you avoid adding permissions firm-by-firm. Trigon is the right integration for **Estonian** accounting firms that use Trigon accounting software for their clients. ## What the Trigon integration does [Section titled “What the Trigon integration does”](#what-the-trigon-integration-does) The Uku ↔ Trigon integration lets you: * **Import clients** from Trigon into Uku, matched by registration code. * **Auto-generate monthly summary tasks** for each connected client with transaction counts pulled from Trigon (sales invoices, purchase invoices, financial entries, expense lines, fixed-asset depreciation entries, etc.). * **Drive billing** by feeding the monthly counts into Uku custom task fields, which Uku invoicing then bills against. Trigon is **one-way inbound** — Uku reads data from Trigon. Nothing is written back. ## Step 1: Prepare a Trigon user account [Section titled “Step 1: Prepare a Trigon user account”](#step-1-prepare-a-trigon-user-account) Before activating the integration in Uku, in Trigon either pick an existing user or create a new one. The role assigned to that user must include the **List** and **View** permissions for every firm you want Uku to read. Picking a user with access to all firms means you don’t have to add permissions one firm at a time later. ## Step 2: Enable the Trigon integration in Uku [Section titled “Step 2: Enable the Trigon integration in Uku”](#step-2-enable-the-trigon-integration-in-uku) **Path:** Settings & Apps → Trigon 1. Open **Settings** from the Uku main menu and click the **Trigon** card. 2. In the dialog, click **Activate**.  ## Step 3: Connect with your Trigon email and password [Section titled “Step 3: Connect with your Trigon email and password”](#step-3-connect-with-your-trigon-email-and-password) Enter the email address and password of the Trigon user you prepared in Step 1. 1. Enter the **Trigon user email**. 2. Enter the **password**. 3. Click **Connect**.  The connection is secure — Uku does NOT store your Trigon password. After the connection is established, Uku uses a refreshable token to read data on your behalf. ## Step 4: Import clients from Trigon [Section titled “Step 4: Import clients from Trigon”](#step-4-import-clients-from-trigon) After the systems are connected, click **Start import** to begin pulling clients.  A notification appears when the import completes. Review the client list, watch for duplicates, then click **Confirm import**. You can deselect any client you don’t want to bring into Uku by clearing the **Action** column checkbox. If a client’s registration code in Trigon doesn’t match a record in the Estonian Business Register, that row is marked with a red X. **Red-X clients are still imported** — the mark is just a heads-up.  When you’re ready, click **View clients** to jump to your client list.   Tip The client list has a **Last import** filter active by default — it shows only the clients imported in this round. Clear the filter to see your full client list. After import, for each new client: 1. Assign a **Client Manager**. 2. Set up a [client workflow](/en/tasks-and-workflows/client-workflow-templates/). 3. Configure the **automatic monthly summary** (next section). ## Step 5: Configure the monthly summary task [Section titled “Step 5: Configure the monthly summary task”](#step-5-configure-the-monthly-summary-task) After clients are imported, open **Settings → Trigon → Data import** tab to configure how Uku creates monthly summary tasks for each connected client. Required fields: * **Task title** — name applied to every auto-generated summary task. * **[Topic](/en/tasks-and-workflows/topics/)** — which topic the summary task is filed under. Create one in advance if you need a new one. * **[Custom fields](/en/tasks-and-workflows/what-are-custom-fields/)** — the Uku custom fields that will receive each Trigon count. * **Data import** — when in the month the import runs (last work day, last calendar day, or a specific day of the following month).  ### First import date [Section titled “First import date”](#first-import-date) When you configure recurrence, set the **First import date** — this is the day from which Trigon counts start being measured. **Worked example.** First import date = **01.10.2024**, with import scheduled for the **last calendar day**: * 31.10.2024 — Uku imports counts for the period **01.10.2024 – 30.10.2024**. * 30.11.2024 — counts for **31.10.2024 – 29.11.2024** (so the 31st of October isn’t lost). * If you switch to **last work day** mid-November, the run on **29.11.2024** (Friday) covers **31.10.2024 – 28.11.2024**, and the next run on **31.12.2024** (Tuesday) covers **29.11.2024 – 30.12.2024**. This way no day’s transactions are skipped or double-counted across the boundary. ### Available Trigon fields [Section titled “Available Trigon fields”](#available-trigon-fields) Each field appears once for **created** records and once for **updated** records: * **Payment created / updated** — *Makse loomine / uuendamine* * **Purchase invoice created / updated** — *Ostuarve loomine / uuendamine* * **Sales invoice created / updated** — *Müügiarve loomine / uuendamine* * **Financial entry created / updated** — *Finantskande loomine / uuendamine* * **Expense line created / updated** — *Kulurea loomine / uuendamine* * **Fixed-asset depreciation entry created / updated** — *Põhivara amortisatsiooni loomine / uuendamine* Plus two snapshot counts: * **Active reporting persons** — *Aktiivsete aruandvate isikute arv* * **Depreciable fixed assets** — *Amortiseeritavate põhivarade arv* For each Trigon field you want to track, pick it in the left column and map it to a Uku custom field in the right column. Fields left unmapped are not imported. ### Behind the scenes [Section titled “Behind the scenes”](#behind-the-scenes) For each Uku client, one summary task is created in the current month and (optionally) auto-completed. The data is pulled at 00:30 on the configured import day. ## Step 6: Run a monthly clients refresh before each scheduled import [Section titled “Step 6: Run a monthly clients refresh before each scheduled import”](#step-6-run-a-monthly-clients-refresh-before-each-scheduled-import) Before each automatic monthly import, run a **client import** in Uku so any newly added Trigon clients exist in Uku and Trigon’s monthly counts land under the right Uku client. The volume import only reads data for the clients Uku already knows about — if a Trigon client was created since the last sync, run the import (Step 4 above) to add it before the scheduled monthly run. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Connection fails when entering email and password [Section titled “Connection fails when entering email and password”](#connection-fails-when-entering-email-and-password) Almost always one of: * The Trigon user’s role is missing **List** or **View** permission for the firms you want to read. * Typo in the email or password — try logging into Trigon directly with the same credentials to confirm. * The Trigon user is inactive or has been removed. ### Some firms aren’t visible after import [Section titled “Some firms aren’t visible after import”](#some-firms-arent-visible-after-import) The Trigon user you connected with doesn’t have permission for those firms. Update the user’s role in Trigon to include **List** and **View** for the missing firms, then re-run the import. ### Monthly summary tasks aren’t being created [Section titled “Monthly summary tasks aren’t being created”](#monthly-summary-tasks-arent-being-created) Check that the integration is enabled, that **Task title** / **Topic** / **Data import** are all filled in on the Data import tab, that each client has its **Integration** column set to Trigon, and that you’ve run at least one client import in Uku since adding the Trigon user to those firms. ### Counts look stale or wrong [Section titled “Counts look stale or wrong”](#counts-look-stale-or-wrong) Re-run the monthly client import and the data sync. Counts are read based on Trigon’s `created` / `updated` timestamps for the period — back-dated entries in Trigon will be picked up by the next scheduled run. ## What’s next [Section titled “What’s next”](#whats-next) After Trigon is connected, set up [client workflow templates](/en/tasks-and-workflows/client-workflow-templates/) so the imported clients get the right recurring tasks, and configure your [billing products](/en/billing/products/) to bill against the Trigon counts. # Connect Tripletex to Uku > Set up the Tripletex integration in Norway with an employee token to import clients, products, work statistics, and export invoices. Quick answer Generate an **employee token** in Tripletex under **Selskap → API-tilgang**. In Uku, open **Settings & Apps**, find **Tripletex**, click **Enable**, paste the token, choose the **production** environment, test the connection and save. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid Uku plan (**Solo**, **Team**, or **Elite**). You also need a Tripletex login with permission to manage API access — typically an administrator on the Tripletex company. Tripletex is the right integration for firms in **Norway**. ## How Tripletex authentication works [Section titled “How Tripletex authentication works”](#how-tripletex-authentication-works) Tripletex’s API uses two tokens together: * A **consumer token** identifies the integrating partner (in this case Uku). Uku already holds and manages this — you do not need to provide it. * An **employee token** identifies the user account that data is synced under. You generate this inside Tripletex and paste it into Uku. Employee tokens have an **expiration date** that you set when generating them. When the token expires, the connection stops working and you regenerate. ## Generate an employee token in Tripletex [Section titled “Generate an employee token in Tripletex”](#generate-an-employee-token-in-tripletex) To connect Tripletex to Uku you need an employee token issued by Tripletex. The token is generated inside Tripletex, not in Uku. 1. Sign in to **Tripletex** with an administrator account. 2. Go to **Selskap → API-tilgang** (Company → API access). 3. Create a new **employee token** linked to the user account that should sync data — pick a service or integration user where possible, not a real employee account that might be deactivated. 4. Set an expiration date appropriate for your firm’s policy. Note the date so you can rotate the token before it expires. 5. Copy the token value. Tripletex shows the token once at creation. ## Enable the Tripletex integration in Uku [Section titled “Enable the Tripletex integration in Uku”](#enable-the-tripletex-integration-in-uku) Path: **Settings & Apps → Tripletex** The Tripletex integration must be enabled at the company level before it can be used per client. Enabling does not yet pull data; it just makes the integration available. 1. Open **Settings & Apps** in Uku. 2. Find the **Tripletex** card in the Integrations section. 3. Click the card to open the integration dialog. 4. On the **Overview** tab, click **Enable** to turn the integration on. Tripletex now appears as an option in the **Integration** column of your client list. ## Connect Tripletex with the employee token [Section titled “Connect Tripletex with the employee token”](#connect-tripletex-with-the-employee-token) After enabling Tripletex, paste the employee token into the integration dialog and pick the matching environment. 1. In the integration dialog, switch to the **Connect** (or **Settings**) tab. 2. Paste the **employee token** into the matching field. 3. Choose the **environment**: * **Production** for live Tripletex companies. * **Test** if you are connecting a Tripletex sandbox account. 4. Click **Test connection**. Tripletex responds with the company name if the token is valid. 5. Click **Save**. If the test connection fails, see [Troubleshooting](#troubleshooting) below. ## What data syncs from Tripletex [Section titled “What data syncs from Tripletex”](#what-data-syncs-from-tripletex) Tripletex syncs both **inbound** (clients, products, VAT types, work statistics) and **outbound** (invoice export). | Data | Direction | Notes | | ----------------------------- | --------------- | ---------------------------------------------------------------------------------------- | | Clients (Tripletex customers) | Tripletex → Uku | Imported into the **Integration** column of the client list; matched on contact details. | | Products | Tripletex → Uku | Available when configuring billing products in Uku. | | VAT types | Tripletex → Uku | Norwegian VAT codes; used when sending invoices to Tripletex. | | Invoices | Uku → Tripletex | Uku invoices can be exported to Tripletex when they are issued. | | Work statistics | Tripletex → Uku | Drives the monthly summary task fields. | ## Configure summary task settings for Tripletex [Section titled “Configure summary task settings for Tripletex”](#configure-summary-task-settings-for-tripletex) Once Tripletex is connected, open the **Settings** tab in the integration dialog to configure how Uku creates monthly summary tasks for each connected client. | Setting | What it does | | --------------- | --------------------------------------------------------------------------------------------------------------------------- | | **Task title** | Name used for the auto-generated summary task each month. | | **Topic** | Which topic the summary task is filed under. | | **Recurrence** | Always monthly. | | **Import data** | When in the month data is imported — last work day, last calendar day, or a specific day of the following month (1st–28th). | ### Configure data fields [Section titled “Configure data fields”](#configure-data-fields) In the **Configure data fields** section, map each Tripletex data field to a custom task field in Uku. Common fields exposed by Tripletex include sale entries, purchase entries, bank transactions, and document counts for the period. For each field you want to track: 1. Pick the field in the left column. 2. Select the matching Uku custom task field from the dropdown on the right. 3. Fields left blank are not imported. 4. Click **Show more** to reveal additional less-common fields. 5. Use **New custom field** inside the dropdown to create a custom field on the spot if one does not yet exist. 6. Click **Save** when done. ## Connect each client to its Tripletex customer [Section titled “Connect each client to its Tripletex customer”](#connect-each-client-to-its-tripletex-customer) Enabling the Tripletex integration only registers it at the company level. Data flows once each Uku client is also linked to its matching Tripletex customer. The full per-client connection workflow is covered in [Connect a client to accounting software](../../billing/accounting-sync/). The short version: 1. In the client list, click the **Integration** column on the client row. 2. Pick **Tripletex** from the integration dropdown. 3. Uku reads the Tripletex customer list using your saved token and lets you pick the matching customer. 4. Save. From the next scheduled import day onwards, Uku pulls data for that client. To back-fill historical months immediately after connecting, use **Reload data** on the integration **Settings** tab. ## Re-syncing Tripletex data [Section titled “Re-syncing Tripletex data”](#re-syncing-tripletex-data) To re-import Tripletex data for all connected clients (back-fills the last 12 months and overwrites existing summary task field values): 1. Open **Settings & Apps → Tripletex → Settings**. 2. Click **Reload data** at the bottom-left of the dialog. 3. Confirm. Uku processes the reload in the background and notifies you when ready. ## Token rotation for Tripletex [Section titled “Token rotation for Tripletex”](#token-rotation-for-tripletex) Tripletex employee tokens **expire on the date you chose at creation**. To avoid the integration silently breaking on the expiry date: 1. A few days before the expiry, generate a new employee token in **Selskap → API-tilgang**. 2. In Uku, open **Settings & Apps → Tripletex → Connect**, paste the new token, click **Test connection** then **Save**. 3. (Optional) Revoke the old token in Tripletex once you have confirmed the new one works. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Test connection fails with an authentication error [Section titled “Test connection fails with an authentication error”](#test-connection-fails-with-an-authentication-error) Test connection failures with Tripletex are almost always one of these: * The token has **expired** in Tripletex. Generate a new employee token and paste the new value. * The wrong **environment** (production vs. test) is selected — test tokens will not work against production and vice versa. * The token has leading or trailing whitespace. Re-copy directly from Tripletex’s API-tilgang panel. * The employee account that owns the token has been deactivated in Tripletex. ### Test connection succeeds but no data appears in summary tasks [Section titled “Test connection succeeds but no data appears in summary tasks”](#test-connection-succeeds-but-no-data-appears-in-summary-tasks) If the Tripletex connection passes the test but no statistics show up in summary tasks, enabling the integration is not enough on its own. You also need to: * Connect each client to its Tripletex customer — set the **Integration** column to Tripletex on the client row. * Configure summary task settings on the integration **Settings** tab (task title, topic, import day, data field mapping). * Wait for the next scheduled import day, or trigger **Reload data** to back-fill the last 12 months. ### A previously working Tripletex connection stopped syncing on a specific date [Section titled “A previously working Tripletex connection stopped syncing on a specific date”](#a-previously-working-tripletex-connection-stopped-syncing-on-a-specific-date) A Tripletex connection that stopped on a specific date is almost always a token expiry. Tripletex employee tokens have a fixed expiry date set at creation. Generate a fresh token and paste it into Uku — see [Token rotation for Tripletex](#token-rotation-for-tripletex) above. ### Wrong Tripletex customer is connected for a Uku client [Section titled “Wrong Tripletex customer is connected for a Uku client”](#wrong-tripletex-customer-is-connected-for-a-uku-client) If the wrong Tripletex customer is connected for a Uku client, fix it in the client list. Click the **Integration** column for that client and pick the correct Tripletex customer from the dropdown. Then run **Reload data** to refresh the historical statistics. ### A field shows no value after sync [Section titled “A field shows no value after sync”](#a-field-shows-no-value-after-sync) If a Tripletex field consistently arrives empty in Uku summary tasks, it is most likely not mapped to a Uku custom task field. Open the integration **Settings** tab, find the field in **Configure data fields**, assign a custom field, then click **Reload data** to back-fill existing months. # Webhooks > Subscribe a URL to Uku events with API v3: signed deliveries, retries, replay, auto-disable. Needs an Admin API key on the Elite plan. Quick answer Subscribe a URL to an event with `POST /api/v3/webhooks` and Uku will POST that record to you whenever the event happens — no polling. Each delivery is signed with the subscription’s own secret and retried if your endpoint fails. You create subscriptions through the API (a key with the **All** scope on [Public API v3](/en/integrations/public-api-v3/)), then watch them in Uku under **Settings & Apps** → **Public API** → **Public API** → **Connected webhooks**. Webhooks let Uku push changes to your system the moment they happen, so an integration can react to a new client or a changed invoice instead of polling for one. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** on the **Elite plan**, using an API v3 key with the **All** scope (the API calls this the `admin` scope). See [Public API v3](/en/integrations/public-api-v3/) for how to generate the key. Subscriptions are **created and deleted through the API**, not in Uku — that’s the job of your integration (or of Zapier or Make on your behalf). Uku shows you what exists and how it’s doing; see [Monitoring your webhooks](#monitoring-your-webhooks) below. Every endpoint below can also be called from the interactive sandbox at [app.getuku.com/api/v3/docs](https://app.getuku.com/api/v3/docs), which is the quickest way to create a test subscription and inspect what comes back. ## Subscribe to an event [Section titled “Subscribe to an event”](#subscribe-to-an-event) One subscription is one event going to one URL. To listen for three events, create three subscriptions. Uku does not deduplicate them, so two subscriptions with the same event and URL deliver every event twice — check `GET /webhooks` before registering the same hook again. ```bash curl -X POST https://app.getuku.com/api/v3/webhooks \ -H "X-Uku-Company: your-company-uuid" \ -H "X-API-Key: uku_live_..." \ -H "Content-Type: application/json" \ -d '{"webhook": "client.created", "url": "https://example.com/hooks/uku"}' ``` The response contains a **signing secret, shown only this once** — store it as carefully as the API key itself. If you lose it, call `POST /webhooks/{id}/rotate-secret` for a new one; there’s no overlap period, so update your receiver at the same time. These are the events you can subscribe to (`GET /webhooks/events` returns the same list): | Resource | Events | | ------------ | ------------------------------------------------------- | | Clients | `client.created`, `client.updated`, `client.deleted` | | Contacts | `contact.created`, `contact.updated`, `contact.deleted` | | Tasks | `task.created`, `task.updated`, `task.deleted` | | Projects | `project.created`, `project.updated`, `project.deleted` | | Invoices | `invoice.created`, `invoice.updated` | | Time entries | `time_entry.created` | Your URL must be a public address — Uku refuses to deliver to private, internal, or loopback addresses, and never follows redirects. ## What a delivery looks like [Section titled “What a delivery looks like”](#what-a-delivery-looks-like) Each delivery is a POST to your URL. The body carries the event and the record itself, in the same shape the matching `GET` endpoint returns. For a `*.deleted` event, `data` holds only the id. ```json { "id": "8f1c2a4e-3b7d-4c21-9f0e-2a6b5d8c1e73", "event": "client.created", "occurred_at": "2026-07-14T10:15:33+00:00", "data": { "id": 123, "name": "Apple Ltd" } } ``` Alongside it come these headers: ```http X-Uku-Event: client.created X-Uku-Delivery-Id: 8f1c2a4e-3b7d-4c21-9f0e-2a6b5d8c1e73 X-Uku-Webhook-Id: 42 X-Uku-Signature: sha256= X-Uku-Timestamp: X-Uku-Retry-Num: (only on retries) ``` **Deduplicate on the body’s `id`.** It stays the same across every retry and replay of that event, so a receiver that has already handled an `id` can safely ignore it a second time. ## Verifying a signature [Section titled “Verifying a signature”](#verifying-a-signature) Every delivery is signed with that subscription’s own secret, so your receiver can prove the call really came from Uku and isn’t a replay. Sign the timestamp and the raw body, then compare: ```python import hmac, hashlib, time def verify(secret, raw_body, signature, timestamp, tolerance=300): if abs(int(time.time()) - int(timestamp)) > tolerance: return False # too old — reject replays expected = hmac.new( secret.encode(), f"{timestamp}.".encode() + raw_body, hashlib.sha256 ).hexdigest() return hmac.compare_digest(f"sha256={expected}", signature) ``` Compute it over the **raw bytes** you received, before parsing the JSON — re-serializing changes them. Deliveries older than 5 minutes should be rejected. ## Retries, failures, and replays [Section titled “Retries, failures, and replays”](#retries-failures-and-replays) When a delivery fails, Uku retries it on a fixed ladder and eventually gives up on a receiver that stays broken. Answer with any 2xx status within **10 seconds**. Acknowledge first and do your processing afterwards — a slow receiver reads as a failed one. * **Retries.** A failed delivery is retried after 1 minute, 5 minutes, and 30 minutes — four attempts over roughly 36 minutes, then it stops. * **No retry** if your endpoint returns 400, 401, 403, 404, 405, 410, or 422. Those mean the request will never succeed, so Uku gives up immediately. Return `410 Gone` to say “this receiver is retired, stop sending.” * **Auto-disable.** After 10 consecutive failures the subscription is switched off (`is_active` goes false, and `failure_count`, `last_failure_at`, and `disabled_at` tell you why). Fix your endpoint, then re-enable with `PATCH /webhooks/{id}` and `{"is_active": true}` — that also clears the failure count. * **History and replay.** `GET /webhooks/{id}/deliveries` lists attempts with their response status — one row per *attempt*, so a retried event appears several times. To send one again, take its `event_id` and call `POST /webhooks/{id}/deliveries/{event_id}/replay`. A delivery still working through its retries returns `409 DELIVERY_IN_PROGRESS` — let it finish first. * **Pacing is not failure.** During a bulk operation — importing a thousand clients, say — Uku spaces deliveries out rather than firing them all at once, so some arrive a few minutes late. Pacing starts well above normal traffic (600 deliveries a minute, 50,000 a day per company), it doesn’t consume retries, and it never counts toward the auto-disable limit. Don’t mistake it for your endpoint being down. Caution Events that happen *while* a subscription is disabled are **not** queued for later — no delivery is even created, so there is nothing to replay for that window. (A delivery already mid-retry when the subscription stopped is different: it’s recorded, and you can replay it once you re-enable.) Re-enable promptly, and reconcile the gap by reading the affected records from the API. ## Monitoring your webhooks [Section titled “Monitoring your webhooks”](#monitoring-your-webhooks) Uku shows every webhook subscription your integrations have created, so you can see at a glance whether deliveries are landing — without reading your own server logs. **Path:** **Settings & Apps** → **Public API** → **Public API** → **Connected webhooks** The list gives each subscription’s **Event**, **URL**, **Status**, **Failures**, and **Created** date. The status tells you where it stands: * **Active** — deliveries are landing. * **Failing (N)** — the last N deliveries in a row failed. Hover the failure count to see when the last one was. * **Disabled** — ten failures in a row, so Uku switched it off and is no longer sending. Nothing is queued while it’s off. Expand a row to see its recent deliveries, each with the event, the HTTP status your endpoint returned, which attempt it was, and when. A delivery that failed gets a **Replay** button; a disabled subscription gets a **Re-enable** button, which also clears its failure count. Caution The list is for watching and recovering, not for setting up. You can’t create, edit, or delete a subscription here — that happens through the API, or in Zapier or Make. An unwanted subscription has to be removed the same way it was made. Building a Zapier or Make integration `GET /webhooks/example?event=client.created` returns a sample payload built from your own most recent record, so the field mapper shows real fields rather than invented ones. Existing Zapier and Make connections built on the legacy v1.0 API keep working untouched — v3 webhooks run alongside them and don’t change what those receive. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### My webhook subscription stopped receiving anything [Section titled “My webhook subscription stopped receiving anything”](#my-webhook-subscription-stopped-receiving-anything) A webhook subscription that goes quiet has almost always been disabled by Uku after repeated delivery failures. Check it in **Settings & Apps** → **Public API** → **Public API** → **Connected webhooks**. **Disabled** means ten deliveries in a row failed and Uku switched it off. Fix the receiving endpoint, then click **Re-enable** — that clears the failure count and delivery resumes. (From code, the same thing is `GET /webhooks/{id}` and `PATCH /webhooks/{id}` with `{"is_active": true}`.) Deliveries that were already retrying when it stopped are kept — you’ll find them in the list and can **Replay** them. But events that happened *after* it was disabled were never recorded at all, so nothing will arrive for that window: read those records from the API directly to catch up. ### Uku says my webhook URL is invalid [Section titled “Uku says my webhook URL is invalid”](#uku-says-my-webhook-url-is-invalid) Uku only delivers to public internet addresses. A `localhost` URL, an internal hostname, a private range such as `10.x` or `192.168.x`, or anything that resolves to one of those is rejected when you create the subscription. For local development, put a tunnelling service in front of your machine so the URL is publicly reachable. ### My receiver gets the same event twice [Section titled “My receiver gets the same event twice”](#my-receiver-gets-the-same-event-twice) Receiving the same event twice is expected and safe to handle: a delivery that times out may still have reached you, so Uku retries it. Every copy of an event carries the same `id` in the body — treat that as the key, and ignore an `id` you’ve already processed. # Connect Xero to Uku > Authorize Xero in Settings & Apps to import work statistics and clients, push Uku invoices to Xero, and read paid status back. Quick answer Open **Settings & Apps**, find **Xero**, click **Enable**, then on the **Connect to Xero** tab click **Authorize Xero to start import**. Sign in to Xero, pick the Xero organisation, and you are returned to Uku connected. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role on a paid plan (**Solo**, **Team**, or **Elite**). You also need a Xero login with the right to authorize third-party apps for the Xero organisation you want to connect. ## Connect Xero in Uku [Section titled “Connect Xero in Uku”](#connect-xero-in-uku) Path: **Settings & Apps → Xero** 1. Open **Settings & Apps** and find the **Xero** card. 2. Click the card to open the integration dialog and, on the **Overview** tab, click **Enable**. 3. Switch to the **Connect to Xero** tab. 4. Click **Authorize Xero to start import**. Uku redirects you to Xero’s login page. 5. Sign in to Xero and grant Uku access to the **Accounting** scopes. 6. If you administer multiple Xero organisations, pick the organisation Uku should connect to. 7. Xero redirects you back to Uku. The connection is confirmed and the Xero tenant is shown on the **Overview** tab. OAuth tokens are stored in Uku and refreshed automatically. You will not need to re-authorize unless you revoke access from inside Xero or change the connected Xero organisation. ## What syncs [Section titled “What syncs”](#what-syncs) Xero is **one-way inbound** for the standard work-statistics flow used by accounting summary tasks. In addition, Uku can **push invoices** generated in Uku into the connected Xero organisation and read invoice **paid status** back. | Data | Direction | Notes | | ------------------------ | ---------- | ---------------------------------------------------------------------------------------- | | Clients (Xero contacts) | Xero → Uku | Imported into the **Integration** column of the client list; matched on contact details. | | Products (Xero items) | Xero → Uku | Available when configuring billing products in Uku. | | Tax rates and currencies | Xero → Uku | Used when sending invoices to Xero. | | Invoices | Uku → Xero | Uku invoices can be sent to Xero when they are issued. | | Invoice paid status | Xero → Uku | Uku reads paid amounts and dates back from Xero. | | Work statistics | Xero → Uku | Optional: can drive monthly summary tasks per the accounting integrations setup. | For the summary task and data-field configuration that turns Xero data into monthly tasks, see [Setting up accounting integrations](../../integrations/accounting-integrations/). ## Reconnect or disconnect Xero [Section titled “Reconnect or disconnect Xero”](#reconnect-or-disconnect-xero) If you need to switch Xero organisations, refresh stale tokens, or stop the integration entirely: 1. Open **Settings & Apps → Xero**. 2. To reconnect: on the **Connect to Xero** tab, click **Authorize Xero** again and pick the organisation. 3. To disconnect: on the **Overview** tab, click **Disconnect**. Uku revokes its Xero token and clears the connected tenant. Existing invoices and clients in Uku are preserved. Disconnecting from Uku also removes Uku’s authorization inside Xero. If you only revoke the connection from inside Xero, Uku will detect the broken token on the next sync and prompt you to re-authorize. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Authorization fails or the redirect loops back to login [Section titled “Authorization fails or the redirect loops back to login”](#authorization-fails-or-the-redirect-loops-back-to-login) Make sure the Xero login you used has access to at least one Xero organisation and is allowed to authorize third-party apps. If your firm uses single sign-on, complete the SSO challenge before authorizing. Try the **Authorize Xero** flow again from a clean browser session. ### ”OAuth connection stopped working” or sync errors after weeks of normal use [Section titled “”OAuth connection stopped working” or sync errors after weeks of normal use”](#oauth-connection-stopped-working-or-sync-errors-after-weeks-of-normal-use) The Xero refresh token may have been revoked from inside Xero (admin removed the Uku app, or the Xero organisation owner changed). Open **Settings & Apps → Xero → Connect to Xero** and click **Authorize Xero** again to issue a fresh token. ### Wrong Xero organisation is connected [Section titled “Wrong Xero organisation is connected”](#wrong-xero-organisation-is-connected) Disconnect on the **Overview** tab, then re-authorize and pick the correct organisation when Xero prompts you. Uku stores one Xero tenant per Uku company. ### A client or product is missing after sync [Section titled “A client or product is missing after sync”](#a-client-or-product-is-missing-after-sync) Open the integration dialog and click **Reload data** under **Settings**. This re-imports the last 12 months of data from Xero. If the contact or item still does not appear, verify it is not archived in Xero — Uku skips archived contacts. # Projects > Run finite engagements with statuses, phases, project tasks, workflow templates, and advanced project features. Activate the Projects app to manage finite engagements alongside the standard client workflow. Set up project fields, statuses, phases, and member permissions, then add and run projects against workflow templates. ## All articles [Section titled “All articles”](#all-articles) [Activate and set up the Projects app](/en/projects/activate-projects-app/) [Activate the Projects app, then configure project fields, statuses, phases, and member permissions to match your workflow.](/en/projects/activate-projects-app/) [›](/en/projects/activate-projects-app/) [Add a new project](/en/projects/add-project/) [Create a project — fill in required fields, select a workflow template, review task assignments and dependencies, and confirm.](/en/projects/add-project/) [›](/en/projects/add-project/) [Change a project](/en/projects/change-project/) [Add notes, modify a project's workflow, and cancel, archive, or delete a project to control which tasks appear on team dashboards.](/en/projects/change-project/) [›](/en/projects/change-project/) [Create project workflow templates](/en/projects/workflow-templates/) [Create project workflow templates — upload from Excel or build manually with tasks, assignees, required statuses, and due dates.](/en/projects/workflow-templates/) [›](/en/projects/workflow-templates/) [Project statuses](/en/projects/project-statuses/) [Define custom project statuses in workflow templates, then filter the project list, group dashboard tasks, and generate reports by status.](/en/projects/project-statuses/) [›](/en/projects/project-statuses/) [Projects advanced features](/en/projects/advanced-features/) [Filter the project list, edit workflows, duplicate projects, use the Overview tab, and archive, cancel, or delete projects.](/en/projects/advanced-features/) [›](/en/projects/advanced-features/) # Activate and set up the Projects app > Activate the Projects app, then configure project fields, statuses, phases, and member permissions to match your workflow. The Projects app enables project-based work management alongside the standard client workflow. Activate it to track finite engagements — tax return projects, audit engagements, one-off assignments — with their own statuses, phases, and task templates. Quick answer Go to **Settings & Apps → Projects** and click **Activate**. After activation, configure project fields, default statuses, phases, and member permissions to match your firm’s workflow. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can activate the Projects app, configure all settings, and manage workflow templates. * Regular members can add and change workflow templates only if granted permission under the app’s rights settings. ## Activate the Projects app [Section titled “Activate the Projects app”](#activate-the-projects-app) 1. Select **Settings & Apps** from the main navigation. 2. Open the **Projects** app. 3. Click **Activate**.  ## Set up project fields [Section titled “Set up project fields”](#set-up-project-fields) When you activate the app, a set of default fields is created automatically. The **Name** field is always mandatory. For all other fields, you can choose whether they are: * **Mandatory** when adding a project * **Shown** when adding a project (visible but not required) * **In list** — displayed in the projects overview list ### Add a new project field [Section titled “Add a new project field”](#add-a-new-project-field) 1. Click **+ Add new field**. 2. Choose the input type: * **Yes/No** — checkbox field * **User** — single selection from active members * **Date** — calendar date * **Multiple users** — multiple selections from active members * **Multiple choices** — predefined options, multiple selectable * **Number** — number with decimal places * **Long text** — up to 1,000 characters * **Text** — up to 100 characters * **Integer** — whole number * **Choice** — predefined options, single selection Note **Date fields:** If a Date type field is mandatory, it must be filled in when creating a project. You can also make project tasks depend on a date-type field (e.g., project start date), so task deadlines shift automatically when project dates change. **User fields:** A User type field can be set as a task assignee role in the workflow template. When creating a project, you match a specific member to the role, and tasks are assigned automatically.  ## Configure project statuses [Section titled “Configure project statuses”](#configure-project-statuses) Three default statuses are created on activation: **Pending**, **In progress**, and **Done**. Add new statuses or modify existing ones to match your workflow. See the *How to use project statuses* article for full details on using statuses to control which tasks appear on the Dashboard. ## Configure project phases [Section titled “Configure project phases”](#configure-project-phases) Project phases let you control when tasks appear relative to the project timeline. For example, you can set a task to appear 2 days before the project start date, highlighting it on the Dashboard to indicate it needs attention. Tasks are distinguished by a color indicator and a project label on the Dashboard and client card. ## Set member permissions [Section titled “Set member permissions”](#set-member-permissions) Under the **Rights** section of the Projects app settings, choose whether regular members can add and change workflow templates. By default, only Company Admins and Owners can manage templates.    ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Project fields are not appearing when I add a project [Section titled “Project fields are not appearing when I add a project”](#project-fields-are-not-appearing-when-i-add-a-project) Check the field settings in the Projects app configuration. Ensure the field is set to be shown when adding a project. Fields that are neither mandatory nor set to show will not appear in the project creation form. ### Tasks are not showing on the Dashboard for a project [Section titled “Tasks are not showing on the Dashboard for a project”](#tasks-are-not-showing-on-the-dashboard-for-a-project) Verify the **Required project status** for each task in the workflow template. Tasks only appear on the Dashboard when the project’s current status matches the task’s required status. ### A member cannot create workflow templates [Section titled “A member cannot create workflow templates”](#a-member-cannot-create-workflow-templates) Check the **Rights** section in the Projects app settings. By default, only Company Admins and Owners can add and change workflow templates. Enable the permission for regular members if needed. ### Date-dependent tasks are not shifting when project dates change [Section titled “Date-dependent tasks are not shifting when project dates change”](#date-dependent-tasks-are-not-shifting-when-project-dates-change) Make sure the tasks are linked to a **Date** type project field in the workflow template. If the task’s time dependency is not configured, it will not automatically adjust when project dates change. # Add a new project > Create a project — fill in required fields, select a workflow template, review task assignments and dependencies, and confirm. Projects in Uku are finite engagements — a tax return, audit, or one-off service — organized with their own task templates, statuses, and assignees. Create a project from the Projects view by selecting a workflow template and configuring task assignments. Quick answer Navigate to **Projects** in the main menu, fill in the required fields, select a workflow template, review and adjust task assignments, and click **Confirm** to create the project. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)**, **Company Owners**, and team members with access to the selected client can add new projects. * Only the **project owner** can delete a project. All other members with access share the same permissions. ## Add a new project [Section titled “Add a new project”](#add-a-new-project) 1. Navigate to **Projects** in the main navigation. 2. Click **+ Add project** or the equivalent button in the projects view. 3. Fill in the project details. Mandatory fields are marked with an asterisk (\*). 4. Match member roles with specific team members if your workflow template uses user roles. 5. Choose a workflow template for the project — select from your company’s templates or built-in templates. 6. Review the tasks in the selected workflow. Change assignees or set time dependencies on project dates if needed. 7. Add tasks to the workflow manually if necessary. 8. Click **Confirm** to create the project. The project is accessible to all members who have access to the selected client. ## Mandatory fields when adding tasks manually [Section titled “Mandatory fields when adding tasks manually”](#mandatory-fields-when-adding-tasks-manually) If you add tasks to the workflow during project creation, these fields are required: * **Title** — The name of the task. * **Member** — Set as a member, group, or member role. * **Required project status** — Defines what the project status must be for the task to appear on the Dashboard. * **Start/Due** — Choose which project date value the task is related to. ## How required project status works [Section titled “How required project status works”](#how-required-project-status-works) Each task in your project workflow has a **Required project status** field that controls when the task appears on dashboards. * The project’s current status determines which tasks are immediately visible to assigned members. * Tasks requiring a different status remain hidden until you update the project status. **Example:** If your project starts in status “Pending,” only tasks with required status “Pending” appear on dashboards. When you change the project to “In progress,” tasks requiring that status become visible. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot find a workflow template when adding a project [Section titled “Cannot find a workflow template when adding a project”](#cannot-find-a-workflow-template-when-adding-a-project) Make sure workflow templates have been created in **Settings & Apps → Projects → Templates**. If no company templates exist, you can use one of the built-in templates as a starting point. ### Tasks are not appearing on the Dashboard after creating the project [Section titled “Tasks are not appearing on the Dashboard after creating the project”](#tasks-are-not-appearing-on-the-dashboard-after-creating-the-project) Check the **Required project status** for each task. Tasks only appear when the project’s current status matches the task’s required status. Update the project status to make the relevant tasks visible. ### Assigned a user role but the task has no assignee [Section titled “Assigned a user role but the task has no assignee”](#assigned-a-user-role-but-the-task-has-no-assignee) During project creation, you must match each user role to a specific team member in the member role mapping step. If a role is left unmatched, tasks assigned to that role will have no assignee. ### A team member cannot see the project [Section titled “A team member cannot see the project”](#a-team-member-cannot-see-the-project) Project access is based on client access. Verify that the team member has been granted access to the client associated with the project. # Projects advanced features > Filter the project list, edit workflows, duplicate projects, use the Overview tab, and archive, cancel, or delete projects. Projects group related tasks, files, emails, and notes under a single client engagement. This article covers the advanced features of the Projects app: the project list and Overview tab, workflow editing, duplicating projects, and lifecycle management (archive, cancel, delete). Quick answer Open **Projects** from the main navigation. Use process filter buttons and status filters to focus your list. Click any project to see its Tasks, Emails, Notes, Files, and Audit log tabs. Click **Edit** to open the workflow editor where you can add and rearrange tasks. Duplicate projects to reuse structure. Archive, cancel, or delete projects from the edit form. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** have full access to create, edit, archive, cancel, delete, and duplicate projects. * Company Members with **Client Admin** permission on a client can create and edit projects for that client. * Company Members can view and work on tasks in projects they are assigned to. ## The project list [Section titled “The project list”](#the-project-list) The Projects main view has two tabs: * **Projects** — table view showing every project with columns for name, client, status, progress, responsible person, and any custom fields you have enabled * **Overview** — adds a **Workflow state** column giving a bird’s-eye view of how far each project’s tasks have progressed ### Process filter buttons [Section titled “Process filter buttons”](#process-filter-buttons) Below the main tabs, **process filter buttons** group projects by category (for example, Audit, Tax return, Payroll setup). Each button shows a count of matching projects. Click **All** to remove the process filter. ### Additional filters [Section titled “Additional filters”](#additional-filters) * **Status** — Active, Completed, Cancelled, Archived. By default the list shows Active and Completed; adjust to include archived or cancelled projects. * **Client** — filter by a specific client. * **Responsible person** — filter by the assigned team member. * **Custom fields** — any custom project fields can also be used as filters. Save your current filter combination as a bookmark for quick access later. ## Inside a project — tabs [Section titled “Inside a project — tabs”](#inside-a-project--tabs) Click any project row to open the project view. Five tabs organize the project’s content: * **Tasks** — all tasks in this project, grouped by workflow position * **Emails** — communication history linked to the project (emails from the email integration appear automatically) * **Notes** — internal notes for meeting minutes, decisions, or anything that does not belong in a task. Notes on a project use the same editor, types, pinning, permissions, and template system as notes on clients, members, and suppliers — full reference in [Notes and note templates](../../clients-and-contacts/notes-and-note-templates/). * **Files** — all files uploaded to the project, including attachments from tasks, notes, and emails * **Audit log** — chronological record of every change to the project: status changes, field edits, task updates ## Edit a project’s workflow [Section titled “Edit a project’s workflow”](#edit-a-projects-workflow) From the project view, click **Edit** to open the workflow editor. The editor has two areas: * **Template sidebar** (left) — browse workflow templates or copy tasks from other projects. Check/uncheck templates to add or remove their tasks from the current workflow. * **Task table** (right) — all tasks in the project. Click any row to open the task dialog and set title, assignee, deadline offsets, checklists, and dependencies. Caution Project tasks do not support recurrence. Recurrence is only available on standalone client workflow tasks. If you need a task to repeat, it should be a client task, not a project task. Click **Add task** above the table to create tasks manually. Click **Confirm workflow** to save. ## Duplicate a project [Section titled “Duplicate a project”](#duplicate-a-project) To reuse a project’s structure for a new engagement, click the **Clone** action from the project view. Uku creates a new project pre-filled with the same workflow tasks. The new project opens in the creation form where you can rename it, assign a different client, and adjust fields before saving. ## Archive, cancel, and delete projects [Section titled “Archive, cancel, and delete projects”](#archive-cancel-and-delete-projects) From the project edit form, three lifecycle actions appear at the bottom: * **Archive** — removes the project from the active list but preserves all data. Use **Restore** to bring it back. * **Cancel project** — marks the project as cancelled. Click **Activate** to reverse this. * **Delete** — permanently removes the project. This action cannot be undone. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot find a project in the list [Section titled “Cannot find a project in the list”](#cannot-find-a-project-in-the-list) Check your status filter. By default only Active and Completed projects are shown. If the project was archived or cancelled, add those statuses to the filter. ### Tasks are not appearing in a project after editing the workflow [Section titled “Tasks are not appearing in a project after editing the workflow”](#tasks-are-not-appearing-in-a-project-after-editing-the-workflow) Confirm you clicked **Confirm workflow**. Changes in the workflow editor are only saved when confirmed. ### Recurring tasks cannot be added to a project [Section titled “Recurring tasks cannot be added to a project”](#recurring-tasks-cannot-be-added-to-a-project) Project tasks do not support recurrence. If you need recurring work associated with a client, create a client workflow task instead. ### Delete option is not visible [Section titled “Delete option is not visible”](#delete-option-is-not-visible) Only **Company Owners** and **Company Admins** can delete projects. Company Members with Client Admin access can archive but not delete. Ask a Company Admin to perform the deletion. # Change a project > Add notes, modify a project's workflow, and cancel, archive, or delete a project to control which tasks appear on team dashboards. After creating a project, you can update its workflow, change its status, and add notes from the project card. Status changes control which tasks appear on team dashboards and can be used to advance the project through workflow stages. Quick answer Open the **Projects** list, find the project, and click the **pencil icon** to update its status. To modify the task workflow, open the three-dot menu and select **Edit workflow**. Only **[Company Owners](/en/settings/members-and-teams/)** can delete a project. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Team members with project management permissions can update and manage projects. * Only **Company Owners** can delete a project. ## Project card overview [Section titled “Project card overview”](#project-card-overview) The project card displays key project information. You can enter notes related to the project, and the **Logs** section shows who performed which activities on the project. ## Modify the project workflow [Section titled “Modify the project workflow”](#modify-the-project-workflow) You can add or edit tasks in a project’s workflow in two ways: * Open the **three-dot menu** on the project and select **Edit workflow** to access the workflow creation view. * Add tasks individually using the **Add task** option in the project header.  ## Change project status [Section titled “Change project status”](#change-project-status) Update a project’s status as it moves through workflow stages to control which tasks appear on team dashboards. 1. Open **Projects** from the main navigation. 2. Find the project in the project list. 3. Click the **pencil icon** on the project row. 4. Select the new status from the **Status dropdown**. ### Status options [Section titled “Status options”](#status-options) * **Cancel** — Opens the workflow creation view. Add any tasks that need to be completed as part of the cancellation process. These tasks appear on the Dashboard. * **Archive** — Tasks are no longer displayed on the Dashboard after the project is archived. * **Delete** — Only the **Company Owner** can delete a project. All tasks related to the project must be deleted first. Note **Recommendation:** Archive projects rather than deleting them when you want to preserve history. Archiving removes the project from active views while keeping all task and time tracking data intact.   ## View projects by status [Section titled “View projects by status”](#view-projects-by-status) The Projects list organizes projects into status tabs. Each tab shows the count of projects in that status. Click any tab to filter the list, or combine the status filter with Client, Member, or Date filters.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot delete a project [Section titled “Cannot delete a project”](#cannot-delete-a-project) Only the **Company Owner** has delete permissions. Additionally, all tasks under the project must be deleted before the project itself can be removed. Consider archiving instead. ### Archived project tasks still showing on the Dashboard [Section titled “Archived project tasks still showing on the Dashboard”](#archived-project-tasks-still-showing-on-the-dashboard) Refresh the page after archiving. If tasks persist, verify the project status was saved correctly by checking the **Status** column in the project list. ### Pencil icon is not visible on the project row [Section titled “Pencil icon is not visible on the project row”](#pencil-icon-is-not-visible-on-the-project-row) You may not have the required permissions to edit this project. Contact your **Company Admin** or **Company Owner** to verify your role. ### Workflow changes not reflected in tasks [Section titled “Workflow changes not reflected in tasks”](#workflow-changes-not-reflected-in-tasks) Tasks already created are not automatically updated when the workflow changes. New tasks added after the workflow edit will follow the updated workflow. # Project statuses > Define custom project statuses in workflow templates, then filter the project list, group dashboard tasks, and generate reports by status. Project statuses represent the stages a project moves through from start to completion — for example, “Not yet in,” “In Office,” “Ready for Filing,” or “Completed.” Setting a status on a project controls which tasks from the project’s workflow template appear on the Dashboard at any given time. Quick answer Define project statuses in workflow templates under **Settings & Apps → Projects → Templates**. Each task in a template can require a specific project status before it appears on the Dashboard. Change a project’s current status from the project details view. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can create and edit project statuses in workflow templates. * All team members can view projects by status and use status filters on the Dashboard.  ## Set up project statuses in workflow templates [Section titled “Set up project statuses in workflow templates”](#set-up-project-statuses-in-workflow-templates) 1. Go to **Settings & Apps → Projects → Templates**. 2. Create or edit a workflow template. 3. For each task in the template, set the **Wait until project status** field. 4. Choose which status the project must have for this task to be visible on the Dashboard. **Example — tax return project workflow:** * Data collection tasks — require status: “Not yet in” * Preparation tasks — require status: “In Office” * Review tasks — require status: “In for Checking” * Filing tasks — require status: “Ready for E-Filing” This ensures team members only see tasks relevant to the project’s current stage.  ## View projects by status [Section titled “View projects by status”](#view-projects-by-status) 1. Select **Projects** from the main navigation. 2. View the status tabs showing all your statuses with project counts. 3. Select any status tab to filter the project list. Use the **Status** filter dropdown to view projects in specific statuses, select multiple statuses at once, or combine with other filters (client, member, date range).  ## Group Dashboard tasks by project status [Section titled “Group Dashboard tasks by project status”](#group-dashboard-tasks-by-project-status) 1. Open the **Dashboard**. 2. Click the **Grouping icon**. 3. Select **Group by: Process Status**.  Tasks now appear under their project status headers, helping you prioritize work based on project urgency and stage.  ## Filter Dashboard tasks by project status [Section titled “Filter Dashboard tasks by project status”](#filter-dashboard-tasks-by-project-status) 1. Open the **Dashboard** filters. 2. Find the **Status** filter. 3. Select one or more project statuses. 4. The Dashboard shows only tasks from projects in the selected statuses. 5. Save this filtered view as a bookmark if needed. ## Filter projects by status in reports [Section titled “Filter projects by status in reports”](#filter-projects-by-status-in-reports) 1. Go to the **Report** view. 2. Open the **Filters** section. 3. Select the **Project Status** filter and choose the statuses you want to analyze. 4. Add additional filters (date range, members, clients). 5. View results in the **Tasks** or **Summary** tab.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Tasks not appearing on the Dashboard for a project [Section titled “Tasks not appearing on the Dashboard for a project”](#tasks-not-appearing-on-the-dashboard-for-a-project) Check the **Wait until project status** setting in the workflow template. If the project’s current status does not match the required status for that task, the task remains hidden until the project advances to the required status. ### Status tabs missing from the project list [Section titled “Status tabs missing from the project list”](#status-tabs-missing-from-the-project-list) Statuses must be defined in your workflow templates. If no templates use statuses, the status tabs will not appear. Create or update a workflow template in **Settings & Apps → Projects → Templates**. ### Cannot change a project’s status [Section titled “Cannot change a project’s status”](#cannot-change-a-projects-status) Verify you have the correct permissions to edit the project. Open the project and update the status field directly from the project details view. ### Status filter not showing expected results in reports [Section titled “Status filter not showing expected results in reports”](#status-filter-not-showing-expected-results-in-reports) Ensure you have selected the correct statuses and that other active filters (date range, members) are not excluding the projects you expect to see. # Create project workflow templates > Create project workflow templates — upload from Excel or build manually with tasks, assignees, required statuses, and due dates. Project workflow templates define the tasks, assignees, required statuses, and date dependencies for a project type. Creating company-specific templates ensures consistency and completeness across all projects of the same type — for example, a tax return template that covers every step from data collection to filing. Quick answer Go to **Settings & Apps → Projects → Templates** and click **+ Add**. Add tasks manually or upload from an Excel file. For each task, set the Required project status so tasks only appear on dashboards when the project reaches the right stage. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can create and edit workflow templates by default. * Regular members can also create templates if enabled in the **Projects** app settings under Rights. ## Option A: Upload a workflow template from Excel [Section titled “Option A: Upload a workflow template from Excel”](#option-a-upload-a-workflow-template-from-excel) 1. Navigate to **Settings & Apps → Projects → Templates**. 2. Click **Upload template**. 3. Drag and drop the Excel file or select it from your computer. 4. Once uploaded, 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.    ## Option B: Create the template manually [Section titled “Option B: Create the template manually”](#option-b-create-the-template-manually) 1. Open the **Templates** tab in **Settings & Apps → Projects**. 2. Click **+ Add** to create a new workflow template. 3. Give the template a descriptive name. 4. Choose whether to base it on an existing template or start from scratch. 5. For each task, define: * **Task title** — the name of the task * **User** — assign to a member, group, or member role * **Required project status** — defines what project status the project must have for the task to appear on the Dashboard * **Start/Due Date** — choose which project date value the task relates to 1. Save the template. You can also add dependencies between tasks in the template. See the *Using task dependencies* article for details.     ## How template updates work [Section titled “How template updates work”](#how-template-updates-work) When you save changes to a workflow template, Uku displays all active projects that use that template. By default, changes apply to all active projects (excluding archived ones). Remove any project from the list if you do not want the update to apply to it. Caution Template changes only affect new tasks generated after the update. Tasks already created in existing projects are not automatically modified.   ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Tasks from the template are not appearing on dashboards [Section titled “Tasks from the template are not appearing on dashboards”](#tasks-from-the-template-are-not-appearing-on-dashboards) Check the **Required project status** setting on each task. Tasks only appear when the project reaches the specified status. Update the project’s current status to make the relevant tasks visible. ### The + Add button is not visible in the Templates tab [Section titled “The + Add button is not visible in the Templates tab”](#the--add-button-is-not-visible-in-the-templates-tab) Your account may not have permission to create templates. Ask a **Company Owner** or **Company Admin** to enable template creation for regular members in **Settings & Apps → Projects → Rights**. ### Excel upload fails or template appears empty [Section titled “Excel upload fails or template appears empty”](#excel-upload-fails-or-template-appears-empty) Ensure the Excel file follows the correct format. Download a sample file from getuku.com and verify your columns match the expected structure. ### Template changes did not apply to an existing project [Section titled “Template changes did not apply to an existing project”](#template-changes-did-not-apply-to-an-existing-project) When saving template edits, verify the project was included in the update list. Archived projects are excluded from updates by default. # Reports > Daily reports, monitoring targets, the audit log, activity log, time-entry reconciliation, flextime, and time gaps. Daily reports, monitoring targets, the audit log, and time-entry reconciliation. ## All articles [Section titled “All articles”](#all-articles) [Activity log — see your recent actions in a timeline](/en/reports/activity-log/) [The Activity log is a personal timeline of the actions you performed in Uku — open it from the bell icon to retrace what you did and when.](/en/reports/activity-log/) [›](/en/reports/activity-log/) [Activity log vs Audit log](/en/reports/activity-log-vs-audit-log/) [When to use the Activity log (bell icon, recent actions) versus the Audit log (profile menu, field-level changes with before/after values).](/en/reports/activity-log-vs-audit-log/) [›](/en/reports/activity-log-vs-audit-log/) [Audit log — track every change to tasks and clients](/en/reports/audit-log/) [Find, filter, and undo changes in the Audit log — field-level change history across tasks, clients, and invoices, with three entry points.](/en/reports/audit-log/) [›](/en/reports/audit-log/) [Export reports](/en/reports/export-reports/) [Export Report data as PDF or Excel — reflects current filters, active tab, and sort order. Not available on the Flextime tab.](/en/reports/export-reports/) [›](/en/reports/export-reports/) [Flextime in Report](/en/reports/flextime-tab/) [Review agreed vs. actual hours, accept or decline periods, edit balances, add comments, and view full flextime history from Report.](/en/reports/flextime-tab/) [›](/en/reports/flextime-tab/) [Identify overlaps and missing time records](/en/reports/time-gaps/) [Find overlapping or missing time entries and read color-coded gap indicators — correct entries directly from the Time tab in Report.](/en/reports/time-gaps/) [›](/en/reports/time-gaps/) [Monitoring — Track Client Deadlines and Task Progress](/en/reports/monitoring/) [Compare agreed service commitments with actual work delivered, track compliance per client per period, and spot scope creep early.](/en/reports/monitoring/) [›](/en/reports/monitoring/) [Reports overview](/en/reports/overview/) [Overview of reporting tools — Report tabs (Summary, Tasks, Time, Flextime), Monitoring, and Audit Log — with links to detailed articles.](/en/reports/overview/) [›](/en/reports/overview/) [Summary tab in Report](/en/reports/summary-tab/) [Get a grouped overview of time spent by client, member, topic, or project in Report — drill down to underlying tasks with a single click.](/en/reports/summary-tab/) [›](/en/reports/summary-tab/) [Tasks tab in Report](/en/reports/tasks-tab/) [See a flat list of tasks with their time, status, and billing information in Report — click any row to open the task directly.](/en/reports/tasks-tab/) [›](/en/reports/tasks-tab/) [Time tab in Report](/en/reports/time-tab/) [Review time entries, detect gaps and overlaps in a member's tracked hours, edit descriptions, and delete incorrect entries in Report.](/en/reports/time-tab/) [›](/en/reports/time-tab/) # Activity log — see your recent actions in a timeline > The Activity log is a personal timeline of the actions you performed in Uku — open it from the bell icon to retrace what you did and when. Quick answer The **Activity log** is a chronological feed of the actions **you** performed in Uku — tasks you created or finished, clients you updated, workflows you set up, and so on. Open it from the **bell icon → View all → Activity log** tab, or jump straight there from the **Profile avatar → Activity log** (desktop). The Activity log answers one question: *what have I been doing in Uku?* It is a running timeline of your own actions, useful for retracing your steps — when you last touched a client, which tasks you closed today, or what you changed before stepping away. This article explains where to find it, what it shows, and how it differs from the Audit log. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **All team members** can open their own Activity log on every plan. * The Activity log is **per-user** — **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** see the same personal view as anyone else, not a company-wide feed. For an account-wide change history across all members, use the [Audit log](../audit-log/) (Elite plan). ## Activity log vs Audit log [Section titled “Activity log vs Audit log”](#activity-log-vs-audit-log) Uku has two separate logs. The **Activity log** (bell icon) shows a feed of actions — *what happened*. The **Audit log** (profile menu) shows field-level diffs — *exactly what changed*, including the previous value and who made the change. See the full comparison: [Activity log vs Audit log](../activity-log-vs-audit-log/). ## Where to find it [Section titled “Where to find it”](#where-to-find-it) You can open the Activity log in two ways: * **Option A — from the bell icon:** top navigation → **bell icon** → **View all** → **Activity log** tab. * **Option B — from the Profile avatar:** top navigation → **Profile avatar** → **Activity log** (desktop only). With **Option A**, the bell dropdown shows your notifications rather than your activity — click **View all** to open the full page, then switch to the **Activity log** tab. ## What the Activity log shows [Section titled “What the Activity log shows”](#what-the-activity-log-shows) Each row is one action you performed, with a timestamp. The action text is colour-coded by category: * **Task activity** (blue) — tasks you created, updated, assigned, finished, commented on, or deleted. * **Template and workflow activity** (purple) — task templates and workflows you created or deleted. * **Client activity** (green) — clients you created, updated, assigned, deactivated, or deleted. * **Account activity** (orange) — your own logins and invitations you accepted. * **Other** (projects, calendar and vacation entries, notes) — actions you took on those records. The Activity log shows *what you did* — action summaries without field-level detail. For change history with before/after values and undo, use the [Audit log](../audit-log/). ### What the Activity log does not show [Section titled “What the Activity log does not show”](#what-the-activity-log-does-not-show) The Activity log only contains actions **you** performed. It is not a notifications inbox, so it does **not** show: * Comments directed at you. * Client Portal replies or requests sent to you. * Inbound emails landing on your tasks. * Approval decisions made on your vacation or absence requests. Those are **notifications** — find them on the **Notifications** tab (bell icon → View all). See [Notifications and activity log](../../get-started/notifications-and-activity/). ## Loading more entries [Section titled “Loading more entries”](#loading-more-entries) The Activity log loads the most recent **50 entries**. Scroll to the bottom and the next 50 load automatically — there is no “load more” button; scrolling keeps loading older entries 50 at a time. There is no type filter, search, or date filter on the Activity log; it is a straight chronological feed. To search or filter change history, use the [Audit log](../audit-log/), which has a full filter bar. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Can I see other team members’ activity? [Section titled “Can I see other team members’ activity?”](#can-i-see-other-team-members-activity) No. The Activity log is personal to every user — it shows only the actions you performed, and there is no setting or role that opens a team-wide activity feed. To review what another member changed, use the [Audit log](../audit-log/) (Elite plan, Company Admin or Owner) and filter by member. To stay informed of activity on specific tasks, follow them and you’ll receive notifications. ### A colleague’s comment doesn’t appear in my Activity log [Section titled “A colleague’s comment doesn’t appear in my Activity log”](#a-colleagues-comment-doesnt-appear-in-my-activity-log) The Activity log shows only actions **you** performed, so a colleague’s comment never appears there — regardless of whether you follow the task. To be **notified** of activity on a task (like a colleague’s comment), open the task and turn on **Follow** (Members section → Follow checkbox). Those updates then appear on your **Notifications** tab, not the Activity log. To review changes another member made to a record, use the [Audit log](../audit-log/) (Elite plan, Company Admin or Owner) and filter by member. ### A deleted task appears in my Activity log [Section titled “A deleted task appears in my Activity log”](#a-deleted-task-appears-in-my-activity-log) Deleted tasks still appear as historical entries in the Activity log — they show the original title for context, but the row is view-only and the task cannot be opened from here. To recover a deleted task, see [Restore deleted tasks](../../tasks-and-workflows/restore-tasks/). ### An email I sent shows “delivery failed” [Section titled “An email I sent shows “delivery failed””](#an-email-i-sent-shows-delivery-failed) If an outbound email you sent from a task failed, it appears as a failed email action. A Company Admin can investigate in **Settings & Apps → Emails → Outbox**, which shows the SMTP error and lets you re-send. ### Client Portal replies are missing [Section titled “Client Portal replies are missing”](#client-portal-replies-are-missing) Comments, Client Portal replies, and reminders addressed to you live on the **Notifications** tab — just click the bell icon, or open the bell icon → **View all** → **Notifications** tab. If a Client Portal reply isn’t reaching you at all, confirm the client has access to the task in the Client Portal and that the task is enabled for Portal visibility — see [Client Portal task settings](../../client-portal/task-settings/). See also [Notifications and activity log](../../get-started/notifications-and-activity/). # Activity log vs Audit log > When to use the Activity log (bell icon, recent actions) versus the Audit log (profile menu, field-level changes with before/after values). Quick answer The **Activity log** is a live feed of your own recent actions — useful for retracing what you did. The **Audit log** shows field-level changes with before/after values — useful when you need to know exactly what was modified, including changes made by other team members. Only the Audit log supports undo. Uku has two separate logs that track different kinds of information. Knowing which to use will help you find the answer you need faster. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **All team members** can open their own Activity log (every plan) and their own Audit log entries. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** on the **Elite** plan can additionally see other members’ changes in the Audit log and undo them. The Activity log is always personal — no role can see another member’s Activity log. ## Comparison at a glance [Section titled “Comparison at a glance”](#comparison-at-a-glance) | | Activity log | Audit log | | -------------------- | ------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------- | | **Where to find it** | Bell icon in the application header — or Profile avatar shortcut (desktop) | Profile avatar → Audit log | | **What it shows** | A feed of actions and events: tasks created, updated, assigned; clients changed; your logins and invitations | Field-level changes: every modified field with its old and new value | | **Detail level** | Action summaries (for example, “Task updated by Jaan”) | Exact diffs (for example, “Due date: 2026-04-15 → 2026-04-30”) | | **Undo support** | No | Yes — individual fields and entire entries can be reverted | | **Filters** | Chronological feed only, no filtering | Rich filter bar: date, member, entity type, action type, ID search | | **Who sees what** | Every member sees only their own activity, regardless of role | All members see their own changes; Elite plan + Company Admin role required for team-wide visibility and extended history | | **Plan required** | All plans | All plans (basic — own changes only); Elite for extended visibility | ## When to use the Activity log [Section titled “When to use the Activity log”](#when-to-use-the-activity-log) Use the Activity log when you want to retrace your own recent actions: * What did I work on today? * Which tasks did I move to Done? * Did I update that client recently, and when? * What was the last thing I changed before stepping away? The Activity log is a fast, scrollable feed of your own actions. It is not filterable, and it does not show field-level details. To review another team member’s changes, use the Audit log instead. ## When to use the Audit log [Section titled “When to use the Audit log”](#when-to-use-the-audit-log) Use the Audit log when you need to trace a specific change: * Who changed the invoice amount and what was it before? * When was a task’s due date moved? * Did someone change a client’s billing settings? * What did a contract look like before it was edited? The Audit log is filterable, searchable, and supports undo. It requires Elite plan access for team-wide use. ## How to access each log [Section titled “How to access each log”](#how-to-access-each-log) ### Activity log [Section titled “Activity log”](#activity-log) 1. Click the **bell icon** in the application header to open the notifications dropdown. 2. Click **View all** to open the full page (it opens on the **Notifications** tab). 3. Switch to the **Activity log** tab for the chronological feed of your actions. Or open it directly from the **Profile avatar → Activity log** (desktop only). ### Audit log [Section titled “Audit log”](#audit-log) 1. Click your **profile avatar**. 2. Select **Audit log** from the dropdown. The Audit log also appears inside client profiles (Activity tab group → Audit log) and project views (Audit log tab), automatically scoped to that client or project. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### How do I see what my team did today? [Section titled “How do I see what my team did today?”](#how-do-i-see-what-my-team-did-today) The Activity log won’t help — it shows only your own actions. To see what other members did, use the [Audit log](../audit-log/) (Elite plan, Company Admin or Owner): set the date range to today and filter by **Who**. The Audit log lists every member’s changes with before/after values. ### Cannot find a specific change in the Activity log [Section titled “Cannot find a specific change in the Activity log”](#cannot-find-a-specific-change-in-the-activity-log) The Activity log is a chronological feed with no filters. For specific field-level changes, switch to the **Audit log** and use the Type, Who, and date range filters to narrow down results. ### The Audit log is not in the profile menu [Section titled “The Audit log is not in the profile menu”](#the-audit-log-is-not-in-the-profile-menu) The Audit log feature must be enabled for your company. Contact your **Company Owner** to enable it in company settings. ### The Activity log shows activity from the wrong company [Section titled “The Activity log shows activity from the wrong company”](#the-activity-log-shows-activity-from-the-wrong-company) If you belong to multiple companies, the Activity log may show activity from all of them mixed together. Use the Audit log with the Company filter to see activity scoped to a specific company. # Audit log — track every change to tasks and clients > Find, filter, and undo changes in the Audit log — field-level change history across tasks, clients, and invoices, with three entry points. Quick answer Open the Audit log from your profile menu (or from any client or project view for context-scoped history). Use the filter bar to narrow by date, member, entity type, and action. Click any row to see the full change detail with old and new values. Use the per-field **UNDO** links or the panel-level **Undo** button to revert. On the Elite plan, [Company Admins](/en/settings/members-and-teams/) can see all members’ changes and up to 100 days of history. The Audit log is your account’s complete **change history** — a record of every change made in your Uku account: who changed or edited what field, when, and what the previous value was. Use it to trace a specific change, see **who edited** a record, verify when something was **modified**, investigate a discrepancy, or undo a mistake at field-level or entry-level precision. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can access the Audit log. By default, you see only your own changes. * **Elite plan** required to filter by other team members and to access up to 100 days of history. * **Company Admin** or **Company Owner** role required to use the Elite-level filters (Member filter, extended date range). * **Company Admins and Company Owners** on the Elite plan can also undo changes made by other team members. * The Audit log feature must be enabled for your company account. ## Activity log vs Audit log [Section titled “Activity log vs Audit log”](#activity-log-vs-audit-log) Uku has two separate logs. The **Activity log** (bell icon) shows a feed of actions — *what happened*. The **Audit log** (profile menu) shows field-level diffs — *exactly what changed*, including the previous value and who made the change. See the full comparison: [Activity log vs Audit log](../activity-log-vs-audit-log/). ## Elite plan: extended Audit log [Section titled “Elite plan: extended Audit log”](#elite-plan-extended-audit-log) On non-Elite plans, the Audit log is limited to your own changes and the current day. Upgrading to **Elite** unlocks: * **Team-wide visibility** — Company Admins can filter by any team member. * **100 days of history** — review changes going back over three months. This is also how far back you can restore a deleted task: Elite reaches 100 days, while non-Elite is limited to the current day. * **Cross-member undo** — Company Admins and Company Owners can undo changes made by other team members. * Full access to all filter combinations. ## How to access the Audit log [Section titled “How to access the Audit log”](#how-to-access-the-audit-log) The Audit log is reachable from three entry points. Each is automatically scoped to the relevant context — pick the one that matches what you’re investigating. ### Global Audit log [Section titled “Global Audit log”](#global-audit-log) **Path:** **Profile avatar** → **Audit log** The broadest view — all changes across your entire account. Use it when you don’t know which client or project a change belongs to, or when you want to review all changes by a specific team member. All filters are available in the global view, including Client ID, Project ID, and Task ID search fields. These let you scope the global log to a specific entity without leaving the global view. The Audit log menu item only appears if the feature is enabled for at least one of your company accounts. ### Client Audit log [Section titled “Client Audit log”](#client-audit-log) **Path:** **Clients** → *\[client name]* → **Activity** tab group → **Audit log** sub-tab Shows only changes related to that client — automatically filtered, no client ID needed. Use this when you’re already inside a client profile and want to review recent changes to that client’s tasks, contacts, invoices, or settings. The Client ID and Project ID search filters are hidden in the client view since the context is already set. All other filters (date range, who, type, action) remain available. ### Project Audit log [Section titled “Project Audit log”](#project-audit-log) **Path:** **Projects** (or **Events**, depending on your company setup) → *\[project name]* → **Audit log** tab Shows changes for the project and its parent client. Use this when investigating changes to a specific project’s tasks, settings, or assignments. The Client ID and Project ID search filters are hidden in the project view. All other filters remain available. ### Choosing the right entry point [Section titled “Choosing the right entry point”](#choosing-the-right-entry-point) | Situation | Use this entry point | | ----------------------------------------------------- | ------------------------------------ | | Don’t know which client or project was affected | **Global Audit log** | | Already in a client profile, reviewing client changes | **Client Audit log** | | Already in a project, reviewing project changes | **Project Audit log** | | Reviewing all changes by a specific team member | **Global Audit log** (filter by Who) | ## Reading the Audit log table [Section titled “Reading the Audit log table”](#reading-the-audit-log-table) Each row represents one change event and shows: * **When** — timestamp of the change. * **Who** — the team member who made the change. * **Action** — whether it was an Add, Edit, Delete, or Activity. * **Type** — what kind of record was changed (task, client, invoice, contract, etc.). * **Title** — name of the changed record. ## Filtering and searching the Audit log [Section titled “Filtering and searching the Audit log”](#filtering-and-searching-the-audit-log) The filter bar lets you narrow the log to pinpoint a specific change. You can filter by criteria such as date range, team member, record type, and action, and search by task name or by a record’s ID (client, project, or task). The exact set of filters may change over time as the Audit log evolves. A couple of options are plan- or context-dependent: the date range reaches up to **100 days on Elite** (the current day otherwise), and filtering by **another team member** requires the Elite plan with a Company Admin or Owner role. The ID searches appear only in the **global** Audit log (the client and project views are already scoped). Filters apply automatically as you change them — use the **refresh** button only to pull in entries created since you opened the page. ## Viewing change details [Section titled “Viewing change details”](#viewing-change-details) 1. Click any row to open the **detail panel**. 2. The panel shows the full summary (when, type, title, who, action, status, associated client) and the **diff view** — each changed field with its old value and new value shown as `old → new`. 3. Hover over any diff row to see the exact timestamp of that specific field change. 4. Click the **open** button (external link icon) in the detail panel to navigate directly to the changed record. The open button is not available for deleted records or entity types without a dedicated view. ## Undoing changes [Section titled “Undoing changes”](#undoing-changes) The Audit log lets you undo at two levels of precision: revert a single field back to its previous value, or undo an entire change event to restore all affected fields at once. ### Undoing a single field [Section titled “Undoing a single field”](#undoing-a-single-field) 1. Open the **Audit log** from any entry point. 2. Find the entry containing the field you want to revert. 3. Click the row to open the **detail panel**. 4. In the diff view, find the specific field you want to restore. 5. Click the **UNDO** link on the right side of that field’s row. 6. Confirm the action in the dialog that appears. The field reverts to its previous value. The undo link disappears for that field and the row changes color to indicate the revert was applied. You can undo fields one at a time without reverting the entire entry. ### Undoing an entire entry [Section titled “Undoing an entire entry”](#undoing-an-entire-entry) 1. Open the detail panel for the entry. 2. Click the **Undo** button at the bottom of the panel. 3. Confirm the action in the dialog. The system reverts all changes from that entry and opens the affected record so you can verify the result. ### When undo is not available [Section titled “When undo is not available”](#when-undo-is-not-available) The Undo button and per-field **UNDO** links only appear when the system determines the change is safely reversible. Undo is **not** available for: * **Deleted records other than tasks** — only deleted *tasks* can be restored via undo; no other deleted record type can. To restore a task, open its delete entry and click **Undo** — see [Restore deleted tasks](../../tasks-and-workflows/restore-tasks/). * **Certain bulk operations** — bulk changes affecting many records at once may not support undo. * **Some entity types** — not all entities support field-level revert. * **Entries with cascading effects** — if reverting would create a conflict with subsequent changes. If undo is not available for an entry, the Undo button and UNDO links do not appear in the detail panel. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### How do I see who changed something? [Section titled “How do I see who changed something?”](#how-do-i-see-who-changed-something) Open the Audit log, find the record’s entry, and click the row — the detail panel shows who made the change, when, and the old → new value for each field. Use the **Type** and **Who** filters to narrow to a specific record or member. Seeing other members’ changes requires the Elite plan and a Company Admin or Owner role. ### Audit log does not appear in the profile menu [Section titled “Audit log does not appear in the profile menu”](#audit-log-does-not-appear-in-the-profile-menu) The Audit log feature must be enabled for at least one of your company accounts. Contact your **Company Owner** to enable it in company settings. ### Audit log tab is not visible in the client profile [Section titled “Audit log tab is not visible in the client profile”](#audit-log-tab-is-not-visible-in-the-client-profile) The Audit log tab appears in the client profile’s Activity tab group. If the entire Activity group is missing, the Audit log feature may not be enabled for your company. ### Audit log tab is not visible in the project view [Section titled “Audit log tab is not visible in the project view”](#audit-log-tab-is-not-visible-in-the-project-view) The Audit log tab appears in the project view alongside Tasks, Emails, Notes, and Files. If it is missing, the Audit log feature may not be enabled, or your account may not have access to this project’s audit data. ### Global Audit log shows changes for wrong company [Section titled “Global Audit log shows changes for wrong company”](#global-audit-log-shows-changes-for-wrong-company) Use the **Company** filter in the global Audit log to select the correct company. For multi-company setups, the default shows your primary company. ### The Who filter is grayed out [Section titled “The Who filter is grayed out”](#the-who-filter-is-grayed-out) You need both an **Elite plan** and a **Company Admin** or **Company Owner** role. Both conditions must be true simultaneously. ### The date filter will not go further back [Section titled “The date filter will not go further back”](#the-date-filter-will-not-go-further-back) Non-Elite plans have a restricted date range. Upgrade to the Elite plan for up to 100 days of history. ### No results appear [Section titled “No results appear”](#no-results-appear) The default view shows today’s changes for your own account. Expand the date range or clear other filters — results update as you change them. ### The Undo button is not visible in the detail panel [Section titled “The Undo button is not visible in the detail panel”](#the-undo-button-is-not-visible-in-the-detail-panel) The entry does not support undo. This could be because the record was deleted, it is a bulk operation, or the entity type does not support undo. For these cases, manually re-enter the previous value by editing the record directly. ### The UNDO link disappeared after I clicked it [Section titled “The UNDO link disappeared after I clicked it”](#the-undo-link-disappeared-after-i-clicked-it) Expected behavior — after a successful undo, the link disappears and the row changes color to indicate the revert was applied. ### Cannot access the extended date range to find the entry [Section titled “Cannot access the extended date range to find the entry”](#cannot-access-the-extended-date-range-to-find-the-entry) Undoing older entries requires the Elite plan and Company Admin role to access extended history (up to 100 days). On non-Elite plans, the date range is limited and older entries may not be visible. # Export reports > Export Report data as PDF or Excel — reflects current filters, active tab, and sort order. Not available on the Flextime tab. Quick answer In **Report**, set your filters and choose the tab you want to export. Click the **download icon** in the toolbar and select **Export PDF** or **Export Excel**. The export opens in a new browser tab. Export is not available on the Flextime tab. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can export their own report data. Available on all plan levels. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can export data across all team members. ## Exporting a report [Section titled “Exporting a report”](#exporting-a-report) 1. Select **Report** from the main navigation menu. 2. Set your filters (date range, member, client, topic, etc.) to match the data you want to export. 3. Select the tab you want to export: **Summary**, **Tasks**, or **Time**. 4. If you want to include expanded tree rows, expand the relevant rows on the Summary tab first. 5. Click the **download icon** in the toolbar. 6. Select **Export PDF** or **Export Excel**. The export opens in a new browser tab. Save or print it from there. ## What each format includes [Section titled “What each format includes”](#what-each-format-includes) * **Export PDF** — a formatted document matching your current view. Useful for sharing with clients or management, or for archiving. * **Export Excel** — a spreadsheet with the same data. Useful for further analysis or combining with other data. Decimal-hour columns are particularly useful in spreadsheets. Both formats reflect your current filters, the selected tab, and sort order at the moment of export. If tree rows are expanded on the Summary tab, the exported PDF includes the expanded detail. ## Limitations [Section titled “Limitations”](#limitations) * Export is **not available** on the **Flextime** tab. * The export reflects only the columns visible at the time of export. Add any columns you need via the **Properties** button before exporting. ## Saving a report view for repeated exports [Section titled “Saving a report view for repeated exports”](#saving-a-report-view-for-repeated-exports) If you export the same report regularly (for example, a monthly billing summary), save the filter configuration as a bookmark: 1. Set up the filters you use for the export. 2. Click **Save bookmark** in the toolbar. 3. Give the bookmark a name. Next time, click the bookmark to restore the exact filter set, then export with one additional click. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The download icon is not visible [Section titled “The download icon is not visible”](#the-download-icon-is-not-visible) Export is available on the Summary, Tasks, and Time tabs only. It is not available on the Flextime tab. Switch to a supported tab and try again. ### The export is missing some data [Section titled “The export is missing some data”](#the-export-is-missing-some-data) The export reflects your current filters. Check the date range, Member filter, and Task status filter — some entries may be filtered out. Also confirm that any optional columns you need are enabled via the Properties button before exporting. ### The PDF export shows collapsed tree rows [Section titled “The PDF export shows collapsed tree rows”](#the-pdf-export-shows-collapsed-tree-rows) On the Summary tab, expand the rows you want to include before clicking Export PDF. The export captures the current expanded/collapsed state. ### The Excel file has fewer rows than expected [Section titled “The Excel file has fewer rows than expected”](#the-excel-file-has-fewer-rows-than-expected) Excel exports reflect the same filters as the on-screen view. Broaden the date range or member filter and export again. # Flextime in Report > Review agreed vs. actual hours, accept or decline periods, edit balances, add comments, and view full flextime history from Report. Quick answer Open **Report → Flextime**. Each row shows one member’s Agreed, Total, and Period balance for the selected period. Use the Decision column to accept or decline a period. Click the Period balance cell to manually adjust it. Click the comment icon to add a note. Use the history icon to see a full log of changes. The Flextime tab in Report is the single place to review agreed vs. actual hours per team member, accept or decline periods, manually adjust balances, add approval comments, and view the full flextime change log. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can accept/decline periods, edit balances, and add comments for all members. * **Company Members** can view their own flextime data only. * Requires the **Flextime** app to be activated in **Settings & Apps**. * Available on the **Team** plan and above. ## Opening the Flextime tab [Section titled “Opening the Flextime tab”](#opening-the-flextime-tab) 1. Select **Report** from the main navigation menu. 2. Click the **Flextime** tab. The tab is only visible when the Flextime app is active for at least one company you belong to. ## Understanding the columns [Section titled “Understanding the columns”](#understanding-the-columns) * **Period** — the date range for each flextime period (weekly or monthly, depending on company settings) * **Tasks** — number of tasks worked during the period * **Agreed** — contracted working hours based on the member’s flextime agreement * **Total** — actual tracked hours * **Period balance** — difference between Agreed and Total. Positive (green) = worked more than agreed. Negative (red) = worked less. * **Decision** — the approval status: Pending, Accepted, or Declined * **Flextime bonus** — the member’s accumulated flextime credit balance Optional columns (when office tracking is enabled): **Office time**, **Agreed office**, **Office %**. ## Accepting or declining a period [Section titled “Accepting or declining a period”](#accepting-or-declining-a-period) When a period is **Pending**, the Decision column shows a green checkmark to **Accept** and a red X to **Decline**. Click either to set the status. To change a decision after it is made, click the dropdown arrow next to the status chip and choose the opposite status, or select **Cancel decision** to revert to Pending. ## Editing the period balance [Section titled “Editing the period balance”](#editing-the-period-balance) 1. Click the balance value in the **Period balance** column. 2. Enter the new value in time format (for example, `+2:30:00` or `-1:00:00`). 3. Click **Save** to apply, or **Reset balance** to remove the manual override and return to the calculated value. Once a period is Accepted or Declined, the balance is locked (indicated by a lock icon) and cannot be edited unless the decision is cancelled first. ## Adding a comment [Section titled “Adding a comment”](#adding-a-comment) 1. Click the **comment icon** (speech bubble) in the Decision column for a member’s period. 2. Type your note (up to 50 characters). 3. Click **Save**. When a comment exists, the icon changes to a filled speech bubble. Hover over it to preview the comment text. ## Viewing flextime history [Section titled “Viewing flextime history”](#viewing-flextime-history) Click the **history icon** (calendar-clock icon) in the **Flextime bonus** column to open the History modal for that member. It shows a chronological log of all flextime-related events: * **Time** — when the action occurred * **Action** — what happened: Accepted flextime, Declined flextime, Cancelled flextime, Balance updated, vacation/absence created/approved/declined * **Info** — details such as balance changes (for example, `Balance: +2:00:00 → +1:30:00`) or date ranges * **Who** — who performed the action The history icon is only available per member row (not on expanded child rows). If the Flextime bonus column is not visible, click **Properties** to enable it. ## Filters for the Flextime tab [Section titled “Filters for the Flextime tab”](#filters-for-the-flextime-tab) The Flextime tab requires a **single company** selected in the filter bar. The date range uses weekly or monthly presets matching the company’s flextime period type. The Member filter works as on other tabs. Export is not available on the Flextime tab. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Flextime tab is not visible [Section titled “The Flextime tab is not visible”](#the-flextime-tab-is-not-visible) The Flextime app must be activated for at least one company you belong to. Ask a **Company Admin** to activate Flextime in **Settings & Apps**. ### The Decision buttons are grayed out [Section titled “The Decision buttons are grayed out”](#the-decision-buttons-are-grayed-out) Only **Company Admins** and **Company Owners** can accept or decline flextime periods. Company Members see the Decision status but cannot change it. ### The period balance shows incorrect values [Section titled “The period balance shows incorrect values”](#the-period-balance-shows-incorrect-values) Confirm the member has an active flextime agreement covering the selected period. Also check that all time entries for the period have been saved. If a manual balance override exists, hover over the info icon next to the balance to see the breakdown. ### Cannot edit the balance — lock icon visible [Section titled “Cannot edit the balance — lock icon visible”](#cannot-edit-the-balance--lock-icon-visible) The period has already been Accepted or Declined. Cancel the decision first (click the dropdown arrow next to the status chip and select **Cancel decision**), then edit the balance and make a new decision. ### Balance shows unexpected values after vacation approval [Section titled “Balance shows unexpected values after vacation approval”](#balance-shows-unexpected-values-after-vacation-approval) Hover over the info icon next to the Period balance to see the full calculation breakdown. Approved vacations and flextime bonus withdrawals automatically affect the balance calculation for the relevant period. # Monitoring — Track Client Deadlines and Task Progress > Compare agreed service commitments with actual work delivered, track compliance per client per period, and spot scope creep early. Monitoring lets you define expected work commitments for each client — total hours, topic-specific hours, or custom field volumes — and track whether those commitments are being met each period. Use it to spot under-serviced clients, identify scope creep, and support pricing conversations with data. If you are setting up Monitoring for the first time at a small firm, see [Setting up Monitoring for a small firm](../../best-practices/monitoring-setup-for-a-small-firm/) for a pragmatic rollout sequence — which clients to monitor first, which targets to set, and what to skip. Quick answer Open **Monitoring** from the main menu. Each row shows one client’s actual work vs. their target for the selected period. Color-coded status indicators tell you at a glance who is on track, under, or over. Targets carry forward automatically — when a new period starts, the most recent active setup is reused. Use the editor only when something changes, or use **Copy from…** to deliberately pull targets from a different past period. ## Who can do this [Section titled “Who can do this”](#who-can-do-this)  * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can activate Monitoring, configure targets for all clients, and view all client data. * **Company Members** with Client Admin permission can view and edit targets for their assigned clients. * Requires the **Monitoring** app to be activated in **Settings & Apps**. * Available on all paid plans (**Solo**, **Team**, and **Elite**). ## Activating Monitoring [Section titled “Activating Monitoring”](#activating-monitoring) 1. Select **Settings & Apps** from the main navigation menu. 2. Click the **Monitoring** app card. 3. Click **Activate** and confirm. Monitoring now appears in the main navigation menu. ## The Monitoring list [Section titled “The Monitoring list”](#the-monitoring-list) Navigate to **Monitoring** from the main menu. The list shows one row per client with their current monitoring status for the selected period.  ### Filter bar [Section titled “Filter bar”](#filter-bar) * **Company** — which company’s clients to show (relevant for multi-company setups). * **Period** — which monitoring period to display. Defaults to the current month. Monthly periods go 13 months back and 3 forward; weekly periods go 60 weeks back and 15 forward. * **Frequency** — toggle between **Monthly** and **Weekly**. These are independent tracking tracks. * **Client** — filter to one or more specific clients. * **Status** — filter by monitoring status (On track, Under, or Over). ### Status indicators [Section titled “Status indicators”](#status-indicators) | Status | Meaning | | --------------------- | ------------------------------------------------------- | | **On track (within)** | Actual is within the ± range of the target | | **Under** | Actual is below target minus the range — shown in green | | **Over** | Actual is above target plus the range — shown in red | | **No target** | No target set for this period | The row’s overall status reflects the worst status across all monitoring types for that client. ## Setting targets [Section titled “Setting targets”](#setting-targets) Monitoring targets are **period-specific**, but they carry forward automatically. When you open a new period, the most recent active setup for that client is reused — you only configure the period when something changes (new topic, new volume, new client agreement). Use **Copy from…** if you want to deliberately reuse a target from a different past period instead of the most recent one. 1. In the monitoring list, click the **edit icon** on the client’s row to open **Monitoring setup** for that client — or click **Edit** at the top right to open the same editor with every client listed, which is the fastest way to set up many clients at once. 2. Select the period you want to configure using the period selector in the editor header. 3. Enter the **target value** for each monitoring type (Total time, Extra time, Topic, or Custom field). 4. Optionally enter a **± range** value — work within this range shows as On track. 5. Click **Save** or press **Ctrl+S** / **Cmd+S**. To remove a target, clear both the value and range fields and save. ## Copying targets from a previous period [Section titled “Copying targets from a previous period”](#copying-targets-from-a-previous-period) If a client’s targets are the same as a previous period, use **Copy from…** instead of re-entering values manually. The button appears only while the selected period has no saved targets — once values exist, including ones that carried forward automatically, it is hidden and you edit the figures directly instead. 1. In the monitoring editor, select the period you want to set up. 2. Click **Copy from…** in the editor header. 3. Select the source period. 4. Adjust any values if needed. A *Copied — not yet saved* indicator appears to remind you changes are pending. 5. Click **Save**. ## What you can monitor [Section titled “What you can monitor”](#what-you-can-monitor) * **Total time** — total tracked hours across all topics for the client. * **Extra time** — hours logged as extra work for the client. * **Topic** — hours tracked under a specific topic. Only topics with the **Monitoring** checkbox enabled appear as options. Enable this in **Settings & Apps > Tasks > Topics**. * **Custom field** — quantity values from a specific numeric custom field. Only Number-type fields with the **Monitoring** checkbox enabled appear. Enable this in **Settings & Apps > Tasks > Task Fields**.   ## Exporting the monitoring view [Section titled “Exporting the monitoring view”](#exporting-the-monitoring-view) Click the **⋮** menu at the top right of the monitoring list, next to **Edit**, and choose **Excel** or **PDF** to export the current monitoring view for the selected period. The export is a report of what you see, not a template — you cannot fill it in and upload it back. Each row is one client and period, and every monitoring type gets three columns: | Column | Meaning | | ------------- | ---------------------------------- | | **Agreed** | The target you set for that period | | **Completed** | What was actually tracked | | **Balance** | What remains against the target | **Extra** and **Total** appear twice each — once as a percentage of target and once as hours (h:m) — and a **Status** column closes the row. Topic and custom field columns carry your own names for them. Caution There is no bulk import of monitoring targets from a spreadsheet. Set targets in the monitoring editor instead — **Edit** opens every client on one screen. ## Global monitoring vs. client-level monitoring [Section titled “Global monitoring vs. client-level monitoring”](#global-monitoring-vs-client-level-monitoring) * **Global monitoring list** (main menu → **Monitoring**): Shows all clients across your company. Use this for company-wide reviews. * **Client-level monitoring tab** (client profile → **Monitoring** tab): Shows only that client’s monitoring history and current status. Use this when working inside a specific client’s profile. Both views use the same underlying data. Changes in one place are reflected everywhere. ## Saving monitoring views [Section titled “Saving monitoring views”](#saving-monitoring-views) Click **Save bookmark** in the toolbar to save your current filter configuration. Bookmarks restore all filters and the selected period when loaded, making regular monitoring reviews one click away. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Monitoring shows no data for a client [Section titled “Monitoring shows no data for a client”](#monitoring-shows-no-data-for-a-client) Verify the client has targets configured. If the client is brand new and never had targets, the period will be empty until you enter the first set — after that, future periods inherit the most recent active setup automatically. Open the monitoring editor for that client and add the targets.  ### Custom field volumes are not appearing in monitoring [Section titled “Custom field volumes are not appearing in monitoring”](#custom-field-volumes-are-not-appearing-in-monitoring) Go to **Settings & Apps > Tasks > Task Fields**, find the field, and confirm the **Monitoring** checkbox is enabled. Only Number-type fields can be used as monitoring targets.   ### Topic-based monitoring is not tracking time [Section titled “Topic-based monitoring is not tracking time”](#topic-based-monitoring-is-not-tracking-time) Go to **Settings & Apps > Tasks > Topics**, open the topic, and enable the **Monitoring** checkbox. Without this, the topic does not appear as a monitoring column.  ### All clients show green even when work clearly exceeds commitments [Section titled “All clients show green even when work clearly exceeds commitments”](#all-clients-show-green-even-when-work-clearly-exceeds-commitments) Check the **± range** value on each target. A very high range means the status stays On track even with significant overruns. Reduce the range to tighten the threshold. # Reports overview > Overview of reporting tools — Report tabs (Summary, Tasks, Time, Flextime), Monitoring, and Audit Log — with links to detailed articles. Quick answer The reporting tools let you analyze how time is spent, track client service commitments, and trace every change made in your account. Open **Report** from the main navigation for time analysis. Open **Monitoring** to track targets per client per period. Open the **Audit Log** from your profile menu to see field-level change history. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can view reports and the Audit Log filtered to their own data. Available on all plan levels. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can view data across all team members. * **Monitoring** requires any paid plan (Solo, Team, or Elite) and the Monitoring app to be activated. * **Audit Log** team-wide visibility and 100-day history require the Elite plan and Company Admin or Company Owner role. ## Report [Section titled “Report”](#report) Select **Report** from the main navigation menu. The Report view has four tabs: | Tab | What it shows | | ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------- | | [Summary](../summary-tab/) | Grouped two-level tree of time by client, member, topic, or project. Default starting point for time analysis. Click any row to drill down to tasks. | | [Tasks](../tasks-tab/) | Flat list of individual tasks matching your filters. Each row shows client, topic, assignees, duration, dates, and status. | | [Time](../time-tab/) | Individual time entries. When filtered to a single member, activates gap and overlap detection with color-coded indicators. | | [Flextime](../flextime-tab/) | Agreed vs. actual hours per member per period. Requires the Flextime app. Company Admins can accept/decline periods and edit balances. | All tabs share a common filter bar (date range, company, member, client, topic, task status, keyword), and you can **save** any filter combination as a saved report — see *Finding your saved reports* below. For PDF and Excel export, see [How to export reports](../export-reports/). ### Finding your saved reports [Section titled “Finding your saved reports”](#finding-your-saved-reports) Once you save a report, it appears in a dropdown next to **Report** in the main navigation. **Hover over Report** (do not click) and the list opens beside the menu item — the saved reports are not listed inside the Report page itself. When saving, optionally tick **Make this my default view** to load that report automatically every time you open Report. **Personal vs office-shared scope:** * **Personal** saved reports appear only for you. * **Office** saved reports are shared with the entire team. If a colleague deletes an office report, it disappears for everyone — recreate it from the same filters. ## Monitoring [Section titled “Monitoring”](#monitoring) Select **Monitoring** from the main navigation menu. Monitoring lets you define expected work targets per client per period — total hours, topic hours, or custom field quantities — and track whether those commitments are being met. Each period starts empty. Targets do not carry forward automatically — use **Copy from…** to reuse targets from a previous period. See [How to use Monitoring](../monitoring/). ## Audit Log [Section titled “Audit Log”](#audit-log) Click your **profile avatar** and select **Audit log**. The Audit Log records every field-level change — who changed what, when, and what the previous value was. It also supports undo at the field or entry level. The Audit Log also appears inside client profiles (Activity tab → Audit log) and project views (Audit log tab), automatically scoped to the relevant context. For the difference between the Activity log (bell icon) and the Audit Log, see [Activity log vs Audit Log](../activity-log-vs-audit-log/). ## Related articles [Section titled “Related articles”](#related-articles) * [How to use the Summary tab in Report](../summary-tab/) * [How to use the Tasks tab in Report](../tasks-tab/) * [How to use the Time tab in Report](../time-tab/) * [How to use the Flextime tab in Report](../flextime-tab/) * [How to export reports](../export-reports/) * [How to identify overlaps and missing time records](../time-gaps/) * [How to use Monitoring](../monitoring/) * [How to use the Audit Log](../audit-log/) * [Activity log vs Audit Log — what is the difference?](../activity-log-vs-audit-log/) ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### My saved reports do not appear when I hover over Report [Section titled “My saved reports do not appear when I hover over Report”](#my-saved-reports-do-not-appear-when-i-hover-over-report) Try a hard refresh — hold **Shift** and press **F5** on Windows, or hold **Shift** and click the browser Reload button on Mac. Then hover over **Report** in the main navigation again. If the dropdown is still empty, check whether you have any reports saved at the right scope. Personal saved reports show only for you; office reports show for the whole team. ### Saved reports disappeared after a Uku platform update [Section titled “Saved reports disappeared after a Uku platform update”](#saved-reports-disappeared-after-a-uku-platform-update) After a Uku platform update, saved reports and saved dashboard views can briefly stop appearing. The Uku team is alerted automatically and restores them within minutes — wait a few minutes, refresh the page, and they should return. If they have not returned after 30 minutes, contact Uku support with the time the issue started and the names of the missing reports. ### My default report no longer loads automatically when I open Report [Section titled “My default report no longer loads automatically when I open Report”](#my-default-report-no-longer-loads-automatically-when-i-open-report) The default-view setting is stored per user. If you signed in from a new device or the previous default report was deleted, the default may have reset. Open the saved report you want, then tick **Make this my default view** again. ### I see other team members’ saved reports but not my own [Section titled “I see other team members’ saved reports but not my own”](#i-see-other-team-members-saved-reports-but-not-my-own) Personal and office saved reports are stored separately. Office reports show for everyone; personal reports show only for the person who created them. If only your personal reports are missing, do a hard refresh (Shift + F5 on Windows, Shift + Reload on Mac). If they still do not appear, contact Uku support. # Summary tab in Report > Get a grouped overview of time spent by client, member, topic, or project in Report — drill down to underlying tasks with a single click. Quick answer Open **Report** and stay on the default **Summary** tab. Choose a grouping (Client / Topic by default) using the selector in the column header. Click any grouped row to drill down to the underlying tasks in the Tasks tab. Toggle the chart panel for visual breakdowns. Use the Properties button to add Billable and Estimation columns. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can view the Summary tab filtered to their own data. Available on all plan levels. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can view data across all team members. ## Opening the Summary tab [Section titled “Opening the Summary tab”](#opening-the-summary-tab) 1. Select **Report** from the main navigation menu. 2. The report opens on the **Summary** tab by default, filtered to the current week and your own time entries. A total duration is always visible in the tab bar. The Summary tab displays a two-level tree grouped by your selected grouping. ## Choosing a grouping [Section titled “Choosing a grouping”](#choosing-a-grouping) The default grouping is **Client / Topic**. Change it using the grouping selector in the column header. Available groupings: * Client / Topic, Client / Task, Client / Member, Client / Project * Member / Topic, Member / Task, Member / Client, Member / Date * Date / Member * Project / Member Select the grouping that matches your current need. For billing prep, use Client / Topic. For team management, use Member / Client. For payroll review, use Member / Date. ## What each row shows [Section titled “What each row shows”](#what-each-row-shows) Each parent and child row displays: * A **progress bar** showing the proportion of total time * **Task count** — number of tasks in this group * **Extra work time** — hours flagged as extra work * **Total time** — all tracked hours for this group Click the **expand/collapse toggle** in the column header to open or close all groups at once. ## Drilling down to tasks [Section titled “Drilling down to tasks”](#drilling-down-to-tasks) Click any grouped row to jump directly to the **Tasks** tab, automatically filtered to that specific client, topic, member, or project. This moves you from a high-level overview to the individual tasks driving that number — without manually re-applying filters. ## Adding optional columns [Section titled “Adding optional columns”](#adding-optional-columns) Click the **Properties** button in the toolbar to add or remove columns. Optional columns on the Summary tab include: * **Billable** — billable hours for each group * **Non-billable** — non-billable hours * **Estimation** — estimated hours vs. actual * Decimal-hour variants of each time column (useful for spreadsheets and billing tools) ## Using the chart [Section titled “Using the chart”](#using-the-chart) Click **Show chart** in the toolbar to display a visual breakdown panel. The chart panel shows a time distribution for the selected grouping and a statistics card with billable/non-billable totals, a task status breakdown (Overdue, Active, Done with percentages), and the total task count. Click **Hide chart** to collapse it. The chart state persists across sessions. ## Saving a report view [Section titled “Saving a report view”](#saving-a-report-view) Click **Save bookmark** in the toolbar to store the current filters, selected tab, and grouping for quick access later. Useful for recurring reviews — for example, a “Weekly client billing” view filtered to a specific client. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Summary tab shows no data [Section titled “The Summary tab shows no data”](#the-summary-tab-shows-no-data) Check the date range and Member filters. The default view shows your own data for the current week. Expand the date range or change the Member filter to see data for other periods or team members. ### A client shows less time than expected [Section titled “A client shows less time than expected”](#a-client-shows-less-time-than-expected) Verify that no topic filter is excluding some topics. Also check that the task status filter includes the statuses you want — if Done tasks are excluded, their time will not appear. ### Billable columns are not visible [Section titled “Billable columns are not visible”](#billable-columns-are-not-visible) Click the **Properties** button and enable the Billable and Non-billable columns. Each tab remembers its own column visibility independently. ### The drill-down click takes me to an empty Tasks tab [Section titled “The drill-down click takes me to an empty Tasks tab”](#the-drill-down-click-takes-me-to-an-empty-tasks-tab) The Tasks tab inherits the group filter from the click but also respects all other current filters. If the date range is very narrow or the member filter is too specific, no tasks may match. Expand the date range and retry. # Tasks tab in Report > See a flat list of tasks with their time, status, and billing information in Report — click any row to open the task directly. Quick answer Switch to the **Tasks** tab in Report. Each row is one task with its client, topic, assignees, duration, dates, and status. Click any row to open the task. Add optional columns through the Properties button — including Billing type, Estimation, and Client code. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can view the Tasks tab filtered to their own data. Available on all plan levels. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can view tasks across all team members. ## Opening the Tasks tab [Section titled “Opening the Tasks tab”](#opening-the-tasks-tab) 1. Select **Report** from the main navigation menu. 2. Click the **Tasks** tab. The tab shows a flat list of all tasks matching the current filters. Each row shows the client, task title, topic, assigned members, importance and extra-work flags, total duration, start and due dates, and task status. ## Opening a task from the report [Section titled “Opening a task from the report”](#opening-a-task-from-the-report) Click any row to open the full task view. Use this to review task details, check time entries, or make updates without leaving the report workflow. ## Adding optional columns [Section titled “Adding optional columns”](#adding-optional-columns) Click the **Properties** button in the toolbar to add or remove columns. Optional columns include: * **Task description** * **Client code** * **Client Manager** * **Billing type** * **Billed date** * **Project** * **Estimation (h)** * Decimal-hour variants of each time column ## Useful filter combinations [Section titled “Useful filter combinations”](#useful-filter-combinations) * **Which tasks are not billed yet?** — filter by Client, set Task status to Done, add the Billing type filter. * **Which tasks are overdue?** — filter by Member, set Task status to Active, sort by due date. * **What did a specific member work on this month?** — filter by Member and set a monthly date range. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Tasks tab shows no results [Section titled “The Tasks tab shows no results”](#the-tasks-tab-shows-no-results) Check all active filters. The Member filter defaults to your own account — change it to see other team members’ tasks. Also verify the date range covers the expected period. ### Clicking a row does not open the task [Section titled “Clicking a row does not open the task”](#clicking-a-row-does-not-open-the-task) If a task was deleted or archived, the row may still appear in the report but the task may no longer be accessible. ### Billing type column is not visible [Section titled “Billing type column is not visible”](#billing-type-column-is-not-visible) Click **Properties** and enable the Billing type column. Confirm the Billing feature is active for your company — if billing is not enabled, billing-related columns may not appear. ### Estimation column shows 0 for all tasks [Section titled “Estimation column shows 0 for all tasks”](#estimation-column-shows-0-for-all-tasks) Estimations are optional. If team members did not set estimations on their tasks, the column shows 0. The feature must also be enabled in company settings before the estimation option appears on tasks. # Identify overlaps and missing time records > Find overlapping or missing time entries and read color-coded gap indicators — correct entries directly from the Time tab in Report. Quick answer Open **Report**, switch to the **Time** tab, filter to a single member, and sort entries by time. The **Correction** column then shows a color-coded amount for every gap (green) and overlap (red) — the exact time that went untracked or was double-tracked. Hover over any colored amount to open a menu and fix the issue immediately. When team members track time throughout the day, gaps (missed time) and overlaps (double-tracked time) can slip in unnoticed. The **Report** view has a built-in detection tool that highlights these issues with color-coded indicators and lets you correct them in a few clicks. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can check their own time records. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can review time records for any team member. ## How to view overlaps and gaps [Section titled “How to view overlaps and gaps”](#how-to-view-overlaps-and-gaps) 1. Select **Report** from the main navigation menu. 2. Switch to the **Time** tab. 3. Set the **Member** filter to the specific person you want to review. You must select exactly one member — filtering to multiple members or leaving the filter empty disables gap and overlap detection. 4. Click the **Time** column header to sort entries in chronological order. The **Correction** column (just after the **Date** column) now shows a color-coded time amount wherever there is a gap or overlap between two consecutive entries on the same day. ## Understanding the color-coded indicators [Section titled “Understanding the color-coded indicators”](#understanding-the-color-coded-indicators) The **Correction** column sits just after the **Date** column, and — together with the day separators between rows — it is what you read to spot problems in a member’s timeline. * **Bolder horizontal line** — separates one day from the next. It marks a day boundary; no action needed. * **Green amount** (in the **Correction** column) — a gap between two consecutive entries on the same day: that much time went untracked. * **Red amount** (in the **Correction** column) — an overlap: the two entries cover the same period, and this is how much they overlap. ## Fixing gaps (green amount) [Section titled “Fixing gaps (green amount)”](#fixing-gaps-green-amount) When the **Correction** column shows a green amount, that time went untracked — the gap menu lets you assign it without leaving the Time tab. 1. Hover over the green amount in the **Correction** column. 2. Click the **three-dot menu** that appears. 3. Choose one of the following options: * **Add to previous time entry** — extends the earlier entry to cover the full gap. * **Add to next time entry** — extends the later entry backward to fill the gap. * **Add new task** — opens the task creation dialog with the gap duration pre-filled. Use this when the untracked time belongs on a different task. ## Fixing overlaps (red amount) [Section titled “Fixing overlaps (red amount)”](#fixing-overlaps-red-amount) When the **Correction** column shows a red amount, two entries cover the same minutes — the overlap menu trims one side so the total is accurate. 1. Hover over the red amount in the **Correction** column. 2. Click the **three-dot menu** that appears. 3. Choose one of the following options: * **Cut previous time entry** — removes the overlapping portion from the first (earlier) entry. * **Cut next time entry** — removes the overlapping portion from the second (later) entry. Tip Check your time entries at the end of each working day rather than waiting until month-end. Save a filter view with your name selected and the Time tab active — click the bookmark icon in the toolbar to save the current view for one-click access. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Correction column shows no amounts [Section titled “The Correction column shows no amounts”](#the-correction-column-shows-no-amounts) Two conditions must both be true: (1) the **Member** filter must be set to exactly one person, and (2) entries must be sorted chronologically by clicking the **Time** column header. Verify both before investigating further. ### A green amount appears during a lunch break [Section titled “A green amount appears during a lunch break”](#a-green-amount-appears-during-a-lunch-break) This is expected behavior. Gaps during planned breaks are normal and do not need to be corrected. You can safely ignore green amounts that correspond to known break times. ### The three-dot menu does not appear on hover [Section titled “The three-dot menu does not appear on hover”](#the-three-dot-menu-does-not-appear-on-hover) Position your cursor directly over the color-coded amount in the **Correction** column, not over the rest of the row. The menu appears only when hovering the colored value. ### The correction affected the wrong entry [Section titled “The correction affected the wrong entry”](#the-correction-affected-the-wrong-entry) Confirm which entry is “previous” (started earlier) and which is “next” (started later) by reviewing the chronological order. The labels in the menu refer to time position, not list position. # Time tab in Report > Review time entries, detect gaps and overlaps in a member's tracked hours, edit descriptions, and delete incorrect entries in Report. Quick answer Switch to the **Time** tab in Report. Filter to a single member and sort by time to activate gap and overlap detection. Color-coded lines between entries highlight issues. Use the row action menu to edit descriptions, delete entries, or open the source task. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can view the Time tab filtered to their own entries. Available on all plan levels. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can view and manage time entries for all team members. ## Opening the Time tab [Section titled “Opening the Time tab”](#opening-the-time-tab) 1. Select **Report** from the main navigation menu. 2. Click the **Time** tab. Each row shows the client, task name, member, topic, time period (start/end), duration, date, and a time entry comment indicator. Deactivated members The **Member** filter still lists inactive members, so a former member’s entries stay reviewable here. The quickest route is from the member list: **Members** → **Status** filter → **Inactive** → **View report** on their row, which opens this tab pre-filtered to that person. See [Members and Teams](/en/settings/members-and-teams/). ## Gap and overlap detection [Section titled “Gap and overlap detection”](#gap-and-overlap-detection) When you filter to a **single member** and sort by the **Time** column in chronological order, Uku automatically detects gaps and overlaps between consecutive entries on the same day: * **Green line** — a gap between two entries (untracked time) * **Red line** — an overlap between two entries (double-tracked time) * **Black line** — day boundary separator Hover over any colored line to see a three-dot menu with correction options. See [How to identify overlaps and missing time records](../time-gaps/) for full correction steps. ## Editing time entry descriptions [Section titled “Editing time entry descriptions”](#editing-time-entry-descriptions) Click the **description cell** on any row to edit the comment inline. Alternatively, use the row action menu to open an edit dialog. Descriptions are saved when you click away or confirm. ## Deleting a time entry [Section titled “Deleting a time entry”](#deleting-a-time-entry) 1. Click the row action menu (three-dot icon) on the right side of the row. 2. Select **Delete**. 3. Confirm the deletion. Deleted entries cannot be recovered. ## Opening the source task [Section titled “Opening the source task”](#opening-the-source-task) 1. Click the row action menu. 2. Select **Edit**. This opens the task where the time entry is recorded so you can edit the entry in the context of the full task timesheet. ## Optional columns [Section titled “Optional columns”](#optional-columns) Click **Properties** to add or remove columns. Optional columns include a correction indicator (whether the entry was manually corrected) and decimal-hour format variants. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Gap and overlap indicators are not appearing [Section titled “Gap and overlap indicators are not appearing”](#gap-and-overlap-indicators-are-not-appearing) Two conditions must both be true: (1) the Member filter must be set to exactly one person, and (2) entries must be sorted chronologically by clicking the Time column header. Verify both conditions are met. ### Cannot edit a time entry from this tab [Section titled “Cannot edit a time entry from this tab”](#cannot-edit-a-time-entry-from-this-tab) The Time tab supports inline description edits only. To change the date, start, end, or duration of an entry, use the row action menu to open the source task and edit the entry there. ### Locked entries appear in the list but cannot be deleted [Section titled “Locked entries appear in the list but cannot be deleted”](#locked-entries-appear-in-the-list-but-cannot-be-deleted) If your company has time entry locking enabled, entries from past periods are read-only for Company Members. A **Company Admin** must make corrections to locked entries. ### The Time tab shows duplicate entries [Section titled “The Time tab shows duplicate entries”](#the-time-tab-shows-duplicate-entries) Multiple entries for the same task on the same day are not duplicates — they represent separate time sessions. Check the start and end times to confirm. If they are true duplicates (same start, end, and duration), delete the extra entry using the row action menu. # Settings > Members, roles and permissions, member groups, plan management, security, login methods, and the email app setup. Members, permissions, plan management, security, and the email app. For accounting connectors, document storage, and the public API, see [Integrations](/en/integrations/). ## All articles [Section titled “All articles”](#all-articles) [Settings & Apps overview](/en/settings/settings-and-apps-overview/) [The Settings & Apps page is your central hub to configure your Uku account, enable feature apps, and connect accounting integrations.](/en/settings/settings-and-apps-overview/) [›](/en/settings/settings-and-apps-overview/) [Company settings guide](/en/settings/company-settings-guide/) [Configure task permissions, client management rules, calendar visibility, and time entry locking from Settings & Apps > Company > Settings.](/en/settings/company-settings-guide/) [›](/en/settings/company-settings-guide/) [Additional apps and features](/en/settings/additional-apps-and-features/) [Mini Uku, Workforce Management, and Budgeting — what each does, which plan it needs, and how to enable.](/en/settings/additional-apps-and-features/) [›](/en/settings/additional-apps-and-features/) [Members and Teams](/en/settings/members-and-teams/) [Add, organize, and manage your company's members — their access level, status, and teams — all from the Members page.](/en/settings/members-and-teams/) [›](/en/settings/members-and-teams/) [Members and Teams permissions](/en/settings/members-and-teams-permissions/) [What members and teams can do — company access levels, the per-team View/Edit/All matrix, and per-client permissions.](/en/settings/members-and-teams-permissions/) [›](/en/settings/members-and-teams-permissions/) [Member profile](/en/settings/member-profile-deep-dive/) [What each tab on a member's profile does and who can view or edit it. Which tabs appear depends on your plan, enabled apps, and permissions.](/en/settings/member-profile-deep-dive/) [›](/en/settings/member-profile-deep-dive/) [Notification settings](/en/settings/notifications/) [Control which Uku notifications reach you, by email or in-app, plus snooze, per-client mute, and quick setups.](/en/settings/notifications/) [›](/en/settings/notifications/) [Bulk-assign members to clients](/en/settings/bulk-assign-clients-to-member/) [From the Clients page, add, replace, or remove members across many clients at once — with their client permission and task options.](/en/settings/bulk-assign-clients-to-member/) [›](/en/settings/bulk-assign-clients-to-member/) [Email app settings and configuration](/en/settings/email-app-settings/) [Configure sending addresses, email signatures, templates, and incoming reply handling in Settings & Apps > Emails.](/en/settings/email-app-settings/) [›](/en/settings/email-app-settings/) [Mailbox — email outbox and delivery log](/en/settings/mailbox/) [The Mailbox is a central log of every email Uku has sent — view delivery status, identify failures, and resend failed emails in bulk.](/en/settings/mailbox/) [›](/en/settings/mailbox/) [Security and login methods](/en/settings/security-and-login-methods/) [Enable or disable Email/Password, Google, Microsoft Azure AD, and Xero login from Settings & Apps > Company > Security. Company Owner only.](/en/settings/security-and-login-methods/) [›](/en/settings/security-and-login-methods/) [Subscription and plan management](/en/settings/subscription-and-plan-management/) [View your plan, switch tiers, adjust member counts, apply voucher codes, and manage payment methods from Settings & Apps > Subscription.](/en/settings/subscription-and-plan-management/) [›](/en/settings/subscription-and-plan-management/) [Expired subscription](/en/settings/expired-subscription/) [What stops working when your Uku subscription expires (you can't start tasks, etc.) and how to renew to restore access.](/en/settings/expired-subscription/) [›](/en/settings/expired-subscription/) [Delete your account](/en/settings/delete-account/) [Permanently delete your Uku account and data — including the prerequisite of deleting any companies you own first.](/en/settings/delete-account/) [›](/en/settings/delete-account/) # Additional apps and features > Mini Uku, Workforce Management, and Budgeting — what each does, which plan it needs, and how to enable. Quick answer Go to **Settings & Apps**, click an app card, and toggle it on from the **Overview** tab. Workforce Management and Budgeting require the **Elite** plan. Mini Uku is a Chrome extension you install from the browser’s extension store after enabling it here. ## Who can enable apps [Section titled “Who can enable apps”](#who-can-enable-apps) Only **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can enable or disable apps. All members can see the Settings & Apps page, but configuration is restricted to admins and owners. ## How to enable or disable an app [Section titled “How to enable or disable an app”](#how-to-enable-or-disable-an-app) 1. Click **Settings & Apps** in the left sidebar. 2. Find the app card and click it to open the app dialog. 3. On the **Overview** tab, click the activation button to enable the app. 4. To disable, open the dialog again and use the deactivation option in the app settings. Apps marked with an **Elite** badge require an Elite plan. If you are on a Team plan and click an Elite app, you will see upgrade options. ## Capacity Planning [Section titled “Capacity Planning”](#capacity-planning) Capacity Planning is coming in 2026. ## Proposals [Section titled “Proposals”](#proposals) Proposals is coming in 2026. ## Mini Uku (Chrome extension) [Section titled “Mini Uku (Chrome extension)”](#mini-uku-chrome-extension) **Plan required: All plans (always available)** Mini Uku is a Chrome browser extension that brings core Uku functionality to any website. * Add new tasks from any website without switching back to the Uku app. * Track time against tasks while working in your accounting software or any browser tab. * A badge on the Mini Uku icon shows the unread notification count. * A running timer displays directly on the extension icon. * Works alongside Merit Aktiva, e-conomic, or similar tools. **How to install:** 1. Go to **Settings & Apps** and click the **Mini Uku** card. 2. Click **Install** — this opens the Chrome Web Store listing for Mini Uku. 3. Add the extension to Chrome. The Uku owl icon appears in the browser corner. 4. Click the icon to open the Mini Uku panel from any website. Mini Uku is only available for Chrome. The Install button is disabled in other browsers. ## Chat [Section titled “Chat”](#chat) Chat is coming in 2026. ## Workforce Management [Section titled “Workforce Management”](#workforce-management) **Plan required: Elite** Workforce Management is a team management tool designed for Company Admins and HR. It extends member profiles with HR-relevant data and adds office attendance tracking and flextime reporting. * **Customizable employee profiles** — add standard and custom fields (contract dates, software proficiency, equipment, health check dates, and more). * **Note-taking** — attach notes to employee profiles for performance reviews, onboarding progress, or HR documentation. * **Office attendance tracking** — members update their work location (home or office) with one click. Company Admins can see office attendance and plan capacity. * **Flextime reporting** — clear overview of working hours, overtime, and vacation balances. * **Vacation and absence management** — track team vacation balances and absences, with data export for payroll. **How to enable:** Go to **Settings & Apps**, click the **Workforce** card, and activate it. ## Budget app [Section titled “Budget app”](#budget-app) **Plan required: Elite** The Budget app lets you set spending or billing caps for individual clients and track actual usage against them. Once enabled, a **Budgets** tab appears on each client profile. * Create one-time or recurring budgets (monthly, quarterly, yearly) for clients. * Assign a budget to a specific invoice, contract, project, or topic. * Set a warning threshold — Uku alerts selected team members when usage crosses that level. * Budgets that exceed the warning threshold are highlighted in red in the budget list. **How to enable:** Go to **Settings & Apps**, click the **Budgeting** card, and activate it. Once active, open any client profile to find the **Budgets** tab. ## Plan summary [Section titled “Plan summary”](#plan-summary) | App | Team | Elite | | -------------------- | -------- | -------- | | Mini Uku | Included | Included | | Workforce Management | — | Included | | Budgeting | — | Included | All apps are available on a **Trial** plan so you can evaluate the full feature set before subscribing. # Bulk-assign members to clients > From the Clients page, add, replace, or remove members across many clients at once — with their client permission and task options. Quick answer On the **Clients** page, select the clients you want, open the bulk actions, and click **Member**. Then **Add**, **Replace**, or **Remove** a member (or team) across all the selected clients in one step — setting their client permission and, optionally, updating task assignments. Only Company Owners and Company Admins can run it. Editing clients one at a time is slow when you onboard, reorganize, or offboard someone. The **Member** bulk action on the Clients page changes who’s assigned to a whole set of clients at once. This guide covers adding, replacing, and removing members (or teams), the three client permission levels, and the task options that come with each action. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can run the Member bulk action on clients they can access. * **Company Members** can’t — this bulk action isn’t available to them. ## Run the Member bulk action [Section titled “Run the Member bulk action”](#run-the-member-bulk-action) **Path:** **Clients** → select clients → **bulk actions** → **Member** 1. Go to **Clients** in the left sidebar. 2. Use the filters and search to narrow the list, then tick the clients you want to update. Use the header checkbox to select all visible clients at once. 3. Open the **bulk actions** bar at the bottom of the page and click **Member**. 4. Choose **Add**, **Replace**, or **Remove**, then configure the options below. 5. Review the summary of what will happen, then click **Confirm**. ## Add, Replace, or Remove [Section titled “Add, Replace, or Remove”](#add-replace-or-remove) ### Add [Section titled “Add”](#add) Adds one or more **members or teams** to every selected client. * Pick the people or teams to add. * Set **Permissions** — the client-level access they get (see [Permission levels](#permission-levels) below). * **Set as Client Manager** *(one person only)* — makes them the client’s main responsible member: the default assignee on new tasks, and where tasks fall back if another assignee is removed. * **Add to client workflow tasks** — also adds them to the recurring tasks in the clients’ workflow templates. * **Add to incomplete tasks** — also adds them to active and pending tasks; optionally only those **starting from** a date you set. ### Replace [Section titled “Replace”](#replace) Swaps one member or team for another across every selected client — the original is removed and the replacement added in the same step. * Choose who’s being replaced and who takes over, and set the replacement’s **Permissions**. * **Reassign workflow tasks and new tasks** and **Reassign incomplete tasks** (optionally **starting from** a date) carry the task assignments over to the new member too. ### Remove [Section titled “Remove”](#remove) Removes one or more members or teams from every selected client. * Pick who to remove. * **Remove member from workflow tasks** and **Remove member from incomplete tasks** (optionally **starting from** a date) also strip their task assignments. Tasks they were on fall back to the client’s **Client Manager** or the Company Owner. ## Permission levels [Section titled “Permission levels”](#permission-levels) The **Permissions** picker sets what an added member can do on each client: * **Client Admin** — full edit access to the client record and its tasks and workflow. * **Client Member** — view and work on the client’s tasks, with limited management of the client. These are per-client, so a member can hold a different level on each client. For how client permissions relate to company access levels and team permissions, see [Members and Teams permissions](../members-and-teams-permissions/). ## Reassigning workflow roles [Section titled “Reassigning workflow roles”](#reassigning-workflow-roles) The same **Member** dialog can also transfer or remove **workflow roles** in bulk — for example, move every “Preparer” assignment from one member to another across the selected clients, or strip a role entirely. Pick a role as the source instead of a person, then choose the member or role to transfer it to. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Member action isn’t in the bulk actions bar [Section titled “The Member action isn’t in the bulk actions bar”](#the-member-action-isnt-in-the-bulk-actions-bar) The bar appears only after you select at least one client with the checkboxes. If **Member** still isn’t there, confirm you have Company Admin or Company Owner access. ### The person I want to assign isn’t in the picker [Section titled “The person I want to assign isn’t in the picker”](#the-person-i-want-to-assign-isnt-in-the-picker) The picker lists active members (and teams). If someone is missing, check that their status is **Active** on the Members page — **Invited** or **Inactive** members may not appear. ### I added a member but they still don’t see the client’s tasks [Section titled “I added a member but they still don’t see the client’s tasks”](#i-added-a-member-but-they-still-dont-see-the-clients-tasks) Adding someone to a client grants access to the client’s data but doesn’t put them on existing tasks. Use **Add to incomplete tasks** during the bulk action, or assign them inside individual tasks. Recurring tasks are covered by **Add to client workflow tasks**. *** To export member and vacation data from the **Members** page, see [Members and Teams](../members-and-teams/). # Company settings guide > Configure task permissions, client management rules, calendar visibility, and time entry locking from Settings & Apps > Company > Settings. Quick answer Open your company settings to control task permissions, client management rules, calendar visibility, and time entry locking. Most settings are available to [Company Admins](/en/settings/members-and-teams/) and Company Owners, with a few reserved for Company Owners only. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Company Admin** or **Company Owner** role can view and change most settings. * Settings marked **Owner rights** can only be changed by the Company Owner. * If the Company Owner has enabled **Disable company settings edit for all members**, only the Company Owner can change any settings. ## Accessing company settings [Section titled “Accessing company settings”](#accessing-company-settings) 1. Click **Settings & Apps** in the left sidebar. 2. Find the **Company** card and click it. 3. Select the **Settings** tab. Settings are organized into four sections: Tasks, Clients, Owner rights, and Calendar. Each setting is a simple on/off toggle. Changes take effect after you click **Save** at the bottom of the page. ## Task settings [Section titled “Task settings”](#task-settings) These toggles control how your team works with tasks, time tracking, and related features. * **Hide uku workflows** — members cannot use the built-in workflow templates supplied by Uku; only your company’s own templates remain selectable. * **Set the estimation as time when the exact value is not entered** — if a member marks a task done without logging time, Uku auto-fills from the task estimation. * **Checklist must be completed to finish the task** — a task cannot be marked done until every checklist item is checked off. * **Disable topic management for members** — only Company Admins and Company Owners can create, edit, or delete topics. * **Disable time edit for members** — only Company Admins and Company Owners can modify time entries after saving. * **Allow time entries in future** — members can log time for dates that have not happened yet. * **Show all dependent tasks in the calendar** — dependent tasks appear on the calendar view (not just the parent task). * **Show only personal time entries for members** — Company Members can only see their own time entries, not those of other members. * **Allow members to destroy tasks** — Company Members can permanently delete tasks. ## Client settings [Section titled “Client settings”](#client-settings) * **Disable adding new clients for members** — only Company Admins and Company Owners can create new client records. * **Only administrators can edit documents** — Company Members can view documents but cannot create, edit, or delete them. * **Allow digitisation of client documents** — enables document digitisation and automatic content extraction. ## Owner rights [Section titled “Owner rights”](#owner-rights) These two toggles are restricted to the Company **Owner** only. Company Admins cannot change them even with full access to all other settings. * **Disable company settings edit for all members** — only the Company Owner can modify company settings. All other members, including Company Admins, see settings in a read-only state. * **Disable personal clients for members** — Company Members cannot create or maintain personal client records. ## Calendar settings [Section titled “Calendar settings”](#calendar-settings) * **Show member birthdays** — team member birthdays appear as events on the calendar. * **Show contact birthdays** — client contact birthdays appear as events on the calendar. ## Lock time entries [Section titled “Lock time entries”](#lock-time-entries) The time entry lock prevents anyone from editing or adding time entries for periods that have already been locked. Choose between two lock schedules: * **Weekly @ Sun 23:59** — time entries are locked at the end of each Sunday. * **Monthly @ last day of month** — time entries are locked at the end of each month. This setting is especially useful for companies that need clean, auditable time records for billing or payroll. Once a period is locked, the data is final — choose the schedule that matches your billing cycle. # Delete your account > Permanently delete your Uku account and data — including the prerequisite of deleting any companies you own first. Quick answer Account deletion is permanent — once data is gone, it cannot be recovered. To delete your **personal account**, first delete every **company** you own (Settings & Apps → company tile → Edit company → Delete the Account). Then go to **My profile → Settings → Edit settings** and choose **Delete my account**. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owner](/en/settings/members-and-teams/)** — only the Owner can delete a company account. There is exactly one Owner per company. * **Personal account holder** — anyone with a personal Uku login can delete it, but the system blocks deletion until every company you own has been deleted first. * **Company Admins / Members** — cannot delete the company itself (unless they are also the Owner). To leave a company, ask a Company Admin to deactivate your member record. ## Cancel vs delete — choose the right one [Section titled “Cancel vs delete — choose the right one”](#cancel-vs-delete--choose-the-right-one) Two different actions, often confused: * **Cancel subscription** — the paid plan stops renewing at the end of the current period. Your account, company, and client data remain in place; you can re-subscribe later. See [Subscription and plan management](../subscription-and-plan-management/) for the cancel flow. * **Delete the account** — permanent removal of all company data, client records, time entries, invoices, and member profiles. Cannot be undone, not even by Uku support. If you only want to stop paying, cancel the subscription. Delete only when you intend to leave Uku permanently and erase the data. ## Delete a company account [Section titled “Delete a company account”](#delete-a-company-account) **Path:** **Settings & Apps** → *\[company tile]* → **Edit company** → **Delete the Account** 1. Open **Settings & Apps**. 2. Click the tile of the company you want to delete. 3. In the panel that opens, click **Edit company**. 4. Scroll to the bottom and click **Delete the Account**. 5. Confirm the deletion in the dialog. The company is removed immediately, along with all clients, tasks, time entries, invoices, and member assignments. Danger There is no recycle bin. If you delete a company by mistake, neither you nor Uku support can restore the data. ## Delete a personal account [Section titled “Delete a personal account”](#delete-a-personal-account) **Path:** **My profile** → **Settings** → **Edit settings** → **Delete my account** 1. Open the profile menu (your avatar in the navigation) and choose **My profile**. 2. Open **Settings** from the profile sidebar and click **Edit settings**. 3. Scroll to the bottom and click **Delete my account**. If you still own one or more companies, Uku blocks the deletion and lists the companies that must be deleted first. Use the company-deletion flow above for each, then return and delete your personal account. ## Duplicate company accounts [Section titled “Duplicate company accounts”](#duplicate-company-accounts) If you ended up with two company accounts for the same business — a common cause is signing up twice with different emails, or auto-provisioning during a trial — keep the one with active apps and content and delete the other. 1. Identify the correct company by checking which one has active client data and the apps you’ve configured. The duplicate is usually empty or barely set up. 2. Open the duplicate via **Settings & Apps**, click its tile, then **Edit company** → **Delete the Account**. There is no merge option — pick one and delete the other. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### My subscription is cancelled but I still see my data [Section titled “My subscription is cancelled but I still see my data”](#my-subscription-is-cancelled-but-i-still-see-my-data) That’s expected behaviour. Cancellation stops the paid plan; deletion removes the data. If you want the data gone too, follow the company-deletion flow above. If you want it back as a paid plan, see [Subscription and plan management](../subscription-and-plan-management/). ### I can’t delete my personal account — Uku says I have owner companies [Section titled “I can’t delete my personal account — Uku says I have owner companies”](#i-cant-delete-my-personal-account--uku-says-i-have-owner-companies) Uku blocks personal-account deletion while you still own any company. Open **Settings & Apps**, find each company you own, and delete it via **Edit company** → **Delete the Account**. After every owned company is gone, you can delete your personal account. ### I deleted the wrong company by mistake [Section titled “I deleted the wrong company by mistake”](#i-deleted-the-wrong-company-by-mistake) Account deletion is permanent and not recoverable, even by Uku support. There is no backup or undo. Decide carefully before confirming deletion. ### I want to keep using Uku but stop paying [Section titled “I want to keep using Uku but stop paying”](#i-want-to-keep-using-uku-but-stop-paying) Use **Cancel uku subscription** in the subscription page, not deletion. Cancellation preserves your data so you can re-subscribe later. See [Subscription and plan management](../subscription-and-plan-management/) for details. # Email app settings and configuration > Configure sending addresses, email signatures, templates, and incoming reply handling in Settings & Apps > Emails. Quick answer Go to **Settings & Apps > Emails** and use the tabs to connect your sending address, manage signatures, create templates, and configure incoming reply behavior. Available on all paid plans (**Solo**, **Team**, and **Elite**). ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** role is required to enable the Emails app and change company-wide settings. * Any team member can connect their own sending address and manage their personal signatures. * The Emails app requires a **Solo**, **Team**, **Elite**, or **Trial** plan. ## Setting up email addresses for sending [Section titled “Setting up email addresses for sending”](#setting-up-email-addresses-for-sending) Uku can send emails using either a shared Uku address or your own connected email address. 1. Go to **Settings & Apps** and click the **Emails** app card. 2. Open the **Send emails** tab. 3. Choose between: * **Use the Uku address** — emails are sent from a shared Uku address. No setup required. * **Connect your email address** — emails are sent from your own address, so clients see your real email in the From field. ### Connecting a personal or company email [Section titled “Connecting a personal or company email”](#connecting-a-personal-or-company-email) Click one of the provider buttons: * **Gmail** — opens the Gmail OAuth flow. Sign in and grant Uku permission. * **Office 365** — opens the Microsoft OAuth flow. Sign in and grant Uku permission. * **SMTP** — for Microsoft Exchange or any other mail server. Enter host, port, security settings, and credentials manually. Once connected, the address appears in the list with its sender name and reply-to address. Each address has a **visibility** setting (private, or shared with specific members or the whole team). You can mark one address as your **personal default** (shown with a star), and Company Admins can set a **company default** used as a fallback. After connecting an address, use the **Send test email** button to verify the connection before going live. ### Reconnecting after an expired OAuth token [Section titled “Reconnecting after an expired OAuth token”](#reconnecting-after-an-expired-oauth-token) Gmail and Office 365 connections can expire. If an address shows a red error chip, open it and click **Reconnect** to go through the OAuth flow again. ## Email-to-task: forwarding emails into Uku [Section titled “Email-to-task: forwarding emails into Uku”](#email-to-task-forwarding-emails-into-uku) Uku can automatically create a task from any email you forward to ****. To enable: go to the **Settings** tab inside the Emails app. Under **Incoming emails**, turn on **Allow email to task**. Forwarding any email to that address creates a new task populated with the email subject and body, assigned based on the forwarding address matched to a team member. ## Client reply handling [Section titled “Client reply handling”](#client-reply-handling) Three independent toggles in the **Incoming emails** section of the **Settings** tab control how client replies are routed back into Uku: * **Allow client replies** — a client reply to an email sent from their client profile is added to Client Communication and creates a new task. * **Allow project replies** — a client reply to a project email is added to Project Communication and creates a new task. * **Allow task replies** — a client reply to a task email is added directly to that same task. Turn on **Email copy** to receive a copy in your own inbox whenever a client replies. Turn on **Allow only contacts** (under Limitations) to accept replies only from email addresses listed as contacts under the relevant client — this reduces noise from auto-replies or spam. ## Email signature management [Section titled “Email signature management”](#email-signature-management) Signatures appear at the bottom of emails sent from Uku. Each signature has a name, content sections, optional logo, and social media links. ### Creating a signature [Section titled “Creating a signature”](#creating-a-signature) 1. Open the **Signatures** tab inside the Emails app. 2. Click **Add** to create a new signature. 3. Fill in the signature name and content. 4. Set **Access** to **Only me** (private) or **Everyone** (shared). 5. Mark **Set as default** to use this signature automatically when composing emails. 6. Click **Send test email** to preview how the signature looks before saving. Company Admins can edit shared signatures (those with Everyone access). Deleting a signature is permanent and will affect any email templates that reference it. ## Email templates [Section titled “Email templates”](#email-templates) Templates let you pre-write message bodies for common situations — invoice reminders, onboarding emails, status updates. Templates support dynamic placeholders that are filled in automatically when the email is sent. ### Creating a template [Section titled “Creating a template”](#creating-a-template) 1. Open the **Templates** tab inside the Emails app. 2. Click **Add** to open the template editor. 3. Write a subject and body. Use the **Placeholders** panel to insert dynamic values (client name, task title, period, assigned member, signature). 4. Attach files if needed. 5. Click **Send test email** to verify the output before saving. Templates are shared across the company. Company Admins and Company Owners can create, edit, and delete templates. Company Members can view and use templates but cannot delete them. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Emails not reaching clients [Section titled “Emails not reaching clients”](#emails-not-reaching-clients) Check the **Mailbox** (`app.getuku.com/mailbox`) for delivery status. Common causes: invalid recipient email address, expired OAuth token (look for a red chip on the address in the Emails app — reconnect it), or invalid SMTP credentials. ### Emails sent from the Uku fallback address [Section titled “Emails sent from the Uku fallback address”](#emails-sent-from-the-uku-fallback-address) A **Warning** status in Mailbox means the email was delivered but Uku had to fall back to its own shared address. The connected address failed authentication at send time — reconnect or reconfigure the address in the Emails app. ### Client replies not appearing in Uku [Section titled “Client replies not appearing in Uku”](#client-replies-not-appearing-in-uku) Check that the relevant reply toggle is enabled in the **Settings** tab. If **Allow only contacts** is on, verify the client’s reply address is listed as a contact under their client profile. ### SMTP connection errors [Section titled “SMTP connection errors”](#smtp-connection-errors) Common issues: wrong port or security setting (try port 465 with SSL, or port 587 with TLS/STARTTLS), app password required instead of your regular password (common with Gmail and Outlook when 2FA is on), or firewall restrictions. Use **Send test email** inside the address settings to get an immediate error response. # Expired subscription > What stops working when your Uku subscription expires (you can't start tasks, etc.) and how to renew to restore access. Quick answer If you can’t start a task in Uku and the system shows no obvious error, your subscription has likely expired. Open **Settings & Apps** > the subscription page for your company — if the plan is past its end date, renew or pick a new plan to restore full access. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owner](/en/settings/members-and-teams/)** — can view and renew the subscription. * **Company Admin** — can see the subscription status but cannot purchase or renew. Only the Owner can. * **Company Member** — sees no subscription information; only the symptoms (can’t start tasks, etc.). ## What stops working when the subscription lapses [Section titled “What stops working when the subscription lapses”](#what-stops-working-when-the-subscription-lapses) When the paid period ends and the plan is not renewed: * **Starting tasks** stops working — the timer or “mark active” action fails silently or shows a “subscription required” notice. * **Adding new members** is blocked. * **Adding new clients** may be blocked depending on your plan tier. * **Editing time entries** is blocked, though logged entries remain visible. * **Existing data** (clients, tasks, invoices, reports) stays in place — nothing is deleted. Read access to existing data is preserved so you can review and export records before deciding whether to renew. The exact restrictions depend on which plan was active when it expired. ## How to check whether your subscription has expired [Section titled “How to check whether your subscription has expired”](#how-to-check-whether-your-subscription-has-expired) Path: **Settings & Apps** > subscription page for your company. 1. Open **Settings & Apps**. 2. Open the subscription page for your company. 3. Look at the plan tier and the renewal/expiry date. If the date has passed, the plan is in the expired state. The subscription page shows the expiry date and a renewal call-to-action. ## How to renew [Section titled “How to renew”](#how-to-renew) The fastest path back to a working Uku is to re-pick a plan: 1. Go to **Settings & Apps** > subscription page. 2. Choose your member count, billing period (Monthly or Yearly), and plan tier. 3. Click **Select yearly plan** or **Select monthly plan** and confirm. For the full renewal flow including payment methods, voucher codes, and VAT, see [Subscription and plan management](../subscription-and-plan-management/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Why won’t a task start? [Section titled “Why won’t a task start?”](#why-wont-a-task-start) The most common cause is an expired subscription, especially if there was no recent UI change and tasks worked yesterday. Open **Settings & Apps** > subscription page and check the plan status. If expired, renew. If the subscription is active and tasks still won’t start, contact Uku support with the company name and a screenshot. ### My payment failed and now Uku is locked [Section titled “My payment failed and now Uku is locked”](#my-payment-failed-and-now-uku-is-locked) Most failed payments are due to an expired card or a bank rejecting recurring charges. Open the subscription page, update the payment method on file, then confirm the plan again. Uku will retry the charge with the new card. ### Why can’t I add new members? [Section titled “Why can’t I add new members?”](#why-cant-i-add-new-members) If the plan is expired, member additions are blocked — renew first. If the plan is active but member adds still fail, you may have hit your seat count; increase the seat count on the subscription page. ### My Company Admin says they can’t renew [Section titled “My Company Admin says they can’t renew”](#my-company-admin-says-they-cant-renew) Renewal is a Company Owner action only. Company Admins see the subscription status but cannot purchase. Find your Company Owner and ask them to renew, or transfer ownership to another member first if the original Owner is unreachable. # Mailbox — email outbox and delivery log > The Mailbox is a central log of every email Uku has sent — view delivery status, identify failures, and resend failed emails in bulk. Quick answer Open the Mailbox at `app.getuku.com/mailbox`, or open the command centre search and type **mailbox**. You’ll see every email Uku has sent — filter by date, client, or delivery status, click any row to see the full email, and use the bulk action bar to resend failed emails. The Mailbox is Uku’s outgoing-email log, so you can confirm a client actually received an invoice or reminder and resend it yourself when delivery failed. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Any team member of a company on the **Team plan and above**. The Mailbox shows outgoing email for the companies you belong to. ## What the Mailbox shows [Section titled “What the Mailbox shows”](#what-the-mailbox-shows) Caution The **Mailbox** entry is currently hidden from the left navigation. The page itself works normally — reach it by URL or through the command centre search. **Path:** `app.getuku.com/mailbox`\ **Also:** command centre search → type **mailbox**, **mail**, or **postkast** The Mailbox displays all outgoing emails sent through Uku for the selected company. Each row shows: * **From** — the sender name * **To** — the recipient name * **Client** — the client associated with the email * **Subject** — the email subject line * **Sent at** — date and time sent, in your company’s timezone * **Status** — delivery status (see below) * **Info** — additional details or error message Click any row to open the full email detail dialog. From there you can read the email content and, if the email is linked to a task, click **Open related task** to jump directly to it. Caution The Mailbox is outbox-only — it logs what Uku sends, not what arrives. There is no inbox: incoming email, client replies, and delivery bounces are not shown here. To turn incoming email into work, forward it to Uku and it becomes a task — see [Create tasks from email](../../tasks-and-workflows/create-tasks-from-email/). ## Email delivery statuses [Section titled “Email delivery statuses”](#email-delivery-statuses) * **Sent** — accepted by the mail provider. This confirms Uku handed the email off successfully, not that it reached the recipient’s inbox. * **Failed** — could not be delivered. The **Info** column shows the reason. When you open a failed email, a red banner displays “Email not delivered” with error details. * **Warning** — sent, but Uku had to fall back to the default Uku email address instead of your custom sender address. The detail dialog shows “Sent, but fallback to Uku email.” ## Filtering and searching [Section titled “Filtering and searching”](#filtering-and-searching) * **Date range** — quick presets: Today, Yesterday, This week, Last week, This month, Last month, Last 3 months. The date range goes back up to 100 days. * **Company** — if you belong to multiple companies, select which company’s outbox to view. * **Client** — filter by one or more clients. * **Status** — filter by All, Sent, Failed, or Warning. Save your current filter combination as a **bookmark** to quickly return to the same view later. ## How to resend failed emails [Section titled “How to resend failed emails”](#how-to-resend-failed-emails) 1. Use the **Status** filter and select **Failed**. 2. Select the emails you want to resend by clicking the checkboxes on the left side of each row. 3. A bulk action bar appears showing how many emails are selected. 4. Click **Send failed emails** in the bulk action bar. 5. A confirmation dialog shows how many failed emails will be resent. Click **Send all** to confirm. After resending, the table reloads automatically. Only emails with a **Failed** status can be resent — if you select a mix of sent and failed emails, only the failed ones are included in the resend action. ## Tips [Section titled “Tips”](#tips) * Bookmark `app.getuku.com/mailbox` in your browser while the navigation entry is hidden — it saves you a search every time. * Check the Mailbox regularly if you use custom sender email addresses — the **Warning** status can indicate configuration issues with your email setup. * Use the date range presets (Today, This week, etc.) to quickly review recent activity. * Click any row to read the full email content and troubleshoot delivery using the error message in the detail view. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Failed emails don’t go out when I resend them [Section titled “Failed emails don’t go out when I resend them”](#failed-emails-dont-go-out-when-i-resend-them) Check that you selected only rows with the **Failed** status for the bulk action. In a mixed selection, only the failed emails are resent — sent emails are never sent again. If the problem persists, open the detail dialog and read the error message in the **Info** column. ### The status says “Warning” — emails go out from a Uku address [Section titled “The status says “Warning” — emails go out from a Uku address”](#the-status-says-warning--emails-go-out-from-a-uku-address) Your custom sender address configuration isn’t working correctly, so Uku fell back to its own shared address. Review your email settings (**Settings & Apps** → **Email settings**) and confirm that authentication succeeds. ### The Mailbox shows an empty list [Section titled “The Mailbox shows an empty list”](#the-mailbox-shows-an-empty-list) Check the date range filter — a short range may be selected by default. Widen the range and make sure the **Company** filter is set to the right company, especially if you belong to more than one. ### I can’t open the related task [Section titled “I can’t open the related task”](#i-cant-open-the-related-task) The **Open related task** button appears only when the email is linked to a specific task in the system. Emails sent directly — for example, manual emails not tied to a task — don’t show this link. # Member profile > What each tab on a member's profile does and who can view or edit it. Which tabs appear depends on your plan, enabled apps, and permissions. Quick answer Click a member’s name on the **Members** page to open their profile. **Overview** is always there; the other tabs appear only when the relevant app, plan, or permission is active. You see your **own** profile in full, while only [Company Admins](/en/settings/members-and-teams/) and the Company Owner can open someone else’s. A member’s profile collects everything Uku holds about one person — contact details, work agreements, vacations, notification preferences, and permissions — organised into a set of tabs. This guide covers what each tab does and who can view or edit it. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Company Members** — open and edit their **own** profile only. They cannot view another member’s profile. * **Company Admins** — view and edit every member’s profile (except the Company Owner record). They can edit vacation balances, approve or decline vacation requests, and manage permissions. * **Company Owner** — full access. The Owner record itself is editable only by the Owner. * **What’s gated** — **Overview** is always present. The **Info** and **Notes** tabs require the Workforce Management app; **Agreements** requires the Flextime app; **Vacations** requires the Vacations feature; **BI Report** requires the Elite plan with BI Analytics plus permission to view it. ## How to open a member profile [Section titled “How to open a member profile”](#how-to-open-a-member-profile) You open any member’s profile from the **Members** page, or jump straight to your own from the profile menu in the navigation. **Path:** **Members** → *\[member name]*\ **Also:** **profile menu** (your avatar in the navigation) → **My profile** ## Overview tab [Section titled “Overview tab”](#overview-tab) The **Overview** tab is always present — it’s the profile’s home. It holds the member’s personal details and, depending on who is viewing and their permissions, a **Notifications** section and a **Permissions** section. (Notifications and Permissions used to be separate tabs; they’re now sections within Overview.) ### Personal details [Section titled “Personal details”](#personal-details) Personal information and identity: * **Avatar** * **First name** and **Last name** (shown as a single **Name** when you view another member) * **Email** * **Phone** * **Birthday** * **Country** and **City** * **Language**, **Timezone**, and **Regional format** On your **own** profile you can also pick a **Default company** and **Default client**, and connect your **Google**, **Microsoft**, or **Xero** login. These don’t appear when you open a colleague’s profile. Members edit their own contact details here. Company Admins can edit other members’ profile fields **with one exception: First name and Last name are self-service only — admins cannot change another member’s name.** The member must update their own name via **My profile** → **Edit**, and the change is visible to all users immediately. Company Owner profile fields are editable only by the Owner themselves. ### Notifications [Section titled “Notifications”](#notifications) The member’s personal notification preferences — which events send an email or an in-app notification, plus snooze and quiet-hours settings. This section appears **only on your own profile.** Notification preferences are personal, so you never see or change them on a colleague’s profile, even as a Company Admin. ### Permissions [Section titled “Permissions”](#permissions) Role and permission management for the member: * Company role (the **Administrator** checkbox that makes someone a Company Admin) * Team membership * Specific permissions granted (such as **Manage account**, **Confirm vacations**, **Manage billing**) Company Admins use this section to grant or revoke permissions. Members see their own Permissions section read-only — useful for understanding what they can and cannot do. For the full permission model, see [Members and Teams permissions](../members-and-teams-permissions/). ## Info tab [Section titled “Info tab”](#info-tab) Custom member fields managed by the **Workforce Management** app — for example, employee ID, contract type, pay grade, certification, or any internal field your firm has configured. Visible only when Workforce Management is enabled in **Settings & Apps** and the **Allow member fields** option is on. Field definitions are configured in Workforce Management settings. ## Notes tab [Section titled “Notes tab”](#notes-tab) Internal notes about the member, visible only to Company Admins. Use it for HR observations, performance discussions, or onboarding context — content stays private to admins regardless of who else can open the profile. Visible only when Workforce Management is enabled with **Allow member notes**. ## Agreements tab [Section titled “Agreements tab”](#agreements-tab) Work agreements and flextime configuration for the member: * Agreement period (start and end dates) * Daily or weekly contracted hours * Flextime rules (whether overtime accrues to the flextime balance) Click **Edit agreements** to add a new agreement or change an existing one. New agreements take effect from their start date — past time is not retroactively recalculated. Visible only when the Flextime app is enabled. ## Vacations tab [Section titled “Vacations tab”](#vacations-tab) Vacation and absence tracking for one member. The header summarises: * **Flextime bonus** — current accrued flextime balance (when Flextime is enabled) * **Vacation available** — remaining vacation days for the current period The body lists upcoming vacations, history, and any pending requests, grouped by status. Visible only when the Vacations feature is on — it’s part of the **Workforce Management** app, enabled in **Settings & Apps** → **Workforce Management**. ### Member actions on the Vacations tab [Section titled “Member actions on the Vacations tab”](#member-actions-on-the-vacations-tab) * **Request** — open a new vacation or absence request. Requires approval before it counts. ### Admin actions on the Vacations tab [Section titled “Admin actions on the Vacations tab”](#admin-actions-on-the-vacations-tab) * **Edit balance** — manually adjust the available vacation days or flextime balance for this member. Use when a previous balance was wrong, or when carrying over days from a different system. * **View history** — open a log of every change to the member’s balance with date, change amount, and the admin who made it. * **Approve / Decline** vacation requests — see the section below. ### Approve or decline vacation requests [Section titled “Approve or decline vacation requests”](#approve-or-decline-vacation-requests) A request becomes visible to approvers as soon as the member submits it. Decisions can be made in two places: 1. **Members** → **Vacations** tab (top-level list of all requests across the company) — open a request and click **Approve** or **Decline**, or use the bulk-action buttons after selecting multiple rows. 2. The member’s profile → **Vacations** tab — open the specific request inline and decide. The approver must hold either the **Manage account** right (Company Admins and the Company Owner) or the team-level **Confirm vacations** right granted through a team. Without one of those rights, the **Approve** and **Decline** buttons are not shown. When a request is declined, the member is notified by email and the request stays in their history. ## BI Report tab [Section titled “BI Report tab”](#bi-report-tab) A per-member view of BI Analytics — utilization, billable percentage, hours per category, and a time-by-client breakdown for that member. The **BI Report** tab is plan- and permission-gated: the member’s company must be on the **Elite** plan with **BI Analytics** enabled, *and* the person viewing must hold the **BI Analytics** view permission. Company Admins and the Company Owner always have it; a Company Member sees the tab only when one of their teams grants the **BI Analytics** permission on its [Permissions matrix](../members-and-teams-permissions/). If BI Analytics isn’t in the company’s plan, the tab never appears. ## What shows on your own profile vs a colleague’s [Section titled “What shows on your own profile vs a colleague’s”](#what-shows-on-your-own-profile-vs-a-colleagues) You see the full version of your **own** profile and can edit your own details. A **colleague’s** profile shows less — and only Company Admins and the Company Owner can open one at all. Two things differ: * **Your notification settings are private.** They appear only on your own profile (**Overview** → **Notifications**) — no one can see or change another member’s, and no one can change yours. * **The set of tabs can differ.** Which tabs appear depends on the company’s apps, plan, and your permissions, so a colleague’s profile may show different tabs than yours — for example, **BI Report** shows only where BI Analytics is on and you’re allowed to see it. Everything else — personal details, agreements, vacations, and the **Permissions** section — shows up once you have the rights to manage that member. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I can’t see another member’s profile [Section titled “I can’t see another member’s profile”](#i-cant-see-another-members-profile) You are signed in as a Company Member. Only Company Admins and the Company Owner can open another member’s profile. Ask a Company Admin to grant you the Administrator role on the Members page if you need to manage other members. ### The BI Report tab is missing [Section titled “The BI Report tab is missing”](#the-bi-report-tab-is-missing) The BI Report tab needs the **Elite** plan with **BI Analytics** enabled, *and* the viewer must hold the **BI Analytics** view permission. Check **Settings & Apps** → **BI Analytics** to confirm it’s enabled. Company Admins and the Company Owner always see it; a Company Member sees it only when one of their teams grants the **BI Analytics** permission. If BI Analytics isn’t part of the company’s plan, the tab won’t appear at all. ### I can’t find a member’s notification settings [Section titled “I can’t find a member’s notification settings”](#i-cant-find-a-members-notification-settings) Personal notification preferences live under **Overview** → **Notifications** and show **only on your own profile**. There’s no way to view or change another member’s notification settings — each member manages their own. ### The Vacations tab is missing [Section titled “The Vacations tab is missing”](#the-vacations-tab-is-missing) The Vacations feature is not enabled for your company. Vacations is part of the **Workforce Management** app — a Company Admin can enable it in **Settings & Apps** → **Workforce Management**. ### I can’t edit a member’s vacation balance [Section titled “I can’t edit a member’s vacation balance”](#i-cant-edit-a-members-vacation-balance) You need either the **Manage account** right (held by Company Admins and the Company Owner) or — for adjusting balances within your team — the team-level rights granted through a team. Open your own **Permissions** section (under **Overview**) to confirm what you have. If the **Edit balance** button is missing entirely, you do not hold the required right. ### I can’t approve a vacation request [Section titled “I can’t approve a vacation request”](#i-cant-approve-a-vacation-request) Same cause as above — approval requires **Manage account** or **Confirm vacations**. Members receive the team-level right when their team is granted **Confirm vacations**. Company Admins and the Company Owner always have it. ### Custom member fields are not visible [Section titled “Custom member fields are not visible”](#custom-member-fields-are-not-visible) The **Info** and **Notes** tabs require the **Workforce Management** app. Even with the app enabled, **Allow member fields** and **Allow member notes** must be turned on in the app’s settings for the tabs to appear. # Members and Teams > Add, organize, and manage your company's members — their access level, status, and teams — all from the Members page. Quick answer Manage your company’s members and teams from the **Members** page — the **Members** tab to add, edit, and deactivate members, the **Teams** tab to create and organize teams. Company Admins and Company Owners manage everyone; a Company Member can only open their own profile. Members are the people on your team — your colleagues with a Uku login, not your clients — and teams are how you group them to filter, report, and grant permissions together. This guide covers adding and managing members and creating teams; for what each one is allowed to do, see [Members and Teams permissions](../members-and-teams-permissions/). ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Company Owners** — full control over every member and team. * **Company Admins** — add, edit, and deactivate members, manage teams, and approve vacations. Cannot modify the Company Owner account. * **Company Members** — can see the member list and the teams they belong to, but can only open and edit their own profile. ## Members [Section titled “Members”](#members) Everything to do with members and teams lives on the **Members** page — the member list, your teams, and vacation requests. **The Members page has three tabs:** * **Members** — every member of your company, with name, email, access level, status, and per-row actions: **Resend invite** (pending invitations only), **View report** (opens that person’s time report), and **Edit** (active members only). * **Teams** — your teams, with name and member count. * **Vacations** — vacation and absence requests (Company Admins and Company Owners only). Narrow the list with the **filter bar** by status, company (on multi-company accounts), or custom fields. Use **Search** to find a specific member. Click **Properties** to show or hide columns. ## Add and invite members [Section titled “Add and invite members”](#add-and-invite-members) New members are added and invited from the **Members** tab; they appear as **Invited** until they accept. 1. On the **Members** tab, click **Add member** (top-right). 2. Choose a status: **Active** (full access) or **Limited** (restricted, free seat). 3. Enter the member’s **email**, **first name**, and **last name**. 4. Optionally set an **External ID** and add them to one or more **teams**. 5. Check the **Company Administrator** box if they should be a Company Admin. 6. Click **Save** to send an invitation. The new member shows an **Invited** status until they accept. Resend the invitation with the **mail icon** in their row. Your plan’s member limit is shown at the top of the list. Tip A **Limited** member exists in Uku but can’t log in yet and doesn’t take a paid seat — useful when you want to set up their access (assign clients, configure time tracking) before granting full access. Activating turns them into a regular paid member. ## Company access levels [Section titled “Company access levels”](#company-access-levels) Every member is one of three access levels. The **Edit member** dialog sets them through a single **Company Administrator** checkbox, combined with the fixed Owner position. **“Manager” is not one of them** — people who say “manager” usually mean Company Admin. ### Company Owner [Section titled “Company Owner”](#company-owner) Exactly one per company, with unrestricted access. ### Company Admin [Section titled “Company Admin”](#company-admin) Anyone with the **Company Administrator** checkbox ticked. Company Admins manage the company — members, teams, settings, clients, and billing — and can do everything a Company Member can. ### Company Member [Section titled “Company Member”](#company-member) The default when the checkbox is unticked. A Company Member works on the tasks and clients they’re assigned to and tracks their time; any company-wide capability beyond that comes from their teams. For the full breakdown of what each access level can do, see [Members and Teams permissions](../members-and-teams-permissions/). ### Change a member’s access level [Section titled “Change a member’s access level”](#change-a-members-access-level) A member’s access level is controlled by the **Company Administrator** checkbox — tick it for Company Admin, leave it clear for Company Member. **Path:** **Members** → *\[member name]* → **Edit member** 1. Open **Members** and click the member’s row to open the **Edit member** dialog. 2. Check or uncheck the **Company Administrator** checkbox (checked = Company Admin, unchecked = Company Member). 3. Click **Save**. The Company Owner position can’t be changed here. ## Member statuses [Section titled “Member statuses”](#member-statuses) | Status | Access | Seat | | --------------------- | --------------------------------- | -------------------- | | **Active** | Full access; invitation accepted | Paid | | **Invited (Pending)** | Invitation sent, not yet accepted | Paid | | **Limited** | In the system, no login access | Free until activated | | **Inactive** | No access | No charge | ### Deactivate a member [Section titled “Deactivate a member”](#deactivate-a-member) When someone leaves or should lose access: 1. Open the member list and click the **edit icon** next to their name. 2. Change their status to **Inactive**. 3. Click **Save**. Deactivating preserves their history — time entries, task assignments, and reports stay intact. The member loses access and no longer counts toward your member limit. Inactive members are hidden from the default list; switch the **Status** filter to find them. To review a former member’s work, find them this way and click **View report** at the end of their row — it opens their time report directly, with no need to reactivate them. On an inactive row this is the only action left, since **Edit** is hidden once someone is inactive. ### Reactivate a former member [Section titled “Reactivate a former member”](#reactivate-a-former-member) **Inactive members can’t be flipped back to Active** — there’s no toggle, by design. To restore access, add them again as a **new member** with the same email address. They get a fresh invitation and sign up as if joining for the first time. Previous access is not restored automatically A re-added member does **not** regain their old clients or task assignments. Re-assign clients and tasks manually from each **Client** → **Members** tab, or use [Bulk assign clients to a member](../bulk-assign-clients-to-member/). ## Teams [Section titled “Teams”](#teams) A team is a group of members. A team does three things: it **grants permissions** (every member gets everything the team is given), helps **filter and scope work** (tasks, dashboards, reports), and **targets communications** to a specific team. A member can belong to several teams at once, and their access is the sum of all of them. ### What teams are used for [Section titled “What teams are used for”](#what-teams-are-used-for) Grouping members into a team lets you act on all of them at once — assign work, filter, grant access, or message the whole team instead of picking members one by one. Teams are used for: * **Permissions** — granting a capability on a team gives it to every member of that team. See [Members and Teams permissions](../members-and-teams-permissions/). * **Filtering tasks and dashboards** — most task views have a team filter. * **Reports** — most reports and BI Analytics let you scope by team, so a member can pull a report for their own team without seeing the whole company’s data. * **Vacation approval** — granting **Confirm vacations** to a team lets its members approve that team’s vacation requests without making them Company Admins. * **Bulk assigning members to clients** — see [Bulk assign clients to a member](../bulk-assign-clients-to-member/). * **Audience for communications** — pick a team when sharing a workflow or sending a notification to target just that team. ### Open the Teams tab [Section titled “Open the Teams tab”](#open-the-teams-tab) Your teams live on the **Teams** tab of the Members page, each with its name and member count. **Path:** **Members** → **Teams** Click a team to open its page. ### Create a team [Section titled “Create a team”](#create-a-team) 1. On the **Teams** tab, click **Add team**. 2. Enter a **Team name** (for example, *Annual reports team*, *Tallinn office*, *Senior accountants*). 3. Add members: click **Add member** under **Members** and pick one or many at once. 4. Click **Save**. The team appears on the Teams tab and becomes available everywhere team filters are shown. ### Edit a team [Section titled “Edit a team”](#edit-a-team) 1. Open the team from the **Teams** tab. 2. Edit the **Name**, or add or remove **Members** (close a chip with the **×**). 3. Use the **Permissions** matrix on the same page to grant team-level capabilities such as **Confirm vacations**. See [Members and Teams permissions](../members-and-teams-permissions/). 4. Click **Save**. You can also add a member to teams from their profile: open **Members**, click their name, and pick teams in the **Select teams** dropdown of the **Edit member** dialog — faster when a new member belongs to several teams. Tip **All users** and **Administrators** are system teams provided by Uku, with a read-only member list. These teams can’t be renamed, edited, or deleted. You can still grant them permissions, though. ### Permission-only teams [Section titled “Permission-only teams”](#permission-only-teams) Some teams exist only to carry permissions — a **Billing managers** team that lets a few accountants manage invoices, say, and that you never assign tasks to. Because every team is assignable and filterable by default, a permission-only team would otherwise clutter the task-assignee dropdown, the client member list, and report filters. Switch on **Hide the team** on the team’s page to keep it granting its permissions while hiding it from every assignee and filter picker. Members keep every right the team grants — nothing about their access changes. Only **custom teams** can be hidden; the system **All users** and **Administrators** teams can’t be, so the **Hide the team** switch is absent on them. **Path:** **Members** → **Teams** → open the team 1. Open **Members** and go to the **Teams** tab. 2. Click the custom team to open its page. 3. Switch on **Hide the team**. 4. Click **Save**. The change takes effect immediately. Switch **Hide the team** off the same way to bring the team back into pickers. A hidden team disappears from every place where you pick or filter by a team — task assignees, client membership, workflow role pickers, member/task/report filters (including BI reports), member-type custom fields, and budget and vacation-delegate pickers. It still appears where you manage it: the **Teams** listing, the **Edit member** dialog, and a member’s profile (which still lists the rights the team grants), so a permissions audit stays complete. Turning on **Hide the team** doesn’t clean up anything already assigned — existing task assignments, client memberships, and workflow roles stay valid; the team simply stops being offered as an option from then on. Caution A bulk action that **replaces** assignees can’t carry a hidden team forward, because the picker can’t show it to re-select. Bulk actions that **add** or **delegate** keep the existing assignees — including the hidden team — intact. If a hidden team needs to stay assigned to certain tasks, avoid “replace assignees” bulk actions on those tasks. ### Who approves a vacation request [Section titled “Who approves a vacation request”](#who-approves-a-vacation-request) When a member submits a vacation request, they choose the approver themselves — Uku doesn’t route it automatically. The **Approver** field lists the Company Owner, every Company Admin, and any member whose team is granted **Confirm vacations**. For the full flow, see [Approve or decline vacation requests](../../workforce-and-flextime/approve-vacation-requests/). ### Delete a team [Section titled “Delete a team”](#delete-a-team) 1. Open the team on the **Teams** tab. 2. Click the **delete icon** and confirm. Deleting a team doesn’t delete its members — they remain in the company. Any permissions that team granted are removed from its members (unless another team also grants them). Filters and saved views that referenced the team fall back to “All members”. System teams can’t be deleted. ## Member profiles [Section titled “Member profiles”](#member-profiles) Click a member’s name to open their profile — personal details, agreements, vacations, permissions, and more, depending on your plan and apps. See [Member profile](../member-profile-deep-dive/). ## Export and import data [Section titled “Export and import data”](#export-and-import-data) Company Admins and Company Owners can export member and vacation data to CSV, or import vacation records, from the **action menu** (the three-dot icon, top-right of the **Members** page on desktop). Apply **Status**, **Team**, or date filters first to narrow what’s exported. * **Export members** — the member list as currently shown. * **Export members with all fields** — the same list with every available field. * **Export vacations / absences** — members’ vacation and absence records. * **Import vacations / absences** — bring vacation records in from a file. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### There’s no “Manager” access level [Section titled “There’s no “Manager” access level”](#theres-no-manager-access-level) Uku has three company access levels — Company Owner, Company Admin, and Company Member. “Manager” isn’t one of them; people usually mean **Company Admin**, set with the **Company Administrator** checkbox in the **Edit member** dialog. ### How do I change the Company Owner? [Section titled “How do I change the Company Owner?”](#how-do-i-change-the-company-owner) The Company Owner can’t be reassigned from within Uku — the **Edit member** dialog has no owner control, and even the current owner can’t transfer the role themselves. To move ownership to another member (for example, when the owner leaves the firm), contact Uku support and we’ll arrange the transfer. ### An invited member didn’t receive the invitation email [Section titled “An invited member didn’t receive the invitation email”](#an-invited-member-didnt-receive-the-invitation-email) Most missing invitations are caused by spam filtering or sender-domain blocking on the recipient’s mail server. 1. Ask them to check their **spam or junk folder** and any filter rules that divert automated email. 2. If their company runs a mail server with quarantine tools, ask them to check whether Uku messages were flagged. 3. Have their email administrator add Uku’s sending domain to the company **allowlist**. 4. Click the **mail icon** in their row to resend. 5. If invitations still don’t arrive, contact Uku support. ### A member isn’t receiving password-reset emails [Section titled “A member isn’t receiving password-reset emails”](#a-member-isnt-receiving-password-reset-emails) Reset emails use the same delivery path as invitations, so the same checks apply: **spam folder**, **filter rules**, **server-level quarantine**, and **sender-domain allowlist**. Also confirm the email on the member’s profile matches what they type on the reset page — a single typo blocks delivery. ### I can’t find the Add team button [Section titled “I can’t find the Add team button”](#i-cant-find-the-add-team-button) You need Company Admin or Company Owner access. Open **Members**, click the **edit icon** next to your name, and check the **Company Administrator** checkbox — if it’s not set, ask a Company Admin to grant it. ### A team is showing fewer members than expected [Section titled “A team is showing fewer members than expected”](#a-team-is-showing-fewer-members-than-expected) Inactive members are hidden from team counts on the Teams tab. Switch the **Status** filter on the **Members** tab to **All** or **Inactive** to see whether the missing member was deactivated. ### A team member can’t approve vacations [Section titled “A team member can’t approve vacations”](#a-team-member-cant-approve-vacations) Approving requires the **Confirm vacations** permission on one of the member’s teams, the **Manage account** right (Company Admins and the Company Owner have it), or being the Company Owner. Open the approver’s team, go to its [Permissions matrix](../members-and-teams-permissions/#team-permissions), and grant **Confirm vacations** to the team. ### A team disappeared from the assignee or filter dropdown [Section titled “A team disappeared from the assignee or filter dropdown”](#a-team-disappeared-from-the-assignee-or-filter-dropdown) The team most likely has **Hide the team** switched on, which hides it from pickers by design while keeping its permissions active. Open **Members** → **Teams**, open the team, and switch **Hide the team** off. It still appears on the Teams listing while hidden, so you can always find it there. ### I can’t find the Hide the team switch on a team [Section titled “I can’t find the Hide the team switch on a team”](#i-cant-find-the-hide-the-team-switch-on-a-team) The switch only shows on **custom** teams. The system **All users** and **Administrators** teams can’t be hidden, so the option is absent on them. Confirm you opened a team your firm created rather than a built-in one. ### A system team can’t be renamed or its members removed [Section titled “A system team can’t be renamed or its members removed”](#a-system-team-cant-be-renamed-or-its-members-removed) The **All users** and **Administrators** teams are managed automatically by Uku and protected from edits. You can still grant them permissions, but the name and roster are fixed. ### Filters don’t show a team [Section titled “Filters don’t show a team”](#filters-dont-show-a-team) Saved filters and bookmarks store the team’s ID. If the team was renamed, the filter still works; if the team was deleted, the filter falls back to “All members”. Re-create the team with the same name and re-apply it. # Members and Teams permissions > What members and teams can do — company access levels, the per-team View/Edit/All matrix, and per-client permissions. Quick answer What a member can do comes from three layers: their **company access level**, the **team permissions** their teams grant, and their **per-client permission** on each client. Company Owners and Company Admins can do everything; a [Company Member](/en/settings/members-and-teams/) gets only what their teams and clients grant. Open **Members** → **Teams**, open a team and grant the Company Member required permissions. This guide explains exactly what members and teams are allowed to do in Uku — what each company access level unlocks, how the per-team View/Edit/All permissions matrix works, and how per-client permissions add access on individual clients. To add, organize, or change members and teams themselves, see [Members and Teams](../members-and-teams/). ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Company Owners** and **Company Admins** grant and change permissions — they edit team permission matrices, set company access levels, and assign per-client permissions. * **Company Members** can see the permissions they hold (on their own profile and on team matrices), but can’t grant permissions to themselves or others. ## How access is granted [Section titled “How access is granted”](#how-access-is-granted) Three independent layers combine into what a person can actually do: 1. **Company access level** — Company Owner, Company Admin, or Company Member. Company Owners and Company Admins bypass every permission check; Company Members start with almost nothing and rely on the next two layers. 2. **Team permissions** — each team carries a **Permissions** matrix. A Company Member’s access is the sum of what all their teams grant. 3. **Per-client permission** — on any client, a member is Client Admin or Client Member, which controls what they can do on that specific client. The rest of this guide takes each layer in turn. ## What each company access level can do [Section titled “What each company access level can do”](#what-each-company-access-level-can-do) | Capability | Company Owner | Company Admin | Company Member | | --------------------------------- | ------------- | ---------------------- | -------------- | | View and work on assigned tasks | Yes | Yes | Yes | | Track time | Yes | Yes | Yes | | Access assigned clients | Yes | Yes | Yes | | Create and edit clients | Yes | Yes | Default No\* | | Edit any task (not just own) | Yes | Yes | Default No\* | | Manage project workflow templates | Yes | Yes | Default No\* | | Add, edit, or deactivate members | Yes | Yes | Default No\* | | Edit company settings | Yes | Unless locked by Owner | No | | Access BI Analytics | Yes | Yes | Default No\* | | Manage contracts and invoices | Yes | Yes | Default No\* | | Delete clients | Yes | No | No | | Lock settings for all members | Yes | No | No | | Delete company | Yes | No | No | \* **Default No** means the capability is off by default for a Company Member but can be granted through [team permissions](#team-permissions). Company Owners and Company Admins have these rights by default. ### Company Owner [Section titled “Company Owner”](#company-owner) Unrestricted access. Capabilities exclusive to the Company Owner: * Delete a client (permanently) * Lock company settings for all members (**Disable company settings edit for all members** toggle) * Delete the company account ### Company Admin [Section titled “Company Admin”](#company-admin) Everything a Company Member can do, plus: * Edit company settings (unless the Company Owner has locked them) * Add, edit, and deactivate members (not the Company Owner) * Create, edit, assign, and administer every client in the company * Edit any task (not just their own) * Manage workflow templates * Access BI Analytics * Full billing access across all clients * Manage email integrations and templates Company Admins bypass the team permissions matrix entirely — removing a permission from a team never restricts them. ### Company Member [Section titled “Company Member”](#company-member) Baseline access: view and work on assigned tasks, track time, and open the clients they’re assigned to. Everything beyond that comes from **team permissions** and **per-client permissions**, covered below. ## Team permissions [Section titled “Team permissions”](#team-permissions) Beyond a Company Member’s baseline, every company-wide capability is granted **per team**. Each team carries a **Permissions** matrix, and a Company Member gets the sum of what all their teams grant. ### How the View / Edit / All matrix works [Section titled “How the View / Edit / All matrix works”](#how-the-view--edit--all-matrix-works) Every team has a **Permissions** matrix: one row per capability (such as Clients, Time entries, or Invoices) and up to three level columns — **View**, **Edit**, and **All**. Not every capability uses all three levels; some are Edit-only or View-only, so those columns are absent on those rows. The levels stack as a ladder. Ticking **All** automatically ticks **Edit** and **View**; unticking **View** clears **Edit** and **All** as well. A higher level always includes the lower ones. In the table below, each capability is one row of the matrix, and each cell tells you what that level grants for that capability — a description means the level has a checkbox and explains what ticking it does, while a dash (—) means the capability has no checkbox at that level. | Capability | View | Edit | All | | ------------------------- | --------------------------------------------------------------------- | ---------------------------------------------------------------- | ---------------------------------------------------------------------------------------------- | | **Invoices** ↑ | See invoices on clients you already access | Create and modify invoices | Also delete, void, send to client, export, import | | **Contracts** ↑ | — | View and modify client contracts (on clients you access) | Also delete | | **Products** ↑ | — | Add and modify products | Also delete products | | **Workflow templates** ↑ | — | Create and modify project workflow templates | — | | **Client management** | — | Add new clients, and modify any client you’re assigned to | — | | **Task management** | — | — | Force-delete any task (without it, members can still delete tasks they own or are assigned to) | | **Topics** | — | Create and modify task topics | — | | **Time entries** | — | Add and modify time entries, including ones other members logged | Also delete entries and correct locked periods | | **Notes (type Document)** | — | Change notes of type Document | Also delete them | | **Vacations** ↑ | — | Approve or decline other members’ vacation requests | — | | **Member profiles** ↑ | See members’ profile data (info, notes, agreements, vacation history) | Also edit member info, notes, and agreements | Also deactivate members | | **BI Analytics** ↑ | Open BI Analytics (menu, client BI tabs, profile BI report) | — | — | ↑ Shows in the matrix only when the matching app is enabled (**Billing**, **Projects**, **Workforce Management**, **BI Analytics**). ### Who bypasses the matrix [Section titled “Who bypasses the matrix”](#who-bypasses-the-matrix) The matrix only governs **Company Members**. Whether it applies to someone depends on their level in the company: * **Company Owners and Company Admins bypass every check.** They always have every capability, regardless of what any team’s matrix says. Removing a permission from a team never restricts a Company Owner or a Company Admin. * **Company Members are governed entirely by team permissions.** A Company Member starts with no capabilities and gains only what their teams grant. Permissions are **cumulative across teams**. A member’s effective access is the combination (a logical OR) of every team they belong to — including the company-wide **All users** team that everyone is on. If any one of a member’s teams grants Edit on Clients, that member can edit clients. Tip To give one member a capability without affecting everyone, add a dedicated team, grant the capability on that team’s matrix, and add only that member to it. Their existing teams keep working; the new grant simply adds on top. ### Find and edit the matrix [Section titled “Find and edit the matrix”](#find-and-edit-the-matrix) Each team’s Permissions matrix lives on the team’s own page, alongside its name and members. **Path:** **Members** → **Teams** → open a team 1. Go to **Members** and open the **Teams** tab. 2. Click a team to open its page. 3. Scroll to the **Permissions** matrix on the team’s page. 4. Tick or untick **View**, **Edit**, or **All** for each capability. The ladder cascades automatically. 5. Click **Save**. Changes take effect immediately. For creating, renaming, and adding members to teams, see [Members and Teams](../members-and-teams/). ### What members get by default [Section titled “What members get by default”](#what-members-get-by-default) New companies start with two system teams already seeded, so members aren’t left with zero access: * **All users** (every member belongs to it) is seeded with **Edit** on **Topics**, **Clients**, **Time entries**, and **Notes (type Document)**. So out of the box, every Company Member can manage task topics, create and edit clients, add and edit time entries, and edit Document-type notes. * **Administrators** is seeded with **Products** so Company Admins can add, modify, and delete billing products by default. Everything else — Invoices, Contracts, BI Analytics, Member profiles, Confirm vacations, force-deleting tasks, and Workflow templates — is **not** granted by default. A Company Admin must add it to a team for Company Members to get it. Caution The **All users** matrix applies to every member in the company. Granting a capability there gives it to everyone at once. To scope a capability to specific people, grant it on a smaller team instead. ## Per-client permissions [Section titled “Per-client permissions”](#per-client-permissions) On top of company-wide access, each member holds a permission on every **specific client** they’re assigned to. This is independent of their company access level — a Company Member can be Client Admin on some clients and Client Member on others. ### Client Admin and Client Member [Section titled “Client Admin and Client Member”](#client-admin-and-client-member) Per-client permissions are set in the client view’s **Members** tab. When a member is assigned to a client, they get one of two permissions: * **Client Admin** — full edit access to that specific client’s record and its tasks and workflow. Other capabilities — invoices, contracts, and the like — come from team permissions, not from being Client Admin. * **Client Member** — can view and work on the client’s tasks, but has limited management capability on that client. Company Owners automatically have Client Admin-level access on every client. Company Admins have broad management access across all clients; for Company Members, client permissions are set per client. ### Change a client permission [Section titled “Change a client permission”](#change-a-client-permission) A member’s permission on a specific client is set on the client’s **edit form**, in the **Members** tab — independent of the team matrix. **Path:** **Clients** → *\[client name]* → **Edit** → **Members** 1. Open the client and click **Edit** to open its edit form. 2. Go to the **Members** tab. 3. Find the member and open the permission dropdown next to their name. 4. Select **Client Admin** or **Client Member**. 5. The change saves immediately. ## Client Portal permissions [Section titled “Client Portal permissions”](#client-portal-permissions) Client Portal users are external — they’re your clients, not your team members — so they sit outside the company-access and team-permission systems entirely. Portal access is controlled by a single **Access enabled** checkbox on the contact, in the client’s **Contacts** tab. Turning it on gives the contact the standard portal experience: they can view the tasks shared with them, upload files, send messages, and sign documents. To grant it, see [Grant Client Portal access to a contact](../../client-portal/grant-access/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A Company Member can’t do something I expected [Section titled “A Company Member can’t do something I expected”](#a-company-member-cant-do-something-i-expected) Permissions are cumulative across teams, so check every team the member belongs to — the capability has to be granted on at least one of them. Open the member’s profile to see the combined permissions they actually hold and which team each one comes from. If no team grants it (including All users), add the capability to one of their teams. ### I removed a permission but a Company Admin can still do it [Section titled “I removed a permission but a Company Admin can still do it”](#i-removed-a-permission-but-a-company-admin-can-still-do-it) Company Owners and Company Admins bypass the matrix entirely, so editing a team’s permissions never restricts them. The matrix only changes what Company Members can do. To limit a Company Admin, you would have to remove their Company Admin status on the **Members** page — see [Members and Teams](../members-and-teams/#change-a-members-access-level). ### A Company Admin can’t manage products [Section titled “A Company Admin can’t manage products”](#a-company-admin-cant-manage-products) Product management for Company Admins comes from the **Products** permission seeded on the **Administrators** team. If someone revoked that row, only the Company Owner can manage products. Re-grant **Products** (Edit or All) on the **Administrators** team to restore it. ### I changed a team’s permissions but the member doesn’t see the change [Section titled “I changed a team’s permissions but the member doesn’t see the change”](#i-changed-a-teams-permissions-but-the-member-doesnt-see-the-change) Permission changes push to the member’s session automatically, but an open tab can lag. Ask the member to refresh the page or sign out and back in. If it still hasn’t applied, confirm you clicked **Save** on the **Permissions** matrix. # Notification settings > Control which Uku notifications reach you, by email or in-app, plus snooze, per-client mute, and quick setups. Quick answer Open your **Profile** and scroll to the **Notifications** section. For each notification type you choose whether it arrives by **email** (Off, or Daily with a send-time choice) and whether it shows **in-app** (the **Show** toggle). Changes save instantly — there is no separate save step. Your notification settings let you decide, type by type, how Uku reaches you — and they include a temporary snooze, per-client muting, and one-click quick setups so you can tune everything at once. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Every member manages their own notification settings. The **Notifications** section appears only on **your own** profile — you can’t change another member’s settings. * Settings are personal and span all your companies: you have one notification profile, not one per company. * Available on every plan (Team and Elite). ## Open your notification settings [Section titled “Open your notification settings”](#open-your-notification-settings) Your notification settings live inside your profile, not in **Settings & Apps**. **Path:** **Profile avatar** → **Notifications** section\ **Also:** **Profile** (sidebar) → **Notifications** section 1. Click your **Profile avatar** in the header, or **Profile** in the sidebar. 2. Scroll to the **Notifications** section. It loads your current settings automatically. ## Choose how each notification reaches you [Section titled “Choose how each notification reaches you”](#choose-how-each-notification-reaches-you) Notifications are grouped into collapsible sections — **Tasks & Clients**, **Billing**, **Workforce**, **System**, **Onboarding**, and **Other**. Click a group header to expand it; one group is open at a time. Each header shows a running count of how many of its types are sending **Emails** and how many show as **Notifications** (in-app), so you can see at a glance how noisy a group is. Tip Use the **Search** box at the top of the section to jump straight to a type by name or description — for example “budget” or “overdue” — instead of expanding each group. Inside an expanded group, every notification type has two controls: * **Email** — choose **Off** or **Daily**. With **Daily** selected, a timing dropdown appears: **Send immediately**, **Send in the morning (09:00)**, **Send in the afternoon (14:00)**, or **Send in the evening (18:00)**. Batching to a fixed time of day keeps email out of your live workflow while still delivering everything once a day. * **Notification** — the **Show** toggle controls whether the type appears in-app under the notifications bell icon in the header. Scheduled summaries (your daily task list, weekly and monthly summaries, the timesheet-lock reminder, and the long-running-timer warning) send at a time Uku sets, so their email control is a simple **Off** / **Send** with no timing dropdown. Tip Some billing and account alerts — such as a failed subscription payment — are always sent and don’t appear in this list, so they can’t be switched off. Only the notifications you can adjust are shown here. ## Apply a quick setup [Section titled “Apply a quick setup”](#apply-a-quick-setup) If tuning each row is more than you need, the **Setup** dropdown applies a whole preset at once. Picking one overwrites your current per-type choices. * **Everything** — restores all defaults; every type fires on its default channels. * **Important only** — only critical and important notifications. Quieter inbox; you still hear about payments and direct asks. * **Assigned to me** — things about you specifically: tasks you own, your billing, your daily and weekly summaries. * **Mute all** — everything off, except critical billing alerts, which stay on so you don’t miss a failed payment. After you pick a preset, Uku shows a short note describing what it changed. ## Snooze all notifications [Section titled “Snooze all notifications”](#snooze-all-notifications) When you need quiet for a while, click **Snooze** and choose **For 1 hour**, **For 4 hours**, **Until tomorrow 9 AM**, or **Until Monday 9 AM**. A banner shows the active snooze; click **Cancel snooze** to end it early. Snooze pauses delivery temporarily without changing any of your per-type settings. ## Mute a client [Section titled “Mute a client”](#mute-a-client) Muting a client stops notifications about that client’s tasks and activity — handy for clients you don’t actively work on. 1. In the **Muted clients** block, select one or more clients from the picker. 2. Click **Save** to apply, or **Cancel** to discard. Caution Muting a client silences task and activity notifications for that client only. Billing and account alerts (such as a failed subscription payment) are always sent and still come through. ## Notification emails and unsubscribing [Section titled “Notification emails and unsubscribing”](#notification-emails-and-unsubscribing) Every notification email includes a one-click **unsubscribe** link in its footer that turns off that email type for you — you don’t have to open Uku. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I’m getting too many emails [Section titled “I’m getting too many emails”](#im-getting-too-many-emails) Open **Profile → Notifications**, expand the relevant group, and set the **Email** control to **Off** for the types you don’t want — or set them to **Daily** with a morning, afternoon, or evening send time so they arrive batched instead of one at a time. The in-app **Show** toggle is separate, so turning off email keeps the bell notification. ### I changed a setting but nothing seemed to happen [Section titled “I changed a setting but nothing seemed to happen”](#i-changed-a-setting-but-nothing-seemed-to-happen) Notification settings save the moment you change them — there’s no Save button for the per-type controls (only **Muted clients** has explicit **Save** / **Cancel**). A short confirmation appears after each change. If a change didn’t stick, refresh the page and try again. ### A preset undid my custom settings [Section titled “A preset undid my custom settings”](#a-preset-undid-my-custom-settings) Applying a **Setup** preset (Everything, Important only, Assigned to me, Mute all) overwrites every per-type choice at once. If you’d tuned individual rows, re-apply your changes after the preset, or avoid presets once your setup is dialled in. ### I muted a client but still got a billing alert [Section titled “I muted a client but still got a billing alert”](#i-muted-a-client-but-still-got-a-billing-alert) Muting a client only suppresses notifications about that client’s tasks and activity. Billing and account alerts — like a failed subscription payment — are never muted and always reach you. # Security and login methods > Enable or disable Email/Password, Google, Microsoft Azure AD, and Xero login from Settings & Apps > Company > Security. Company Owner only. Quick answer Go to **Settings & Apps > Company > Security** tab. Toggle the login methods you want to allow. Only [Company Owners](/en/settings/members-and-teams/) can change these settings. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) Only the **Company Owner** can enable, disable, or configure login methods. Company Admins can view the Security tab but cannot make changes. Company Members see a “feature locked” notice. ## Accessing security settings [Section titled “Accessing security settings”](#accessing-security-settings) 1. Go to **Settings & Apps**. 2. Open the **Company** app. 3. Select the **Security** tab. You will see a list of login methods under **Login options**, each with a toggle switch. ## Login methods [Section titled “Login methods”](#login-methods) Uku supports four login methods. You can enable any combination — keep at least one active so your team can always sign in. ### Email and password [Section titled “Email and password”](#email-and-password) The standard login method. Members sign in with their email address and a password they set during registration. Toggle **Email / Password** on or off. ### Google login [Section titled “Google login”](#google-login) Toggle **Google** to allow members to sign in with their Google account. When you enable Google login for the first time, click the **Sign in with Google** button and complete the OAuth flow. Once your account is connected, all members can use Google login on the sign-in page. Each member connects their own Google account the first time they use it. ### Microsoft Azure AD (SSO) [Section titled “Microsoft Azure AD (SSO)”](#microsoft-azure-ad-sso) Toggle **Microsoft** to allow sign-in with a Microsoft account. Useful for organisations using Microsoft 365 or Azure Active Directory. When you enable Microsoft login for the first time, click **Sign in with Microsoft** to connect your own account. After connecting, you will see a **Tenant ID (optional)** field. If you enter your Azure AD tenant ID, only accounts belonging to that tenant are allowed — this prevents members from linking personal Microsoft accounts. Leave the field empty to allow any Microsoft account. ### Xero login [Section titled “Xero login”](#xero-login) Toggle **Xero** to allow sign-in with a Xero account. Convenient for accounting firms that already use Xero daily. When enabling for the first time, click **Sign in with Xero** and complete the Xero authorization flow. ## Saving your changes [Section titled “Saving your changes”](#saving-your-changes) After toggling login methods on or off, click **Save** at the bottom of the panel. Changes take effect immediately — members see updated login options the next time they visit the sign-in page. ## Tips [Section titled “Tips”](#tips) * If your organisation uses Microsoft 365, add your Azure AD tenant ID to restrict login to company accounts only. This prevents members from connecting personal Microsoft accounts. * You can enable multiple login methods simultaneously. Members choose their preferred method on the sign-in page. * Before disabling a login method, make sure your members have an alternative way to sign in. If a member only uses Google login and you disable it, they will need to reset their password to regain access. ## Managing connected accounts [Section titled “Managing connected accounts”](#managing-connected-accounts) Each OAuth login method (Google, Microsoft, Xero) requires the Company Owner to connect their own account first. If you need to change which external account is connected, disable the login method, save, and then re-enable it to go through the connection flow again. # Settings & Apps overview > The Settings & Apps page is your central hub to configure your Uku account, enable feature apps, and connect accounting integrations. Quick answer Open **Settings & Apps** to manage company settings, enable or disable feature apps, connect accounting integrations, and switch between companies if you have more than one. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can enable, disable, and configure apps. All team members can view the page but cannot make changes. ## Accessing Settings & Apps [Section titled “Accessing Settings & Apps”](#accessing-settings--apps) Click the **Settings & Apps** icon in the left sidebar navigation. If you manage multiple companies, a company tab switcher appears at the top so you can configure each company independently. ## Understanding the app groups [Section titled “Understanding the app groups”](#understanding-the-app-groups) Apps are organized into three groups: **Setup**, **Power Up**, and **Integrations**. Active apps show a green checkmark icon on their card. ### Setup [Section titled “Setup”](#setup) Core apps always available on any plan: * **Company** — company profile, address, general settings, security/SSO. * **Tasks** — topics, task fields, workflow roles, and workflow templates. * **Clients** — client groups, custom fields, client preferences. * **Mini Uku** — Chrome extension for task and time management in any browser tab. ### Power Up [Section titled “Power Up”](#power-up) Feature apps that extend your account. Most require Team or Elite plan. Apps with an **Elite** badge require an Elite subscription. | App | Plan | What it does | | ------------------------- | ------------ | ------------------------------------------------------- | | **Billing** | Team | Pricelists, contracts, invoices | | **Monitoring** | Team | Compliance deadlines and recurring formal commitments | | **Emails** | Team | Send/receive emails linked to tasks and clients | | **Magic Button** | Team | Create important tasks with one click | | **Client Portal** | Team | Dedicated portal for client collaboration | | **Projects** | Team | Flexible project management | | **Suppliers** | Team | Manage suppliers and partners | | **Anti Money Laundering** | Team | Client AML checks and reminders | | **Chat** | — | Coming in 2026. | | **Flextime** | Team | Flexible working hours tracking | | **Budgeting** | Elite | Client budget planning and tracking | | **Workforce** | Elite | HR profiles, office attendance, flextime reporting | | **Documents** | Elite | Google Drive or Dropbox integration for file management | | **Public API** | Elite | Programmatic access to your Uku data | | **BI Analytics** | Elite (beta) | Analytics dashboards and reports | | **Capacity Planning** | — | Coming in 2026. | | **Proposals** | — | Coming in 2026. | | **eSignatures** | Elite | Electronic document signing | ### Integrations [Section titled “Integrations”](#integrations) Connect Uku to your accounting software. See [Setting up accounting integrations](../../integrations/accounting-integrations/) for setup details. ## Enabling and disabling apps [Section titled “Enabling and disabling apps”](#enabling-and-disabling-apps) 1. Click on the app card you want to configure. 2. A dialog opens with an **Overview** tab describing the app. 3. Click the activation button to enable the app. A green checkmark appears on the card. 4. To configure an active app, click its card to open the dialog — different apps show different tabs (Settings, Templates, etc.). 5. To deactivate, open the dialog and use the deactivation option in the app settings. Setup apps (Company, Tasks, Clients, Mini Uku) do not have an activation toggle — they are always available. ## Multi-company accounts [Section titled “Multi-company accounts”](#multi-company-accounts) If you are a member of multiple companies, a tab switcher appears below the page header. Each tab shows one company. Settings and app activations are independent per company — enabling an app for one company does not enable it for another. # Subscription and plan management > View your plan, switch tiers, adjust member counts, apply voucher codes, and manage payment methods from Settings & Apps > Subscription. Quick answer View your current plan, change subscription tiers, adjust member counts, apply voucher codes, and manage payment methods — all from the subscription page in Settings & Apps. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) **[Company Owners](/en/settings/members-and-teams/)** only. Other roles see a “feature locked” notice. ## Viewing your current plan [Section titled “Viewing your current plan”](#viewing-your-current-plan) **Path:** **Settings & Apps** > subscription page for your company. The page shows your current plan tier, billing period, and the number of paid member seats. If you have an active paid plan, you can also see whether it is set to renew or has been cancelled. ## Choosing or changing a plan [Section titled “Choosing or changing a plan”](#choosing-or-changing-a-plan) On the subscription page, configure three things: 1. **Members** — select the number of paid member seats. The minimum is your current active member count. 2. **Billing period** — choose **Yearly** (with a discount) or **Monthly**. 3. **Subscription plan** — pick from available tiers. Click **Compare features** for a side-by-side breakdown. Click **Select yearly plan** or **Select monthly plan** to proceed to the confirmation step. The confirmation page shows a full cost breakdown: per-member pricing, VAT, any applicable discounts, and the total. If upgrading mid-cycle, you will see both the full subscription period amount and the prorated current payment amount. Click **Confirm subscription** to finalize. Your bank may ask you to authorize both the immediate charge and the recurring subscription amount. ## Applying a voucher code [Section titled “Applying a voucher code”](#applying-a-voucher-code) On the confirmation step, click **Add voucher**. Enter your voucher code in the dialog. Vouchers can be a percentage discount or a fixed amount. The discount appears as a separate line in the cost breakdown. ## Editing your VAT number [Section titled “Editing your VAT number”](#editing-your-vat-number) On the confirmation step, click the **Edit Tax number** link next to the VAT line. Enter or update your company’s VAT registration number. ## Payment methods [Section titled “Payment methods”](#payment-methods) Uku supports two payment flows: * **Card payment (Stripe)** — the default. After confirming your plan, enter or update your card details. The subscription renews automatically at the end of each billing period. * **Manual billing** — if your company is set up for manual invoicing, clicking Confirm sends a plan change request to the Uku team, who will contact you with an invoice. Some subscriptions are managed externally through **Xero**. If this applies to your company, the subscription page shows a notice and a redirect button to the Xero management portal. ## Cancelling a subscription [Section titled “Cancelling a subscription”](#cancelling-a-subscription) At the bottom of the plan selection page, click **Cancel uku subscription**. A confirmation dialog explains that your current plan remains active until the end of the paid period. Cancellation does not require you to reduce member seats first. ## After making changes [Section titled “After making changes”](#after-making-changes) Once your subscription is confirmed, you are redirected to the Settings & Apps page. Your new plan takes effect immediately for upgrades, or at the next renewal date for downgrades and cancellations. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Update payment method popup opens blank [Section titled “The Update payment method popup opens blank”](#the-update-payment-method-popup-opens-blank) A browser extension (such as an ad blocker or privacy shield) or a cached browser session can prevent the payment form from loading. 1. Open Uku in an **incognito or private browsing window** — incognito mode disables extensions and starts a clean session. 2. Sign in, return to the subscription page, and click **Update payment method** again. If the popup is still blank in incognito mode, switch to a different browser entirely (for example, try Safari or Firefox if Chrome is not working). ### The page still shows my old card after saving [Section titled “The page still shows my old card after saving”](#the-page-still-shows-my-old-card-after-saving) Do a full page reload after saving. The displayed card details only update after a complete page refresh. ### I cannot find the subscription page in Settings & Apps [Section titled “I cannot find the subscription page in Settings & Apps”](#i-cannot-find-the-subscription-page-in-settings--apps) The subscription page is visible only to the **Company Owner**. If you are a team member who manages billing, ask the Company Owner to update the payment method or to transfer ownership. ### I keep receiving payment failure emails even though my card details are correct [Section titled “I keep receiving payment failure emails even though my card details are correct”](#i-keep-receiving-payment-failure-emails-even-though-my-card-details-are-correct) Contact your bank to confirm that the card is approved for **recurring international online payments**. Some banks block recurring charges from overseas processors by default. After your bank confirms the authorization, return to the subscription page and save the payment method again to trigger a new charge attempt. # Tasks & Workflows > Daily tasks, recurring work, workflow templates, calendar, dashboards, dependencies, checklists, and email automation. Daily tasks, recurring work, workflow templates, and the calendar. For project-based engagements, see [Projects](/en/projects/). ## All articles [Section titled “All articles”](#all-articles) [Add and edit a task](/en/tasks-and-workflows/add-and-edit-tasks/) [Create tasks with the + button or magic buttons, fill in required fields, add checklists, and generate tasks from pre-built templates.](/en/tasks-and-workflows/add-and-edit-tasks/) [›](/en/tasks-and-workflows/add-and-edit-tasks/) [Bookmarks — Save Filtered Views in Reports and Dashboards](/en/tasks-and-workflows/bookmarks/) [Bookmarks save your current view — filters, columns, sort order, and grouping — so you can return to any configured view with one click.](/en/tasks-and-workflows/bookmarks/) [›](/en/tasks-and-workflows/bookmarks/) [Bulk actions on the dashboard](/en/tasks-and-workflows/bulk-actions-on-the-dashboard/) [Select multiple Dashboard tasks and apply changes in bulk — delegate, postpone, log time, mark done, or delete all selected items at once.](/en/tasks-and-workflows/bulk-actions-on-the-dashboard/) [›](/en/tasks-and-workflows/bulk-actions-on-the-dashboard/) [Calendar settings — what to show on your calendar](/en/tasks-and-workflows/calendar-settings-and-event-types/) [Choose what appears on your calendar — tasks, vacations, holidays, tax dates, birthdays, company events — and how each type is grouped.](/en/tasks-and-workflows/calendar-settings-and-event-types/) [›](/en/tasks-and-workflows/calendar-settings-and-event-types/) [Client workflow templates](/en/tasks-and-workflows/client-workflow-templates/) [Build a workflow template once and apply it to any client in seconds. Create one from Excel, manually, or by duplicating an existing one.](/en/tasks-and-workflows/client-workflow-templates/) [›](/en/tasks-and-workflows/client-workflow-templates/) [Create tasks from email](/en/tasks-and-workflows/create-tasks-from-email/) [Forward any email to uku@getuku.email and Uku automatically creates a task assigned to the matching team member.](/en/tasks-and-workflows/create-tasks-from-email/) [›](/en/tasks-and-workflows/create-tasks-from-email/) [Custom Fields for tasks, clients, and members](/en/tasks-and-workflows/what-are-custom-fields/) [Custom fields add extra data to tasks and clients — numbers, text, or choices. Create in Settings & Apps and view as report columns.](/en/tasks-and-workflows/what-are-custom-fields/) [›](/en/tasks-and-workflows/what-are-custom-fields/) [Dashboard — how to use and set it up](/en/tasks-and-workflows/dashboard-overview/) [The Dashboard is your personal daily task view — filter, sort, group, reorder, and archive tasks, or save the current view as a bookmark.](/en/tasks-and-workflows/dashboard-overview/) [›](/en/tasks-and-workflows/dashboard-overview/) [Dashboard Later and Catch up tabs](/en/tasks-and-workflows/dashboard-later-and-catch-up/) [Later parks tasks outside your main view without deleting them. Catch up highlights tasks with unread comments or Client Portal messages.](/en/tasks-and-workflows/dashboard-later-and-catch-up/) [›](/en/tasks-and-workflows/dashboard-later-and-catch-up/) [Effectively use your dashboard](/en/tasks-and-workflows/dashboard-tips/) [Daily Dashboard habits to stay on track — review tasks each morning, postpone what does not fit, group by topic, and set time estimates.](/en/tasks-and-workflows/dashboard-tips/) [›](/en/tasks-and-workflows/dashboard-tips/) [Filters and grouping](/en/tasks-and-workflows/filters/) [Filter tasks on the Dashboard, Calendar, Report, and other views. Group Dashboard tasks by client or topic. Save combinations as bookmarks.](/en/tasks-and-workflows/filters/) [›](/en/tasks-and-workflows/filters/) [Follow Tasks — Get Notified When Tasks You Watch Change](/en/tasks-and-workflows/follow-tasks/) [Follow a task to get notifications on comments, status changes, and updates without being assigned. Use Follow in the task Members section.](/en/tasks-and-workflows/follow-tasks/) [›](/en/tasks-and-workflows/follow-tasks/) [Magic Buttons — Automate Task Actions with One Click](/en/tasks-and-workflows/magic-buttons/) [Magic buttons create a task and start its timer with one click. Set up to 4 company-wide shortcuts and 4 personal shortcuts per member.](/en/tasks-and-workflows/magic-buttons/) [›](/en/tasks-and-workflows/magic-buttons/) [Manage task visibility and prevent unwanted past tasks](/en/tasks-and-workflows/task-visibility/) [Prevent past-period clutter. Check the Repeats from date before confirming a client workflow and delete any incorrectly generated tasks.](/en/tasks-and-workflows/task-visibility/) [›](/en/tasks-and-workflows/task-visibility/) [Mark tasks as important](/en/tasks-and-workflows/important-tasks/) [Flag a task as important with the flag icon, then filter your Dashboard to show only flagged tasks and prioritize the most critical work.](/en/tasks-and-workflows/important-tasks/) [›](/en/tasks-and-workflows/important-tasks/) [Postpone tasks](/en/tasks-and-workflows/postpone-tasks/) [Reschedule tasks by dragging in Calendar view, editing the due date in the task, or using Dashboard bulk actions to postpone multiple tasks.](/en/tasks-and-workflows/postpone-tasks/) [›](/en/tasks-and-workflows/postpone-tasks/) [Recurring tasks from client dates](/en/tasks-and-workflows/recurring-tasks-from-client-dates/) [Bind a recurring task's start date to a date-typed client custom field so the task shifts automatically when the client's deadline changes.](/en/tasks-and-workflows/recurring-tasks-from-client-dates/) [›](/en/tasks-and-workflows/recurring-tasks-from-client-dates/) [Restore deleted tasks](/en/tasks-and-workflows/restore-tasks/) [Restore deleted tasks via the Audit Log. Team plan: restore tasks deleted today. Elite plan: restore tasks deleted up to 100 days ago.](/en/tasks-and-workflows/restore-tasks/) [›](/en/tasks-and-workflows/restore-tasks/) [Set a task's due date](/en/tasks-and-workflows/due-dates/) [Set a due date on a one-time task using the date picker, with optional time. Recurring task due dates are part of the recurrence pattern.](/en/tasks-and-workflows/due-dates/) [›](/en/tasks-and-workflows/due-dates/) [Set up and manage recurring tasks](/en/tasks-and-workflows/recurring-tasks/) [Recurring tasks repeat automatically on a schedule. Add one to a client Workflow, choose a frequency, and Uku creates each new instance.](/en/tasks-and-workflows/recurring-tasks/) [›](/en/tasks-and-workflows/recurring-tasks/) [Task audit log and copying tasks](/en/tasks-and-workflows/task-audit-log-and-copy/) [View every change to a task — who did what and when (Elite plan). Copy a task to duplicate all its fields and checklist items instantly.](/en/tasks-and-workflows/task-audit-log-and-copy/) [›](/en/tasks-and-workflows/task-audit-log-and-copy/) [Task billing settings](/en/tasks-and-workflows/task-billing-settings/) [Set when a task becomes billable — task start date, due date, completion, or a custom date — from the task's More menu.](/en/tasks-and-workflows/task-billing-settings/) [›](/en/tasks-and-workflows/task-billing-settings/) [Task checklists](/en/tasks-and-workflows/task-checklists/) [Checklists break a task into trackable sub-steps — multiple groups, drag reorder, inline timers, and converting items to standalone tasks.](/en/tasks-and-workflows/task-checklists/) [›](/en/tasks-and-workflows/task-checklists/) [Task email automation](/en/tasks-and-workflows/task-email-automation/) [Set email triggers on a task to notify the assignee or followers on creation, update, or due date — useful for recurring task reminders.](/en/tasks-and-workflows/task-email-automation/) [›](/en/tasks-and-workflows/task-email-automation/) [Task placeholders](/en/tasks-and-workflows/placeholders/) [Placeholders insert the current period (month, quarter, year) into recurring task titles. Set once in a template and Uku updates each cycle.](/en/tasks-and-workflows/placeholders/) [›](/en/tasks-and-workflows/placeholders/) [Task settings](/en/tasks-and-workflows/task-settings/) [Task settings control company-wide behaviour — template visibility, time estimation, checklist enforcement, and time-entry locking.](/en/tasks-and-workflows/task-settings/) [›](/en/tasks-and-workflows/task-settings/) [Task statuses](/en/tasks-and-workflows/task-statuses/) [Task statuses — Todo, Done, Delayed, Overdue, Archived — are set by Uku. Use the Task status filter to find the right tasks on any view.](/en/tasks-and-workflows/task-statuses/) [›](/en/tasks-and-workflows/task-statuses/) [Task view overview](/en/tasks-and-workflows/task-view-overview/) [Every task opens in two panels — Task Content for details, and Communication for emails, comments, and Portal messages — side by side.](/en/tasks-and-workflows/task-view-overview/) [›](/en/tasks-and-workflows/task-view-overview/) [Topics — Categorize Tasks for Reports and Billing](/en/tasks-and-workflows/topics/) [Topics label tasks by work type. Filter the Dashboard, generate time reports, control invoice content, and set per-topic billable defaults.](/en/tasks-and-workflows/topics/) [›](/en/tasks-and-workflows/topics/) [Update client tasks from template changes](/en/tasks-and-workflows/template-updates/) [Push template changes to all client workflows at once. Use the Bulk Update panel to select clients and tasks, set the date, and confirm.](/en/tasks-and-workflows/template-updates/) [›](/en/tasks-and-workflows/template-updates/) [Using task dependencies](/en/tasks-and-workflows/using-task-dependencies/) [Task dependencies hide a task until its prerequisite is done. Use them for sequential workflows where step B must follow step A.](/en/tasks-and-workflows/using-task-dependencies/) [›](/en/tasks-and-workflows/using-task-dependencies/) [Your calendar](/en/tasks-and-workflows/use-calendar/) [Plan your week visually. Drag tasks to new dates to reschedule, click any date to create a task, and choose which event types appear.](/en/tasks-and-workflows/use-calendar/) [›](/en/tasks-and-workflows/use-calendar/) # Add and edit a task > Create tasks with the + button or magic buttons, fill in required fields, add checklists, and generate tasks from pre-built templates. Quick answer Click the **+** button in the header from any view, fill in the required fields (**Title**, **Client**, **Member**, **Start/Due Date**), and click **Add**. For recurring work, create tasks from templates instead. Tasks are the core unit of work in Uku. Create them manually with full details, use magic buttons for quick entry, or generate them from templates with pre-filled checklists and descriptions. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any active member of a Uku company account can create tasks. * **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can configure company-wide task settings. ## How to add a task [Section titled “How to add a task”](#how-to-add-a-task) 1. Click the **+** button in the header (available from any view in Uku). 2. Fill in the four required fields: * **Title** — a brief, descriptive name that makes the task easy to find later. * **Client** — the company or project the work relates to. You can select yourself as the client for personal assignments not visible to others. * **Member** — one or more people doing the work. The system proposes the task creator by default. * **Start/Due Date** — the start date controls when the task appears in task lists. The due date is the completion deadline. If no due date is set, the start date doubles as the deadline. You can also assign a recurrence pattern here. 1. Optionally mark the task as **Extra work** (click the bookmark-plus icon) or **Important** (click the flag icon). 2. Click **Add** to save the task. For fast, one-click entry of repeat tasks, use a [magic button](../magic-buttons/) instead of the full form.   ## Optional fields [Section titled “Optional fields”](#optional-fields) * **Topic** — links the task to a specific area, letting you group tasks with different titles for easier filtering. * **Description** — add extra context such as a client request or instructions for a substitute. Web addresses entered here are automatically converted into clickable links. * **Estimation** — enter how long you expect the task to take. This helps with workload planning. * **Custom fields** — access any custom fields added to your company account via the **Custom fields** button.  Tip If you are logging work after the fact, you can enter time spent and mark the task as done immediately instead of clicking **Add**. If you are starting work right away, you can start the timer instead of clicking **Add**. ## The task view — fields and actions [Section titled “The task view — fields and actions”](#the-task-view--fields-and-actions) After a task is created, open it to see the full task view. Key areas: * **Header** — task title, client, topic, status chip, and the **More menu** (three dots) for advanced actions * **Sidebar fields** — Assignees, Start date, Due date, Recurrence, Followers, Custom fields * **Time panel** — click the time display to open the timesheet and add or edit time entries * **Description** — rich text field for detailed notes and instructions * **Checklist** — click **Add checklist item** to break the task into sub-steps * **Activity log** — comments, status changes, and file attachments ## How to edit a task [Section titled “How to edit a task”](#how-to-edit-a-task) Open any task and click any field to edit it. Changes save automatically. You can edit the title, client, assignees, dates, topic, description, and custom fields at any time. To change the task status: * Click **Mark done** to complete the task. * Click the status chip at the top to revert a done task to Active. * Click **Archive** (in the More menu) to hide the task from active views without deleting it.     ## Creating a task from a template [Section titled “Creating a task from a template”](#creating-a-task-from-a-template) Tasks from templates are designed for detailed one-off activities with a checklist or specific details (e.g., creating a report, performing a small audit). 1. Click the **+** button in the header. 2. Next to the **Title** field, click **Templates**. 3. Click inside the modal or start typing a title — a dropdown list of available templates will appear. 4. Select a template. Task details will be pre-filled based on the master template. 5. Choose the correct client for the task. 6. Click **Add** to create the task. Caution You can only choose from one-time template tasks saved under the **Templates** section. When creating a one-time template, make sure to disable any recurrence settings so the task does not repeat.      ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot save the task — required fields are missing [Section titled “Cannot save the task — required fields are missing”](#cannot-save-the-task--required-fields-are-missing) Ensure all four mandatory fields (**Title**, **Client**, **Member**, **Start/Due Date**) are filled in before clicking **Add**. ### Task does not appear on the dashboard [Section titled “Task does not appear on the dashboard”](#task-does-not-appear-on-the-dashboard) Check the start date. Tasks only appear on dashboards on or after their start date. If the start date is in the future, the task will not be visible yet. ### Template dropdown is empty [Section titled “Template dropdown is empty”](#template-dropdown-is-empty) Templates must be saved under **Settings & Apps** → **Tasks** → **Workflow templates** before they appear in the task creation modal. Verify that templates exist in your company account. ### Checklist items cannot be ticked [Section titled “Checklist items cannot be ticked”](#checklist-items-cannot-be-ticked) If the checklist appears locked, the task may need to be in an active state. Confirm that the task has not already been marked as done. # Bookmarks — Save Filtered Views in Reports and Dashboards > Bookmarks save your current view — filters, columns, sort order, and grouping — so you can return to any configured view with one click. Quick answer Configure the view the way you want (filters, columns, sort, grouping), then click the **Save bookmark** button (disk icon) in the toolbar. Give it a name and optionally set it as your default view. Your bookmarks appear in the left sidebar when you hover over any navigation item. Bookmarks let you save your favourite filter combinations, column layouts, sort settings, and grouping configurations so you can return to any view with a single click. Instead of reconfiguring the same filters every morning, save your view as a bookmark and jump straight to the data you need. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All [Company Members](/en/settings/members-and-teams/) can create, edit, and delete their own bookmarks. * Bookmarks are personal — each member manages their own set and cannot see other members’ bookmarks. ## What a bookmark saves [Section titled “What a bookmark saves”](#what-a-bookmark-saves) A bookmark captures the full state of a view at the moment you save it: * **Active filters** — date range, member, client, topic, status, and any custom field filters * **Visible columns** — which columns are shown or hidden via the Properties menu * **Sort order** — the column and direction you are sorting by * **Grouping** — the active grouping configuration (e.g., by Client or Topic) * **Tab selection** — which tab is active within the view (e.g., Summary vs Tasks in Reports) ## Create a bookmark [Section titled “Create a bookmark”](#create-a-bookmark) 1. Navigate to any view that supports bookmarks (Dashboard, Calendar, Reports, Clients, Projects, Billing, Monitoring, and others). 2. Configure the view — apply filters, show/hide columns, set sorting and grouping. 3. Click the **Save bookmark** button (disk icon) in the toolbar filter bar. 4. In the dialog, choose **Add new**. 5. Enter a **Title** for the bookmark. 6. Select the **Account** the bookmark belongs to (your personal account is selected by default). 7. Optionally tick **Set as my default view** to make this bookmark load automatically when you open this page. 8. Click **Save**. ## Load a bookmark [Section titled “Load a bookmark”](#load-a-bookmark) Hover over any navigation item in the left sidebar (for example, **Clients** or **Reports**). A dropdown appears listing all bookmarks saved for that view. Click a bookmark to load it instantly. The currently active bookmark is shown in **bold**. If you have set a bookmark as your default view, it loads automatically each time you navigate to that page. Default bookmarks are marked with a **#** symbol in the list. ## Edit and update a bookmark [Section titled “Edit and update a bookmark”](#edit-and-update-a-bookmark) 1. Set up the view with the updated filters and settings. 2. Click the **Save bookmark** button in the toolbar. 3. Choose **Change existing** in the dialog. 4. Select the bookmark to update from the **Choose bookmark** dropdown. 5. Optionally change the title. 6. Click **Save**. The bookmark now reflects your current view. ## Delete a bookmark [Section titled “Delete a bookmark”](#delete-a-bookmark) 1. Hover over the navigation item in the sidebar to open the bookmark dropdown. 2. Hover over the bookmark you want to remove — a delete action appears. 3. Confirm the deletion. ## Where bookmarks work [Section titled “Where bookmarks work”](#where-bookmarks-work) Bookmarks are available on all major list and report views: Dashboard, Calendar, Reports, BI Analytics, Monitoring, Billing, Clients, Suppliers, Projects, Members, and Unbilled work. Each view has its own separate set of bookmarks. ## Tips [Section titled “Tips”](#tips) * Use descriptive names — “Active clients — this month” is more useful than “Bookmark 1”. * Set your most-used view as a default bookmark so you skip setup every time you open the page. * Each view can have only one default bookmark. Setting a new default replaces the previous one. * Default bookmark preferences are stored in your browser’s local storage — if you clear browser data or switch browsers, you will need to set your defaults again. The bookmarks themselves are saved on the server and will still be available. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot find the Save bookmark button [Section titled “Cannot find the Save bookmark button”](#cannot-find-the-save-bookmark-button) Look for the disk icon in the filter bar at the top of the view. If it is not visible, the current view may not support bookmarks, or try expanding the filter bar. ### Bookmark is not loading my filters [Section titled “Bookmark is not loading my filters”](#bookmark-is-not-loading-my-filters) The bookmark saves the state at the time of creation. If filters were changed after saving, the bookmark still reflects the original saved state. Update the bookmark by choosing **Change existing**. ### My default bookmark disappeared after switching browsers [Section titled “My default bookmark disappeared after switching browsers”](#my-default-bookmark-disappeared-after-switching-browsers) The default preference is stored in browser local storage. Open the bookmark from the sidebar and tick **Set as my default view** again to restore it in the new browser. ### Bookmarks from a colleague are not visible [Section titled “Bookmarks from a colleague are not visible”](#bookmarks-from-a-colleague-are-not-visible) Bookmarks are personal. Each member sees only their own bookmarks. There is no sharing mechanism between members. # Bulk actions on the dashboard > Select multiple Dashboard tasks and apply changes in bulk — delegate, postpone, log time, mark done, or delete all selected items at once. Quick answer Hover over a task row and click the checkbox to start selecting tasks, or hold **Command (Mac)** / **Ctrl (Windows)** while clicking. Once one or more tasks are selected, the bulk actions menu appears at the top of the task list. Bulk actions let you select multiple tasks on the Dashboard and apply changes to all of them at once — saving time when you need to delegate, postpone, log time, or mark done across many tasks in a single step. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member who can view tasks on the Dashboard. * Some actions (such as deleting) may require additional permissions depending on your company settings. ## Activating bulk actions [Section titled “Activating bulk actions”](#activating-bulk-actions) There are three ways to start selecting tasks: * Hover over a task row and click the **checkbox** that appears beside the client name. * Click the **Grouping icon** on the Dashboard toolbar and select **Show multiselect** to display checkboxes on all task rows. * Hold **Command (Mac)** or **Ctrl (Windows)** while clicking tasks to select multiple items. The bulk actions menu appears once you select one or more tasks.    * **Member** — Opens a dialog to change who’s assigned, with three modes: * **Delegate** — hand the selected tasks to a different member. * **Add** — add another member to the tasks alongside the current assignee. * **Replace** — swap one member for another across the selected tasks. * **Extra work** — Flag the selected tasks as extra work. * **Important** — Flag the selected tasks as important. * **Postpone** — Reschedule tasks to a new date: * **Tomorrow** * **Later this week** * **Next week** * **Select date & time** — a specific date * **Later** — Moves tasks to the Later tab on the Dashboard * **Add time** — Log time for selected tasks: * Enter the same time for all selected tasks * Or divide the entered time equally across selected tasks * **Mark done** — Complete several tasks at once. * **Three-dot menu** — Additional options: * **Delete task(s)** — Remove tasks permanently. * **Archive task(s)** — Move tasks to the archive so they no longer appear in the active task list. When the **Task status** filter is set to **Archived**, this becomes **Restore task(s)** to bring them back.    ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Checkboxes do not appear when hovering over task rows [Section titled “Checkboxes do not appear when hovering over task rows”](#checkboxes-do-not-appear-when-hovering-over-task-rows) Try clicking the **Grouping icon** on the Dashboard toolbar and selecting **Show multiselect**. Alternatively, hold **Command (Mac)** or **Ctrl (Windows)** while clicking tasks. ### The bulk actions menu does not appear after selecting tasks [Section titled “The bulk actions menu does not appear after selecting tasks”](#the-bulk-actions-menu-does-not-appear-after-selecting-tasks) Ensure you have actually checked one or more task checkboxes. If tasks appear highlighted but no menu shows, try refreshing the page and selecting tasks again. ### Some bulk actions are grayed out or unavailable [Section titled “Some bulk actions are grayed out or unavailable”](#some-bulk-actions-are-grayed-out-or-unavailable) Certain actions may be restricted based on your role or the state of the selected tasks. For example, you cannot delegate tasks you do not have permission to edit. Contact your **[Company Owner](/en/settings/members-and-teams/)** or **Company Admin** if you need expanded permissions. ### Bulk time entry is not distributing time correctly [Section titled “Bulk time entry is not distributing time correctly”](#bulk-time-entry-is-not-distributing-time-correctly) When using **Add time**, verify whether you selected “enter the same time for all tasks” or “divide time equally.” These two options produce very different results when multiple tasks are selected. # Calendar settings — what to show on your calendar > Choose what appears on your calendar — tasks, vacations, holidays, tax dates, birthdays, company events — and how each type is grouped. Quick answer Open **Calendar** from the main menu. Expand the **Settings** panel at the bottom of the left sidebar. Toggle each item type on or off. For vacations, remote work, and birthdays, choose whether to show entries individually or grouped. Your calendar can show much more than just tasks. By adjusting the settings in the left sidebar, you control exactly what appears — from public holidays and tax deadlines to colleagues’ birthdays and company events. Settings are personal and persist across sessions. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can configure their own calendar settings. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can create and edit company events (which appear on everyone’s calendar). * Vacation and remote work settings require the **Vacations** feature, enabled in the **Workforce** app (Elite). ## How to open calendar settings [Section titled “How to open calendar settings”](#how-to-open-calendar-settings) 1. Select **Calendar** from the main navigation menu. 2. Look for the **Settings** panel at the bottom of the left sidebar. 3. Click to expand the Settings panel. ## Available toggles [Section titled “Available toggles”](#available-toggles) | Setting | What it shows | Requires | | --------------------- | ---------------------------------------------------------------- | --------------------------------- | | **Tasks** | Your assigned tasks on their scheduled date | — | | **Due dates** | Each task’s due date, in addition to its start date | — | | **Vacations** | Vacation, sick leave, parental leave, and other team absences | Vacations feature (Workforce app) | | **Remote work** | Days when team members are working remotely | Vacations feature (Workforce app) | | **Holidays** | Public holidays for your country | — | | **Tax dates** | Tax filing and payment deadlines | — | | **Accounting news** | Relevant accounting updates and articles | — | | **Company events** | Events created by Company Admins (trainings, company days, etc.) | — | | **Member birthdays** | Birthdays of team members | Setting enabled by Company Admin | | **Contact birthdays** | Birthdays of client contacts | Setting enabled by Company Admin | ## Grouping options [Section titled “Grouping options”](#grouping-options) For vacations, remote work, and birthdays, you can choose how multiple entries on the same day are displayed: * **Group items** — combines entries of the same type into a single summary line (for example, “3 away” instead of three separate vacation entries). Click the grouped line to see individual entries. * **Don’t group** — shows each entry individually. Click any entry to see full details including the person’s name, dates, and notes. Toggle the grouping mode by clicking the arrow button next to each setting. ## Event types and colors [Section titled “Event types and colors”](#event-types-and-colors) Events appear above the task list for each day with a distinct icon and color: | Event type | Color | | -------------------------- | ----- | | Company event | Blue | | Vacation | Brown | | Flextime vacation | Brown | | Sick leave | Brown | | Parental leave | Brown | | Remote work | Brown | | Other leave / Away | Brown | | Member or contact birthday | Pink | | Accounting news | Grey | Click any event to see full details, including the person’s name, dates, linked client or project, and any notes. ## Creating company events (Company Admins only) [Section titled “Creating company events (Company Admins only)”](#creating-company-events-company-admins-only) Company events appear on every team member’s calendar. To create one: 1. Click **+ Company event** in the left sidebar. 2. Select the **Company**. 3. Enter a **Name**. 4. If Flextime is active, choose whether the event is **Info** (informational only) or **Holiday** (reduces expected working hours for that day in the flextime calculation). 5. Set the date(s). Check **All day(s)** for full-day events. 6. Optionally add a **Link** and **Notes**. 7. Click **Save**. To edit or delete an existing company event, click on it in the calendar and use the edit option in the popup. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Vacations and remote work toggles are missing from Settings [Section titled “Vacations and remote work toggles are missing from Settings”](#vacations-and-remote-work-toggles-are-missing-from-settings) These settings require the **Vacations** feature, switched on in the **Workforce** app (Elite). Ask a **Company Admin** to enable it in **Settings & Apps**. ### Holidays show the wrong country’s dates [Section titled “Holidays show the wrong country’s dates”](#holidays-show-the-wrong-countrys-dates) Holidays are based on the country setting configured for your company. Contact a **Company Admin** to verify and update the country in company settings. ### Member birthdays toggle is not visible [Section titled “Member birthdays toggle is not visible”](#member-birthdays-toggle-is-not-visible) Birthdays must be enabled at the company level by a **Company Admin**. If the toggle is not visible in your calendar settings, this feature has not been enabled for your company. ### A company event does not appear on the calendar [Section titled “A company event does not appear on the calendar”](#a-company-event-does-not-appear-on-the-calendar) Confirm the **Company events** toggle is on in your calendar settings. If it was just created, refresh the page. Also verify the event is set to the correct company if you belong to multiple companies. # Client workflow templates > Build a workflow template once and apply it to any client in seconds. Create one from Excel, manually, or by duplicating an existing one. Quick answer Go to **Settings & Apps** → **Tasks** → **Workflow templates** to create a template (upload Excel, build manually, or duplicate an existing one). To apply it, open a client profile, go to **Workflow**, click **Choose template**, pick the template, set the **Repeat tasks from** dates by recurrence period, and click **Confirm task plan**. 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** → **Workflow 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. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** — full template control by default (create, edit, duplicate, delete). * **Company Members** — only if a Company Owner or Company Admin grants them permission to manage workflow templates. This is set through member roles and permissions. * **Applying** a template to a client requires access to that client (Company Admin/Owner, or a Member with Client Admin permission). ## Client workflow templates vs project workflow templates [Section titled “Client workflow templates vs project workflow templates”](#client-workflow-templates-vs-project-workflow-templates) 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** → **Workflow templates**. For finite project templates (audits, special engagements) tied to a Project status flow, see [How to create project workflow templates](../../projects/workflow-templates/). ## Workflow roles [Section titled “Workflow roles”](#workflow-roles) **Workflow roles** let you assign template tasks by *function* — such as *Accountant* or *Payroll* — instead of by a named person. One template then works for every client: each role-tagged task goes to whoever fills that role on that client. There are three steps. ### 1. Create the roles [Section titled “1. Create the roles”](#1-create-the-roles) Company Owners and Company Admins define the roles once for the whole company. **Path:** **Settings & Apps** → **Tasks** → **Workflow roles** 1. Open **Settings & Apps** and open the **Tasks** app. 2. Go to the **Workflow roles** tab. 3. Click **Add**, enter a **Name** (for example *Accountant*), optionally pick a **Color**, and click **OK**. ### 2. Tag template tasks with a role [Section titled “2. Tag template tasks with a role”](#2-tag-template-tasks-with-a-role) In the template, assign a task to a role instead of to a specific person. 1. Open a task in the template. 2. In its **Assignees** field, select the workflow role — roles appear in the same picker as members and teams. A task can carry a role, a specific member, or both. ### 3. Map members to roles on each client [Section titled “3. Map members to roles on each client”](#3-map-members-to-roles-on-each-client) On each client, tell Uku which member fills each role. 1. Open the client’s **Members** tab. 2. Assign each role to the member who fills it for that client. If a role has no one mapped on a client, that task falls back to the client’s [Client Manager](../../clients-and-contacts/add-and-edit-clients/#the-client-manager) so it never ends up unassigned. ## Create a client workflow template [Section titled “Create a client workflow template”](#create-a-client-workflow-template) You have three ways to create a client workflow template: upload from Excel, build it manually, or duplicate an existing one. **Path:** **Settings & Apps** → **Tasks** → **Workflow templates** ### Upload from Excel [Section titled “Upload from Excel”](#upload-from-excel) Upload an Excel file to create a client workflow template in one step. 1. Prepare your task template in an Excel file. Download ready-made templates from the [Uku accounting templates page](https://getuku.com/accounting-templates/). 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.    ### Build manually [Section titled “Build manually”](#build-manually) Build a client workflow template from scratch in the workflow editor, adding tasks one by one. 1. In the Templates section, click **+ Add**. Uku opens the **New client workflow** editor (a full page, not a simple name prompt). 2. Enter a name in the **Workflow name** field at the top. Smaller, modular templates (for example, a separate one for annual reports) are easier to combine than one template that covers everything. 3. Add tasks. The task area starts empty (**Select workflow**), and you have two ways to fill it: * **From scratch** — click **Add task** (top right) and fill in the task details. You don’t need a client or a named member — to assign by function, set the task’s **Assignees** to a [workflow role](#workflow-roles). Repeat for each task. * **From existing tasks** — tick a template in the left **Workflow templates** sidebar to import its tasks, or click **existing workflow** (or the **Client workflows** tab) to copy tasks from another client’s workflow. 4. Tasks are recurring by default (shown with a purple header). To make one a one-time task, select **Does not repeat** in its Start/Due date menu. 5. Save the template. To abort without saving, click **Cancel**. ### Duplicate an existing one [Section titled “Duplicate an existing one”](#duplicate-an-existing-one) Duplicate an existing client workflow template to reuse its structure for a new one. 1. Open **Settings & Apps** → **Tasks** → **Workflow templates**. 2. Click the **three-dot menu** next to the template and choose **Duplicate**. 3. Uku creates a copy pre-filled with all tasks, recurrence rules, checklists, and dependencies from the original. 4. Rename the copy, adjust tasks as needed, and save. You can also copy 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. ## The workflow editor layout [Section titled “The workflow editor layout”](#the-workflow-editor-layout) 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. ## Combine tasks from multiple templates [Section titled “Combine tasks from multiple templates”](#combine-tasks-from-multiple-templates) When building a template or setting up a client’s Workflow, you can pull tasks from several templates into one task table. 1. In the workflow editor, find the **Workflow templates** sidebar on the left. 2. **Tick the checkbox** next to each template you want to include — its tasks are added to the task table. 3. Tick additional templates to combine them (for example, “Monthly bookkeeping” + “Quarterly VAT”). 4. Untick a template to remove its tasks from the table again. Each template’s tasks come in with their recurrence rules, checklists, descriptions, topics, estimations, and dependencies intact — dependencies are remapped automatically (if Task B depends on Task A, that relationship carries over). ## Apply a template to a client [Section titled “Apply a template to a client”](#apply-a-template-to-a-client) Apply a client workflow template to **one specific client** to set up their recurring task plan. You have three ways to set up a client’s Workflow: apply a template, copy from another client, or add tasks manually. (To assign a template to many clients at once, see [Apply a template to multiple clients at once](#apply-a-template-to-multiple-clients-at-once).) **Path:** **Clients** → *\[client name]* → **Workflow**  ### Method 1: Apply a template [Section titled “Method 1: Apply a template”](#method-1-apply-a-template) 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.  ### Method 2: Copy from an existing client [Section titled “Method 2: Copy from an existing client”](#method-2-copy-from-an-existing-client) 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**.  Tip When copying a Workflow, you get the task structure (titles, recurrence, checklists) but not the source client’s task history. The new client starts fresh with their own task instances. ### Method 3: Add tasks manually [Section titled “Method 3: Add tasks manually”](#method-3-add-tasks-manually) 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 tasks 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.  ## Set start dates by recurrence period [Section titled “Set start dates by recurrence period”](#set-start-dates-by-recurrence-period) 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.  ## Apply a template to multiple clients at once [Section titled “Apply a template to multiple clients at once”](#apply-a-template-to-multiple-clients-at-once) Apply one template to several clients at once from the client list, instead of opening each client’s Workflow individually. **Path:** **Clients** 1. Select the clients you want to assign the template to from the client list. 2. Click the **Workflow** bulk action to open the **Edit plan** dialog. 3. Choose **Add** (append the template’s tasks to each client’s existing plan) or **Replace** (swap each client’s plan for this template). 4. Choose the template from the list and save. This is the fastest way to set up the same template across many clients during onboarding waves or service-package changes. Caution Bulk editing only **adds** or **replaces** plans — there is no bulk “remove workflow” action. To strip tasks from many clients, **Replace** their plan with a smaller template, or remove tasks per client in each client’s **Workflow** editor. ## Add tasks to an existing Workflow [Section titled “Add tasks to an existing Workflow”](#add-tasks-to-an-existing-workflow) After confirming a Workflow, you can still add or remove tasks at any time.  ### Add tasks in bulk from templates [Section titled “Add tasks in bulk from templates”](#add-tasks-in-bulk-from-templates) 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**.  ### Add an individual task [Section titled “Add an individual task”](#add-an-individual-task) 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**. ## After confirming the Workflow [Section titled “After confirming the Workflow”](#after-confirming-the-workflow) * **Recurring tasks** generate on dashboards according to their start dates. Future occurrences are created automatically. * **One-time tasks** appear immediately on assigned members’ dashboards. * The workflow plan lives under the client’s **Workflow** tab — edit, add, or remove tasks there at any time. * Editing the Workflow affects future task generation only — tasks already on the dashboard are not changed. * **Task order** — On the Dashboard, tasks sort by **due date**, not by their order in the template. To force a sequence, prefix task names (for example “1. …”, “2. …”) or reorder them in the [Calendar view](../dashboard-overview/#reorder-dashboard-tasks). * **Removing a recurring task** from a client — uncheck it in the client’s Workflow editor, or delete the template from the task’s three-dot menu. See [Recurring tasks](../recurring-tasks/). You can also see the tasks the workflow generates on the client’s **Tasks** tab (the default view when you open a client), where you can follow their progress:  To push template improvements to all clients already using a template, see [How to update client tasks from template changes](../template-updates/). **Next steps:** team members now [log time](../../time-tracking/track-time/) against these tasks, and the work flows into [billing](../../billing/) for invoicing. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Excel upload fails or template appears empty [Section titled “Excel upload fails or template appears empty”](#excel-upload-fails-or-template-appears-empty) Ensure your Excel file matches the expected format. Download a sample from the [Uku accounting templates page](https://getuku.com/accounting-templates/) and compare the column structure. Common issues include missing headers, incorrect date formats, or unsupported file types (use `.xlsx`). ### Template list is empty when creating a Workflow [Section titled “Template list is empty when creating a Workflow”](#template-list-is-empty-when-creating-a-workflow) Verify that templates have been added under **Settings & Apps** → **Tasks** → **Workflow 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. ### Built-in (Uku-provided) templates have disappeared [Section titled “Built-in (Uku-provided) templates have disappeared”](#built-in-uku-provided-templates-have-disappeared) Built-in workflow templates (client onboarding, employee on/offboarding, common accounting tasks) can be hidden company-wide via a setting. They cannot be deleted permanently — only hidden. To restore them: 1. Go to **Settings & Apps** and open the **Company** app. 2. Find the **Hide uku workflows** option. 3. Turn it **off**. Built-in templates immediately become visible again across the company. ### Template tasks default to recurring when you need one-time tasks [Section titled “Template tasks default to recurring when you need one-time tasks”](#template-tasks-default-to-recurring-when-you-need-one-time-tasks) 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. ### Why don’t my workflow tasks appear on the dashboard? [Section titled “Why don’t my workflow tasks appear on the dashboard?”](#why-dont-my-workflow-tasks-appear-on-the-dashboard) 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. ### Recurring tasks start from the wrong date [Section titled “Recurring tasks start from the wrong date”](#recurring-tasks-start-from-the-wrong-date) 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. ### Copied Workflow includes tasks the client does not need [Section titled “Copied Workflow includes tasks the client does not need”](#copied-workflow-includes-tasks-the-client-does-not-need) 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. ### Can I duplicate a client’s whole workflow to another client? [Section titled “Can I duplicate a client’s whole workflow to another client?”](#can-i-duplicate-a-clients-whole-workflow-to-another-client) There’s no single “duplicate workflow” button, but you can copy one. Open the target client’s **Workflow** tab, click **Choose template**, switch to the **Clients** source, and pick the client whose workflow you want — see [Method 2: Copy from an existing client](#method-2-copy-from-an-existing-client). To reuse a client’s workflow as a saved template instead, build a new template and pull their tasks in via the **Clients** tab. Either way, adjust the recurrence start dates for the new client before confirming. ### Cannot edit a template — no edit permissions [Section titled “Cannot edit a template — no edit permissions”](#cannot-edit-a-template--no-edit-permissions) By default, only **Company Owners** and **Company Admins** can edit templates. If you need access as a Member, ask a Company Owner or Admin to grant you the workflow-template management permission. It is set through member roles and permissions. ### Task dependencies are not carrying over from a combined template [Section titled “Task dependencies are not carrying over from a combined template”](#task-dependencies-are-not-carrying-over-from-a-combined-template) 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. # Create tasks from email > Forward any email to uku@getuku.email and Uku automatically creates a task assigned to the matching team member. Quick answer Forward any email to **** and Uku will automatically create a task from it. The task is assigned to the team member whose Uku account email matches the address the email was forwarded from. The feature is on by default and can be toggled in the **E-mails** app settings. Email-to-task turns any forwarded message into a Uku task automatically, so requests that arrive by email don’t get lost between your inbox and your dashboard. This article covers how to forward emails, what Uku copies onto the new task, and how Company Admins enable or disable the feature. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any **[Company Member](/en/settings/members-and-teams/)**, **Company Admin**, or **Company Owner** can forward emails to create tasks — as long as their Uku account email matches the sending address. * **Company Admins** and **Company Owners** can enable or disable the feature for the whole company in **Settings & Apps**. * Available on the **Team** and **Elite** plans. ## How to forward an email to Uku [Section titled “How to forward an email to Uku”](#how-to-forward-an-email-to-uku) Turn any email into a Uku task by forwarding it from the address registered on your Uku account. **Path:** any email client → forward → **** 1. Open the email you want to turn into a task. 2. Use your email client’s **Forward** action. 3. Set the recipient to ****. 4. Send the forwarded email. Uku receives the email and automatically creates a new task. No further action is needed in Uku — the task will appear in the **Dashboard** shortly after the email is delivered. Caution The email address you forward from must exactly match the email address on your Uku account. If the addresses do not match, no task is created and you will receive an automated rejection reply. ## What gets attached to the task [Section titled “What gets attached to the task”](#what-gets-attached-to-the-task) Uku populates the new task with content from the forwarded email: * **Task title** — set to the email subject line. * **Task description / activity log** — the email body is added as a task comment in the activity log. * **Attachments** — any files attached to the forwarded email are uploaded and attached to the task. * **Assignee** — the task is assigned to the team member whose account email matches the forwarding address. * **Start and due date** — both are set to the date the email was received by Uku. The task is created under the member’s personal client, not against a specific client company. You can reassign the client, edit the title, and add more details after opening the task. ## Enabling or disabling the feature [Section titled “Enabling or disabling the feature”](#enabling-or-disabling-the-feature) The feature is enabled by default. Company Admins and Company Owners can turn it on or off at any time. **Path:** **Settings & Apps** → **E-mails** → **Settings** tab → **Incoming emails** 1. Go to **Settings & Apps** and click the **E-mails** app card. 2. Open the **Settings** tab. 3. Scroll to the **Incoming emails** section. 4. Toggle **Allow email to task** on or off. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Why wasn’t a task created from my email? [Section titled “Why wasn’t a task created from my email?”](#why-wasnt-a-task-created-from-my-email) When Uku receives a forwarded email, it looks for a team member whose account email matches the address the email was forwarded from. If no match is found, no task is created and Uku sends a rejection auto-reply to the forwarding address. The two most common causes: * **Sender address mismatch** — the email address you forwarded from does not match the email registered on your Uku account. Check your profile in Uku and confirm the addresses are identical (including the domain). * **Feature is disabled** — a Company Admin has turned off **Allow email to task** in the **E-mails** app settings. Ask your Company Admin to re-enable it if needed. ### The task was created for the wrong team member [Section titled “The task was created for the wrong team member”](#the-task-was-created-for-the-wrong-team-member) This happens when the email passes through an intermediary address before reaching Uku. For example, if you set up an auto-forward rule from `you@firm.com` → `shared@firm.com` → `uku@getuku.email`, Uku sees `shared@firm.com` as the sender and assigns the task to the member who owns that address — not to you. To ensure the task is assigned correctly, forward the email directly from the address registered on your Uku account, without routing through a shared or alias address in between. ### Can I disable email-to-task for my company? [Section titled “Can I disable email-to-task for my company?”](#can-i-disable-email-to-task-for-my-company) Yes. Go to **Settings & Apps** → **E-mails** → **Settings tab** → **Incoming emails** and turn off **Allow email to task**. Only **Company Admins** and **Company Owners** can change this setting. Disabling it means all emails forwarded to **** will be rejected and the sender will receive an automated reply explaining that the address is inactive. # Dashboard Later and Catch up tabs > Later parks tasks outside your main view without deleting them. Catch up highlights tasks with unread comments or Client Portal messages. Quick answer Move a task to **Later** by right-clicking it (or using the row menu) and selecting **Later**. Bring it back by setting a return date from the Later tab. The **Catch up** tab shows tasks with unread activity — a colored dot on the tab name signals there is something waiting. Your Dashboard has three tabs — **Tasks**, **Later**, and **Catch up** — each serving a different purpose. Tasks is your main working view. Later is for parking tasks you want out of the way but not forgotten. Catch up is for tasks with unread messages or comments. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All [Company Members](/en/settings/members-and-teams/) can use all three Dashboard tabs. ## The Later tab [Section titled “The Later tab”](#the-later-tab) The Later tab holds tasks you have deliberately set aside — tasks that need doing but not right now. Moving a task to Later removes it from your main Tasks view and parks it until you bring it back. ### Move a task to Later [Section titled “Move a task to Later”](#move-a-task-to-later) * Right-click the task (or use the row menu) and select **Later**. The task disappears from the Tasks tab and appears in the Later tab with no specific return date. * To move multiple tasks at once: hold **Ctrl** (Windows) or **Cmd** (Mac) to reveal selection checkboxes, select multiple tasks, and click **Postpone** in the bulk action bar. ### Bring a task back from Later [Section titled “Bring a task back from Later”](#bring-a-task-back-from-later) 1. Open the **Later** tab. 2. Right-click the task (or use the row menu) and select a return date: **Tomorrow**, **Later this week**, **Next week**, or a custom date and time. 3. The task reappears on your Tasks tab when that date arrives. The Later tab is useful for parking low-priority tasks, tasks waiting on a third party, or anything you want out of sight but not forgotten. When the Later tab is empty, it shows a relaxed illustration confirming nothing is parked. ## The Catch up tab [Section titled “The Catch up tab”](#the-catch-up-tab) The Catch up tab surfaces tasks that have new activity you have not seen yet — specifically, tasks with **unread comments** or **unread Client Portal messages**. A small colored dot appears next to the Catch up tab name whenever there are items waiting. Clicking the tab clears the indicator and shows all tasks with unread activity. If there is nothing to catch up on, the tab shows a quiet illustration — everything is read. Use the Catch up tab to stay on top of communication without manually scanning every task for new messages. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A task moved to Later is not appearing in the Later tab [Section titled “A task moved to Later is not appearing in the Later tab”](#a-task-moved-to-later-is-not-appearing-in-the-later-tab) Refresh the page. If the task still does not appear, check whether it has been deleted or completed by another member. ### Task did not reappear on the Tasks tab on the set return date [Section titled “Task did not reappear on the Tasks tab on the set return date”](#task-did-not-reappear-on-the-tasks-tab-on-the-set-return-date) Verify the return date was saved correctly. Open the Later tab, find the task, and check or reset its return date. ### Catch up tab dot is always showing [Section titled “Catch up tab dot is always showing”](#catch-up-tab-dot-is-always-showing) There are unread comments or Client Portal messages on tasks assigned to you. Open the Catch up tab and read through the items to clear the indicator. If the dot reappears quickly, new messages are coming in regularly — check your notification settings. ### Cannot find a task in the Later tab [Section titled “Cannot find a task in the Later tab”](#cannot-find-a-task-in-the-later-tab) The Later tab only shows tasks in “Later” status. If the task was set aside using a specific future date (rather than Later), it will appear on the Tasks tab when that date arrives. Use the search or filter function to locate it. # Dashboard — how to use and set it up > The Dashboard is your personal daily task view — filter, sort, group, reorder, and archive tasks, or save the current view as a bookmark. Quick answer The Dashboard shows your tasks for today by default. Use the **Filter icon** to narrow results, the **Grouping icon** to organize tasks, and the **Sort icon** to change order. Switch between the **Tasks**, **Later**, and **Catch Up** views at the top of the Dashboard, and click the **Save bookmark** (disk icon) to save any configured view for one-click recall. The Dashboard is your personal daily task view. It opens automatically after login and shows all tasks assigned to you, sorted by due date. From here you can filter, sort, group, search, reorder, archive, and save your preferred view as a bookmark. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All Uku users see their own Dashboard after logging in. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can view other members’ tasks using the **Member** filter. ## Dashboard views [Section titled “Dashboard views”](#dashboard-views) The Dashboard has three views: * **Tasks** — The default view showing tasks for the current day. * **Later** — Shows tasks that have been postponed to “Later” using bulk actions or the postpone menu. * **Catch Up** — A communication overview showing tasks where a team member added a comment, a client replied to your email, or a client responded via the Client Portal. ### Catch Up view details [Section titled “Catch Up view details”](#catch-up-view-details) A **green dot** appears on the Catch Up tab when there are new messages. Opened tasks remain in the **Catch Up — Seen** section until they are marked as done.    ## Dashboard header tools [Section titled “Dashboard header tools”](#dashboard-header-tools) * **Planner** — Opens a weekly calendar view where tasks can be rescheduled by dragging them to a different day. Use the navigation arrows to view previous or upcoming weeks. Click **Today** to return to the current day. * **Search** — Finds tasks and client-related information. Typing without pressing **Enter** searches within client, account, and topic names. Pressing **Enter** performs a full search across task title, description, checklist, client name, topic name, task ID, and recurrence ID.    ## Filtering and sorting [Section titled “Filtering and sorting”](#filtering-and-sorting) ### Filter controls [Section titled “Filter controls”](#filter-controls) Click the **Filter icon** to open the filter bar. Available filters: * **Date** — Choose a date range for displayed tasks. * **Task status** — Filter by All tasks, Todo, Overdue, Delayed, Done, or Archived. * **Topic** * **Member** — Select one or more members. * **Client** Click **+** to add extra filters: Account, Important, Extra Work, Recurring Task, I Follow, Commented, Tracked Time, Client Portal, Estimated, Delegated to, Delegated by, Project. Tip The Dashboard opens on the **Todo** filter, which shows every unfinished task — including **Overdue** ones (an overdue task is just an unfinished task past its due date). Select **Overdue** to see only past-due tasks, or **Done**/**Delayed** for completed work.  For full filter and grouping details — including how to filter by custom fields and combine filters — see [How to use filters and grouping](../filters/). ### Sort controls [Section titled “Sort controls”](#sort-controls)  Click the **Sort icon** to sort tasks by: Start date, Due date, Client, Topic, Status, Task title, or Reverse order. ## Grouping [Section titled “Grouping”](#grouping) Click the **Grouping icon** on the toolbar to choose how tasks are organized: * **Don’t group** — Sorted by start date. * **Client** — group the current view by client name (a temporary view sort); clicking a client reveals their tasks. * **Project name** — Tasks grouped by project (shown when the Projects feature is enabled). * **Project process** — Tasks grouped by their project stage (shown when the Projects feature is enabled). * **Topic** — Tasks grouped by topic. * **Task status** — Tasks grouped by status (to-do, in progress, done). * **Member** — Tasks grouped by assigned member. * **Client group** — group by the saved client groups from Settings (see [Client groups and organization](../../clients-and-contacts/groups-and-organization/)). * **Period** — Groups by day, week, or month.  ## Task display and details [Section titled “Task display and details”](#task-display-and-details) * If no date filter is selected, Uku displays tasks for the current day by default. To view older tasks, select a range: 45, 90, or 180 days ago, 1 year ago, or All (maximum 2 years ago). * Tasks due today display their date in **orange**. * Email automation status indicators appear on task rows: green = sent successfully, red = failed, grey = automation is set up. * Enable **Show multiselect** from the Grouping icon menu to add checkboxes for bulk actions.   ### Show or hide columns [Section titled “Show or hide columns”](#show-or-hide-columns) A properties (columns) menu on the Dashboard toolbar controls which detail columns appear on each task row. Toggle any of these on or off: * **Topic**, **Checklist**, **Communication**, **Client portal**, **Depends on task**, **Estimation**, **Project**, and **Summary** * Any custom **Task fields** your company has created You can also hide the client-name column. The columns you choose are remembered for that view. ### Progress bar [Section titled “Progress bar”](#progress-bar) A progress bar at the top of the task list shows — for the selected period — Estimated Time, Number of Overdue Tasks, Tasks To Do, and Tasks In Progress.  ## Reorder dashboard tasks [Section titled “Reorder dashboard tasks”](#reorder-dashboard-tasks) Uku lets you set a custom task order using the Calendar view. After rearranging tasks there, the new order is reflected on your Dashboard when you refresh the page. 1. Open the **Calendar** view by selecting it from the main navigation, or by clicking the date shown next to the calendar icon on the Dashboard. 2. Locate the tasks you want to reorder. 3. Drag a task to the desired position. A dotted-line placeholder indicates where the task will be placed. 4. Release the task to drop it into the new position. 5. Repeat for any other tasks you want to reorder. 6. Refresh the page to see the updated order on the Dashboard. Caution Overdue tasks (not yet done, past their due date) always appear first on the Dashboard, regardless of your custom order. You cannot reorder overdue tasks below the rest. ## Archive and delete tasks [Section titled “Archive and delete tasks”](#archive-and-delete-tasks) Over time, completed and outdated tasks accumulate on the Dashboard. Keep it clean by archiving tasks (which hides them from the active view but preserves them for reference) or deleting them permanently. ### Archive tasks [Section titled “Archive tasks”](#archive-tasks) Archiving removes tasks from the active Dashboard view but keeps them accessible through filters. 1. On the Dashboard, select the tasks you want to archive (hover over rows to reveal checkboxes). 2. Click the **three-dot menu** in the bulk actions bar and choose **Archive tasks**. To find archived tasks later, open the filter bar, set the date range, and set the **Task status** filter to **Archived**. ### Delete tasks [Section titled “Delete tasks”](#delete-tasks) Caution Deleting removes a task from all views. It is recoverable for a limited window — see [How to restore deleted tasks](../restore-tasks/) — but don’t rely on it as undo. 1. On the Dashboard, select the tasks you want to remove permanently. 2. Click the **three-dot menu** and choose **Delete task**. 3. A confirmation warning appears. Click **Destroy** to permanently remove the tasks. When a task has multiple assignees, deleting it offers two choices: **Remove only me** (drops just your assignment — the task stays for everyone else) or delete it completely (removes it for everyone). Deleting a shared task completely requires task-management admin rights.   ### Deleting a task with tracked time [Section titled “Deleting a task with tracked time”](#deleting-a-task-with-tracked-time) If time has been logged on a task, Uku warns you before deleting (“Time has been tracked to this task”). On deletion, those time entries are removed along with the task — they no longer appear in **Report** → **Time**. If any entry falls in a **locked (closed) period**, Uku blocks the deletion entirely until the lock is lifted. ## Browse task history [Section titled “Browse task history”](#browse-task-history) To review tasks that are no longer on the active Dashboard, open the history view directly from the Grouping menu. 1. Click the **Grouping icon** on the Dashboard. 2. Select **Show history**. 3. Choose how far back you want to see tasks.    ## Save dashboard views [Section titled “Save dashboard views”](#save-dashboard-views) Saving a customized Dashboard view lets you switch between different filtered task lists instantly, without reapplying filters each time. Save your most-used views as bookmarks and set a default that opens automatically when you navigate to the Dashboard. ### Save the current view [Section titled “Save the current view”](#save-the-current-view) 1. Apply your desired filters, sorting, and grouping on the Dashboard. 2. Click the **Save bookmark** icon (disk icon) in the filter bar. 3. Choose whether to **Add a new Dashboard** view or **Edit an existing one**. 4. Enter a name for the saved view. 5. Optionally tick **Make this my default view** so it loads automatically when you open the Dashboard. 6. Click **Save** to confirm.   ### Open a saved view [Section titled “Open a saved view”](#open-a-saved-view) 1. Hover over **Dashboard** in the main navigation. 2. A list of your saved views appears in the submenu. 3. Your default view is marked with a **#** symbol and shown in bold. 4. Click any saved view name to switch to it immediately.  For the underlying bookmark mechanism — used across Reports, Clients, Billing, and other list views — see [How to use bookmarks](../bookmarks/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Dashboard appears empty after login [Section titled “Dashboard appears empty after login”](#dashboard-appears-empty-after-login) Verify that the date filter is set to today or a broader range. If all tasks are completed or postponed, the default view may show no tasks. ### Filters are not persisting between sessions [Section titled “Filters are not persisting between sessions”](#filters-are-not-persisting-between-sessions) You need to save your filter configuration as a bookmark. Click the **Filter icon**, configure your filters, then click the disk icon to save. See [How to use bookmarks](../bookmarks/) for details. ### Cannot see another team member’s tasks [Section titled “Cannot see another team member’s tasks”](#cannot-see-another-team-members-tasks) The Dashboard shows only your own tasks by default. Use the **Member** filter to view tasks assigned to other members. This requires **Company Admin** or **Company Owner** permissions. ### Catch Up shows no messages even though comments were added [Section titled “Catch Up shows no messages even though comments were added”](#catch-up-shows-no-messages-even-though-comments-were-added) Ensure you are a follower of the task or that the comment was directed at you. Only tasks with activity relevant to your account appear in Catch Up. ### Task order on the Dashboard did not change after reordering in Calendar [Section titled “Task order on the Dashboard did not change after reordering in Calendar”](#task-order-on-the-dashboard-did-not-change-after-reordering-in-calendar) Make sure to refresh the page after rearranging tasks in the Calendar view. The Dashboard reflects the new order only after a page refresh. ### Overdue tasks keep appearing first [Section titled “Overdue tasks keep appearing first”](#overdue-tasks-keep-appearing-first) This is expected behaviour. Overdue tasks (not yet done, past their due date) are always prioritised and displayed first on the Dashboard, regardless of any custom order. Complete or reschedule them to move them out of the priority position. ### I can only “Remove only me”, not delete the task [Section titled “I can only “Remove only me”, not delete the task”](#i-can-only-remove-only-me-not-delete-the-task) Deleting a shared task for everyone needs task-management admin rights. Ask a Company Admin, or use **Remove only me** to drop just your own assignment. ### Cannot find a task you archived earlier [Section titled “Cannot find a task you archived earlier”](#cannot-find-a-task-you-archived-earlier) Open the filter options and set the **Task status** to **Archived**. Also ensure the date range covers the period when the task was active. ### Old tasks keep reappearing on the Dashboard [Section titled “Old tasks keep reappearing on the Dashboard”](#old-tasks-keep-reappearing-on-the-dashboard) These may be recurring tasks where the current occurrence was not marked as done before the next one was generated. Mark the current occurrence as done or archive it to prevent clutter. ### Saved view is not loading automatically [Section titled “Saved view is not loading automatically”](#saved-view-is-not-loading-automatically) Verify that the **Make this my default view** checkbox was checked when saving. Re-open the bookmark and tick the option, or save the view again with the default flag enabled. ### Default view disappeared after switching browsers [Section titled “Default view disappeared after switching browsers”](#default-view-disappeared-after-switching-browsers) Default-bookmark preferences are stored in browser local storage. Open the bookmark from the Dashboard submenu and tick **Make this my default view** again to restore it in the new browser. # Effectively use your dashboard > Daily Dashboard habits to stay on track — review tasks each morning, postpone what does not fit, group by topic, and set time estimates. Quick answer Review your Dashboard each morning, postpone tasks that do not fit today’s schedule, use topics to group related tasks for batch processing, and set time estimates so your Calendar reflects realistic workload. The Dashboard is your central hub for managing accounting tasks. With a few consistent habits, you can ensure no deadline is missed and every workday runs smoothly. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All Uku team members with tasks assigned on their dashboard. ## Daily dashboard habits [Section titled “Daily dashboard habits”](#daily-dashboard-habits) * **Review** the tasks on your Dashboard each morning to ensure everything is captured. When all tasks are in one place, planning your day becomes easier. * **Be realistic** with your daily plan. Unrealistic planning creates unnecessary stress. Confirm your workload is manageable before starting. * **Postpone** tasks that do not fit into your daily schedule to a more suitable date. This keeps your Dashboard clean and your planned work accurate. * **Prioritize** by flagging important tasks (flag icon) so they stand out on your Dashboard. ## How topics help you stay organized [Section titled “How topics help you stay organized”](#how-topics-help-you-stay-organized) Topics let you group related tasks together. For example, if you need to send invoice reminders to all clients on the 5th of every month, grouping these tasks by the same topic lets you work through them as a batch instead of handling each client separately. Topics also help with reporting. By tagging tasks with a topic such as “Payments” across different periods and team members, you can see the total time spent on that work type in the Report view. ## Why use estimated time? [Section titled “Why use estimated time?”](#why-use-estimated-time) You can track time on tasks manually or by using the timer. By adding time estimates to tasks, you get a clear overview of how long each task is expected to take. Estimations also appear in the Calendar, making daily planning more accurate. In your company settings, you can configure Uku to use the estimated time as the recorded time when marking a task as done, in cases where no exact time has been entered. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Dashboard feels overwhelming with too many tasks [Section titled “Dashboard feels overwhelming with too many tasks”](#dashboard-feels-overwhelming-with-too-many-tasks) Use filters to narrow down your view — by status, topic, or client. Save the filtered view as a bookmark so you can return to it quickly without reapplying filters each time. ### Cannot see tasks assigned to me [Section titled “Cannot see tasks assigned to me”](#cannot-see-tasks-assigned-to-me) Check that you are viewing your own Dashboard and not a shared or filtered view. Verify with your **[Company Admin](/en/settings/members-and-teams/)** that tasks have been assigned to your account. ### Estimated times are not showing in my calendar [Section titled “Estimated times are not showing in my calendar”](#estimated-times-are-not-showing-in-my-calendar) Make sure you have entered time estimates on your tasks. The Calendar displays estimations only when they have been set. ### I postponed a task but it still appears today [Section titled “I postponed a task but it still appears today”](#i-postponed-a-task-but-it-still-appears-today) Verify that the postpone action was saved correctly. Open the task and check the updated start or due date. # Set a task's due date > Set a due date on a one-time task using the date picker, with optional time. Recurring task due dates are part of the recurrence pattern. Quick answer Open the task, click the **Due date** field, and pick a date from the calendar. Optionally add a time of day. Save the task. Single (one-time) tasks use a simple calendar-based due date. For recurring tasks, the due date is part of the recurrence pattern itself — refer to the recurring tasks guide for monthly, quarterly, and annual due-date rules. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member with permission to create or edit tasks. ## Setting a due date for a single task [Section titled “Setting a due date for a single task”](#setting-a-due-date-for-a-single-task) 1. Create a new task or open an existing one. 2. Click the **Due date** field. 3. Select a date from the calendar (or type the date manually). 4. Optionally add a specific time for the deadline. 5. Save the task.  ## Recurring tasks — see the recurrence guide [Section titled “Recurring tasks — see the recurrence guide”](#recurring-tasks--see-the-recurrence-guide) For recurring tasks, the due date depends on the recurrence type (monthly, quarterly, weekly, yearly) and is configured alongside the recurrence pattern. Specific date vs. plus-days calculations, weekend/holiday handling, and recurrence end dates are all covered in [How to set up and manage recurring tasks](../recurring-tasks/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot set a due date [Section titled “Cannot set a due date”](#cannot-set-a-due-date) Confirm you have edit permission on the task. If the task is assigned to a project that has been archived or cancelled, the due date may be locked. ### Due date not appearing on the dashboard [Section titled “Due date not appearing on the dashboard”](#due-date-not-appearing-on-the-dashboard) The task appears on its **start date**, not its due date. Open the dashboard date filter and ensure the range covers the task’s start date. ### Need to push a deadline back [Section titled “Need to push a deadline back”](#need-to-push-a-deadline-back) If the task is single (non-recurring), simply edit the Due date field. For multiple tasks at once, see [How to postpone tasks](../postpone-tasks/). # Filters and grouping > Filter tasks on the Dashboard, Calendar, Report, and other views. Group Dashboard tasks by client or topic. Save combinations as bookmarks. Quick answer Click the **Filter** icon on any view to open the filter bar; select default filters (Time, Status, Topic, Client, Member) or click **+** to add more. On the Dashboard, click the **Grouping icon** to organize tasks by client, topic, status, period, and more. Save the combination as a bookmark with the disk icon. Filters and grouping let you narrow down and organize the tasks and data shown across Uku views so you only see what matters right now. Filters are available on the Dashboard, Calendar, Report, Monitoring, and Billing views. Grouping is available on the Dashboard. Once you have the right filter and grouping combination, save it as a bookmark for one-click access. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can use filters on the dashboard, calendar, report, and monitoring views. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can save filter selections visible to the entire company (in the Report view). ## Filters on the Dashboard [Section titled “Filters on the Dashboard”](#filters-on-the-dashboard) Click the **Filter** icon on the Dashboard to open the filter bar. Default filters: * **Time** — tasks valid for a specific period * **Status** — filter by Todo, Overdue, Delayed, Done, or Archived (see [Task statuses](../task-statuses/)) * **Topic** — tasks on the selected topic * **Client** — selected client’s tasks * **Member** — tasks assigned to a specific member. On the Dashboard this defaults to **you**, so you see your own tasks first; clear or change it to see other members’ work. ### Adding more filters [Section titled “Adding more filters”](#adding-more-filters) Click the **+** icon to add additional filters: * **Important** — tasks marked as important * **Extra work** — tasks marked as extra work * **Recurring task** — recurring tasks only * **I Follow** — tasks you are following as a follower * **Commented** — tasks with a comment attached * **Tracked time** — tasks for which time has been logged * **Estimated** — tasks with a time estimation * **Delegated to** — tasks delegated to you by others * **Delegated by** — tasks you have delegated to others * **Client portal** — tasks shared to the Client Portal (only when the Client Portal is enabled) * **Project** — tasks belonging to a specific project (only when the Projects app is on) * **Project process** — tasks in a specific project process stage (only when the Projects app is on) * **Account** — tasks added to a specific company (multi-company setups)   ## Grouping tasks on the Dashboard [Section titled “Grouping tasks on the Dashboard”](#grouping-tasks-on-the-dashboard) Click the **Grouping icon** on the Dashboard toolbar to organize tasks. The grouping you choose is independent of filtering — you can apply both at once. Available grouping options: * **Don’t group** — tasks sorted by start date, no grouping applied. * **Client** — group the current view by client name (a temporary view sort); click a client name to expand their tasks. * **Project name** — tasks grouped by project (shown when the Projects feature is enabled). * **Project process** — tasks grouped by their project stage (shown when the Projects feature is enabled). * **Topic** — tasks grouped by topic. * **Task status** — tasks grouped by status (to-do, in progress, done). * **Member** — tasks grouped by assigned member. * **Client group** — group by the saved client groups from Settings (see [Client groups and organization](../../clients-and-contacts/groups-and-organization/)). * **Period** — groups by day, week, or month. If a grouping option seems to do nothing, the underlying tasks may be missing the field used for grouping (e.g. no topic set when using **Group by topic**).    ## Saving filter and grouping combinations [Section titled “Saving filter and grouping combinations”](#saving-filter-and-grouping-combinations) Once you have the right filters and grouping, save the combination as a bookmark: 1. Click the **Save bookmark** button (disk icon) in the filter bar. 2. Enter a name for the bookmark. 3. Optionally set it as your default view. 4. Click **Save**. Access saved bookmarks by hovering over the view name in the main navigation (for example, **Dashboard**). Your saved bookmarks appear in the submenu. See the *How to use bookmarks* article for the full reference.   ## Filters in other views [Section titled “Filters in other views”](#filters-in-other-views) ### Calendar [Section titled “Calendar”](#calendar) The Calendar view supports the same filter options as the Dashboard. Click the Filter icon to open the filter bar. ### Report [Section titled “Report”](#report)  The Report view provides additional filter options for analyzing tasks and time entries. Filter selections saved in Report can be shared with the whole company by **Company Admins** and **Company Owners**. ### Monitoring [Section titled “Monitoring”](#monitoring)  The Monitoring view supports filters to track compliance task progress across team members and clients. ### Billing [Section titled “Billing”](#billing)  In the Billing view, available filters are fixed: **Company**, **Period**, and **Client group**. Custom filters cannot be added, but you can save filter selections as bookmarks. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Saved bookmark is missing from the menu [Section titled “Saved bookmark is missing from the menu”](#saved-bookmark-is-missing-from-the-menu) Hover over the correct view name in the main navigation. Bookmarks are tied to the view where they were saved (e.g., a bookmark saved on the Dashboard only appears under the Dashboard menu item). ### Filters are not showing expected results [Section titled “Filters are not showing expected results”](#filters-are-not-showing-expected-results) Check for conflicting filters. For example, combining a Status filter set to “Done” with a Time filter for the current period may hide tasks completed outside that period. Remove filters one at a time to identify the conflict. ### Cannot add custom filters in Billing [Section titled “Cannot add custom filters in Billing”](#cannot-add-custom-filters-in-billing) This is expected. The Billing view only supports Company, Period, and Client group filters. Use the Report view for more granular filtering of billing-related data.  ### Company bookmark is not visible to other members [Section titled “Company bookmark is not visible to other members”](#company-bookmark-is-not-visible-to-other-members) Only **Company Admins** and **Company Owners** can save filter selections visible to the entire company. Regular members can only save personal bookmarks. # Follow Tasks — Get Notified When Tasks You Watch Change > Follow a task to get notifications on comments, status changes, and updates without being assigned. Use Follow in the task Members section. Quick answer Following a task lets you receive notifications about comments, status changes, and updates without being assigned to the task. Use the **Follow** checkbox in the **Members** section of any task to start following it. Use the **I Follow** filter on your dashboard to see all followed tasks. Following a task gives you ongoing visibility into its progress without being assigned to complete it. Followers receive notifications when someone comments, changes the status, attaches a file, or modifies the due date — without the task appearing in their normal workload. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any Uku team member can follow tasks they have access to. * You can also add other team members as followers if you have access to the task. ## Task members vs. followers [Section titled “Task members vs. followers”](#task-members-vs-followers) * **Task members** are directly responsible for completing the task. These tasks appear on their dashboard alongside their other work. * **Followers** monitor the task’s progress and receive updates but are not responsible for completion. Followed tasks can be filtered separately from regular tasks. **Example:** You are training a new accountant on month-end closing. Assign the task to them (making them a member), then mark yourself as a follower. You will see all their updates and can provide guidance without the task appearing in your regular workload. ## How to follow a task [Section titled “How to follow a task”](#how-to-follow-a-task) ### Follow when creating a new task [Section titled “Follow when creating a new task”](#follow-when-creating-a-new-task) 1. Click the **+** button to add a new task. 2. Fill in the task details. 3. In the **Members** section, add the team member(s) who will complete the task. 4. Check the **Follow** checkbox in the **Members** section. 5. Click **Add** to save. ### Follow an existing task [Section titled “Follow an existing task”](#follow-an-existing-task) 1. Open the task from your dashboard or task list. 2. Locate the **Follow** checkbox in the **Members** section. 3. Check the box to start following. The change saves automatically.  ### Follow recurring tasks from a client’s Workflow [Section titled “Follow recurring tasks from a client’s Workflow”](#follow-recurring-tasks-from-a-clients-workflow) If you want to monitor recurring tasks for a specific client over a longer period: 1. Navigate to the client’s profile and select the **Workflow** tab. 2. Open the recurring task you want to follow. 3. Check the **Follow** checkbox. When you follow a recurring task from a client’s Workflow, you automatically follow each new instance of that task as it is created. This is useful for ongoing monitoring of regular client work such as monthly bookkeeping or quarterly VAT returns.  ## Add other people as followers [Section titled “Add other people as followers”](#add-other-people-as-followers) 1. Open the task. 2. In the **Members** section, click **Followers** (the number shows current followers). 3. A dropdown appears showing all team members. 4. Select the people you want to add as followers. 5. Click **OK** to save.  ## When a task has multiple assigned members [Section titled “When a task has multiple assigned members”](#when-a-task-has-multiple-assigned-members) When a task is assigned to multiple members, you can claim or leave it directly — and the other members automatically switch to follower status. 1. Open the task. 2. In the **Members** section, click your initials next to the person icon to open the menu. 3. Choose one of: * **I’ll take it** — you become the sole assignee, and the other members are switched to followers, so they keep receiving notifications without the task appearing in their workload. * **Remove me** — you leave the task entirely; the remaining assignees keep ownership. ## Finding tasks you follow [Section titled “Finding tasks you follow”](#finding-tasks-you-follow) 1. Go to your **Dashboard** (Tasks view). 2. Click the **filter icon** in the filter bar. 3. Click **+** to add a filter. 4. Choose **I Follow** from the filter menu. 5. Only tasks you are following will appear. Save this as a bookmark so you can return to this view any time. After applying the filter, click the **Save bookmark** icon and name it “Tasks I Follow”. ## Notifications for followed tasks [Section titled “Notifications for followed tasks”](#notifications-for-followed-tasks) When you follow a task, you receive notifications when: * Someone adds a comment * The task status changes * Files are attached * The due date is modified ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Not receiving notifications for a followed task [Section titled “Not receiving notifications for a followed task”](#not-receiving-notifications-for-a-followed-task) Verify your notification settings in your Uku profile. Make sure the **Follow** checkbox is still checked on the task. ### The “I Follow” filter shows no tasks [Section titled “The “I Follow” filter shows no tasks”](#the-i-follow-filter-shows-no-tasks) You may not be following any tasks yet. Open a task and check the **Follow** checkbox to start following it, then return to your dashboard and apply the filter again.  ### A recurring task you followed does not carry over to new instances [Section titled “A recurring task you followed does not carry over to new instances”](#a-recurring-task-you-followed-does-not-carry-over-to-new-instances) Make sure you followed the task from the client’s **Workflow** tab, not just from a single task instance. Following from the Workflow ensures all future instances are followed automatically. ### Cannot see the Follow checkbox on a task [Section titled “Cannot see the Follow checkbox on a task”](#cannot-see-the-follow-checkbox-on-a-task) Confirm you have access to the task and the client. If the task belongs to a client you are not assigned to, you will not see the follow option. # Mark tasks as important > Flag a task as important with the flag icon, then filter your Dashboard to show only flagged tasks and prioritize the most critical work. Quick answer Click the **flag icon** on a task to mark it as important. To filter your dashboard to show only important tasks, open the filter bar, click **+**, and select **Important**. Save this filter combination as a bookmark for quick access. Some tasks are more urgent than others. Marking tasks as important lets you filter your dashboard to show only high-priority items, so you can tackle the most critical work first and address remaining tasks later. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member can mark tasks as important from the Dashboard, Calendar, client profile, Workflow, or template view. ## Mark a single task as important [Section titled “Mark a single task as important”](#mark-a-single-task-as-important) 1. Open the task you want to prioritize from the Dashboard, Calendar, client profile, Workflow, or template view. 2. Click the **flag icon** on the task. 3. The task is now marked as important. ## Mark multiple tasks as important [Section titled “Mark multiple tasks as important”](#mark-multiple-tasks-as-important) 1. On the Dashboard, hover over task rows and click the checkboxes (or hold **Command/Ctrl** while clicking). 2. Select the tasks you want to prioritize. 3. Click the **flag icon** in the bulk actions bar. ## Filter important tasks on the dashboard [Section titled “Filter important tasks on the dashboard”](#filter-important-tasks-on-the-dashboard) 1. On the Dashboard, click the **Filter icon** to open the filter bar. 2. Click the **+** button to add a new filter. 3. Select **Important** from the filter options. 4. Only tasks marked as important will now appear. To save this view for quick access, click the **Save bookmark** (disk) icon in the filter bar, enter a name such as “Important tasks,” and click **Save**. Access saved bookmarks by hovering over **Dashboard** in the main navigation. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The flag icon is not visible [Section titled “The flag icon is not visible”](#the-flag-icon-is-not-visible) Make sure you have opened the task detail view. The flag is displayed inside the task, not on the summary row in the task list. ### Important filter does not appear in the filter list [Section titled “Important filter does not appear in the filter list”](#important-filter-does-not-appear-in-the-filter-list) Click the **+** button in the filter panel to expand the available filter options. **Important** appears in the extended list. ### Saved dashboard view is missing [Section titled “Saved dashboard view is missing”](#saved-dashboard-view-is-missing) Hover over **Dashboard** in the main navigation to see all saved bookmarks. If the view was not saved (the save icon was not clicked), it will be lost when you navigate away. ### Unmarking a task as important [Section titled “Unmarking a task as important”](#unmarking-a-task-as-important) Open the task and click the **flag icon** again to toggle off the important status.      # Magic Buttons — Automate Task Actions with One Click > Magic buttons create a task and start its timer with one click. Set up to 4 company-wide shortcuts and 4 personal shortcuts per member. Quick answer Hover over the **+** button in the navigation bar to reveal your magic buttons. Click a button to instantly create a task and start the timer. Set up company-wide buttons in **Settings & Apps** → **Magic buttons**. Each member can also add up to 4 personal buttons. Magic buttons let you create a new task and start its timer with a single click. They are designed for unexpected work — a phone call comes in, you press the button, the task is created and the timer starts. You fill in the details after you hang up. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Available on all paid plans (**Solo**, **Team**, and **Elite**); on Team and above, all members can use magic buttons. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can configure company-wide magic buttons (up to 4). * Any member can configure their own personal magic buttons (up to 4). ## How to set up magic buttons [Section titled “How to set up magic buttons”](#how-to-set-up-magic-buttons)  1. Select **Settings & Apps** from the main navigation menu. 2. Open the **Magic buttons** app. 3. Click **Add button** to create a new magic button. 4. Configure the button with the desired task template (topic, title prefix, client assignment). 5. Click **Save**. In the Magic buttons settings, you can also: * Choose which buttons are visible to members * Change the display order of buttons You can create a maximum of **8 magic buttons total**: 4 company-wide buttons and 4 personal shortcuts.    ## How to use magic buttons [Section titled “How to use magic buttons”](#how-to-use-magic-buttons) 1. Hover over the **+ (Add)** button in the navigation bar to reveal your magic buttons. 2. Click a magic button to create a new task and start the timer simultaneously. 3. Modify the client or other task details afterward as needed. 4. Mark the task as done when complete. After completing an unexpected task, you can quickly return to your previous task from the magic buttons list — the task you were working on before is shown for easy access. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot create company-wide buttons [Section titled “Cannot create company-wide buttons”](#cannot-create-company-wide-buttons) Only **Company Admins** and **Company Owners** can configure company-wide magic buttons. Check your role under **Members**. You can still create up to 4 personal magic buttons regardless of your role. ### Timer does not start when clicking a magic button [Section titled “Timer does not start when clicking a magic button”](#timer-does-not-start-when-clicking-a-magic-button) If another timer is already running, Uku pauses it before starting the new one. Check your active timers in the header widget to confirm the switch occurred. ### Button limit reached [Section titled “Button limit reached”](#button-limit-reached) You can have a maximum of 8 magic buttons (4 company + 4 personal). Remove an existing button before adding a new one. # Task placeholders > Placeholders insert the current period (month, quarter, year) into recurring task titles. Set once in a template and Uku updates each cycle. Quick answer Add placeholders like `{{this_month}}` or `{{this_year}}` to task titles in a client’s Workflow or in a company template. Placeholders only work with recurring tasks — single tasks do not use placeholders. Placeholders automatically insert the current period (month, quarter, or year) into recurring task titles. Instead of manually updating task names each cycle, set up a placeholder once and Uku fills in the correct value every time the task is generated. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member with permission to edit tasks in a client Workflow. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can add placeholders to company templates in **Settings & Apps** → **Tasks** → **Workflow templates**. * Placeholders only work with recurring tasks. ## Available placeholders [Section titled “Available placeholders”](#available-placeholders) ### Current periods [Section titled “Current periods”](#current-periods) * `{{last_year}}` — previous calendar year (e.g. 2024) * `{{this_year}}` — current calendar year (e.g. 2025) * `{{next_year}}` — next calendar year (e.g. 2026) * `{{last_month}}` — previous month as a two-digit number (e.g. 12) * `{{this_month}}` — current month as a two-digit number (e.g. 01) * `{{next_month}}` — next month as a two-digit number (e.g. 02) * `{{last_quarter_with_year}}` — previous quarter with year (e.g. Q4 2024) * `{{this_quarter_with_year}}` — current quarter with year (e.g. Q1 2025) * `{{next_quarter_with_year}}` — next quarter with year (e.g. Q2 2025) ### Relative periods [Section titled “Relative periods”](#relative-periods) * `{{x_months_ago}}` — the month X months before the task period * `{{x_months_ahead}}` — the month X months after the task period * `{{x_quarters_ago}}` — the quarter X quarters before the task period * `{{x_quarters_ahead}}` — the quarter X quarters after the task period * `{{x_years_ago}}` — the year X years before the task period * `{{x_years_ahead}}` — the year X years after the task period * `{{today}}` — today’s date (formatted to your locale) Replace **X** with a number, for example `{{3_months_ago}}`. Left as `x`, the placeholder isn’t filled in. Tip Placeholders resolve in more than the title — the same tokens also work in a task’s **description**, **checklist items**, and **comments**. The **#** picker on the title field shows a shorter month/year list; the quarter and year tokens above still work when you type them by hand. ## Add placeholders to a client Workflow [Section titled “Add placeholders to a client Workflow”](#add-placeholders-to-a-client-workflow) 1. Open the client profile and select the **Workflow** tab. 2. Click **Edit workflow**. 3. Select **Add task** or click an existing recurring task to edit it. 4. Set the task’s recurrence (monthly, quarterly, or yearly) — placeholders only work on recurring tasks, so set this first. 5. In the task title field, type the title and the placeholder. Example: `VAT return {{this_month}} {{this_year}}` 6. Click **Confirm workflow** to save. If the task appears on the dashboard on January 15, 2025, it will show as **“VAT return 01 2025”**. ## Add placeholders to company templates [Section titled “Add placeholders to company templates”](#add-placeholders-to-company-templates) 1. Select **Settings & Apps** from the main navigation. 2. Click the **Tasks** app. 3. Open **Workflow templates**. 4. Create a new template or edit an existing one. 5. Add placeholders to the task title. Example: `Monthly bookkeeping {{this_month}} {{this_year}}` 6. Save the template. When you apply this template to clients, each generated task will automatically use the correct month and year. ## Editing tasks that already use placeholders [Section titled “Editing tasks that already use placeholders”](#editing-tasks-that-already-use-placeholders) Editing a placeholder in the title only affects tasks created in the future. Tasks that have already been generated keep their original names. ### Update placeholder across multiple clients at once [Section titled “Update placeholder across multiple clients at once”](#update-placeholder-across-multiple-clients-at-once) 1. Open the **Clients** view. 2. Select the clients whose Workflow you want to update. 3. Click the **Workflow** bulk action and choose **Replace**. 4. Pick the task template that has the updated placeholders. 5. Confirm the replacement. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The placeholder does not get replaced in the title [Section titled “The placeholder does not get replaced in the title”](#the-placeholder-does-not-get-replaced-in-the-title) Check that the task has a recurrence set (monthly, quarterly, or yearly). Placeholders only work with recurring tasks. ### The wrong month or year is shown [Section titled “The wrong month or year is shown”](#the-wrong-month-or-year-is-shown) Placeholders are based on the task’s start date. Check that the start date matches the period you expect. ### Existing task titles did not change [Section titled “Existing task titles did not change”](#existing-task-titles-did-not-change) Placeholder edits only affect tasks created in the future. Already-generated tasks need to be edited manually if needed. ### The placeholder shows up as code instead of the value [Section titled “The placeholder shows up as code instead of the value”](#the-placeholder-shows-up-as-code-instead-of-the-value) Make sure the syntax is exact — double curly braces with no spaces inside — and that you are using one of the available placeholder names listed above. # Postpone tasks > Reschedule tasks by dragging in Calendar view, editing the due date in the task, or using Dashboard bulk actions to postpone multiple tasks. Quick answer Drag a task to a new day in the **Calendar** view, or open the task and change the start/due date directly. To postpone multiple tasks at once, use **bulk actions** on the Dashboard. The start or end date set when creating a task may not always match reality. Postponing tasks keeps your Dashboard clean and your schedule accurate. You can reschedule tasks using the Calendar view, the task detail view, or bulk actions on the Dashboard. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member who has access to the tasks they want to reschedule. * Bulk actions are available to all members with task access on the Dashboard. ## Option 1: Calendar view [Section titled “Option 1: Calendar view”](#option-1-calendar-view) 1. Select **Calendar** from the main navigation. 2. Locate the task you want to reschedule. Tasks are displayed by their start date. 3. Drag the task to the new day. A dotted-line placeholder shows where the task will land. 4. If you drag the task past its due date, Uku will prompt you to confirm whether you want to move the due date as well.   ## Option 2: Task detail view [Section titled “Option 2: Task detail view”](#option-2-task-detail-view) 1. Open the task you want to postpone. 2. Click the **Start date** field and select a new start date from the date picker. 3. Click the **End date** field and select a new end date if needed. 4. Save the change.  ## Option 3: Bulk action [Section titled “Option 3: Bulk action”](#option-3-bulk-action) 1. On the Dashboard, hover over task rows and check the checkboxes (or hold **Command/Ctrl** while clicking). 2. In the bulk actions menu that appears, click **Postpone**. 3. Choose the new date: * Until tomorrow * Later this or next week * A specific date * **Later** — Moves tasks to the Later view Tip If you frequently need to change a task’s due date, consider adjusting it in the client’s Workflow or template instead. This prevents the same task from needing manual rescheduling every cycle.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Task does not move when dragged in Calendar view [Section titled “Task does not move when dragged in Calendar view”](#task-does-not-move-when-dragged-in-calendar-view) Ensure you are clicking and holding the task card before dragging. If the calendar is in a read-only mode or you lack permissions for that task, dragging will not work. ### Due date did not update after dragging past the original deadline [Section titled “Due date did not update after dragging past the original deadline”](#due-date-did-not-update-after-dragging-past-the-original-deadline) Uku shows a confirmation prompt when you drag a task beyond its due date. If you dismissed the prompt, the due date remains unchanged. Repeat the drag and confirm the date change. ### Bulk action icons are not visible [Section titled “Bulk action icons are not visible”](#bulk-action-icons-are-not-visible) Make sure you are on the **Dashboard** view. Bulk actions are not available in all views. Refresh the page if the icons do not appear. ### Changes were not saved [Section titled “Changes were not saved”](#changes-were-not-saved) After editing dates in the task detail view, make sure you click **Save**. Navigating away without saving will discard your changes. # Set up and manage recurring tasks > Recurring tasks repeat automatically on a schedule. Add one to a client Workflow, choose a frequency, and Uku creates each new instance. Quick answer Click **+** on the Dashboard to create a task, assign it to a client, then open the **Start / Due date** field and configure the **Repeat** options (weekly / monthly / quarterly / yearly / custom). Click **Add recurring task** to save it to the client’s Workflow. To remove a recurring task, uncheck it in the client’s Workflow editor and confirm — or delete the template from the task’s three-dot menu. Recurring tasks repeat automatically on a schedule — weekly, monthly, quarterly, or yearly. Once you create a recurring task for a client, Uku adds it to the client’s Workflow and generates new instances on the configured schedule without any manual action. Caution Recurring tasks are only available for **client tasks**. Project tasks do not support recurrence — the recurrence option does not appear on tasks assigned to a project. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member with access to the client can add or edit a recurring task in that client’s Workflow. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can manage recurring tasks for any client. ## Add a recurring task [Section titled “Add a recurring task”](#add-a-recurring-task)  1. Click the **+** button in the Dashboard or navigation bar to open the task creation form. 2. Select the client you want to assign the task to. 3. Click the **Start / Due date** field and select the recurrence option.  1. Choose a recurrence frequency: **Weekly**, **Monthly**, **Quarterly**, or **Yearly**. 2. Add a **Name** and **Topic** to the task. 3. Configure the recurrence schedule (see “Recurrence types” below for details on each). 4. Click **Add recurring task** to save the task to the client’s Workflow.  When recurrence is successfully configured, the task header turns purple, indicating it is a recurring task. ## Recurrence types [Section titled “Recurrence types”](#recurrence-types) ### Weekly recurrence [Section titled “Weekly recurrence”](#weekly-recurrence) * Select the day(s) of the week when the task should appear on your dashboard. * Set the interval — for example, an interval of 2 makes the task appear every other week. * Use the **+ days** field to offset the due date from the start date. Caution Weekly recurrence cannot automatically shift to a different day if the selected day falls on a public holiday. Reschedule those instances manually. ### Monthly recurrence [Section titled “Monthly recurrence”](#monthly-recurrence) * Select the start date and due date for each monthly occurrence. * Choose what happens if the date falls on a weekend or public holiday: **Show before**, **Show after**, or **Keep the date**. * Use the **+ days** rule to set the due date as a number of working days from the start date or beginning of the month. **Example — VAT returns due 20 business days after month-end:** set recurrence as monthly, then choose **From beginning of month**, **20 days**, **Monday to Friday, excluding public holidays**. ### Quarterly recurrence [Section titled “Quarterly recurrence”](#quarterly-recurrence) Uku organizes quarters as Q1 (January–March), Q2 (April–June), Q3 (July–September), Q4 (October–December). * Choose whether the start/due date falls in the first, second, or third month of the quarter. * Select the exact date within that month. * The **+ days** rule can also be used for quarterly recurrence. ### Yearly recurrence [Section titled “Yearly recurrence”](#yearly-recurrence) * Select the month and day for both the start and due dates. * The **+ days** rule can also be used for yearly recurrence. ### Custom recurrence [Section titled “Custom recurrence”](#custom-recurrence) For schedules that do not fit the standard options, select **Repeat** and then choose **Custom** to define a fully custom recurrence pattern.  ## Configuring due dates for recurring tasks [Section titled “Configuring due dates for recurring tasks”](#configuring-due-dates-for-recurring-tasks) The available due-date options change based on the recurrence type. Always set the recurrence pattern first, then configure the due date. ### Monthly due dates [Section titled “Monthly due dates”](#monthly-due-dates) **Option A — Specific date** * Select a day of the month (e.g., the 15th). * Choose behavior for weekends and holidays: **Before** (move earlier), **After** (move later), or **Exact** (keep the date). **Option B — Plus days calculation** * Set the due date as a number of working days after a reference point. * Choose the reference: **From start of task** or **From beginning of month**. * Select which days to count: Monday–Friday excluding public holidays (most common), Monday–Friday including holidays, or all calendar days.  ### Weekly due dates [Section titled “Weekly due dates”](#weekly-due-dates) * Set the day of the week for the task. * Optionally add a specific time for the deadline.  ### Quarterly due dates [Section titled “Quarterly due dates”](#quarterly-due-dates) * Choose which month of the quarter the due date falls in (first, second, or third). * Select a calculation method: specific date with before/after day-off rules, or plus days from start date or beginning of quarter.  ### Annual due dates [Section titled “Annual due dates”](#annual-due-dates) * Select the month and the day, using either a specific date (with day-off handling) or a plus-days calculation from a reference point. * Set counting rules (business days vs calendar days).   ### Setting a recurrence end date [Section titled “Setting a recurrence end date”](#setting-a-recurrence-end-date) To stop a recurring task from generating after a certain date: 1. Open the recurring task. 2. Navigate to the **Recurrence settings**. 3. Set an **End date** for the recurrence. 4. Save the changes. This is useful for tasks tied to a fixed-term contract — for example, monthly bookkeeping for a client engagement running January–September. ## Start recurring tasks based on client date fields [Section titled “Start recurring tasks based on client date fields”](#start-recurring-tasks-based-on-client-date-fields) When recurring tasks need to follow a specific client deadline — year-end, payroll date, annual report, AML review — link the task start date to a client date field. 1. Open the recurring task settings. 2. In the start date options, choose **Custom**. 3. Select which **client date field** the task should start from. 4. Click **Save**. Caution After setting up recurrence, review the **Repeats from** date (defaults to the first day of the current month). Tasks are only generated for periods on or after this date. To create tasks retroactively, adjust the Repeats from date.  ## Verify the task in the client’s Workflow [Section titled “Verify the task in the client’s Workflow”](#verify-the-task-in-the-clients-workflow) 1. Select **Clients** from the main navigation. 2. Open the client’s profile. 3. Select **Workflow** from the client menu. Uku automatically adds all recurring tasks to the client’s Workflow. You can view and edit them there.  ## Removing a recurring task [Section titled “Removing a recurring task”](#removing-a-recurring-task) A recurring task can be removed in two ways. If another team member is also assigned to the task, you can choose to remove only your own assignment instead of deleting the template entirely. ### Method 1 — Uncheck in the client’s Workflow [Section titled “Method 1 — Uncheck in the client’s Workflow”](#method-1--uncheck-in-the-clients-workflow) 1. Open the client’s profile (click the client icon next to the client name on a task, or open Clients → client). 2. Select the **Workflow** tab. 3. Click **Edit workflow**. 4. Uncheck the recurring task you want to remove. 5. Click **Confirm workflow** to save. Caution Always click **Confirm workflow** after making changes. Unchecking a task without confirming will not save your changes. ### Method 2 — Delete the template from the task view [Section titled “Method 2 — Delete the template from the task view”](#method-2--delete-the-template-from-the-task-view) You can delete a recurring task from the Dashboard, Calendar, Report, or client profile views. 1. Open the recurring task you want to delete. 2. Click the **three-dot menu** and select **Edit template task**. 3. The Recurring Task view opens. Click the **three-dot menu** again and select **Delete task template**. 4. Uku asks you to confirm the deletion. 5. If another member is involved in the recurring task, choose whether to delete the task completely or remove only your account from it. 6. Confirm to proceed. Tip A recurring task is indicated by a purple header. If you see a purple header on a task, it is a recurring task generated from a template. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The recurring task is not appearing on the dashboard [Section titled “The recurring task is not appearing on the dashboard”](#the-recurring-task-is-not-appearing-on-the-dashboard) Verify that the recurrence start date has been reached. Tasks do not appear on the dashboard until their scheduled start date. Also check whether the start date falls on a weekend or holiday that is configured to shift the date. ### The recurring task was not created for the current period [Section titled “The recurring task was not created for the current period”](#the-recurring-task-was-not-created-for-the-current-period) Check the **Repeats from** date. If it is set in the future or after the current period, tasks will not be generated until that date is reached. ### Tasks appear on the wrong date or are offset from the expected schedule [Section titled “Tasks appear on the wrong date or are offset from the expected schedule”](#tasks-appear-on-the-wrong-date-or-are-offset-from-the-expected-schedule) For quarterly tasks, confirm the task aligns with Uku quarter definitions (Q1 starts January 1). Check the recurrence settings and verify they match the expected schedule. ### The due date does not match what I expected [Section titled “The due date does not match what I expected”](#the-due-date-does-not-match-what-i-expected) Check whether the **+ days** rule is configured. If set, the due date is calculated as working days from the start date or the beginning of the month, rather than a fixed calendar date. Also check the weekend/holiday handling setting. ### Tasks appear on weekends or holidays when they should not [Section titled “Tasks appear on weekends or holidays when they should not”](#tasks-appear-on-weekends-or-holidays-when-they-should-not) For monthly, quarterly, and yearly recurrences, set the day-off handling to **Before** or **After**. Weekly recurrences do not auto-adjust for holidays — reschedule those manually. ### I set a past start date but no retroactive tasks were created [Section titled “I set a past start date but no retroactive tasks were created”](#i-set-a-past-start-date-but-no-retroactive-tasks-were-created) Verify that the **Repeats from** date covers the past period you need. Tasks are only created for periods on or after the Repeats from date. ### Cannot find the recurring task in the client’s Workflow [Section titled “Cannot find the recurring task in the client’s Workflow”](#cannot-find-the-recurring-task-in-the-clients-workflow) Navigate to the client’s profile and select **Workflow**. If the task is not listed, confirm that you clicked **Add recurring task** after configuring the recurrence. The task header should have turned purple before saving. ### Cannot set recurrence — only see option to add a one-time task [Section titled “Cannot set recurrence — only see option to add a one-time task”](#cannot-set-recurrence--only-see-option-to-add-a-one-time-task) Project tasks do not support recurrence. If the task is assigned to a project, the recurrence option is not available. Create the recurring task from the client’s Workflow tab instead. ### Task reappears after unchecking in the Workflow [Section titled “Task reappears after unchecking in the Workflow”](#task-reappears-after-unchecking-in-the-workflow) Make sure you clicked **Confirm workflow** after unchecking. Changes are not saved until you confirm. ### Cannot find “Edit template task” in the menu [Section titled “Cannot find “Edit template task” in the menu”](#cannot-find-edit-template-task-in-the-menu) Verify you are opening a recurring task (indicated by a purple header). One-off tasks do not have the **Edit template task** option. ### Want to remove yourself but not delete the task for everyone [Section titled “Want to remove yourself but not delete the task for everyone”](#want-to-remove-yourself-but-not-delete-the-task-for-everyone) Use Method 2. When Uku asks you to confirm, select the option to remove only your account from the task instead of deleting it entirely. ### Deleted task still showing on the dashboard [Section titled “Deleted task still showing on the dashboard”](#deleted-task-still-showing-on-the-dashboard) Refresh the page. If the task still appears, check whether the same task exists under a different recurring template for the same client. # Recurring tasks from client dates > Bind a recurring task's start date to a date-typed client custom field so the task shifts automatically when the client's deadline changes. Quick answer Open a recurring task’s settings, set the start date to **Custom**, and select the client date field you want to follow. When that date changes on the client record, the recurring task’s start date adjusts automatically — no template edits needed per client. When each client has a different deadline — a different fiscal year-end, a different AML review cycle, a different service renewal date — a single workflow template cannot serve everyone with a fixed start date. Binding the recurring task’s start date to a date-typed field on the client card solves this: one template, per-client timing, zero manual adjustments. Caution Recurring tasks are only available for **client tasks**. Project tasks do not support recurrence — the recurrence option does not appear on tasks assigned to a project. This article applies to client workflows only. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can create the **Date** custom field on clients (in **Settings & Apps** → **Client App** → **Client Fields**). * Any team member with access to the client can wire a recurring task’s start date to that field and update the date value on the client record. ## How to bind a recurring task to a client date field [Section titled “How to bind a recurring task to a client date field”](#how-to-bind-a-recurring-task-to-a-client-date-field) Before wiring recurrence, you need a **Date**-typed custom field defined on your client records. If you have not created one yet, see [Client and contact custom fields](../../clients-and-contacts/custom-fields/). Once the date field exists and has a value on the client card: 1. Open the recurring task (it should already have recurrence configured — see [Set up and manage recurring tasks](../recurring-tasks/) if you need to add recurrence first). 2. Open the recurring task’s settings. 3. In the **Start date** options, select **Custom**. This is the start-date **Custom**, not the recurrence-frequency **Custom** that controls weekly/monthly/yearly scheduling. 4. From the field picker that appears, select the client date field you want this task to follow (for example, **AML review date** or **Fiscal year end**). 5. Click **Save**. Caution After binding, check the **Repeats from** date in the recurrence settings. It defaults to the first day of the current month. Tasks are only generated for periods on or after this date. If you need tasks retroactively — for example, for a client whose review date has already passed — adjust **Repeats from** to an earlier date. When a client’s date field value is updated (for example, after their annual review is rescheduled), the corresponding recurring task’s start date automatically adjusts for all future occurrences. No changes are required to the template. ## Use cases [Section titled “Use cases”](#use-cases) ### AML/KYC compliance reviews [Section titled “AML/KYC compliance reviews”](#amlkyc-compliance-reviews) Anti Money Laundering (AML) and Know Your Customer (KYC) obligations require periodic client reviews, but different clients need reviewing at different times — not all at once. Create a date field named **AML review date** on the client record. Bind your AML recurring task’s start date to that field. As each client’s review date changes or is confirmed, update the field on their card, and the task start date shifts accordingly. You can bind different tasks to different date fields for the same client. Useful examples beyond the main review date: * Beneficial owner date of birth (for annual reminder tasks) * Beneficial owner ID document expiry date * Company representative authorisation expiry date Tip Tag all AML-related recurring tasks with a shared **Topic** (for example, *AML* or *KYC*). This lets you filter and report on all compliance tasks across all clients in one view. See [Topics](../topics/) for setup. ### Fiscal year-end reporting [Section titled “Fiscal year-end reporting”](#fiscal-year-end-reporting) A client’s fiscal year does not always end on 31 December. Each client may have a different year-end, which means different annual report deadlines. Create a date field named **Fiscal year end** on the client record. Bind your annual report preparation task to that field. Uku then generates the task at the right time for each client based on their actual year-end, not a fixed calendar date. Other dates you can capture and bind recurring tasks to: * Auditor appointment deadline * Previous report submission date (to check whether the new one is on track) * Board member report signing deadline ### Address service renewals [Section titled “Address service renewals”](#address-service-renewals) Address service agreements run on client-specific annual periods that may not start in January. Tracking renewal dates manually across many clients is error-prone. Create a date field named **Service renewal date** on the client record. Bind a yearly recurring task — “Renew address service agreement” — to that field. Uku reminds you when each client’s renewal is due, on the date that applies to them. Other dates relevant for address service tasks: * Service contract expiry date * Payment due date for the service * Business registry address change deadline ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Why didn’t my task move when I updated the client’s date field? [Section titled “Why didn’t my task move when I updated the client’s date field?”](#why-didnt-my-task-move-when-i-updated-the-clients-date-field) When you update a client date field, Uku adjusts the start date for **future** recurring occurrences. Tasks that have already been generated for the current period are not retroactively moved — they keep their original dates. If the current period’s task should also be rescheduled, open it directly and adjust the start date manually. ### The client date field doesn’t appear in the start-date picker [Section titled “The client date field doesn’t appear in the start-date picker”](#the-client-date-field-doesnt-appear-in-the-start-date-picker) The picker only shows fields of type **Date** defined under **Settings & Apps** → **Client App** → **Client Fields**. If your field is not appearing: * Confirm the field type is **Date** — not Text, Number, or another type. The type is locked after creation; if it is wrong, archive the old field and create a new one with the correct type. * Confirm the field is set to **Visible** in the field editor. Hidden fields are excluded from pickers. * Check that the field is a **client** field, not a task custom field. Task custom fields (configured under **Settings & Apps** → **Tasks** → **Custom Fields**) cannot be used as recurrence start-date sources. ### I want different deadlines per client without a separate template [Section titled “I want different deadlines per client without a separate template”](#i-want-different-deadlines-per-client-without-a-separate-template) That is exactly what this feature is for — you do not need a separate workflow template per client. Create a single recurring task template and bind its start date to the relevant client date field. Update each client’s date field value to their specific deadline, and Uku adjusts the recurrence schedule per client automatically. ### The recurring task is generating on the wrong date [Section titled “The recurring task is generating on the wrong date”](#the-recurring-task-is-generating-on-the-wrong-date) Check two things. First, confirm the correct date field is selected in the start-date **Custom** setting — open the recurring task’s settings and review the start date configuration. Second, verify that the client’s date field has the right value. Navigate to the client record, open the edit form, and check the date shown under the relevant field. The task start date follows that value directly. # Restore deleted tasks > Restore deleted tasks via the Audit Log. Team plan: restore tasks deleted today. Elite plan: restore tasks deleted up to 100 days ago. Quick answer Open the **Audit Log** from your profile, a client card, or a task’s three-dot menu. Find the deleted task, click it to open the details, and click **Undo** to restore it. Deleted tasks can be recovered using the **Audit Log**. How far back you can go depends on your plan: Team plan users can restore tasks deleted on the current day, while Elite plan users can restore tasks from up to 100 days ago. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member can access the Audit Log from their profile menu. * **Team plan:** Can restore tasks deleted on the current day only. * **Elite plan:** Can restore tasks from up to 100 days ago. ## How to access the Audit Log [Section titled “How to access the Audit Log”](#how-to-access-the-audit-log) ### Option 1: From your profile [Section titled “Option 1: From your profile”](#option-1-from-your-profile) 1. Click your name in the user menu. 2. Select **Audit Log** from the dropdown. ### Option 2: From a client card [Section titled “Option 2: From a client card”](#option-2-from-a-client-card) 1. Open the client card. 2. In the **Links** section of the client card sidebar, click **Audit Log**. Uku automatically opens the Audit Log filtered to that client. ### Option 3: From a task [Section titled “Option 3: From a task”](#option-3-from-a-task) 1. Open the task you want to check. 2. Click the **three-dot menu** and select **Audit Log**.    ## Restoring tasks on the Team plan [Section titled “Restoring tasks on the Team plan”](#restoring-tasks-on-the-team-plan) On the Team plan, you can restore tasks deleted on the current day. 1. Open the client card for the client whose task was deleted. 2. Click **Audit Log** in the Links section. Uku opens the Audit Log filtered to that client. 3. Find the deleted task in today’s activity list. 4. Click on the task to open its details. 5. Click the **Undo** button to restore the task. The task is instantly restored.   ## Restoring tasks on the Elite plan [Section titled “Restoring tasks on the Elite plan”](#restoring-tasks-on-the-elite-plan) Elite plan users have 100 days of activity history for restoration. 1. Access the Audit Log (via your profile, a client card, or a task’s three-dot menu). 2. Use the filters to narrow your search: * **Date filter** — Navigate to the date when the task was deleted. * **Type filter** — Select “Task activity.” * **Action filter** — Choose “Deleted.” * **User filter** — Filter by the team member who deleted the task. 1. Browse the filtered results to locate the deleted task. 2. Click on the task to open its details. 3. Click the **Undo** button to restore the task. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Undo button is not available [Section titled “The Undo button is not available”](#the-undo-button-is-not-available) On the Team plan, you can only restore tasks deleted on the current day. If the deletion happened yesterday or earlier, the Undo option will not appear. Consider upgrading to the Elite plan for extended restoration. ### Cannot find the deleted task in the Audit Log [Section titled “Cannot find the deleted task in the Audit Log”](#cannot-find-the-deleted-task-in-the-audit-log) Verify your filters are set correctly. Try broadening the date range or removing other active filters. If the task was deleted by another team member, use the **User filter** to check their activity. ### Restored task is missing some data [Section titled “Restored task is missing some data”](#restored-task-is-missing-some-data) In rare cases, certain task details may not be fully restored. Check the task’s fields and re-enter any missing information manually. ### Audit Log is empty or not loading [Section titled “Audit Log is empty or not loading”](#audit-log-is-empty-or-not-loading) Refresh the page. If the issue persists, check your internet connection or contact Uku support.   # Task audit log and copying tasks > View every change to a task — who did what and when (Elite plan). Copy a task to duplicate all its fields and checklist items instantly. Quick answer Open the **More menu** (three dots) in the task header. Select **Audit log** to see the full change history. Select **Make a copy** to duplicate the task. Audit log requires Elite plan — [Company Admins](/en/settings/members-and-teams/) and Owners see all changes; regular members see only their own. Two tools in the task More menu: the **Audit log** gives you a chronological record of every change made to a task, and **Make a copy** duplicates the task instantly with all its fields intact. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All Company Members can copy tasks they have access to. * Audit log is available on the **Elite** plan. **Company Admins** and **Company Owners** see all changes by all members. Regular members see only their own changes. ## Audit log [Section titled “Audit log”](#audit-log) The audit log shows a chronological list of every change made to the task — field updates, status changes, assignee additions, checklist changes, and more. Each entry shows who made the change and when. To open the audit log: 1. Open the task. 2. Click the **More menu** (three dots) in the task header. 3. Select **Audit log**. The audit log opens in a new browser tab, pre-filtered to the current task. If you do not see the Audit log option in the menu, your company may not be on the Elite plan. Contact a **Company Owner** or **Company Admin** to check your plan. ## Copy a task [Section titled “Copy a task”](#copy-a-task) Copying a task creates a duplicate with all the same fields, assignees, checklist items, automations, and custom fields. Time entries and the activity log are not included in the copy. To copy a task: 1. Open the task. 2. Click the **More menu** (three dots) in the task header. 3. Select **Make a copy**. Uku creates a new task with the title prefixed “COPY:” followed by the original title. The copy is saved immediately. Rename it and adjust any fields as needed. Caution The Make a copy option is not available for unsaved new tasks or tasks that belong to a Client Portal session only. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Audit log option is not visible in the More menu [Section titled “Audit log option is not visible in the More menu”](#audit-log-option-is-not-visible-in-the-more-menu) Audit log requires the Elite plan. If your company is on a lower plan, this feature is not available. Contact a **Company Owner** or **Company Admin** to check your current plan. ### Only seeing my own changes in the audit log [Section titled “Only seeing my own changes in the audit log”](#only-seeing-my-own-changes-in-the-audit-log) This is expected for Company Members. Only **Company Admins** and **Company Owners** see all members’ changes. If you need to see another member’s changes, ask a Company Admin to check the log. ### Make a copy option is not available [Section titled “Make a copy option is not available”](#make-a-copy-option-is-not-available) The option is not available on unsaved new tasks. Save the task first, then copy it. ### Copied task is missing some content [Section titled “Copied task is missing some content”](#copied-task-is-missing-some-content) Time entries and the activity log are not copied. All task fields, assignees, checklists, and custom fields are copied. # Task billing settings > Set when a task becomes billable — task start date, due date, completion, or a custom date — from the task's More menu. Quick answer The billing field on a task controls when the task becomes billable. Open it via **More menu** → **Billing** on the task. Set the date to task start, due date, completion, or a custom date. Requires the Billing feature to be enabled on your account. A task’s billing setting decides when its work becomes eligible for invoicing — on the task’s start date, due date, completion, a custom date, or never at all. This article explains where to find the setting on a task and what each option does. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All [Company Members](/en/settings/members-and-teams/) with access to the task, provided the Billing feature is enabled for the company account. ## Setting the billing date on a task [Section titled “Setting the billing date on a task”](#setting-the-billing-date-on-a-task) The billing field determines when a task’s work becomes eligible for invoicing. To access it: 1. Open the task. 2. Click the **More menu** (three dots) in the task header. 3. Select **Billing**. The **Billing** dropdown offers these options: * **Task start date** — the task becomes billable on its start date * **Task due date** — billable on the due date * **Task finish** — billable when the task is marked done * **Custom date** — select a specific date using the date picker * **Never** — explicitly marks the task as not billable To remove the billing setting, clear the dropdown. The billing field disappears and the task reverts to default billing behavior. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Billing option is not visible in the More menu [Section titled “Billing option is not visible in the More menu”](#billing-option-is-not-visible-in-the-more-menu) Billing must be enabled for your account. Contact a **Company Admin** to confirm the Billing feature is active in **Settings & Apps**. # Task checklists > Checklists break a task into trackable sub-steps — multiple groups, drag reorder, inline timers, and converting items to standalone tasks. Quick answer Click **Add checklist item** below the task description to start. Use Enter or Tab to add the next item, Backspace on an empty item to delete it, and the + button to add a new checklist group. Each group shows a progress bar. The checklist must be completed before the task can be marked done if your company has that setting enabled. Checklists let you break a task into trackable sub-steps. You can create multiple checklist groups per task, drag items to reorder them, start a timer directly from a checklist item, and convert any item into its own standalone task. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All [Company Members](/en/settings/members-and-teams/) can add, edit, and complete checklist items on tasks they have access to. * The setting “Checklist must be completed to finish the task” is configurable by **Company Owners** and **Company Admins** in task settings. ## Add checklist items [Section titled “Add checklist items”](#add-checklist-items) Open a task and click **Add checklist item** below the description. Type the item and use these keyboard shortcuts: * **Enter** or **Tab** — create the next item * **Shift+Tab** — move back to the previous item * **Backspace** on an empty item — remove it You can also paste a list of lines from any text source — Uku detects multi-line pastes and creates one checklist item per line automatically. ## Multiple checklist groups [Section titled “Multiple checklist groups”](#multiple-checklist-groups) Click the **+** button to the left of an existing checklist title to add a new checklist group. Each group has its own title (click the title to rename it) and its own progress bar showing the percentage of completed items. Use multiple groups to track different workstreams within a single task. ## Reorder checklist items [Section titled “Reorder checklist items”](#reorder-checklist-items) Hover over a checklist item to reveal the drag handle on its left side. Drag the handle to reorder items within a group. The new order saves automatically when you release. ## Start a timer from a checklist item [Section titled “Start a timer from a checklist item”](#start-a-timer-from-a-checklist-item) Hover over a checklist item to reveal the **play** button on its right side. Click it to start the task timer with the checklist item’s description pre-filled as the time entry comment. This is a fast way to track time against specific sub-steps without leaving the task view. ## Convert a checklist item to a task [Section titled “Convert a checklist item to a task”](#convert-a-checklist-item-to-a-task) Click the **three-dot menu** on any checklist item and select **Convert to a task**. The item’s text becomes the new task’s title. The original checklist item is automatically checked off and annotated with your name and the current date, so there is a clear record of when and by whom it was converted. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot mark the task as done — checklist items are blocking it [Section titled “Cannot mark the task as done — checklist items are blocking it”](#cannot-mark-the-task-as-done--checklist-items-are-blocking-it) Your company has the setting “Checklist must be completed to finish the task” enabled. Complete all checklist items first, then mark the task done. ### Checklist items disappeared after refreshing [Section titled “Checklist items disappeared after refreshing”](#checklist-items-disappeared-after-refreshing) Checklist changes save automatically. If items are missing, they may have been deleted by another user who edited the task concurrently. Check the task’s activity log for recent changes. ### Cannot find the Convert to a task option [Section titled “Cannot find the Convert to a task option”](#cannot-find-the-convert-to-a-task-option) Hover over the checklist item to reveal the three-dot menu on the right. The option appears in that menu. ### Timer started from checklist item is not tracking to this task [Section titled “Timer started from checklist item is not tracking to this task”](#timer-started-from-checklist-item-is-not-tracking-to-this-task) Verify the task is open and the timer started from within this task’s checklist. If another timer was already running, it was paused and the new timer is attached to this task. # Task email automation > Set email triggers on a task to notify the assignee or followers on creation, update, or due date — useful for recurring task reminders. Quick answer Open a task and add an **email automation** to it. Pick the trigger (task created, updated, or due) and the recipient (assignee, followers, or a specific email). Every time the trigger condition is met, Uku sends an email — handy for calendar tasks the assignee should be reminded about and for recurring tasks where each new occurrence needs to ping someone. Task email automation sends an email whenever a chosen event happens on a task — when it is created, updated, or nearing its due date — so the right person is reminded outside Uku, not just in the app. This article covers when to use it, how to add an automation to a task, and how it behaves on calendar and recurring tasks. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Members](/en/settings/members-and-teams/)** with access to the task can add an email automation to it. * For client-related tasks, you need at least Client Member permission on the client. * The default recipient is the **task assignee**; followers and external email addresses can also be added. ## When to use task email automation [Section titled “When to use task email automation”](#when-to-use-task-email-automation) Add an email automation to a task when: * The task is in the **Calendar** view and the assignee should be reminded outside of Uku (for example, before a client meeting). * The task is **recurring** and each new occurrence should ping the assignee. * A specific change (status update, due date approach) should reach someone via email — not just the in-app notification. For company-wide notification rules (digest cadence, default alert types), see [Task settings](../task-settings/) instead. For who can see a task at all, see [Task visibility](../task-visibility/). ## Add an email automation to a task [Section titled “Add an email automation to a task”](#add-an-email-automation-to-a-task) Add an email automation directly on a task so Uku emails the chosen recipient whenever the trigger condition is met. **Path:** open the task → **Email automation**. 1. Open the task you want to automate (from the Dashboard, Calendar, or a client’s Workflow). 2. Find the **Email automation** section in the task view. 3. Click **Add automation**. 4. Choose the **trigger**: * **Task created** — fires when the task instance is generated. Useful on recurring tasks. * **Task updated** — fires when key fields change. * **Due date approaching** — fires ahead of the due date by the lead time you set. 5. Choose the **recipient**: * **Assignee** (default) * **Followers** * **Specific email address** (e.g. an external stakeholder) 6. Save the automation. Once saved, the automation runs automatically every time the trigger condition is met. Note Exact label wording and the order of fields in the Email automation panel may vary by Uku version. The conceptual flow — pick a trigger, pick recipients, save — is stable. ## Email automation on calendar tasks [Section titled “Email automation on calendar tasks”](#email-automation-on-calendar-tasks) A “calendar task” is just a regular task that appears in the **Calendar** view because it has a scheduled date. Email automation on the task fires the same way regardless of which view you opened it from. To get email reminders for calendar tasks: open the task from the Calendar (or the Dashboard), add the email automation as above, and close. The Calendar shows it like any other scheduled task. For configuring the calendar view itself, see [Use the calendar](../use-calendar/). ## Email automation on recurring tasks [Section titled “Email automation on recurring tasks”](#email-automation-on-recurring-tasks) When a recurring task generates a new occurrence, the email automation copies forward to that occurrence — you do not need to re-add the automation for every recurrence. If you only want a single email (not one per occurrence), put the automation on a single specific task instance instead of on the recurring template. See [Recurring tasks](../recurring-tasks/) for how to add or override a single occurrence. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### My email automation isn’t firing [Section titled “My email automation isn’t firing”](#my-email-automation-isnt-firing) Check three things: 1. The recipient’s email is correct and they receive other Uku emails (not in spam). 2. The trigger condition has actually been met — for example, **Due date approaching** fires by the lead time you set, not on the due date itself. 3. The task is still active. Deleted, archived, or completed-and-closed tasks don’t fire automations. ### The assignee got the email but a follower didn’t [Section titled “The assignee got the email but a follower didn’t”](#the-assignee-got-the-email-but-a-follower-didnt) Followers receive automations only if **Followers** is explicitly selected as a recipient. The default automation sends to the assignee only. ### Recurring task — email automation duplicated for every occurrence [Section titled “Recurring task — email automation duplicated for every occurrence”](#recurring-task--email-automation-duplicated-for-every-occurrence) That’s expected — each task instance runs its own automation. If you only want the email once, don’t put the automation on the recurring template; put it on a specific occurrence. ### Email content can’t be customised [Section titled “Email content can’t be customised”](#email-content-cant-be-customised) Email automation uses the standard Uku notification template. Custom email content (for example, embedding the client’s invoice into the body) is not supported via per-task automation — see [Mailbox](../../settings/mailbox/) for outbound email features. # Task settings > Task settings control company-wide behaviour — template visibility, time estimation, checklist enforcement, and time-entry locking. Quick answer Go to **Settings & Apps** → **Company** → **Settings** and open the **Tasks** section. These settings apply company-wide and can only be changed by **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins**. Task settings let you control how tasks behave across your company — including which templates members can see, how time estimates are handled, checklist enforcement, and whether members can edit time entries. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Company Owners** and **Company Admins** can access and change task settings. ## How to access task settings [Section titled “How to access task settings”](#how-to-access-task-settings) 1. Select **Settings & Apps** from the main navigation. 2. Click the **Company** app. 3. Select **Settings** and open the **Tasks** section. ## Available task settings [Section titled “Available task settings”](#available-task-settings) ### Disable Uku’s task templates [Section titled “Disable Uku’s task templates”](#disable-ukus-task-templates) Hide Uku’s built-in task templates so members can only select from your company’s own templates. This prevents accidentally applying the wrong template to a client. The setting lives on the Company app — see [Company settings guide](../../settings/company-settings-guide/). ### Set the estimation as time when the exact value is not entered [Section titled “Set the estimation as time when the exact value is not entered”](#set-the-estimation-as-time-when-the-exact-value-is-not-entered) When a member marks a task as done without logging time, Uku automatically uses the task’s time estimate as the recorded time. Useful for ensuring time reports reflect work even when tracking is forgotten. ### Checklist must be completed to finish the task [Section titled “Checklist must be completed to finish the task”](#checklist-must-be-completed-to-finish-the-task) When enabled, all checklist items on a task must be checked before the task can be marked as done. This is useful for tasks with mandatory compliance steps. ### Allow time entries in future [Section titled “Allow time entries in future”](#allow-time-entries-in-future) Allows all members to add time entries for future dates — for example, to log planned vacation or leave in advance. ### Show all dependent tasks in the calendar [Section titled “Show all dependent tasks in the calendar”](#show-all-dependent-tasks-in-the-calendar) Shows tasks that are still hidden behind an unfinished prerequisite in the **Calendar** view, so dependent work is visible on the schedule before it becomes active. See [Using task dependencies](../using-task-dependencies/). ### Show only personal time entries for members [Section titled “Show only personal time entries for members”](#show-only-personal-time-entries-for-members) Limits each member to seeing their own time entries on a task, hiding colleagues’ logged time. ### Lock time entries [Section titled “Lock time entries”](#lock-time-entries) Locks time entries for all regular members on a weekly or monthly basis. **Company Owners** and **Company Admins** can still modify locked entries, but regular members cannot. Tip Controlling whether members can **create topics** or **edit time entries** moved out of task settings on 2026-05-15 — these are now team rights. Set them per team under member permissions. See [Members and teams permissions](../../settings/members-and-teams-permissions/). ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Members can still edit time entries after locking [Section titled “Members can still edit time entries after locking”](#members-can-still-edit-time-entries-after-locking) Verify the lock setting is active and that the user’s role is **Company Member** (not Company Admin or Company Owner). Admins and Owners are not subject to the lock. ### Built-in templates still appear after Disable Uku’s task templates is on [Section titled “Built-in templates still appear after Disable Uku’s task templates is on”](#built-in-templates-still-appear-after-disable-ukus-task-templates-is-on) Ask members to refresh their browser or log out and back in for the change to take effect. ### Tasks can be completed without finishing the checklist [Section titled “Tasks can be completed without finishing the checklist”](#tasks-can-be-completed-without-finishing-the-checklist) Confirm that the **Checklist must be completed to finish the task** setting is toggled on in your company settings. If it was just enabled, it applies to tasks going forward. # Task statuses > Task statuses — Todo, Done, Delayed, Overdue, Archived — are set by Uku. Use the Task status filter to find the right tasks on any view. Quick answer Task statuses (Todo, Done, Delayed, Overdue, Archived) are assigned by Uku automatically. Use the **Task status** filter on the Dashboard, Report, or Calendar to show only tasks with a specific status. To move a task to Done, mark it done. (“Later” is a separate Dashboard tab for parked tasks, not a status — see [Later and Catch up](../dashboard-later-and-catch-up/).) Task statuses help you distinguish between work that is done, still to do, delayed, or set aside. Uku assigns statuses automatically based on dates and actions — you cannot set them manually. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can view and filter by task statuses. * Statuses are system-generated and update automatically — they cannot be manually overridden. ## Status definitions [Section titled “Status definitions”](#status-definitions) The **Task status** filter offers these values (plus **All tasks**, which clears the status filter): | Status | What it means | | ------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Todo** | The task is open and not yet done — the default state for every new task, whether or not its due date has passed. This is the Dashboard’s default filter. | | **Done** | The task has been marked done on or before its due date. (If it was marked done *after* the due date, it counts as Delayed.) | | **Delayed** | The task was completed (marked done) after its due date had passed. | | **Overdue** | The task is not yet done and its due date has passed. Overdue tasks are a subset of Todo — they stay in your active views and sort to the top of the Dashboard. | | **Archived** | The task has been archived and is hidden from active views. Select **Archived** in the filter to find them. | **“Later”** is not a status filter value — it’s a separate Dashboard tab where you park tasks to reappear on a chosen date. See [Later and Catch up](../dashboard-later-and-catch-up/). ## How to filter tasks by status [Section titled “How to filter tasks by status”](#how-to-filter-tasks-by-status) ### Filtering on the Dashboard [Section titled “Filtering on the Dashboard”](#filtering-on-the-dashboard) 1. Open the **Dashboard**. 2. Click the **Filter** icon in the filter bar. 3. Select the desired task status to filter the view.  ### Filtering in Report and Calendar [Section titled “Filtering in Report and Calendar”](#filtering-in-report-and-calendar) You can also filter tasks by status in the **Report** and **Calendar** views using the same filter logic. Open the filter bar and add a **Status** filter. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A task shows as “Overdue” but I already did the work [Section titled “A task shows as “Overdue” but I already did the work”](#a-task-shows-as-overdue-but-i-already-did-the-work) The task was never marked done in Uku before its deadline passed. Open the task and click **Mark done** — its status then changes to **Delayed** (completed after the deadline). ### Status filter shows no results [Section titled “Status filter shows no results”](#status-filter-shows-no-results) Verify that the date range selected on the Dashboard includes tasks with the chosen status. Expand the date filter to a wider range. ### Cannot manually change a task status [Section titled “Cannot manually change a task status”](#cannot-manually-change-a-task-status) Statuses are system-managed. To move a task to **Done**, mark it done. To clear an **Overdue** task, either complete it or update its deadline. To move a task to **Later**, use the row menu or right-click and select **Later**. # Task view overview > Every task opens in two panels — Task Content for details, and Communication for emails, comments, and Portal messages — side by side. Quick answer The Task Content panel lets you set the title, client, topic, checklist, time estimates, attachments, and dependencies. The Communication panel shows all task-related messages and lets you send emails, add comments, and send Client Portal messages directly from the task. Opening a task in Uku shows two panels side by side: **Task Content** on the left for managing all task details, and **Communication** on the right for emails, comments, and Client Portal messages. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member with access to the task can view the task view. * Editing task details requires being assigned to the task or having **[Company Admin](/en/settings/members-and-teams/)** or **Company Owner** rights. * Client Portal features require the Client Portal to be activated for the client.  ## Task Content panel [Section titled “Task Content panel”](#task-content-panel) ### Task title and template [Section titled “Task title and template”](#task-title-and-template) Enter the task title or choose a task template to pre-fill common fields.  ### Assigning members and followers [Section titled “Assigning members and followers”](#assigning-members-and-followers) In the task header, select the member(s) responsible for completing the task. Add followers if others need to monitor progress without being assigned.  ### Task options [Section titled “Task options”](#task-options) From the task header or three-dot menu, mark the task as: * **Extra work** * **Important** (flag icon) * Snoozed (postpone the due date) ### Client and topic [Section titled “Client and topic”](#client-and-topic) Select the client and task topic. If the Client Portal is activated for the client, you can also choose to send the task there.  ### Client Portal task settings [Section titled “Client Portal task settings”](#client-portal-task-settings) If the task is sent to the Client Portal, the portal fields appear automatically: * Select the contact person to whom the portal task is assigned. * The **Assign as task** checkbox is selected by default — this makes the task visible in the Client Portal and sends an email notification to the client. * Choose whether the task should automatically be marked as done when the contact completes it.  ### Checklist and description [Section titled “Checklist and description”](#checklist-and-description) * Add a **checklist** to track progress step by step. A percentage indicator shows how many items are completed. * Add a **description** to provide more context about the task.  ### Additional fields [Section titled “Additional fields”](#additional-fields) * **Attachments** — files attached to the task. * **Time estimates** — expected time to complete the task. * **Custom fields** — any company-configured fields enabled for this task. * **Dependencies** — links to other tasks that must be completed first.   ## Time management [Section titled “Time management”](#time-management) Click the **time icon** to open the time entry window. From here you can: * Mark whether the time entry is billable. * Add a comment to the time entry. * Adjust previously recorded time or add new entries. * Delete a time entry from the three-dot menu. * Specify whether the time was for remote work or office hours.  ## Communication panel [Section titled “Communication panel”](#communication-panel) The Communication panel displays all task-related messages. Use the tab menu to switch between: * Communication history and emails * Activity history * Sorted communication history  ### Adding a comment [Section titled “Adding a comment”](#adding-a-comment) 1. Click the **comment icon**. 2. Enter your comment and click **Add**. Comments appear in the communication panel with a yellow background.    ### Sending an email [Section titled “Sending an email”](#sending-an-email) 1. Click the **email icon** to open the email window. 2. Specify the recipient, subject, and content. 3. Use toolbar icons to add a template, enable automation, attach files, or format text.  ### Sending a Client Portal message [Section titled “Sending a Client Portal message”](#sending-a-client-portal-message) 1. Click the **Client Portal icon**. 2. Enter your message and click **Send Portal Message**.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Client Portal fields do not appear when creating a task [Section titled “Client Portal fields do not appear when creating a task”](#client-portal-fields-do-not-appear-when-creating-a-task) The Client Portal must be activated for the client before portal-specific fields become available. Check the client’s portal settings. ### Cannot see communication history for a task [Section titled “Cannot see communication history for a task”](#cannot-see-communication-history-for-a-task) Ensure you are viewing the **Communication** panel and have selected the correct tab (communication history vs. activity history). ### Timer does not start or time is not being recorded [Section titled “Timer does not start or time is not being recorded”](#timer-does-not-start-or-time-is-not-being-recorded) Confirm that you have clicked the **timer** control and not just the time icon. If time was entered manually, check the time icon to verify entries were saved. ### Emails sent from the task are not received by the client [Section titled “Emails sent from the task are not received by the client”](#emails-sent-from-the-task-are-not-received-by-the-client) Verify the recipient email address is correct. Check the communication panel for delivery status indicators. Ensure your email integration is properly configured in Settings & Apps. # Manage task visibility and prevent unwanted past tasks > Prevent past-period clutter. Check the Repeats from date before confirming a client workflow and delete any incorrectly generated tasks. Quick answer Before confirming a client workflow, always check the recurrence start date on each task. Do not copy workflows from other clients without adjusting the start dates. If past tasks were already created in error, delete them from the client’s Tasks tab. When setting up a client workflow, incorrect start dates can cause Uku to generate tasks for past periods — cluttering dashboards with work that should never have appeared. The most effective prevention is reviewing the **Repeats from** date before confirming the workflow. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * [Company Admins](/en/settings/members-and-teams/) and Company Members with access to the client’s workflow can review and correct start dates and delete incorrectly generated tasks. ## Prevent incorrectly dated tasks [Section titled “Prevent incorrectly dated tasks”](#prevent-incorrectly-dated-tasks) ### Always review the Repeats from date before confirming [Section titled “Always review the Repeats from date before confirming”](#always-review-the-repeats-from-date-before-confirming) When setting up a workflow — whether from a template, copied from another client, or built manually — check every task’s recurrence start date before clicking **Confirm workflow**. An incorrect **Repeat from** date is the most common cause of tasks appearing in wrong periods. ### Be careful when copying another client’s workflow [Section titled “Be careful when copying another client’s workflow”](#be-careful-when-copying-another-clients-workflow) If you copy a workflow from an existing client, all tasks carry over their original start dates. Review and update every task’s start date to the correct future date for the new client before confirming. Set the **Repeat tasks from** selector to the correct period (current month, next month, current quarter, etc.) so recurring tasks start from the right point — not from when the original client started. ## Clean up incorrectly created past tasks [Section titled “Clean up incorrectly created past tasks”](#clean-up-incorrectly-created-past-tasks) If tasks were already generated for past periods in error: 1. Open the client’s profile. 2. Select the **Tasks** tab. 3. Identify the tasks that should not be there. 4. Open the **More actions** menu (three-dot icon) and select **Delete**. ## General tips [Section titled “General tips”](#general-tips) * Regularly check task start dates when reusing workflows from other clients. * Use the **Status** filter on the Dashboard to quickly identify tasks stuck in unintended states (for example, Delayed tasks from past periods). * Perform periodic cleanups of task lists to remove obsolete or duplicate assignments. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Tasks keep appearing in past periods after setting up a new workflow [Section titled “Tasks keep appearing in past periods after setting up a new workflow”](#tasks-keep-appearing-in-past-periods-after-setting-up-a-new-workflow) The workflow has a recurrence start date in the past. Open each task in the workflow, update the start date to today or a future date, and re-confirm. Delete any past tasks already generated. ### Deleted past tasks reappear [Section titled “Deleted past tasks reappear”](#deleted-past-tasks-reappear) The recurring task template is still generating them. Open the client profile, go to the **Workflow** tab, edit the recurring task’s start date, and then delete the unwanted tasks again. ### Cannot delete tasks — the delete option is not available [Section titled “Cannot delete tasks — the delete option is not available”](#cannot-delete-tasks--the-delete-option-is-not-available) Your role may not allow task deletion. Contact a Company Admin to verify your permissions or ask them to delete the tasks. ### Copied workflow created duplicate tasks alongside existing ones [Section titled “Copied workflow created duplicate tasks alongside existing ones”](#copied-workflow-created-duplicate-tasks-alongside-existing-ones) This happens when a new workflow is applied to a client that already has an active workflow with the same tasks. Review the client’s existing workflow before applying a new one and remove duplicate tasks manually. # Update client tasks from template changes > Push template changes to all client workflows at once. Use the Bulk Update panel to select clients and tasks, set the date, and confirm. Quick answer Open the template in **Settings & Apps** → **Tasks** → **Workflow templates**. Toggle the **Bulk Update** panel below the task table, choose which clients, tasks, and fields to update, set the **Repeat tasks from** date, and click **Update workflow**. Template updates overwrite custom changes made directly to client tasks. When you improve a task template — adding checklist items, adjusting recurrence, updating titles — push the changes to all client workflows that use it. Instead of editing each client individually, update the template once and apply changes in bulk via the **Bulk Update** panel. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Members with admin access to the affected clients. * A task template must already exist in **Settings & Apps** → **Tasks** → **Workflow templates**. * Client Workflows must have been created from the template you want to update. Caution Template updates overwrite any custom changes made directly to client tasks on the matching fields. Review the confirmation summary carefully before applying. ## What can be updated from templates [Section titled “What can be updated from templates”](#what-can-be-updated-from-templates) Tick any of these fields in the panel to overwrite them on the clients’ tasks: * **Title** * **Translations** * **Recurrence date** * **Topic** * **Client portal** * **Description** * **Important** * **Extra** * **Estimation** * **Checklist** * **Custom fields** * **Email automations** * **Files** * **Comments**  ## The Bulk Update panel [Section titled “The Bulk Update panel”](#the-bulk-update-panel) When editing a workflow **template** (not a client instance), the **Bulk Update** panel appears below the task table. The panel is hidden when viewing a client’s workflow — open the template directly from **Settings & Apps** → **Tasks** → **Workflow templates**. The panel has four selectors that work together: **clients**, **tasks**, **fields**, and the **Repeat tasks from** date. Set them in any order, then click **Update workflow** to apply. ## Step 1: Edit the template [Section titled “Step 1: Edit the template”](#step-1-edit-the-template) 1. Go to **Settings & Apps** → **Tasks** → **Workflow templates**. 2. Find and open the template you want to modify. 3. Edit any of the supported fields listed above.  ## Step 2: Choose clients, tasks, and fields [Section titled “Step 2: Choose clients, tasks, and fields”](#step-2-choose-clients-tasks-and-fields) 1. Toggle the switch to enable the **Bulk Update** panel. 2. **Select clients** — all clients using this workflow are selected by default. Click **Edit** to narrow to specific clients (for example, when only some clients should receive the change). 3. **Select tasks** — choose which tasks to push out. Click **Edit** to pick individual tasks rather than the whole template. 4. **Select fields** — tick the task properties you want to overwrite (title, recurrence, checklist items, custom fields, and so on). Only the fields you tick are pushed to the client tasks. Two extra options control how far the update reaches: * **Update also all unfinished tasks** — apply the changes to already-generated tasks that aren’t done yet, not just future occurrences. * **Create missing tasks for clients with this workflow** — add any template tasks that a client’s workflow is missing, so their workflow matches the template.  ## Step 3: Set the task regeneration date [Section titled “Step 3: Set the task regeneration date”](#step-3-set-the-task-regeneration-date) The **Repeat tasks from** date determines when updated recurring tasks start their new schedule: * **Current month** — Updates apply to existing tasks starting this month forward. * **Future month** — Preserves current tasks; applies updates from the selected month forward. * **Past month** — Regenerates tasks backward from that date. Caution If you select a past date and clients have tasks with **New** status before that date, those tasks may be deleted and regenerated. Use the current or a future month to avoid this.  ## Step 4: Review and confirm [Section titled “Step 4: Review and confirm”](#step-4-review-and-confirm) 1. Click **Update workflow**. A confirmation dialog shows exactly how many clients, tasks, and fields will be affected, plus the start date for changes. 2. Read the warning: *“Custom changes to client tasks will be overwritten.”* 3. Click **Confirm** to apply updates.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Bulk Update panel is not visible [Section titled “Bulk Update panel is not visible”](#bulk-update-panel-is-not-visible) The panel only appears when editing a workflow **template**, not when viewing a client’s workflow. Open the template from **Settings & Apps** → **Tasks** → **Workflow templates**. ### Template changes did not appear on client tasks [Section titled “Template changes did not appear on client tasks”](#template-changes-did-not-appear-on-client-tasks) Verify you selected the correct clients and tasks during the scope step. Also check that the **Repeat tasks from** date covers the period where you expect to see changes. ### Client-specific customizations were lost [Section titled “Client-specific customizations were lost”](#client-specific-customizations-were-lost) Template updates overwrite custom changes on the selected fields. Before pushing updates, note which clients have custom modifications and exclude them via the client selector, or untick the matching field. ### Tasks with “New” status disappeared [Section titled “Tasks with “New” status disappeared”](#tasks-with-new-status-disappeared) If you selected a past date, tasks with **New** status before that date may have been deleted and regenerated. Use the current or future month to avoid this. ### Cannot find the template update option [Section titled “Cannot find the template update option”](#cannot-find-the-template-update-option) Ensure you are editing the template from **Settings & Apps** → **Tasks** → **Workflow templates**. The Bulk Update panel appears below the task table on existing templates that are already in use by client Workflows. ### Changes are not applying to a specific client after bulk update [Section titled “Changes are not applying to a specific client after bulk update”](#changes-are-not-applying-to-a-specific-client-after-bulk-update) Verify the client was not excluded from the update. In the Bulk Update panel, click **Edit** under client selection to confirm the client is included. # Topics — Categorize Tasks for Reports and Billing > Topics label tasks by work type. Filter the Dashboard, generate time reports, control invoice content, and set per-topic billable defaults. Quick answer Topics are labels that group and categorize tasks. Create them in **Settings & Apps** → **Tasks** → **Topics**. Assign a topic when creating or editing a task. Only one topic per task is allowed. Topics can be made mandatory for specific clients to ensure consistent reporting. Topics are labels that categorize tasks by the type of work involved. Once assigned to a task, a topic lets you filter your dashboard, generate detailed time reports, and control which tasks appear on invoices. Topics also let you set a billable default that overrides the company-wide setting. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can add topics to tasks (unless restricted by a [Company Admin](/en/settings/members-and-teams/) or Owner). * **Company Admins** and **Company Owners** can create, edit, archive, and delete topics in **Settings & Apps**. * Company Admins can disable the ability for regular members to add new topics. ## How to create and manage topics [Section titled “How to create and manage topics”](#how-to-create-and-manage-topics) 1. Select **Settings & Apps** from the main navigation menu. 2. Click the **Tasks** app. 3. Select the **Topics** tab. 4. Click **+ Add** to create a new topic. 5. To edit or delete an existing topic, click the **edit (pencil) icon** next to the topic name. Caution Only one topic can be assigned to a task at a time. Once a topic is attached to a task, it cannot be deleted — it will be archived instead to preserve historical data. ## Making topics mandatory for a client [Section titled “Making topics mandatory for a client”](#making-topics-mandatory-for-a-client) You can require that a topic is always added when creating tasks for a specific client. Open the client’s settings (via the client edit dialog) and enable the **Topic is mandatory** toggle. This ensures consistent reporting for that client. ## How topics are used across Uku [Section titled “How topics are used across Uku”](#how-topics-are-used-across-uku) ### Dashboard [Section titled “Dashboard”](#dashboard) Filter and group tasks on the **Dashboard** by topic. When grouping by topic is enabled, tasks with the same start time and topic appear together. ### Billable default (topic override) [Section titled “Billable default (topic override)”](#billable-default-topic-override) Each topic can have its own billable setting. When a task belongs to a topic, the topic’s billable setting overrides the company-level billable default. This is the most precise way to control which work is billed automatically. ### Report [Section titled “Report”](#report) Filter and view tasks and time spent by topic in the **Report** view. The Topic column in the Summary tab shows hours and billable amounts per topic. ### Billing [Section titled “Billing”](#billing) When creating a product or service in Billing, you can assign a billed topic. This controls which tasks’ time tracking appears on the invoice for that product. If no topic is assigned to a product, all topics are automatically billed.    ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Cannot delete a topic [Section titled “Cannot delete a topic”](#cannot-delete-a-topic) If a topic is already assigned to a task, it cannot be deleted — only archived. Archiving hides it from the topic picker but preserves its historical data. If the topic was never used, it can be deleted immediately. ### Regular members cannot create new topics [Section titled “Regular members cannot create new topics”](#regular-members-cannot-create-new-topics) A **Company Admin** or **Company Owner** may have disabled the option for regular members to add new topics. Contact your Company Admin to re-enable this or to add the needed topic for you. ### Topic is not appearing on invoices [Section titled “Topic is not appearing on invoices”](#topic-is-not-appearing-on-invoices) Check the product or service settings in **Billing**. If a specific billed topic is assigned to the product, only tasks with that topic will appear on invoices. Remove the topic assignment from the product to bill all topics automatically. ### Default topics do not match your needs [Section titled “Default topics do not match your needs”](#default-topics-do-not-match-your-needs) Default topics are created when setting up a new account and are starting suggestions only. Navigate to **Settings & Apps** → **Tasks** → **Topics** to edit or delete topics to match your firm’s actual workflow.   # Your calendar > Plan your week visually. Drag tasks to new dates to reschedule, click any date to create a task, and choose which event types appear. Quick answer Open **Calendar** from the main menu. Switch between seven views (1 day through Month). Toggle which items appear — tasks, due dates, vacations, holidays, birthdays, and more — using the Settings panel in the sidebar. Click any empty day to create a task. Drag tasks between days to reschedule. The calendar gives you a visual overview of your tasks, team schedules, and important dates — all in one place. Plan your work by week or month, create tasks by clicking on any date, and reschedule them by dragging between days. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can view and use the calendar. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can create and edit company events. * Vacation, remote work, and absence features require the **Vacations** app to be enabled for your company. ## Opening the calendar [Section titled “Opening the calendar”](#opening-the-calendar) Select **Calendar** from the main navigation menu. The calendar opens in the **1 week** view by default.   ## Calendar views [Section titled “Calendar views”](#calendar-views) Switch between views using the dropdown in the left sidebar: * **1 day** — shows a single day in full detail * **Mon - Fri** — shows the five workdays side by side * **Mon - Fri (2 weeks)** — two weeks of workdays, weekends hidden * **1 week** — the default view, Monday through Sunday * **2 weeks** — two full weeks stacked vertically * **3 weeks** — three full weeks stacked vertically * **Month** — the entire month with weeks stacked vertically Use the mini calendar at the top of the sidebar to navigate to a specific date. Click any date number in the main calendar area to select that day. Weekend columns automatically collapse when there are no tasks or tracked time on those days. ## Calendar settings [Section titled “Calendar settings”](#calendar-settings) Expand the **Settings** panel at the bottom of the left sidebar to control which items appear on your calendar. Each item has a checkbox you can toggle on or off: * **Tasks** — your assigned tasks, shown on their scheduled date * **Due dates** — each task’s due date on the calendar, in addition to its start date * **Vacations** — vacation, sick leave, parental leave, and other absences for team members (requires the **Vacations** feature, in the **Workforce** app) * **Remote work** — days when team members are working remotely (requires the **Vacations** feature, in the **Workforce** app) * **Holidays** — public holidays for your country * **Tax dates** — upcoming tax filing and payment deadlines * **Accounting news** — relevant accounting updates * **Company events** — events created by your company’s Company Admins * **Member birthdays** — birthdays of team members (when enabled by your company) * **Contact birthdays** — birthdays of client contacts (when enabled by your company) For vacations, remote work, and birthdays, you can choose to **Group items** or **Don’t group** using the arrow button next to each setting. Grouping combines multiple entries of the same type into a single line (for example, “3 away” instead of three separate entries). Your settings are saved to your account and persist across sessions.     ## Creating tasks from the calendar [Section titled “Creating tasks from the calendar”](#creating-tasks-from-the-calendar) 1. Click on any empty area within a day on the calendar. 2. The task creation dialog opens with the date pre-filled to the day you clicked. 3. Fill in the task details and save. The new task appears on the calendar under the selected date. ## Rescheduling tasks [Section titled “Rescheduling tasks”](#rescheduling-tasks) Drag any task from one day and drop it onto another day to reschedule it. * If the new date is before the task’s due date (or the task has no due date), the task moves immediately. * If the new date is after the task’s due date, Uku asks whether to also postpone the due date. Choose **Yes** to update both dates, or **Cancel** to leave the task where it was. You can also reorder tasks within the same day by dragging them up or down. The order you set is saved and persists when you return to the calendar. ## Understanding calendar items [Section titled “Understanding calendar items”](#understanding-calendar-items) ### Tasks [Section titled “Tasks”](#tasks) Each task displays the client color, the task title, and optional indicators: * A **flag icon** marks important tasks * A **dependency icon** appears on tasks that depend on other tasks * **Overdue tasks** appear in red * **Done tasks** appear in a lighter, muted style Click any task to open it. ### Events and absences [Section titled “Events and absences”](#events-and-absences) Calendar events appear above the task list for each day with a distinct icon and color: | Event type | Color | | ----------------------------- | ----- | | **Company event** | Blue | | **Vacation** | Brown | | **Flextime vacation** | Brown | | **Sick leave** | Brown | | **Parental leave** | Brown | | **Remote work** | Brown | | **Member / contact birthday** | Pink | | **Accounting news** | Grey | Click any event to see details including the person, dates, linked client or project, and notes. ### Time tracking [Section titled “Time tracking”](#time-tracking) Each day shows a time bar next to the date number: * **Tracked time** (bold) — hours you have logged for that day * **Expected time** — hours expected based on your Flextime agreement (defaults to 8 hours on workdays) * A **progress bar** fills as tracked time approaches the expected time * When fully tracked, the date circle and bar turn green Click the time display to open the time report for that day. If tasks on that day have estimations, a separate estimation total appears below the tracked/expected line.  ## Adding company events [Section titled “Adding company events”](#adding-company-events) **Company Admins** and **Company Owners** can create company-wide events that appear on every team member’s calendar. 1. Click **+ Company event** in the left sidebar. 2. Select the **Company** this event belongs to. 3. Enter a **Name** for the event. 4. If the Flextime app is enabled, choose whether the event is **Info** (informational) or **Holiday** (counts as free time for flextime tracking). 5. Set the dates. Check **All day(s)** for full-day events, or uncheck it to set specific start and end times. 6. Optionally add a **Link** and **Notes**. 7. Click **Save**. To edit or delete an existing company event, click on it in the calendar and use the edit button in the popup. ## Filters [Section titled “Filters”](#filters) Use the filter bar in the left sidebar to narrow what appears on your calendar: * **Member** — show tasks for specific team members (defaults to you) * **Client** — filter by client * **Topic** — filter by topic * **Status** — filter by task status * **Company** — filter by company (for multi-company setups) * **Project** — filter by project (requires Projects feature) Save your current filter combination as a bookmark by clicking the save icon in the filter bar. Saved bookmarks load all filters automatically when selected.    ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A task is not appearing on the expected day [Section titled “A task is not appearing on the expected day”](#a-task-is-not-appearing-on-the-expected-day) Check the task’s start date. Tasks appear on their scheduled start date, not today’s date. If the task has no start date set, it may not appear in calendar view. Also confirm the **Tasks** toggle is on in the Settings panel. ### Clicking a day does not open the task creation dialog [Section titled “Clicking a day does not open the task creation dialog”](#clicking-a-day-does-not-open-the-task-creation-dialog) Make sure you are clicking the empty area of the day, not on an existing task or event. Click between or below task items in the day column. ### Dragged task snaps back to its original position [Section titled “Dragged task snaps back to its original position”](#dragged-task-snaps-back-to-its-original-position) You may have cancelled the dialog that appeared (for tasks where the new date would be after the due date). Try dragging again and confirm the dialog. Also verify you have permission to edit that task — locked or past-due tasks may not be moveable. ### Cannot drag a task to reschedule it [Section titled “Cannot drag a task to reschedule it”](#cannot-drag-a-task-to-reschedule-it) If a task is locked or you lack edit permission, drag-and-drop is disabled. Check the task’s status and your permissions — you need edit access to the task to reschedule it. ### The time progress bar is missing [Section titled “The time progress bar is missing”](#the-time-progress-bar-is-missing) The progress bar requires a Flextime agreement to be configured for your account. If you have not set one up yet, go to your member profile and confirm the **Agreements** tab shows an active agreement. ### Colleagues’ tasks are not visible [Section titled “Colleagues’ tasks are not visible”](#colleagues-tasks-are-not-visible) Open the filter bar in the left sidebar and add the relevant team members under the **Member** filter. By default, the calendar shows only your own tasks. ### Company events are not appearing [Section titled “Company events are not appearing”](#company-events-are-not-appearing) Open **Settings** in the left sidebar and confirm the **Company events** checkbox is enabled. If the event was just created, try refreshing the page. # Using task dependencies > Task dependencies hide a task until its prerequisite is done. Use them for sequential workflows where step B must follow step A. Quick answer Open the task that should appear second. Click the **dependency icon** in the task footer to open the **Depends on** field. Select the task that must be completed first. The dependent task stays hidden from dashboards until all prerequisite tasks are done. Task dependencies let you create connected workflows where the next task only appears on a member’s dashboard once the previous task is marked done. Use them for sequential processes where step B cannot start until step A is finished. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any Uku team member who can create or edit tasks. * Tasks must already exist before dependencies can be assigned. * Editing templates and workflows requires [Company Admin](/en/settings/members-and-teams/)/Owner or Client Admin permission. ## How dependencies work [Section titled “How dependencies work”](#how-dependencies-work) When Task B depends on Task A: * Task B is hidden from dashboards until Task A is marked done. * Dates must be logically ordered — the start date of Task A cannot be later than Task B’s start date. * For recurring tasks, both tasks must share the same recurrence period (e.g., both monthly or both weekly). A monthly task cannot depend on a weekly task. * When multiple prerequisites are set, all of them must be marked done before the dependent task appears. **Example:** The *Submit documents* task depends on *Receive documents*. When *Receive documents* is marked done, *Submit documents* appears on the dashboard. Before that, it is hidden. ## How to create a task dependency [Section titled “How to create a task dependency”](#how-to-create-a-task-dependency) 1. Open the task that should appear **second** (the dependent task). 2. Click the **dependency icon** in the task footer to open the **Depends on** field. The dropdown lists this client’s tasks within a 45-day window. 3. Select one or more tasks that must be completed before this task becomes visible. 4. The dependency is saved automatically.  ## How to set dependencies in a client’s Workflow or template [Section titled “How to set dependencies in a client’s Workflow or template”](#how-to-set-dependencies-in-a-clients-workflow-or-template) Create dependencies directly in a client’s **Workflow** or in a template so every new task occurrence inherits the dependency automatically. The process is the same as for one-time tasks — open the recurring task, click the dependency icon, and select the prerequisite. Dependent recurring tasks can only be in the same recurrence period (e.g., both monthly). You cannot create a dependency across different periods. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The task I want to depend on does not appear in the dropdown [Section titled “The task I want to depend on does not appear in the dropdown”](#the-task-i-want-to-depend-on-does-not-appear-in-the-dropdown) The **Depends on** dropdown only lists tasks for the same client within a 45-day window. Ensure the prerequisite task is assigned to the same client and falls within this date range. ### A dependent task appeared on the dashboard before the prerequisite was completed [Section titled “A dependent task appeared on the dashboard before the prerequisite was completed”](#a-dependent-task-appeared-on-the-dashboard-before-the-prerequisite-was-completed) Verify that the dependency was properly saved by opening the task and checking the **Depends on** field. If the field is empty, the dependency was not set. Re-apply the dependency and save. ### Cannot set a dependency between two recurring tasks [Section titled “Cannot set a dependency between two recurring tasks”](#cannot-set-a-dependency-between-two-recurring-tasks) Dependent recurring tasks must share the same recurrence period (e.g., both monthly or both weekly). A monthly task cannot depend on a weekly task. ### The dependency icon is not visible in the task view [Section titled “The dependency icon is not visible in the task view”](#the-dependency-icon-is-not-visible-in-the-task-view) The dependency icon is located in the task footer area. If you do not see it, ensure you have the correct permissions and that the task is fully open (not in a collapsed list view). # Custom Fields for tasks, clients, and members > Custom fields add extra data to tasks and clients — numbers, text, or choices. Create in Settings & Apps and view as report columns. Quick answer Create custom fields in **Settings & Apps** → **Tasks** → **Task fields**. Once created, enable them on individual tasks via the More menu. Required fields appear automatically on every new task. View custom field data as columns in the **Report**. Custom fields let you track additional data on tasks and client records — numbers like headcount or invoice count, text notes, dropdown choices, and more. Instead of managing these details in a separate spreadsheet, store them in Uku so they are always accessible alongside the task.  ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can create, rename, and archive custom fields in Settings & Apps. * All team members can fill in custom field values on tasks they have access to. ## Custom field types [Section titled “Custom field types”](#custom-field-types) | Type | Use for | | ----------- | ------------------------------------------------------------------------------------------------ | | **Text** | Free-form notes, reference numbers, or any string value | | **Number** | Numeric values — invoice count, number of employees, entries. Also usable in Monitoring targets. | | **Choice** | Single selection from a predefined dropdown list | | **Article** | Reference to a specific accounting article or regulation | | **Price** | Monetary amount with currency formatting | Caution The field type cannot be changed after creation. If you need a different type, create a new field with the correct type and archive the old one. ## How to create a custom field [Section titled “How to create a custom field”](#how-to-create-a-custom-field) 1. Select **Settings & Apps** from the main navigation menu. 2. Click the **Tasks** app. 3. Select **Task fields**. 4. Click **+ Add**. A dialog appears. 5. Enter a name for the field. 6. Select the field type. 7. Optionally, make the field **Required** — required fields appear automatically on every new task. You can restrict the requirement to specific topics only. 8. Click **Save**. ## How to use a custom field on a task [Section titled “How to use a custom field on a task”](#how-to-use-a-custom-field-on-a-task) 1. Open a task. 2. Click the **More menu** (three dots) and select **Custom fields**. 3. Enable the custom field you need. 4. Enter the value for the field. Required fields appear on the task automatically without needing to be enabled manually. ## Custom fields in reports [Section titled “Custom fields in reports”](#custom-fields-in-reports) 1. Open the **Report** view. 2. Click the **Properties** button (column settings icon) in the toolbar. 3. Enable the custom field column you want to display. The selected custom field data now appears as a column in the report, letting you filter and compare values across tasks, clients, and members. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Custom field does not appear on a task [Section titled “Custom field does not appear on a task”](#custom-field-does-not-appear-on-a-task) Non-required fields must be manually enabled per task via the More menu. If the field is required but not appearing, confirm the task’s topic matches the topic restriction (if any) on the field settings. ### Cannot change the field type after creation [Section titled “Cannot change the field type after creation”](#cannot-change-the-field-type-after-creation) Field types are locked once created. Create a new custom field with the correct type and archive the old one. ### Required field not showing on some tasks [Section titled “Required field not showing on some tasks”](#required-field-not-showing-on-some-tasks) If the field is set to required only for specific topics, it will not appear on tasks assigned to other topics. Check the topic restrictions in the field settings in **Settings & Apps** → **Tasks** → **Task fields**. ### Custom field column missing from report [Section titled “Custom field column missing from report”](#custom-field-column-missing-from-report) Open the **Properties** button in the report toolbar and verify the field is enabled. Each report tab maintains its own column visibility independently.  # Time Tracking > Time entries, timers, billable vs non-billable time, bulk entry, lock periods, estimation, and tracking settings. Time entries, timers, billable vs non-billable time, and time-tracking settings. For flextime, vacations, and workforce management, see [Workforce & Flextime](/en/workforce-and-flextime/). ## All articles [Section titled “All articles”](#all-articles) [Add time to multiple tasks at once](/en/time-tracking/bulk-time-entry/) [Log time for several tasks at once using bulk selection — apply the same duration to each or split a total equally between them.](/en/time-tracking/bulk-time-entry/) [›](/en/time-tracking/bulk-time-entry/) [Fix a runaway timer](/en/time-tracking/forgot-to-stop-timer/) [Pause a runaway timer, correct the logged time, and enable the 8-hour email alert so an accidentally long timer does not go unnoticed again.](/en/time-tracking/forgot-to-stop-timer/) [›](/en/time-tracking/forgot-to-stop-timer/) [Lock time entries](/en/time-tracking/lock-time-entries/) [Prevent Company Members from editing past time entries by enabling weekly or monthly locking. Company Admins can always make corrections.](/en/time-tracking/lock-time-entries/) [›](/en/time-tracking/lock-time-entries/) [Manage billable and non-billable time](/en/time-tracking/billable-time/) [Toggle billable status on time entries, understand default rules, and view billable totals in reports to control what is billed to clients.](/en/time-tracking/billable-time/) [›](/en/time-tracking/billable-time/) [Time estimation](/en/time-tracking/use-time-estimation/) [Add time estimates to tasks, workflows, and templates. View daily totals in the calendar and optionally convert estimates to tracked time.](/en/time-tracking/use-time-estimation/) [›](/en/time-tracking/use-time-estimation/) [Time tracking settings](/en/time-tracking/settings/) [Require a time entry before completing client tasks and set company-wide defaults for estimations and manual entry restrictions.](/en/time-tracking/settings/) [›](/en/time-tracking/settings/) [Track time](/en/time-tracking/track-time/) [Track time with the play/pause timer or manual entries, mark work billable, and use the global timer widget from anywhere in Uku.](/en/time-tracking/track-time/) [›](/en/time-tracking/track-time/) # Manage billable and non-billable time > Toggle billable status on time entries, understand default rules, and view billable totals in reports to control what is billed to clients. Every time entry in Uku can be marked as billable or non-billable. Billable time counts toward client invoices; non-billable time is tracked for visibility but excluded from billing. Knowing how the default works — and how to override it — gives you control over what shows up on invoices. Quick answer Click the **billable toggle** on any time entry to switch it between billable and non-billable. The default comes from your company settings, but a topic override always takes priority. View billable and non-billable totals side by side in the **Report** view. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member can toggle billable/non-billable on their own time entries. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can configure the company-level billable default in **Settings & Apps → Billing → Products**. ## How the billable default works [Section titled “How the billable default works”](#how-the-billable-default-works) The default billable status for a new time entry comes from two sources, in this order of priority: 1. **Topic override** — if the task belongs to a topic that has a billable setting, that topic setting takes priority over everything else. 2. **Company billing settings** — if no topic override applies, the company-level default billable setting is used. You can always override the default on any individual time entry by clicking the billable toggle. ## How to toggle billable status on a time entry [Section titled “How to toggle billable status on a time entry”](#how-to-toggle-billable-status-on-a-time-entry) 1. Open the task where you want to adjust billable status. 2. Click the **time display** to expand the timesheet panel. 3. Find the time entry and click the **billable toggle** on the left side of the row. 4. The entry switches between billable and non-billable. The change is saved automatically.   ## Viewing billable time in reports [Section titled “Viewing billable time in reports”](#viewing-billable-time-in-reports) 1. Select **Report** from the main navigation menu. 2. Click the **Properties** button in the report toolbar to open the column chooser. 3. Enable the **Billable** and **Non-billable** columns. The **Summary** tab shows billable and non-billable totals per client or member grouping. The **Time** tab shows the billable toggle status on each individual entry.  ## Configuring the billable default for invoicing [Section titled “Configuring the billable default for invoicing”](#configuring-the-billable-default-for-invoicing) To control which time entries a product includes on invoices, configure the setting on the product itself. 1. Select **Settings & Apps** from the main navigation menu. 2. Open **Billing** and select **Products**. 3. Click the **edit (pencil) icon** next to the product you want to configure. 4. In the **Billable time** dropdown, select which time entries this product should include on invoices (billable only, non-billable only, or all time). 5. Save the product. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Non-billable time is appearing on the invoice [Section titled “Non-billable time is appearing on the invoice”](#non-billable-time-is-appearing-on-the-invoice) Check the product attached to the client’s contract. Open **Settings & Apps → Billing → Products**, find the product, and review its **Billable time** setting. If it is set to “All time,” non-billable entries will also be included on invoices. ### The billable toggle is not visible on a time entry [Section titled “The billable toggle is not visible on a time entry”](#the-billable-toggle-is-not-visible-on-a-time-entry) The billable feature must be enabled in your billing settings. Contact your **Company Admin** to confirm billing is active and configured for that client’s contract. ### Time marked billable by mistake [Section titled “Time marked billable by mistake”](#time-marked-billable-by-mistake) Open the task, expand the timesheet panel, and click the billable toggle on the incorrect entry to switch it back to non-billable. Do this before the invoice is generated — once a billable entry is included on a finalized invoice, a credit note may be needed to correct the billing. ### The report does not show billable columns [Section titled “The report does not show billable columns”](#the-report-does-not-show-billable-columns) Click the **Properties** button in the report toolbar and enable the **Billable** and **Non-billable** columns. Each report tab remembers its own column visibility independently.  # Add time to multiple tasks at once > Log time for several tasks at once using bulk selection — apply the same duration to each or split a total equally between them. If you perform the same work across several tasks or clients, you can log time for all of them in a single bulk action instead of opening each task individually. Quick answer Select the tasks you want to log time for using the multi-select mode on the dashboard, click the **Add time** icon in the bulk action bar, enter the duration, and choose whether to apply the same amount to every task or split it equally between them. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All active team members can add time to tasks assigned to them. * Works from the **Dashboard** or **Client view**. ## Apply the same time to all selected tasks [Section titled “Apply the same time to all selected tasks”](#apply-the-same-time-to-all-selected-tasks) 1. Open the **Dashboard** (or a **Client view** task list). 2. Click the **multi-select icon** (two checkmarks) above the task list to enter bulk selection mode. 3. Select the tasks you want to add time to by clicking their checkboxes. 4. Click the **Add time** icon in the bulk action bar that appears. 5. Enter the time as a **start and end time** or as a **duration**. 6. Leave the **Split time equally** option unchecked. 7. Click **Save**. Each selected task receives the full time amount you entered.      ## Split time equally between tasks [Section titled “Split time equally between tasks”](#split-time-equally-between-tasks) 1. Follow steps 1–4 above. 2. Enter the **total** amount of time to distribute. 3. Enable the **Split time equally** checkbox. 4. Click **Save**. Uku divides the total time evenly across all selected tasks. For example, entering 2 hours for 4 selected tasks logs 30 minutes on each. Tip Use the **Topic** or **Client** filter on the dashboard before entering bulk selection mode. This helps you quickly find and select only the relevant tasks. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Add time icon does not appear in the action bar [Section titled “The Add time icon does not appear in the action bar”](#the-add-time-icon-does-not-appear-in-the-action-bar) Confirm you have selected at least one task using the bulk selection checkboxes. The bulk action bar and its icons only appear when at least one task is selected. ### The Split time equally option is missing [Section titled “The Split time equally option is missing”](#the-split-time-equally-option-is-missing) Select at least two tasks. The split option is only available when multiple tasks are selected. ### Time entries appeared on the wrong tasks [Section titled “Time entries appeared on the wrong tasks”](#time-entries-appeared-on-the-wrong-tasks) Double-check your task selection before saving. Review which checkboxes are active in the bulk selection view, and deselect any tasks that should not receive the time entry. ### Cannot enter multi-select mode [Section titled “Cannot enter multi-select mode”](#cannot-enter-multi-select-mode) Look for the multi-select icon (two checkmarks) above the task list. If it is not visible, ensure you are on the **Dashboard** or a **Client view** task list — multi-select bulk actions are not available in all views. # Fix a runaway timer > Pause a runaway timer, correct the logged time, and enable the 8-hour email alert so an accidentally long timer does not go unnoticed again. If your Uku timer has been running longer than intended, you can pause it and then correct the time entry to reflect the actual hours worked. Uku also sends an email alert when a timer has been running continuously for 8 hours, so you can catch it before it gets out of hand. Quick answer Pause the active timer using the header widget or the task itself, then click the time display on the task to edit the entry. Correct the start time, end time, or duration and save. Enable **Daily agenda** in your notification settings to receive the 8-hour email alert. ## Who can do this [Section titled “Who can do this”](#who-can-do-this)  * Any team member who tracks time on tasks. * The **Daily agenda** email notification must be active in your profile to receive the 8-hour alert.  ## Pause the timer [Section titled “Pause the timer”](#pause-the-timer) You can pause an active timer in two ways: * Click the **timer widget** in the application header bar — it shows the elapsed time and has a pause button. * Open the task where time is being tracked and click the **pause** button next to the time display. ## Edit the logged time [Section titled “Edit the logged time”](#edit-the-logged-time) 1. Open the task where the incorrect time entry is recorded. 2. Click the **time display** (the hours shown on the task) to expand the timesheet panel. 3. Find the incorrect time entry and click into any field you want to correct: **Start** time, **End** time, or **Duration**. 4. Enter the correct value. 5. Click the **checkmark** button on the row to save.  ## Delete and recreate the entry [Section titled “Delete and recreate the entry”](#delete-and-recreate-the-entry) If you prefer to start fresh rather than editing the existing entry: 1. Click the **three-dot menu** on the right side of the incorrect time entry. 2. Select **Delete** and confirm. 3. In the empty row at the bottom of the timesheet panel, enter the correct **Start** time, **End** time, or **Duration**. 4. Click the **checkmark** to save the new entry. ## Enable the 8-hour email alert [Section titled “Enable the 8-hour email alert”](#enable-the-8-hour-email-alert) Uku sends an email notification if your timer has been running continuously for more than 8 hours. To receive this alert: 1. Open your **Profile** page. 2. Find the **Notifications** or **Emails** section. 3. Enable the **Daily agenda** toggle. The 8-hour alert is bundled with the daily agenda notification. Both will be active once the toggle is on.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Did not receive the 8-hour email notification [Section titled “Did not receive the 8-hour email notification”](#did-not-receive-the-8-hour-email-notification) Go to your **Profile** page and confirm the **Daily agenda** toggle is enabled in the notifications section. Also check your spam folder — the alert email may have been filtered. ### Cannot find the running timer [Section titled “Cannot find the running timer”](#cannot-find-the-running-timer) Look for the active timer indicator in the application header bar. It shows elapsed time and is visible from any page in Uku. If the timer is not visible, it may have been paused already or started on a different browser session — try refreshing the page. ### The time entry cannot be edited [Section titled “The time entry cannot be edited”](#the-time-entry-cannot-be-edited) The entry may be in a locked period. If your company has time entry locking enabled, entries from previous weeks or months cannot be edited by [Company Members](/en/settings/members-and-teams/). Ask a **Company Admin** to make the correction. ### Accidentally deleted the wrong time entry [Section titled “Accidentally deleted the wrong time entry”](#accidentally-deleted-the-wrong-time-entry) Deleted time entries cannot be recovered. Create a new entry on the same task with the correct start time, end time, and duration to replace the deleted one. # Lock time entries > Prevent Company Members from editing past time entries by enabling weekly or monthly locking. Company Admins can always make corrections. Time entry locking prevents **[Company Members](/en/settings/members-and-teams/)** from adding or editing time entries for past periods. Use it to close your books cleanly at the end of each week or month without worrying about retroactive changes. Quick answer Enable the **Lock time records** setting in **Settings & Apps → Company** and choose a trigger (weekly or monthly). Once enabled, Company Members cannot modify entries from previous periods. Company Admins and Company Owners are unaffected and can always edit any entry. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Company Owners** and **Company Admins** can enable and configure time entry locking. * The lock applies to **Company Members** only — Company Admins and Company Owners can always edit locked entries. ## How to enable time entry locking [Section titled “How to enable time entry locking”](#how-to-enable-time-entry-locking) 1. Select **Settings & Apps** from the main navigation menu. 2. Open the **Company** app settings. 3. Navigate to the **Settings** tab. 4. Enable the **Lock time records** setting. 5. Choose the locking trigger: * **Weekly** — entries from previous weeks are locked as soon as the new week begins. * **Monthly** — entries from previous months are locked as soon as the new month begins. Once enabled, when a Company Member tries to add or edit a time entry in a locked period, Uku displays an error: *“Time entry cannot be added, because time entries to this period are locked.”*  ## Reminders before the period closes [Section titled “Reminders before the period closes”](#reminders-before-the-period-closes) Uku can send automatic reminders before the current period closes, prompting team members to fill in any missing entries. Each member can choose whether to receive these reminders by email, as an in-app notification, or both — configured in their personal notification settings under **Profile → Notifications**. ## How to correct a locked time entry [Section titled “How to correct a locked time entry”](#how-to-correct-a-locked-time-entry) If a Company Member needs to correct a locked entry, a **Company Admin** or **Company Owner** must handle it. Because Company Admins cannot create entries on behalf of another person (only edit existing ones), follow this process: 1. The **Company Member** creates a 1-minute time entry on the relevant task for the current (unlocked) period. 2. The **Company Member** adds a comment to this entry specifying the correct date and time period. 3. The **Company Member** adds a Company Admin to the task. 4. The **Company Admin** changes the entry to the correct date and time. 5. The **Company Admin** adds a confirming comment, then removes themselves from the task. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A team member cannot edit their time entry [Section titled “A team member cannot edit their time entry”](#a-team-member-cannot-edit-their-time-entry) The entry is likely in a locked period. Ask a **Company Admin** or **Company Owner** to make the correction using the process described above. ### The Lock time records setting is not visible [Section titled “The Lock time records setting is not visible”](#the-lock-time-records-setting-is-not-visible) Only **Company Admins** and **Company Owners** can see and configure company-level settings. Verify your account role — Company Members do not have access to this setting. ### A Company Admin cannot create a time entry for another member [Section titled “A Company Admin cannot create a time entry for another member”](#a-company-admin-cannot-create-a-time-entry-for-another-member) This is by design. Company Admins can edit existing time entries but cannot create new ones on behalf of other members. The member must first create a placeholder entry, which the Company Admin then corrects. ### Time entries are locking too frequently [Section titled “Time entries are locking too frequently”](#time-entries-are-locking-too-frequently) The lock trigger may be set to **Weekly**. If weekly closing is too restrictive for your team’s workflow, switch the trigger to **Monthly** in **Settings & Apps → Company → Settings**. # Time tracking settings > Require a time entry before completing client tasks and set company-wide defaults for estimations and manual entry restrictions. Uku lets you control time tracking behavior at two levels: per client (making time entry mandatory before completing tasks) and at the company level (setting estimation defaults and restricting manual time edits). Use these settings to enforce consistent time tracking practices across your team. Quick answer Enable **Time recording is mandatory** on specific clients to block task completion without a time entry. Configure company-wide settings in **Settings & Apps → Company → Settings** to set estimation defaults and restrict manual time corrections. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Owners](/en/settings/members-and-teams/)** and **Company Admins** can change company-wide time tracking settings. * **Company Owners**, **Company Admins**, and users with Client Admin permission can change client-specific time tracking settings. ## Client-level: require time entry before completing a task [Section titled “Client-level: require time entry before completing a task”](#client-level-require-time-entry-before-completing-a-task) When enabled for a client, tasks belonging to that client can only be marked done after at least one time entry has been recorded. 1. Select **Clients** from the main navigation menu. 2. Open the client you want to configure. 3. Click the **edit (pencil) icon** next to the client’s name. 4. Enable the **Time recording is mandatory** toggle. 5. Save the client settings.   ## Company-level time tracking settings [Section titled “Company-level time tracking settings”](#company-level-time-tracking-settings) Configure these settings in **Settings & Apps → Company → Settings**. ### Set the estimation as the time if the exact value is not entered [Section titled “Set the estimation as the time if the exact value is not entered”](#set-the-estimation-as-the-time-if-the-exact-value-is-not-entered) When this setting is on and a task is marked done without any tracked time, Uku uses the task’s estimation as the recorded time. If the task also has no estimation, the time defaults to 0:00. This is useful for teams who set estimations consistently but sometimes forget to run the timer. ### Disable users from correcting journals [Section titled “Disable users from correcting journals”](#disable-users-from-correcting-journals) When this setting is on, **Company Members** cannot manually add or edit time entries. All time must be recorded using the timer. **Company Admins** and **Company Owners** are unaffected and can always edit entries.  Note Client-level settings override company-wide defaults. If mandatory time recording is enabled for a specific client, it applies to that client’s tasks regardless of the company setting. ## Lock time entries for closed periods [Section titled “Lock time entries for closed periods”](#lock-time-entries-for-closed-periods) To prevent retroactive changes to past periods (weekly or monthly), enable time entry locking in **Settings & Apps → Company → Settings**. See the article *Lock time entries* for the full setup guide. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### A member completed a task without entering time [Section titled “A member completed a task without entering time”](#a-member-completed-a-task-without-entering-time) Check whether **Time recording is mandatory** is enabled for that specific client. If the setting is off, members can mark tasks done without recording time. The company-wide estimation fallback fills in time automatically when no entry exists but does not block task completion. ### Estimated time shows as 0:00 [Section titled “Estimated time shows as 0:00”](#estimated-time-shows-as-000) The task does not have a time estimation set. Open the task, click the three-dot menu, and add an estimation. Without an estimation, the fallback setting has no value to use. ### A member cannot edit their time entries [Section titled “A member cannot edit their time entries”](#a-member-cannot-edit-their-time-entries) The **Disable users from correcting journals** setting is likely enabled. A **Company Admin** or **Company Owner** must either adjust the entry on the member’s behalf or disable the restriction in company settings. ### Setting changes are not visible to members [Section titled “Setting changes are not visible to members”](#setting-changes-are-not-visible-to-members) Settings take effect immediately but may require a page reload. Ask affected members to refresh their browser. # Track time > Track time with the play/pause timer or manual entries, mark work billable, and use the global timer widget from anywhere in Uku. Uku has a built-in timer on every task. Start it when you begin work, pause it when you stop, and correct or add entries manually afterward. All your tracked time rolls up into reports and feeds your Flextime balance. Quick answer Click the **play** button on any task to start tracking. Click **pause** when you stop. Use the global timer widget in the header bar to control the active timer from any page. Add or correct time entries manually by clicking the time display on a task to open the timesheet panel. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All active team members can track time on tasks assigned to them. * **[Company Admins](/en/settings/members-and-teams/)** can view and manage time entries for all team members on a task. * Company settings can restrict time management for regular Company Members — contact your Company Admin if the timer controls are read-only for you. ## Starting the timer [Section titled “Starting the timer”](#starting-the-timer) Open any task and click the **play** button next to the time display. The timer starts immediately and the button changes to a **pause** icon. The time display updates in real time. You can also start the timer without opening the task: hover over any task row in the dashboard or task list to reveal the timer controls, then click the play button. When you start a timer on a new task, any currently running timer is automatically paused. Only one timer can run at a time.    ## The global timer widget [Section titled “The global timer widget”](#the-global-timer-widget) When a timer is running, a **timer widget** appears in the application header bar. It shows the total tracked time for the active task and is visible from any page in Uku — so you never need to navigate back to the task just to check the timer. The widget displays: * **Elapsed time** in hours, minutes, and seconds * A **play/pause** button to control the timer without leaving your current page Click the time display in the widget to open the task directly. Hover over the widget to see a tooltip with the task title, client name, and topic. ## Pausing the timer [Section titled “Pausing the timer”](#pausing-the-timer) Click the **pause** button on the task (or in the header widget) to pause. This saves the current time entry with the accumulated duration. There is no separate “stop” action — pausing preserves your tracked time as an entry you can edit afterward. ## Manual time entries [Section titled “Manual time entries”](#manual-time-entries) You do not need to use the timer. Open a task and click the **time display** to expand the timesheet panel. The last row is always an empty entry ready for input. Each time entry row has these fields: * **Billable** toggle (left side) — marks the entry as billable or non-billable * **Date** — defaults to today; click to pick a different date * **Start** time — when work began * **End** time — when work ended * **Duration** — calculated from start/end, or enter directly You can fill in any combination of fields. If you enter only a **duration**, Uku sets the start and end times automatically. If you enter **start and end**, Uku calculates the duration. If you enter **start and duration**, Uku sets the end time. Click the **checkmark** button on the row to save. A new empty row appears automatically after saving. ### Continuing from a previous entry [Section titled “Continuing from a previous entry”](#continuing-from-a-previous-entry) When adding a new time entry, click the **Start** field to see a suggestion to continue from where your last entry ended. Clicking the suggestion fills in the start time automatically — useful for logging consecutive work blocks without gaps.   ## Adding a description to a time entry [Section titled “Adding a description to a time entry”](#adding-a-description-to-a-time-entry) Click the **comment icon** (speech bubble) next to any time entry to open the description field. Type your note; it saves when you close the field. Entries with descriptions show a filled comment icon — hover over it to preview the text. ## Billable vs. non-billable time [Section titled “Billable vs. non-billable time”](#billable-vs-non-billable-time) Every time entry has a **billable** toggle. The default billable status comes from two sources: 1. **Company billing settings** — the company-level default. 2. **Topic override** — if the task belongs to a topic, the topic’s billable setting takes priority over the company default. You can override the default on any individual entry by clicking the billable toggle. Billable time counts toward client billing; non-billable time is tracked but not included on invoices. ## Adding time to multiple tasks at once [Section titled “Adding time to multiple tasks at once”](#adding-time-to-multiple-tasks-at-once) 1. Click the **multi-select icon** (two checkmarks) above the task list on the dashboard. 2. Select the tasks you want to add time to. 3. Click the **Add time** icon in the action bar. 4. Enter the total time and choose whether to apply it equally to all tasks or as the same amount on each task.  ## Time estimation [Section titled “Time estimation”](#time-estimation) If you know in advance how long a task will take, add an estimation: 1. Open the task. 2. Click the **more options icon** (three dots). 3. Select **Add estimation**. 4. Enter the estimated duration. Estimations are visible in the **Calendar** view under each day’s summary. If a task is marked done with no tracked time, Uku can automatically convert the estimation into tracked time — enable this in **Settings & Apps → Tasks** settings.  ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The timer shows excessive hours after being left running [Section titled “The timer shows excessive hours after being left running”](#the-timer-shows-excessive-hours-after-being-left-running) Click the time display on the task to open the timesheet panel. Find the entry with the incorrect end time and click into the **End** or **Duration** field to correct it. Click the checkmark to save. ### Time entries appear as non-billable when they should be billable [Section titled “Time entries appear as non-billable when they should be billable”](#time-entries-appear-as-non-billable-when-they-should-be-billable) Check two places: (1) the task’s topic — if the topic is set to non-billable, it overrides the company default. (2) The company billing settings — confirm the default is set to billable. You can always override on individual entries by clicking the billable toggle. ### The timer controls are read-only [Section titled “The timer controls are read-only”](#the-timer-controls-are-read-only) Your company settings may restrict time management for Company Members. Contact your **Company Admin** to check whether the **time\_management\_disabled\_for\_users** setting is enabled, and ask them to adjust entries on your behalf if needed. ### Cannot see the timer widget in the header [Section titled “Cannot see the timer widget in the header”](#cannot-see-the-timer-widget-in-the-header) The widget only appears when a timer is actively running (or paused on an unfinished task). If you started the timer on a different device or browser, try refreshing the page to sync the state. ### My calendar shows different total hours than the report [Section titled “My calendar shows different total hours than the report”](#my-calendar-shows-different-total-hours-than-the-report) This usually happens when time has been tracked across multiple Uku accounts (for example, a personal trial account in addition to your company account). The calendar surfaces time from every account you have access to, while **Reports show only the time tracked in the currently selected account**. When generating a report, use the **account filter** to confirm you are looking at the right account, or switch accounts and re-run the report to see the missing time. ### My weekly hours look wrong despite a custom Flextime agreement [Section titled “My weekly hours look wrong despite a custom Flextime agreement”](#my-weekly-hours-look-wrong-despite-a-custom-flextime-agreement) Custom agreements only apply to weeks they fully cover. If a custom agreement starts or ends mid-week, Uku falls back to the **company-wide weekly agreement** for that partial week. To make a custom agreement apply to a specific week, ensure it spans the full week (Monday through Sunday).  # Time estimation > Add time estimates to tasks, workflows, and templates. View daily totals in the calendar and optionally convert estimates to tracked time. Time estimations let you record how long a task should take before you start working on it. Use estimations for workday planning — you can see daily totals in the **Calendar** and compare estimated vs. actual hours in **Report**. Quick answer Open any task, click the **three-dot menu**, and select **Add estimation**. Set estimations on individual tasks, on recurring tasks in a client’s **Workflow**, or on workflow templates to apply them across all clients that use the template. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All team members can add estimations to tasks assigned to them. * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** (and users with Client Admin permission) can add estimations to client Workflow recurring tasks and templates. * A **Company Admin** must enable the estimation feature in company settings before it is available. ## Enabling time estimation [Section titled “Enabling time estimation”](#enabling-time-estimation) 1. Select **Settings & Apps** from the main navigation menu. 2. Open the **Company** app settings. 3. Go to the **Settings** tab. 4. Enable the option **Set the estimation as the time if the exact value is not entered**. 5. Click **Save**.    Once enabled, if a task is marked done without any tracked time, Uku automatically uses the estimation as the logged time. ## Adding an estimation to a task [Section titled “Adding an estimation to a task”](#adding-an-estimation-to-a-task) 1. Open the task. 2. Click the **three-dot menu** (more options). 3. Select **Add estimation**. 4. Enter the estimated duration. 5. Click **Save**. The estimation appears on the task and is included in the daily totals in the **Calendar** view. ## Adding an estimation to a recurring task in a client’s Workflow [Section titled “Adding an estimation to a recurring task in a client’s Workflow”](#adding-an-estimation-to-a-recurring-task-in-a-clients-workflow) Setting the estimation on the recurring task template means every occurrence of that task inherits the estimation automatically. 1. Select **Clients** from the main navigation menu and open the client’s profile. 2. Select the **Workflow** tab. 3. Open the recurring task you want to estimate. 4. Add the time estimation. 5. Click **Save**. ## Adding an estimation to a workflow template [Section titled “Adding an estimation to a workflow template”](#adding-an-estimation-to-a-workflow-template) Adding estimations to a template automatically applies them to all clients that use that template — no need to set estimations client by client. 1. Select **Settings & Apps** from the main navigation menu. 2. Open the **Tasks** app settings. 3. Select the **Workflow templates** tab. 4. Open the template where you want to add an estimation. 5. Open the specific task within the template and add the estimation. 6. Click **Save**. Note Estimations added to a template apply to clients newly assigned to that template. Existing client workflows may need to be updated manually or by pushing template changes to clients. ## Viewing estimations in the Calendar [Section titled “Viewing estimations in the Calendar”](#viewing-estimations-in-the-calendar) In the **Calendar** view, each day shows a summary of total estimated time for tasks scheduled on that day. This helps you see at a glance how busy a particular day will be before you start working. ## Viewing estimations in Report [Section titled “Viewing estimations in Report”](#viewing-estimations-in-report) Open **Report** and use the **Properties** button to add the **Estimation** column to the **Tasks** or **Summary** tab. This lets you compare estimated vs. actual time across clients, members, or date ranges. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The estimation option is not available on a task [Section titled “The estimation option is not available on a task”](#the-estimation-option-is-not-available-on-a-task) The estimation feature may not be enabled. Go to **Settings & Apps → Company → Settings** and confirm the estimation option is active. Ask a **Company Admin** to enable it if it is not already on. ### The estimation is not appearing in the Calendar [Section titled “The estimation is not appearing in the Calendar”](#the-estimation-is-not-appearing-in-the-calendar) Verify the task has a start date that falls within the currently visible calendar range. Tasks without a scheduled date do not appear in the Calendar and will not contribute to the daily estimation total. ### Template estimations are not applying to existing clients [Section titled “Template estimations are not applying to existing clients”](#template-estimations-are-not-applying-to-existing-clients) Estimations added to a template apply to clients newly assigned to that template. For existing client workflows, you need to either update the estimation on each recurring task manually, or use the workflow template push feature to apply changes across all clients. ### The estimation is overriding manually tracked time [Section titled “The estimation is overriding manually tracked time”](#the-estimation-is-overriding-manually-tracked-time) The *Set the estimation as the time if the exact value is not entered* setting is a fallback — it only converts the estimation to tracked time when no actual time entry exists. Once you log even one minute of tracked time, the actual value takes precedence and the estimation is not used.    # What's new in Uku > Product updates, new features, improvements, and fixes — released regularly. Product updates, new features, improvements, and fixes — released regularly. [RSS feed](/en/whats-new/rss.xml). ## [June 2026](/en/whats-new/2026-06-june-2026/) [Uku's biggest update ever: Quick Search, Teams with feature rights, workflow roles, vacation delegation, and Client Portal invoices.](/en/whats-new/2026-06-june-2026/) ## [April 2026](/en/whats-new/2026-04-april-2026/) [Note templates now work on clients, projects, and vendors — not just team members.](/en/whats-new/2026-04-april-2026/) ## [March 2026](/en/whats-new/2026-03-march-2026/) [Reusable note templates are live — create once, reuse on any client or project. Reviews, checklists, and agendas arrive ready-structured.](/en/whats-new/2026-03-march-2026/) ## [February 2026](/en/whats-new/2026-02-february-2026/) [The client profile now has a two-level layout. Top-level tabs group content into four main categories: Work, Activities, Files, and Finance.](/en/whats-new/2026-02-february-2026/) ## [January 2026](/en/whats-new/2026-01-january-2026/) [AML compliance fields now extend to contacts, and you can filter the client list by contact custom fields.](/en/whats-new/2026-01-january-2026/) ## [November 2025](/en/whats-new/2025-11-november-2025/) [Automated invoice debt reminders, invoice email placeholders, primary-member billing resource, Directo integration, and bulk client-workflow updates.](/en/whats-new/2025-11-november-2025/) ## [September 2025](/en/whats-new/2025-09-september-2025/) [eSigning & approvals go live, recurring task start dates from client custom fields, and task management endpoints in the public API.](/en/whats-new/2025-09-september-2025/) ## [June 2025](/en/whats-new/2025-06-june-2025/) [Dashboard Later tab, Catch Up view, sorting, task archiving, email automation status, status bar, daily time bar, history range, and unread highlighting.](/en/whats-new/2025-06-june-2025/) ## [April 2025](/en/whats-new/2025-04-april-2025/) [Multiple checklists per task, bulk task deletion, Dropbox integration, and email failure notifications.](/en/whats-new/2025-04-april-2025/) ## [February 2025](/en/whats-new/2025-02-february-2025/) [A completely new Task view, a company-wide default email address, plus Workforce, Audit log, and client list improvements.](/en/whats-new/2025-02-february-2025/) ## [December 2024](/en/whats-new/2024-12-december-2024/) [Hide time entries per user in reports, more recurring-task placeholders, Client Portal email signatures, restore deleted tasks, and all currencies in billing.](/en/whats-new/2024-12-december-2024/) ## [November 2024](/en/whats-new/2024-11-november-2024/) [Elite plan launches with Audit Log, Workforce Management, Document storage, Budgeting, Public API, and Client Portal custom menu.](/en/whats-new/2024-11-november-2024/) ## [October 2024](/en/whats-new/2024-10-october-2024/) [Client documents tab, Client Portal custom links, Calendar time estimates, and multiple Clients, Tasks, and Email improvements.](/en/whats-new/2024-10-october-2024/) ## [September 2024](/en/whats-new/2024-09-september-2024/) [Danish business registry and FreeAgent integrations, new Reports charts, SmartAccounts updates, and Flextime and Calendar improvements.](/en/whats-new/2024-09-september-2024/) ## [August 2024](/en/whats-new/2024-08-august-2024/) [Email signatures, period placeholders in task titles, test email sending, and monitoring time by topic.](/en/whats-new/2024-08-august-2024/) ## [June 2024](/en/whats-new/2024-06-june-2024/) [Calendar time tracking progress, Flextime worldwide, dynamic email placeholders, client list columns, and QuickBooks invoice status.](/en/whats-new/2024-06-june-2024/) ## [May 2024](/en/whats-new/2024-05-may-2024/) [New Tripletex integration, rebuilt client sidebar, manage your own company as a client, and company calendar events and birthdays.](/en/whats-new/2024-05-may-2024/) ## [April 2024](/en/whats-new/2024-04-april-2024/) [New Projects app for separating one-time work, limited members setup, and multi-currency billing.](/en/whats-new/2024-04-april-2024/) ## [March 2024](/en/whats-new/2024-03-march-2024/) [Link clients with parent-child relationships, financial year end field, and British/American English language choice.](/en/whats-new/2024-03-march-2024/) ## [February 2024](/en/whats-new/2024-02-february-2024/) [Xero invoice sync, one-time task templates, web app, and menu default views.](/en/whats-new/2024-02-february-2024/) ## [January 2024](/en/whats-new/2024-01-january-2024/) [Client search by contact name or email, Client Portal date formatting, and Xero integration improvements.](/en/whats-new/2024-01-january-2024/) ## [December 2023](/en/whats-new/2023-12-december-2023/) [Bulk VAT rate changes, Canadian dollar support, internationalisation, dependent task icons, and Flextime vacation export.](/en/whats-new/2023-12-december-2023/) ## [November 2023](/en/whats-new/2023-11-november-2023/) [Flexible calendar views, cumulative billing prices, primary company selection, and Client Portal default language.](/en/whats-new/2023-11-november-2023/) ## [October 2023](/en/whats-new/2023-10-october-2023/) [Client Portal for accountants is live: branding, bulk activation, tasks, document sharing, and client document digitisation.](/en/whats-new/2023-10-october-2023/) ## [September 2023](/en/whats-new/2023-09-september-2023/) [Client-based products with individual pricing, time entry logs anywhere, report shortcuts, and multi-template contracts.](/en/whats-new/2023-09-september-2023/) ## [August 2023](/en/whats-new/2023-08-august-2023/) [Flextime vacation by the minute, company timezone support, failed email alerts, and attachments for recurring tasks.](/en/whats-new/2023-08-august-2023/) ## [July 2023](/en/whats-new/2023-07-july-2023/) [Disallow personal clients to avoid lost-client confusion, and get notified when time-entry locking is enabled.](/en/whats-new/2023-07-july-2023/) ## [June 2023](/en/whats-new/2023-06-june-2023/) [Default dashboard view and the ability to lock company settings, plus Spanish, German, and Latvian language support.](/en/whats-new/2023-06-june-2023/) ## [May 2023](/en/whats-new/2023-05-may-2023/) [Uku gets a new look, plus pagination for large client lists, Business Register sync, and billing rights for client managers.](/en/whats-new/2023-05-may-2023/) ## [April 2023](/en/whats-new/2023-04-april-2023/) [Xero integration (beta) for clients and invoices, client contacts export, and a grace period before account lock after failed payment.](/en/whats-new/2023-04-april-2023/) ## [March 2023](/en/whats-new/2023-03-march-2023/) [Task topics, mandatory custom fields per topic, contact custom fields, client contacts import, and a user-type filter for clients.](/en/whats-new/2023-03-march-2023/) ## [February 2023](/en/whats-new/2023-02-february-2023/) [Sign in with a Microsoft account, plus a reorganised Settings & Apps with a new company app and personal profile menu.](/en/whats-new/2023-02-february-2023/) ## [January 2023](/en/whats-new/2023-01-january-2023/) [Duplicate tasks from the three-dot menu and a new setting to allow time entries in the future.](/en/whats-new/2023-01-january-2023/) ## [December 2022](/en/whats-new/2022-12-december-2022/) [Send and automate emails directly from Uku, and choose a replacement when deactivating a member.](/en/whats-new/2022-12-december-2022/) ## [November 2022](/en/whats-new/2022-11-november-2022/) [Archive client groups, view reports for deactivated clients and members, and new delegation filters.](/en/whats-new/2022-11-november-2022/) ## [October 2022](/en/whats-new/2022-10-october-2022/) [More detailed time tracking, recurrence quick action, mandatory custom fields, invoice prefix variables, and more.](/en/whats-new/2022-10-october-2022/) ## [September 2022](/en/whats-new/2022-09-september-2022/) [Overlapping time log detection, task dependencies, client profile navigation, Uku API 1.0, and more.](/en/whats-new/2022-09-september-2022/) ## [June 2022](/en/whats-new/2022-06-june-2022/) [Uku public API & Archiving products](/en/whats-new/2022-06-june-2022/) ## [May 2022](/en/whats-new/2022-05-may-2022/) [Filter clients by custom fields, assign roles to contacts, Polish language, and new Poland and EU regions.](/en/whats-new/2022-05-may-2022/) ## [April 2022](/en/whats-new/2022-04-april-2022/) [Add new products to multiple client contracts at once from the client list.](/en/whats-new/2022-04-april-2022/) ## [March 2022](/en/whats-new/2022-03-march-2022/) [Invoice templates & Changes](/en/whats-new/2022-03-march-2022/) ## [February 2022](/en/whats-new/2022-02-february-2022/) [Quick action & Task setting](/en/whats-new/2022-02-february-2022/) ## [January 2022](/en/whats-new/2022-01-january-2022/) [Following tasks & User groups](/en/whats-new/2022-01-january-2022/) ## [December 2021](/en/whats-new/2021-12-december-2021/) [Magic buttons for quick task creation, task note improvements, filtered client export, and new dashboard period filters.](/en/whats-new/2021-12-december-2021/) ## [November 2021](/en/whats-new/2021-11-november-2021/) [Invoice payment status synced from Merit Aktiva and a new timer setting to keep tasks open.](/en/whats-new/2021-11-november-2021/) ## [October 2021](/en/whats-new/2021-10-october-2021/) [Merit Aktiva integration, client data import updates, custom field import, and bulk API key import.](/en/whats-new/2021-10-october-2021/) ## [September 2021](/en/whats-new/2021-09-september-2021/) [Bulk actions on tasks, Clients and Tasks apps in the App Store, and duplicate task templates.](/en/whats-new/2021-09-september-2021/) ## [July 2021](/en/whats-new/2021-07-july-2021/) [Export invoices to Merit Aktiva, new billing view columns, and a client-list 'Updated' timestamp.](/en/whats-new/2021-07-july-2021/) # July 2021 > Export invoices to Merit Aktiva, new billing view columns, and a client-list 'Updated' timestamp. ### New [Section titled “New”](#new) ## 1. Billing: export invoices to Merit Aktiva [Section titled “1. Billing: export invoices to Merit Aktiva”](#1-billing-export-invoices-to-merit-aktiva) Invoices prepared in Uku can now be exported directly to Merit Aktiva. *** ## 2. Clients: ‘Updated’ column in the client list [Section titled “2. Clients: ‘Updated’ column in the client list”](#2-clients-updated-column-in-the-client-list) A new ‘Updated’ column is available in the client list, giving you an overview of when each client’s data was last modified. *** ## 3. Billing: new columns and filters in the billing view [Section titled “3. Billing: new columns and filters in the billing view”](#3-billing-new-columns-and-filters-in-the-billing-view) New column options — ‘Invoice Date’, ‘Exported’, and ‘Sent’ — have been added to the billing view, along with a customer search bar and a customer group filter. You can also save filters so you can reopen a desired invoice view without setting it up each time. *** ## 4. Billing: assign the next invoice number [Section titled “4. Billing: assign the next invoice number”](#4-billing-assign-the-next-invoice-number) To keep invoice numbers in sync with your accounting program, you can now set the number that the next invoice should receive. *** ## Improvements [Section titled “Improvements”](#improvements) * Dashboard grouping now persists when you navigate away and return. * New templates and topics added to your company account appear immediately without a page refresh. * A new user added to a client is set to ‘Admin User’ by default. * **Templates** — you can now delete old templates you no longer need. * Open a client card in a new window by pressing Command (macOS) / Ctrl (Windows) and clicking the client name. * In the client profile date field you can now select all dates. # September 2021 > Bulk actions on tasks, Clients and Tasks apps in the App Store, and duplicate task templates. ### New [Section titled “New”](#new) ## 1. Tasks: bulk actions [Section titled “1. Tasks: bulk actions”](#1-tasks-bulk-actions) Make changes to multiple tasks at once using bulk actions. *** ## 2. Settings: Clients and Tasks apps in the App Store [Section titled “2. Settings: Clients and Tasks apps in the App Store”](#2-settings-clients-and-tasks-apps-in-the-app-store) All company settings are now available in one place — the App Store now includes dedicated ‘Clients’ and ‘Tasks’ apps. *** ## 3. Tasks: duplicate templates [Section titled “3. Tasks: duplicate templates”](#3-tasks-duplicate-templates) Create new task templates by duplicating existing ones and adjusting as needed. *** ## Improvements [Section titled “Improvements”](#improvements) * **Reports** — if the selected time period is up to 90 days, the ‘User/Date’ group shows a daily overview; a longer period gives a monthly overview. * You can now successfully download the client list even if a deactivated user is attached to a client. * Billing no longer counts time spent on tasks that have been deleted. * The ‘Date/User’ group download in the ‘Summary’ view has been fixed. * The sun is back on Uku’s dashboard when all tasks for the day are completed. # October 2021 > Merit Aktiva integration, client data import updates, custom field import, and bulk API key import. ### New [Section titled “New”](#new) ## 1. Integration: Merit Aktiva [Section titled “1. Integration: Merit Aktiva”](#1-integration-merit-aktiva) Import clients from Merit Aktiva, automate monthly summaries, and send invoices — all through the new Merit Aktiva integration. *** ## 2. Clients: update client data via import [Section titled “2. Clients: update client data via import”](#2-clients-update-client-data-via-import) Update existing clients’ data by importing a .xlsx file, so bulk data corrections no longer require editing records one by one. *** ## 3. Clients: import custom field data [Section titled “3. Clients: import custom field data”](#3-clients-import-custom-field-data) Import additional client data into Uku using client custom fields. *** ## 4. Settings: hide Uku’s built-in templates [Section titled “4. Settings: hide Uku’s built-in templates”](#4-settings-hide-ukus-built-in-templates) A new ‘Hide Uku’s templates’ setting lets you hide all of Uku’s pre-made templates from the template selection. *** ## 5. Settings: bulk import API keys [Section titled “5. Settings: bulk import API keys”](#5-settings-bulk-import-api-keys) Import client API keys in bulk. *** ## Improvements [Section titled “Improvements”](#improvements) * **Billing** — all billing settings are now available in one place under the Billing app in the App Store. * The Uku client code is transferred to Merit Aktiva as a project code. * When adding a new billing product, its start date defaults to the first day of the current year. * All countries in the world have been added to the region selection. * **Clients** — when a client’s default user is deactivated or removed, the company owner is automatically set as the default user. * ‘How to configure’ guides throughout the app now link directly to Help Center articles. * The client’s billing supports an annual billing cycle. # November 2021 > Invoice payment status synced from Merit Aktiva and a new timer setting to keep tasks open. ### New [Section titled “New”](#new) ## 1. Billing: invoice payment status from Merit Aktiva [Section titled “1. Billing: invoice payment status from Merit Aktiva”](#1-billing-invoice-payment-status-from-merit-aktiva) Uku now updates the payment status of invoices exported to Merit Aktiva. You get an overview of paid and unpaid invoices without leaving Uku. *** ## 2. Tasks: keep task open when starting the timer [Section titled “2. Tasks: keep task open when starting the timer”](#2-tasks-keep-task-open-when-starting-the-timer) A new setting — ‘Keep the task opened when starting the timer’ — lets you choose whether a task stays open or closes after you start the timer. Find it under your personal account settings in the App Store. *** ## Improvements [Section titled “Improvements”](#improvements) ### Tasks [Section titled “Tasks”](#tasks) * **Recurring tasks** — the option to add attachments was shown in recurring tasks even though the feature is not available; the misleading button has been removed. ### Clients [Section titled “Clients”](#clients) * **Client notes** — issues with adding attachments to notes and updating existing notes have been resolved. * In the billing view on the client card, the product and VAT code selections are now fully visible and the drop-down menu no longer covers the input area. # December 2021 > Magic buttons for quick task creation, task note improvements, filtered client export, and new dashboard period filters. ### New [Section titled “New”](#new) ## 1. Tasks: Magic buttons [Section titled “1. Tasks: Magic buttons”](#1-tasks-magic-buttons) With one click, add a new task and start the timer. Magic buttons let you conveniently insert urgent work — a phone call, an email — into Uku without breaking your flow. [Read more](/en/tasks-and-workflows/magic-buttons/). **Why?** Every piece of work gets logged in Uku immediately, so nothing slips through untracked. *** ## 2. Tasks: task notes improvements [Section titled “2. Tasks: task notes improvements”](#2-tasks-task-notes-improvements) Task notes now support active links, and pressing Enter adds a new line. *** ## 3. Clients: filtered client list export [Section titled “3. Clients: filtered client list export”](#3-clients-filtered-client-list-export) The client list export now respects your active filters — only the clients you have selected are exported. *** ## 4. Settings: unsaved-changes warning [Section titled “4. Settings: unsaved-changes warning”](#4-settings-unsaved-changes-warning) When navigating away from a company template or client plan that has unsaved changes, Uku now shows a warning so changes are not lost accidentally. **Why?** You can leave a view without worrying that edits have disappeared. *** ## 5. Dashboard: new quick period filters [Section titled “5. Dashboard: new quick period filters”](#5-dashboard-new-quick-period-filters) Two new quick period filters have been added to the dashboard: ‘This month’ and ‘Last month’. *** ## Improvements [Section titled “Improvements”](#improvements) * Enable or disable the display of task custom fields in the monitoring view. # January 2022 > Following tasks & User groups ### New [Section titled “New”](#new) ## 1. Tasks: following tasks [Section titled “1. Tasks: following tasks”](#1-tasks-following-tasks) Follow your colleagues’ tasks to keep up with their progress. An “I follow” filter was also added to the dashboard search so you can quickly look up all the tasks you follow from different users. *** ## 2. Members: user groups [Section titled “2. Members: user groups”](#2-members-user-groups) Create user groups under the “Users” view and assign recurring or one-time tasks to those groups. Assigned tasks appear on the dashboards of all the group members. *** ## 3. Billing: marking invoices paid [Section titled “3. Billing: marking invoices paid”](#3-billing-marking-invoices-paid) Manually mark invoices paid or unpaid — in bulk from the invoice list, or one by one from the invoice view. *** ## 4. Settings: menu display options [Section titled “4. Settings: menu display options”](#4-settings-menu-display-options) You can now leave the main menu sidebar open permanently. *** ## Improvements [Section titled “Improvements”](#improvements) ### Dashboard [Section titled “Dashboard”](#dashboard) * **Mini Uku** is even more good-looking and user-friendly. [Install Mini Uku here](/en/get-started/). * In the report Task/Time view the longer task names are shown with a tooltip. * Bulk action options are also available in the client list and billing. * Notifications are marked read when the user clicks on them. Users can mark all notifications read with “Mark all as read”. ### Clients [Section titled “Clients”](#clients) * You can now add client custom fields and client groups in the import flow — first create the needed fields, then match with the columns. * In the client card only client custom fields where information has been added are shown. * A search option has been added to saved bookmarks. The search is displayed if more than 7 bookmarks have been saved. ### Members [Section titled “Members”](#members) * A “Select/Unselect all” option is now available in the members dropdown. ### Billing [Section titled “Billing”](#billing) * Search and autosuggest have been added to product fields (VAT, article, topics, etc.). * Quarterly shortcuts (last quarter, this quarter) are available in the Billing view period filter. * Magic button setting — add all time entries under one task (per month). * Uku purchase invoice email is now attached with a PDF invoice. # February 2022 > Quick action & Task setting ### New [Section titled “New”](#new) ## 1. Tasks: quick action to client profile [Section titled “1. Tasks: quick action to client profile”](#1-tasks-quick-action-to-client-profile) Navigate fast from a task to the client profile by clicking on the client icon. *** ## 2. Tasks: all task settings in the App Store [Section titled “2. Tasks: all task settings in the App Store”](#2-tasks-all-task-settings-in-the-app-store) All task settings are now gathered in the App Store for more convenient access. Previously task settings were scattered between Uku settings and the App Store. *** ## 3. Tasks: “User” filter includes group membership [Section titled “3. Tasks: “User” filter includes group membership”](#3-tasks-user-filter-includes-group-membership) The “User” filter now shows tasks where the user has been added via groups as well as directly. *** ## 4. Tasks: “I follow” filter in calendar view [Section titled “4. Tasks: “I follow” filter in calendar view”](#4-tasks-i-follow-filter-in-calendar-view) The “I follow” filter is now also available in the calendar view. *** ## 5. Tasks: autosuggest preserves custom fields [Section titled “5. Tasks: autosuggest preserves custom fields”](#5-tasks-autosuggest-preserves-custom-fields) If a user adds a new task from the task autosuggest, the task custom field is carried over (if the previous task had one). The custom field value is left empty for the new task. *** ## Improvements [Section titled “Improvements”](#improvements) ### Billing [Section titled “Billing”](#billing) * **Payment fix** — after upgrading the subscription, users can add new members straight away. # March 2022 > Invoice templates & Changes ### New [Section titled “New”](#new) ## 1. Billing: invoice templates [Section titled “1. Billing: invoice templates”](#1-billing-invoice-templates) Create invoice templates to simplify setting up client contracts — no need to start from scratch each time. Invoice templates can be managed under the Billing app in the App Store. Read more about [how to set up and use contract templates](/en/billing/contract-templates/). *** ## 2. Billing: template changes apply to linked client contracts [Section titled “2. Billing: template changes apply to linked client contracts”](#2-billing-template-changes-apply-to-linked-client-contracts) When a contract template is updated, all client contracts created from that template are also updated automatically. Note: if any changes have been made directly to a template-based client contract, the link between the template and that contract is lost, and future template updates will not affect it. *** ## 3. Billing: multiple contracts per client [Section titled “3. Billing: multiple contracts per client”](#3-billing-multiple-contracts-per-client) Add many contracts to one client. Contracts are listed under the client’s billing view. *** ## 4. Billing: redesigned client billing view [Section titled “4. Billing: redesigned client billing view”](#4-billing-redesigned-client-billing-view) The client billing view is now divided into three parts: (1) Invoices — list of client invoices, (2) Contracts — list of contracts, and (3) Settings — client billing settings. *** ## 5. Billing: add invoices manually without a contract [Section titled “5. Billing: add invoices manually without a contract”](#5-billing-add-invoices-manually-without-a-contract) Create one-time invoices by clicking “Add invoice” in the client billing view. *** ## 6. Billing: discounts [Section titled “6. Billing: discounts”](#6-billing-discounts) Uku now supports discounts. Add a discount rate to each service row in a contract template, client contract, or one-time invoice. Discount rates are also sent to the accounting system when using an integration. *** ## 7. Billing: show zero-price service rows on invoice [Section titled “7. Billing: show zero-price service rows on invoice”](#7-billing-show-zero-price-service-rows-on-invoice) Invoice rows where the price is 0 but the quantity is above 0 are now shown on the invoice, so you can display free services. *** ## 8. Billing: show accountant name on invoice [Section titled “8. Billing: show accountant name on invoice”](#8-billing-show-accountant-name-on-invoice) The primary user’s name can be displayed on the PDF invoice sent to the client. Use the placeholder `####{{client_primary_user}}` in the client contract settings description or in the billing app’s invoice PDF template. *** ## 9. Billing: invoice reply email [Section titled “9. Billing: invoice reply email”](#9-billing-invoice-reply-email) In client billing settings, select a reply-to email address. When the client replies to an invoice email, it is sent to the person responsible for the client. *** ## 10. Billing: reorder products on invoice [Section titled “10. Billing: reorder products on invoice”](#10-billing-reorder-products-on-invoice) Change the order of products in the company contract template, client contract, and invoice edit view. *** ## 11. Billing: new filters in client view [Section titled “11. Billing: new filters in client view”](#11-billing-new-filters-in-client-view) Two new filters are available in the Client view: (1) contract status (active, pending, finished), and (2) contract template (selection of company contract templates). *** ## 12. Billing: bulk billing actions [Section titled “12. Billing: bulk billing actions”](#12-billing-bulk-billing-actions) Add or replace billing templates for multiple clients at once from the Clients view. *** ## 13. Billing: new permission settings in App Store [Section titled “13. Billing: new permission settings in App Store”](#13-billing-new-permission-settings-in-app-store) Three new billing permission options are available in the Billing App Store settings: * **Allow managers to view and create their client contracts and invoices** — when enabled, managers (Client Admins) can see the billing view in the left menu and manage invoices, contracts, and settings for their own clients only. * **Allow members to view and create their client invoices** — users can see invoices on client profiles in the Billing tab, add new invoices, and adjust them. Export and sending invoices are not included. * **Allow members to view their client invoices** — users can see client invoices in the client view, but cannot take any actions on them. *** ## Improvements [Section titled “Improvements”](#improvements) ### Billing [Section titled “Billing”](#billing) * Headers in the apps are fixed, and windows are extended for better usage. * Navigate quickly to client invoices from the invoice view by clicking on the client’s name in the header. * You can now remove the “Date until” value from a client contract. # April 2022 > Add new products to multiple client contracts at once from the client list. ### New [Section titled “New”](#new) ## 1. Billing: add new products to multiple client contracts [Section titled “1. Billing: add new products to multiple client contracts”](#1-billing-add-new-products-to-multiple-client-contracts) Add a new product or service to multiple client contracts at once. First create a new contract template in the Uku Billing app containing the service(s) you want to add. Then go to the client list, select the clients you want to update, and choose “Contract actions” from the horizontal menu. Select “Append only” and specify which contracts to update and which template to add. # May 2022 > Filter clients by custom fields, assign roles to contacts, Polish language, and new Poland and EU regions. ### New [Section titled “New”](#new) ## 1. Clients: filter by client custom fields [Section titled “1. Clients: filter by client custom fields”](#1-clients-filter-by-client-custom-fields) Filter clients in the client list by client custom fields. The filter supports the following custom field types: number, text, choice, multi choice, and yes/no. *** ## 2. Clients: roles for client contacts [Section titled “2. Clients: roles for client contacts”](#2-clients-roles-for-client-contacts) Create and assign roles to client contacts (for example: accountant, CEO). *** ## Improvements [Section titled “Improvements”](#improvements) ### Tasks [Section titled “Tasks”](#tasks) * Search and add new task custom fields under Merit Aktiva and SmartAccounts apps. * Long task custom field names are now visible in full via a tooltip — hover over the field to see the full name. * Users can add an attachment to a note that another user has previously added. ### Billing [Section titled “Billing”](#billing) * The visual change in the Billing app — Contract templates and Invoice templates are now on separate pages. * The company logo is now visible on the invoice and downloaded PDF. * Users can again delete company contract templates. * Invoice translations — client invoices can now be correctly translated into other languages. ### General [Section titled “General”](#general) * Uku is now available in the Polish language. * Two new regions have been added to Uku — Poland (PL) and Europe (EU). Under the Demo account, new users see region-based work plans. * All filters are now in alphabetical order. # June 2022 > Uku public API & Archiving products ### New [Section titled “New”](#new) ## 1. Integration: Uku public API [Section titled “1. Integration: Uku public API”](#1-integration-uku-public-api) Receive information about clients, invoices, and invoice templates from Uku via the public API. *** ## 2. Billing: archiving products [Section titled “2. Billing: archiving products”](#2-billing-archiving-products) When you delete a product that is in use, the product is archived rather than permanently removed. You can restore archived products at any time. *** ## 3. Billing: archiving custom fields [Section titled “3. Billing: archiving custom fields”](#3-billing-archiving-custom-fields) When you delete a custom field that is in use, the custom field is archived. You can restore archived custom fields. *** ## 4. Billing: archiving topics [Section titled “4. Billing: archiving topics”](#4-billing-archiving-topics) When you delete a topic that is in use, the topic is archived. You can restore archived topics. *** ## 5. Billing: hide zero-sum invoice rows [Section titled “5. Billing: hide zero-sum invoice rows”](#5-billing-hide-zero-sum-invoice-rows) A new billing setting lets you hide invoice rows where the total is zero. *** ## 6. Billing: negative quantity or price on invoice [Section titled “6. Billing: negative quantity or price on invoice”](#6-billing-negative-quantity-or-price-on-invoice) Enter a minus quantity or price on the invoice. *** ## 7. Billing: show fixed-price product volume on invoice [Section titled “7. Billing: show fixed-price product volume on invoice”](#7-billing-show-fixed-price-product-volume-on-invoice) Show fixed-price products’ volume of work on the invoice using placeholders: `####{{quantity_as_number}}` or `####{{quantity_as_time}}`. Add the placeholders to the product description. *** ## 8. Billing: specify invoiced topics on manual product lines [Section titled “8. Billing: specify invoiced topics on manual product lines”](#8-billing-specify-invoiced-topics-on-manual-product-lines) When manually adding a product to a client’s invoice or contract, you can now specify the invoiced topics. *** ## 9. Billing: billable and non-billable time filter on contract lines [Section titled “9. Billing: billable and non-billable time filter on contract lines”](#9-billing-billable-and-non-billable-time-filter-on-contract-lines) Select a billable and non-billing time filter on a product or manually added contract line. *** ## Improvements [Section titled “Improvements”](#improvements) ### Tasks [Section titled “Tasks”](#tasks) * Task communication and activity are now displayed on separate tabs. ### Clients [Section titled “Clients”](#clients) * Users can add hyperlinks to client notes again. ### Members [Section titled “Members”](#members) * Users will no longer be able to create several accounts with the same email address. ### Billing [Section titled “Billing”](#billing) * More product-based minimum time options added to client contracts: 2–8 hours. * Full display of product and VAT codes in drop-down menus. * Search bar added to product, resource, and VAT code drop-down menus. * The client’s primary user can create their clients’ invoices in bulk. * The client’s primary user can change all product lines on their clients’ invoices and contracts. * When a filter dropdown is opened, selected values are displayed at the top of the list. # September 2022 > Overlapping time log detection, task dependencies, client profile navigation, Uku API 1.0, and more. ### New [Section titled “New”](#new) ## 1. Reports: overlapping time log detection [Section titled “1. Reports: overlapping time log detection”](#1-reports-overlapping-time-log-detection) Uku identifies overlapping time entries and gaps in the report’s **Time** view. Overlapping entries are marked with a red line and gaps with a green line. Quick options let you cut time entries or add new ones on the spot. **NB!** Available in the **Time** view of the report when one member is selected from the filter and time entries are in chronological order. *** ## 2. Tasks: task dependency [Section titled “2. Tasks: task dependency”](#2-tasks-task-dependency) When you mark a task as done, the next dependent task appears on the dashboard. *** ## 3. Clients: navigate between client profiles [Section titled “3. Clients: navigate between client profiles”](#3-clients-navigate-between-client-profiles) Move from one client profile to another using the arrows at the top of the page. The navigation also remembers any pre-selected filters. *** ## 4. Reports: billable and non-billable time display [Section titled “4. Reports: billable and non-billable time display”](#4-reports-billable-and-non-billable-time-display) Display **billable** (h) and **non-billable** (h) time separately in the report. *** ## 5. Integration: Uku API 1.0 [Section titled “5. Integration: Uku API 1.0”](#5-integration-uku-api-10) [Uku API 1.0](https://www.getuku.com/articles/accounting-api-pulling-data-from-uku-is-easier-than-ever) lets you retrieve tasks and related information, as well as time entries recorded in Uku. *** ## 6. Billing: payment in Polish zlotys [Section titled “6. Billing: payment in Polish zlotys”](#6-billing-payment-in-polish-zlotys) Payment in Polish zlotys is now supported. *** ## Improvements [Section titled “Improvements”](#improvements) * **Tasks: magic button** — your previous task appears under the magic button so you can pick it up where you left off. Read more about the [magic button](/en/tasks-and-workflows/magic-buttons/). * **Billing: duplicate invoice number warning** — entering an invoice with an already-existing number triggers a notice. * **Billing: products in client language** — products on contracts and invoices follow the client’s language. Read more about [creating products](/en/billing/products/). * **Billing: export paid invoices** — paid invoices can now be exported. * **Clients: notes included in data export** — client notes are included when exporting client data. * **Clients: updated client import** — a more convenient and faster client import flow. # October 2022 > More detailed time tracking, recurrence quick action, mandatory custom fields, invoice prefix variables, and more. ### New [Section titled “New”](#new) ## 1. Time tracking: track time on checklist items and add comments [Section titled “1. Time tracking: track time on checklist items and add comments”](#1-time-tracking-track-time-on-checklist-items-and-add-comments) Track time on a checklist item or add comments to time entries for more detailed records. *** ## 2. Tasks: recurrence quick action [Section titled “2. Tasks: recurrence quick action”](#2-tasks-recurrence-quick-action) A quick action button in the task view takes you directly to the recurrence settings window. *** ## 3. Tasks: filter by time tracked [Section titled “3. Tasks: filter by time tracked”](#3-tasks-filter-by-time-tracked) A new filter lets you sort tasks by whether time has been tracked on them or not. *** ## 4. Tasks: mark current task as done from the header [Section titled “4. Tasks: mark current task as done from the header”](#4-tasks-mark-current-task-as-done-from-the-header) A task with a running timer can be conveniently marked as done from the header. Move the cursor to the timer button and the **Mark as done** option appears. *** ## 5. Billing: invoice prefix variables [Section titled “5. Billing: invoice prefix variables”](#5-billing-invoice-prefix-variables) A variable — year, month, or day of the invoice — can be set as the invoice prefix. *** ## 6. Tasks: mandatory custom fields [Section titled “6. Tasks: mandatory custom fields”](#6-tasks-mandatory-custom-fields) Custom fields can be set as mandatory. Filling in such a field on a task becomes compulsory. *** ## 7. Clients: Norwegian and German language options [Section titled “7. Clients: Norwegian and German language options”](#7-clients-norwegian-and-german-language-options) Norwegian and German are now available as client language options. *** ## Improvements [Section titled “Improvements”](#improvements) * **Reports: XLSX report export** — download a report with or without additional fields. # November 2022 > Archive client groups, view reports for deactivated clients and members, and new delegation filters. ### New [Section titled “New”](#new) ## 1. Clients: archiving client groups [Section titled “1. Clients: archiving client groups”](#1-clients-archiving-client-groups) When you delete a client group that is in use, the group is archived rather than permanently removed. You can restore archived client groups at any time. *** ## 2. Reports: deactivated client and member reports [Section titled “2. Reports: deactivated client and member reports”](#2-reports-deactivated-client-and-member-reports) To open the report for a deactivated client or member, navigate to the deactivated clients or members list, click the three-dot menu, and choose **View report**. *** ## 3. Tasks: delegation filters [Section titled “3. Tasks: delegation filters”](#3-tasks-delegation-filters) **“Delegated to”** and **“Delegated by”** filters let you sort out tasks that have been delegated to you or by you. # December 2022 > Send and automate emails directly from Uku, and choose a replacement when deactivating a member. ### New [Section titled “New”](#new) ## 1. Emails: send and automate emails from Uku [Section titled “1. Emails: send and automate emails from Uku”](#1-emails-send-and-automate-emails-from-uku) [Emails app](/en/settings/) — send emails directly from Uku and automate recurring emails. Read more about the app. *** ## 2. Members: choose a replacement when deactivating a member [Section titled “2. Members: choose a replacement when deactivating a member”](#2-members-choose-a-replacement-when-deactivating-a-member) When deactivating a member, you can now choose a replacement to take over their tasks and clients. # January 2023 > Duplicate tasks from the three-dot menu and a new setting to allow time entries in the future. ### New [Section titled “New”](#new) ## 1. Tasks: duplicate a task [Section titled “1. Tasks: duplicate a task”](#1-tasks-duplicate-a-task) In the task view, under the three-dot menu, you can make a copy of the task. *** ## 2. Tasks: allow future time entries [Section titled “2. Tasks: allow future time entries”](#2-tasks-allow-future-time-entries) A new setting is available: “Allow time entries in future”. If this setting is enabled, members can enter time entries in the future. # February 2023 > Sign in with a Microsoft account, plus a reorganised Settings & Apps with a new company app and personal profile menu. ### New [Section titled “New”](#new) ## 1. Settings: sign in with a Microsoft account [Section titled “1. Settings: sign in with a Microsoft account”](#1-settings-sign-in-with-a-microsoft-account) You can now register and log in to Uku with a Microsoft account. *** ## Improvements [Section titled “Improvements”](#improvements) ### Settings & Apps [Section titled “Settings & Apps”](#settings--apps) * The new name of the App Store is **Settings & Apps**. * Companies are displayed in a horizontal menu under Settings instead of a drop-down menu. * Under the settings, there is a new **company app** where you can see primary company data, plan information, invoices, and settings. Settings related to clients and tasks are also grouped under the company application. On the Security tab, administrators can specify how users can sign in: via email, Google, or Microsoft account. * Personal settings are now under the **Profile** menu item. # March 2023 > Task topics, mandatory custom fields per topic, contact custom fields, client contacts import, and a user-type filter for clients. ### New [Section titled “New”](#new) ## 1. Tasks: task topics [Section titled “1. Tasks: task topics”](#1-tasks-task-topics) You can now replace task topics. *** ## 2. Tasks: mandatory custom fields by topic [Section titled “2. Tasks: mandatory custom fields by topic”](#2-tasks-mandatory-custom-fields-by-topic) You can set a task custom field as required when the task has a specific topic. *** ## 3. Clients: contact custom fields [Section titled “3. Clients: contact custom fields”](#3-clients-contact-custom-fields) Client contacts now have custom fields. *** ## 4. Clients: import client contacts [Section titled “4. Clients: import client contacts”](#4-clients-import-client-contacts) You can add and update client contacts with Excel import. *** ## 5. Clients: user-type custom field filter [Section titled “5. Clients: user-type custom field filter”](#5-clients-user-type-custom-field-filter) In the clients’ list, the custom field filter now includes custom fields of user type. *** ## Improvements [Section titled “Improvements”](#improvements) ### Billing [Section titled “Billing”](#billing) * **Invoice currency** — if the currency hasn’t been selected for a client in billing settings, the client’s country currency is used by default when creating an invoice. ### Tasks [Section titled “Tasks”](#tasks) * **Unsent email** — members are informed if the system can’t deliver an email. ### Clients [Section titled “Clients”](#clients) * Users can add attachments to the client overview without adding any text. # April 2023 > Xero integration (beta) for clients and invoices, client contacts export, and a grace period before account lock after failed payment. ### New [Section titled “New”](#new) ## 1. Integration: Xero (beta) [Section titled “1. Integration: Xero (beta)”](#1-integration-xero-beta) Import clients, contacts, and products from Xero to Uku. Export invoices to Xero. [See the Xero integration guide →](/en/integrations/xero-integration/) *** ## 2. Clients: export client contacts [Section titled “2. Clients: export client contacts”](#2-clients-export-client-contacts) You can now export client contacts separately from clients. *** ## 3. Settings: grace period before account lock [Section titled “3. Settings: grace period before account lock”](#3-settings-grace-period-before-account-lock) A company account is no longer locked immediately after a failed payment. Instead, Uku sends three warnings, and the account gets locked on the 5th calendar day if no payment is received. *** ## Improvements [Section titled “Improvements”](#improvements) ### Settings [Section titled “Settings”](#settings) * Only Company Admin members are allowed to edit and delete company-wide bookmarks. # May 2023 > Uku gets a new look, plus pagination for large client lists, Business Register sync, and billing rights for client managers. ### New [Section titled “New”](#new) ## 1. Dashboard: new appearance [Section titled “1. Dashboard: new appearance”](#1-dashboard-new-appearance) Uku got a new appearance. *** ## Improvements [Section titled “Improvements”](#improvements) ### Clients [Section titled “Clients”](#clients) * **Pagination** — Uku shows clients on multiple pages if you have over 50 clients. * **Business Register** — Uku automatically updates information on Estonian companies from the Estonian Business Register when importing clients from Excel or any integration. * **Companies House** — Uku automatically updates information on United Kingdom companies from Companies House when importing clients from Excel or any integration. ### Billing [Section titled “Billing”](#billing) * **[Billing](/en/billing/) rights** — permission to manage client contracts & invoices is given to client managers instead of company administrators. # June 2023 > Default dashboard view and the ability to lock company settings, plus Spanish, German, and Latvian language support. ### New [Section titled “New”](#new) ## 1. Dashboard: default dashboard view [Section titled “1. Dashboard: default dashboard view”](#1-dashboard-default-dashboard-view) Group your dashboard as you wish and save it as your default view. *** ## 2. Settings: lock company settings [Section titled “2. Settings: lock company settings”](#2-settings-lock-company-settings) Company Owners can lock company settings for all other members once the company has been set up as intended. *** ## Improvements [Section titled “Improvements”](#improvements) ### Clients [Section titled “Clients”](#clients) * **Spanish** is now available as a client or contact language. ### Settings [Section titled “Settings”](#settings) * **German and Latvian** — Uku is now available in German and Latvian. * **Locked time entries** — regular members are no longer allowed to delete tasks that include locked time entries. * **Reassigning tasks** — removing a client’s default user will reassign the client to the company owner. ### Workforce [Section titled “Workforce”](#workforce) * **Flextime notifications** — Uku will now notify administrators when a member requests vacation, and notify members when their vacation has been accepted or declined. # July 2023 > Disallow personal clients to avoid lost-client confusion, and get notified when time-entry locking is enabled. ### New [Section titled “New”](#new) ## 1. Settings: disallow personal clients [Section titled “1. Settings: disallow personal clients”](#1-settings-disallow-personal-clients) Company owners can disallow adding clients under the personal account. This way, a situation does not arise where a client seems to have disappeared and is only visible under a specific member’s account. *** ## 2. Notifications: time-entry locking reminder [Section titled “2. Notifications: time-entry locking reminder”](#2-notifications-time-entry-locking-reminder) Uku sends a reminder to all company members if the locking of time records is enabled. *** ## Improvements [Section titled “Improvements”](#improvements) ### Tasks [Section titled “Tasks”](#tasks) * **Checklist** — Reorder your checklist before saving the task. * **Notifications** — Task’s assignees get a notification when a task is created with multiple assignees. ### Workforce [Section titled “Workforce”](#workforce) * **Temporary workers** — Add an agreement with 0 hours to Flextime for temporary or external workers. # August 2023 > Flextime vacation by the minute, company timezone support, failed email alerts, and attachments for recurring tasks. ### New [Section titled “New”](#new) ## 1. Flextime: vacation by the minute [Section titled “1. Flextime: vacation by the minute”](#1-flextime-vacation-by-the-minute) Taking out your vacation in the Flextime app is more precise. Take your vacation out by the minute instead of rounding it to hours. *** ## 2. Flextime: company timezone [Section titled “2. Flextime: company timezone”](#2-flextime-company-timezone) Handle flextime and vacations in your company’s timezone. *** ## 3. Notifications: failed email alert [Section titled “3. Notifications: failed email alert”](#3-notifications-failed-email-alert) Uku informs you if an email has failed to send. *** ## 4. Tasks: attachments for recurring tasks [Section titled “4. Tasks: attachments for recurring tasks”](#4-tasks-attachments-for-recurring-tasks) You can now add attachments to the task plan and they always come with the created task. *** ## Improvements [Section titled “Improvements”](#improvements) ### Integrations [Section titled “Integrations”](#integrations) * **Email accounts** — Reset to reconnect Microsoft/Gmail integration after password renewal. # September 2023 > Client-based products with individual pricing, time entry logs anywhere, report shortcuts, and multi-template contracts. ### New [Section titled “New”](#new) ## 1. Billing: client-based products [Section titled “1. Billing: client-based products”](#1-billing-client-based-products) Create products or services with a standard price at the office level. You can make an individual offer for each client for a product or service.  *** ## 2. Time tracking: time entry logs available anywhere [Section titled “2. Time tracking: time entry logs available anywhere”](#2-time-tracking-time-entry-logs-available-anywhere) Administrators and client managers can now view and manage the team’s [time entries](/en/time-tracking/) from anywhere. *** ## 3. Reports: shortcut in client sidebar [Section titled “3. Reports: shortcut in client sidebar”](#3-reports-shortcut-in-client-sidebar) The client sidebar now has shortcut links to the client’s [reports](/en/reports/). *** ## 4. Billing: contracts from multiple templates [Section titled “4. Billing: contracts from multiple templates”](#4-billing-contracts-from-multiple-templates) A client’s contract can now be made up from multiple templates. *** ## Improvements [Section titled “Improvements”](#improvements) ### Billing [Section titled “Billing”](#billing) * **Inactive client contracts** — Client contracts now become inactive when they end, also for inactive clients. ### Tasks [Section titled “Tasks”](#tasks) * **Magic button** — Fixed the magic button. # October 2023 > Client Portal for accountants is live: branding, bulk activation, tasks, document sharing, and client document digitisation. ### New [Section titled “New”](#new) ## 1. Client Portal: launch for accountants [Section titled “1. Client Portal: launch for accountants”](#1-client-portal-launch-for-accountants) Uku’s [Client Portal](/en/client-portal/) for accountants is out! Set up your company’s client portal with your branding, activate it for your clients in bulk or one-by-one, assign tasks and ask them to upload documents, set a due date, and share and receive documents. These are just some of the possibilities. [Read more about the client portal](/en/client-portal/) and [see how to set up the client portal](/en/client-portal/setup/). *** ## 2. Integrations: digitise client documents [Section titled “2. Integrations: digitise client documents”](#2-integrations-digitise-client-documents) Every member with access to a client can send some or all attachments of a task to that digitisation service whenever needed. *** ## Improvements [Section titled “Improvements”](#improvements) ### Workforce [Section titled “Workforce”](#workforce) * **Flextime** — Flextime now works with different shortened workday rules in different countries. ### Integrations [Section titled “Integrations”](#integrations) * **Xero import** — Import from [Xero](/en/integrations/xero-integration/) is now restricted to owners and administrators. # November 2023 > Flexible calendar views, cumulative billing prices, primary company selection, and Client Portal default language. ### New [Section titled “New”](#new) ## 1. Calendar: flexible week view [Section titled “1. Calendar: flexible week view”](#1-calendar-flexible-week-view) Display 1, 2, 3 or 4 weeks in the calendar. Choose your desired calendar. *** ## 2. Calendar: configurable content [Section titled “2. Calendar: configurable content”](#2-calendar-configurable-content) Members can now configure their calendar to show tasks, vacations, holidays or news to make working with the calendar easier. *** ## 3. Billing: cumulative prices [Section titled “3. Billing: cumulative prices”](#3-billing-cumulative-prices) Set up cumulative prices where the price for a product on an invoice will sum all matching price rows together. *** ## 4. Members: primary company selection [Section titled “4. Members: primary company selection”](#4-members-primary-company-selection) Members with multiple companies can now select which company is their primary one. *** ## Improvements [Section titled “Improvements”](#improvements) ### Billing [Section titled “Billing”](#billing) * **Contract product prices** — Client contract products now have their prices activated from the contract start date by default. ### Tasks [Section titled “Tasks”](#tasks) * **Recurring task dates** — Fixes related to the recurring task’s start and end date regarding the month’s variable end date. ### Client Portal [Section titled “Client Portal”](#client-portal) * **Task completion** — Marking a task or request as done in Uku also marks it as complete in the client portal. * **Attachment origin** — Uku indicates under which message client portal attachments were uploaded. * **Default language** — Define a default language for your client portal. # December 2023 > Bulk VAT rate changes, Canadian dollar support, internationalisation, dependent task icons, and Flextime vacation export. ### New [Section titled “New”](#new) ## 1. Billing: bulk VAT rate changes [Section titled “1. Billing: bulk VAT rate changes”](#1-billing-bulk-vat-rate-changes) A tool to change VAT rates of products, contract templates, client contracts and open invoices in bulk. [Learn more](/en/billing/tax-and-vat-setup/) *** ## 2. Billing: contract template linking [Section titled “2. Billing: contract template linking”](#2-billing-contract-template-linking) Adding a contract template to a client contract sets the contract up as related to a template if no other changes have been made to that client contract. *** ## 3. Billing: Canadian dollar support [Section titled “3. Billing: Canadian dollar support”](#3-billing-canadian-dollar-support) Uku now supports Canadian dollars for client billing. *** ## 4. API: time entry comments [Section titled “4. API: time entry comments”](#4-api-time-entry-comments) Time entry comments (description) are now available for time entries. *** ## 5. Flextime: export unused vacation and flextime bonuses [Section titled “5. Flextime: export unused vacation and flextime bonuses”](#5-flextime-export-unused-vacation-and-flextime-bonuses) Export unused vacation days and unused flextime bonuses of all team members. *** ## 6. Settings: internationalisation [Section titled “6. Settings: internationalisation”](#6-settings-internationalisation) Members can use Uku in their country’s default regional formatting. Dates, times, numbers, and money are now formatted according to the member’s regional formatting. [Learn more](/en/settings/company-settings-guide/) *** ## 7. Tasks: dependent task icon [Section titled “7. Tasks: dependent task icon”](#7-tasks-dependent-task-icon) Tasks that depend on other tasks now have a dependency icon to reflect that. *** ## Improvements [Section titled “Improvements”](#improvements) ### Billing [Section titled “Billing”](#billing) * **Regional VAT formatting** — Improved regional formatting of VAT rates for specific regions. ### Calendar [Section titled “Calendar”](#calendar) * **Country holidays** — Sweden, Hungary, and Bulgaria holidays and events in the calendar. ### Tasks [Section titled “Tasks”](#tasks) * **Tasks from checklist** — Creating tasks from checklist items. * **Due date visibility** — When creating a new task with a due date, that due date immediately becomes visible. ### Client Portal [Section titled “Client Portal”](#client-portal) * **Contact sync** — Changing contact information in the client portal now updates the client’s contact in Uku and vice versa. ### Members [Section titled “Members”](#members) * **Member search** — Type to find a member you are looking for when using client fields with team members. # January 2024 > Client search by contact name or email, Client Portal date formatting, and Xero integration improvements. ### New [Section titled “New”](#new) ## 1. Clients: search by contact name or email [Section titled “1. Clients: search by contact name or email”](#1-clients-search-by-contact-name-or-email) You can search clients by their contacts’ names or email address. *** ## 2. Emails: recurring task auto-marked in progress [Section titled “2. Emails: recurring task auto-marked in progress”](#2-emails-recurring-task-auto-marked-in-progress) A recurring task with an email sent is now automatically considered to be in progress. *** ## 3. Companies House: UK company fields [Section titled “3. Companies House: UK company fields”](#3-companies-house-uk-company-fields) The app and its client fields are now available for UK companies and disabled for everybody else. *** ## 4. Flextime and Calendar: new national holidays [Section titled “4. Flextime and Calendar: new national holidays”](#4-flextime-and-calendar-new-national-holidays) Added national holidays for Belarus, Kazakhstan and Ukraine. *** ## 5. Flextime: members without agreement excluded from report [Section titled “5. Flextime: members without agreement excluded from report”](#5-flextime-members-without-agreement-excluded-from-report) Members without an agreement in the selected period are not listed in the Flextime report and cannot take a Flextime vacation. *** ## 6. Client Portal: date, time and number formatting [Section titled “6. Client Portal: date, time and number formatting”](#6-client-portal-date-time-and-number-formatting) Clients can now adjust how they see dates, times and numbers in the [Client Portal](/en/client-portal/). *** ## 7. Client Portal: remove file upload box [Section titled “7. Client Portal: remove file upload box”](#7-client-portal-remove-file-upload-box) An app setting can now remove the file upload box in the client portal. *** ## 8. Client Portal: tasks without due date marked overdue next day [Section titled “8. Client Portal: tasks without due date marked overdue next day”](#8-client-portal-tasks-without-due-date-marked-overdue-next-day) Client tasks without a due date are now considered overdue on the next calendar day from their start date. *** ## 9. Client Portal: extended login session [Section titled “9. Client Portal: extended login session”](#9-client-portal-extended-login-session) Remaining logged into the client portal is now extended by 30 days after each successful login. *** ## 10. Client Portal: notification emails logged in communication [Section titled “10. Client Portal: notification emails logged in communication”](#10-client-portal-notification-emails-logged-in-communication) Notification emails sent to clients are now logged under task communication and client communication for a more accessible overview. *** ## 11. Client Portal: preview requires proper setup first [Section titled “11. Client Portal: preview requires proper setup first”](#11-client-portal-preview-requires-proper-setup-first) Client portal preview is only possible by properly setting up the client portal first. *** ## Improvements [Section titled “Improvements”](#improvements) ### Magic Button [Section titled “Magic Button”](#magic-button) * **Members with user-level rights** can create magic buttons. ### Companies House [Section titled “Companies House”](#companies-house) * Uku now looks up only active companies from Companies House. ### Billing [Section titled “Billing”](#billing) * You can pay for Uku in US dollars. ### Clients [Section titled “Clients”](#clients) * Updated adding and editing client contacts experience. * Uku now shows a warning when adding an existing client. ### Members [Section titled “Members”](#members) * Inviter receives a notification when the invitee joins the company. ### Tasks [Section titled “Tasks”](#tasks) * Tasks whose parent recurring task has been deleted can now be opened again. * Improved using and showing links in task checklists, descriptions and comments/messages, both in Uku and the Client Portal. ### Client Portal [Section titled “Client Portal”](#client-portal) * Notification emails sent to client contacts by Uku are shown under task communication history as sent by the client’s responsible accountant. * Checklists of client portal tasks are now shared between Uku and the client portal. * Improved the look of emails under task communication and client communication and added a way to view them in near full detail as they were sent. * More user-friendly on lower resolution screens. ### Integrations [Section titled “Integrations”](#integrations) * Xero integration remains active as long as it is used and no longer requires re-authentication for every activity. * The customer’s email is now imported as the main contact. * The customer’s mobile phone and phone are now imported as the main contact’s phones. ### Emails [Section titled “Emails”](#emails) * Placeholder `contact_name` in emails now uses the contact’s first name instead of the full name. # February 2024 > Xero invoice sync, one-time task templates, web app, and menu default views. ### New [Section titled “New”](#new) ## 1. Integration: Xero invoice paid status sync [Section titled “1. Integration: Xero invoice paid status sync”](#1-integration-xero-invoice-paid-status-sync) Uku can automatically check Xero for invoices’ paid status and update invoices in Uku accordingly. *** ## 2. Reports: view time entry gaps and overlaps for team members [Section titled “2. Reports: view time entry gaps and overlaps for team members”](#2-reports-view-time-entry-gaps-and-overlaps-for-team-members) View time entry gaps and overlaps of another team member. *** ## 3. Clients: birthday field restored [Section titled “3. Clients: birthday field restored”](#3-clients-birthday-field-restored) Birthdays are essential and are now back as a contact field. *** ## 4. Emails: international date formats in due date placeholder [Section titled “4. Emails: international date formats in due date placeholder”](#4-emails-international-date-formats-in-due-date-placeholder) Task due date placeholder in emails now fully supports international date formats. *** ## 5. Companies House: full field update on import [Section titled “5. Companies House: full field update on import”](#5-companies-house-full-field-update-on-import) Updating UK clients’ data from Companies House as part of importing them from an integration fills and updates all possible fields. *** ## 6. Client Portal: example introduction task in preview [Section titled “6. Client Portal: example introduction task in preview”](#6-client-portal-example-introduction-task-in-preview) Preview client portal now also creates an example introduction task to convey the client portal experience. *** ## 7. Custom fields: app-specific fields shown on activation [Section titled “7. Custom fields: app-specific fields shown on activation”](#7-custom-fields-app-specific-fields-shown-on-activation) Client and contact fields related to specific apps become visible upon activating the app and become hidden when deactivated. *** ## 8. Tasks: one-time templates [Section titled “8. Tasks: one-time templates”](#8-tasks-one-time-templates) Set up one-time template tasks and create new tasks from these templates. *** ## 9. Menu: save default view per menu item [Section titled “9. Menu: save default view per menu item”](#9-menu-save-default-view-per-menu-item) Save your preferred default view under any menu item to customise what you want to see when opening up, e.g. Client or Billing. *** ## 10. Projects: save members in project fields as task assignees [Section titled “10. Projects: save members in project fields as task assignees”](#10-projects-save-members-in-project-fields-as-task-assignees) Save members in project fields as task assignees. *** ## 11. Web App: install Uku as a Chrome app [Section titled “11. Web App: install Uku as a Chrome app”](#11-web-app-install-uku-as-a-chrome-app) Save Uku as an app with Google Chrome and use it without a browser. *** ## Improvements [Section titled “Improvements”](#improvements) ### Integrations [Section titled “Integrations”](#integrations) * Importing from integration remembers which clients you ignored and offers to ignore them in the future. * Errors during background import of entries, documents or invoices from integrations now result in notifications sent to the client’s default member. * Updated client import from Merit to play along with the latest changes in Merit. * Connecting a single client to Merit now correctly shows the integration as valid and active. ### Notifications [Section titled “Notifications”](#notifications) * Temporarily hide sticky notifications. ### Projects [Section titled “Projects”](#projects) * When changing the project’s client, its tasks will also get moved under the new client. ### Emails [Section titled “Emails”](#emails) * Automated email no longer sends when you update tasks where the trigger condition is in the past. ### Calendar [Section titled “Calendar”](#calendar) * Vacations/leaves of inactive team members no longer appear in the calendar. ### Clients [Section titled “Clients”](#clients) * Mandatory client/contact fields are now highlighted with an asterisk when adding or editing a client. * Uku now shows a warning when adding an existing client. ### Billing [Section titled “Billing”](#billing) * Improved user experience of VAT code/rate selection for a product or service. * Updating invoice status from integration can be used even for future invoices. * Uku now generates all needed invoices of a client contract that has had its recurrence changed. * Customising a product for a client automatically opens it for price changes as well. * Fixed an issue where importing products from e-conomic or Xero resulted in some duplicate product prices. # March 2024 > Link clients with parent-child relationships, financial year end field, and British/American English language choice. ### New [Section titled “New”](#new) ## 1. Clients: parent-child relationships [Section titled “1. Clients: parent-child relationships”](#1-clients-parent-child-relationships) Link clients with parent-child relationships, making it easier to find related clients. *** ## 2. API: get members returns their groups [Section titled “2. API: get members returns their groups”](#2-api-get-members-returns-their-groups) When using **“Get members”** they return to the groups each member belongs to. *** ## 3. Language: British or American English [Section titled “3. Language: British or American English”](#3-language-british-or-american-english) Choose between British and American English language. *** ## 4. Custom fields: financial year end [Section titled “4. Custom fields: financial year end”](#4-custom-fields-financial-year-end) Financial year end is a client field that can be defined. *** ## Improvements [Section titled “Improvements”](#improvements) ### Tasks [Section titled “Tasks”](#tasks) * The task start and due date can be typed manually. # April 2024 > New Projects app for separating one-time work, limited members setup, and multi-currency billing. ### New [Section titled “New”](#new) ## 1. Projects: new project management app [Section titled “1. Projects: new project management app”](#1-projects-new-project-management-app) Separate additional services and one-time projects from your everyday accounting work. Add your own company project workflows or use Uku’s templates to set up client or employee onboarding as a new project. Assign a member, group or user role to a task already in the workflow template. Set the tasks to be dependent from the start of the project instead of some specific day of the month. [Read more about how to use project management for accountants.](https://getuku.com/articles/project-management-for-accountants) *** ## 2. Billing: multi-currency invoicing [Section titled “2. Billing: multi-currency invoicing”](#2-billing-multi-currency-invoicing) Enabled several popular currencies that can be used to invoice your clients — do let us know if you need more. *** ## 3. Members: limited members for pre-setup [Section titled “3. Members: limited members for pre-setup”](#3-members-limited-members-for-pre-setup) New way to add new colleagues — **limited members.** Fully set up your practice in Uku before inviting your colleagues. Limited members are team members whom you are setting up to use every Uku feature but who don’t actually have access to Uku yet and that you, therefore, don’t have to pay for. You can assign them to clients and tasks, set up their flextime agreements and vacations, collaborate with them on projects and more. Once you’re ready, simply invite them, and they will become active paid members of your company in Uku. *** ## Improvements [Section titled “Improvements”](#improvements) ### Integrations [Section titled “Integrations”](#integrations) * **Google login** — log in and sign up with Google are working again. Made some changes to login and signup processes to accommodate for recent changes in Google’s API which had made logging into Uku with Google impossible for some users. * **Quickbooks** — made it possible to import more than 100 customers from QuickBooks. # May 2024 > New Tripletex integration, rebuilt client sidebar, manage your own company as a client, and company calendar events and birthdays. [May 2024 walkthrough](https://www.youtube.com/embed/vMCpnLvkPRk?rel=0) ### New [Section titled “New”](#new) ## 1. Integration: Tripletex [Section titled “1. Integration: Tripletex”](#1-integration-tripletex) Uku now integrates with Tripletex: * Import clients, contacts, and changes to existing clients and contacts * Import products and related articles, VAT rates and units * Export invoices and import their payment status back to Uku *** ## 2. Clients: rebuilt client sidebar [Section titled “2. Clients: rebuilt client sidebar”](#2-clients-rebuilt-client-sidebar) The client sidebar has been rebuilt into a helpful companion that can be called upon wherever you work with a client, client’s invoices or projects. The sidebar contains all master data you collected for the client and its contacts and includes shortcuts to edit or view related reports. *** ## 3. Clients: manage your own company as a client [Section titled “3. Clients: manage your own company as a client”](#3-clients-manage-your-own-company-as-a-client) Manage your company as a client as you would any other client. You can fill in client fields, describe contact information, restrict access to this client to select members or make internal time tracking mandatory. *** ## 4. Calendar: company events and holidays [Section titled “4. Calendar: company events and holidays”](#4-calendar-company-events-and-holidays) Create your own events and holidays for your company. Under your company app, you can broadcast company-wide information, add company holidays, or add national holidays that Uku is not aware of and have them show up in the calendars of all your team members. *** ## 5. Calendar: birthdays in the calendar [Section titled “5. Calendar: birthdays in the calendar”](#5-calendar-birthdays-in-the-calendar) Uku helps you maintain personal relationships with your clients and within your team. Member and client contact birthdays now appear in your Uku calendar so you never miss a chance to congratulate them. *** ## Improvements [Section titled “Improvements”](#improvements) ### Clients [Section titled “Clients”](#clients) * **Excel import** — Fields with one or multiple users can be updated from Excel. Only values defined in client or contact fields will be accepted when importing data into choice fields. Importing multiple contacts for a new client will create the client and put all contacts under this client. A client’s parent company can be imported from Excel and is matched by name. Improved performance of client import when working with large datasets with many clients and fields. Import results now highlight clients and fields that failed to import successfully. * **Date field filter** — Clients in the client list can be filtered by date fields so that you can filter out clients nearing the end of the financial year or account statements due and make sure that everything is under control. * **Note editor auto-expands** — The window to edit a client note expands automatically to fit the note, making it easier to work with longer notes. * **Stay in task plan after changes** — The user will remain in the client task plan after changing it, so it’s easy to review the changes or make more changes. ### Calendar [Section titled “Calendar”](#calendar) * **Group vacations and birthdays** — Vacations and birthdays can be grouped in the calendar to free up more space for tasks. * **Full-day events and timezone** — Full-day leaves and events are shown on one day regardless of what time zone they were created in or what is the time zone of the viewer. # June 2024 > Calendar time tracking progress, Flextime worldwide, dynamic email placeholders, client list columns, and QuickBooks invoice status. From June 2024, all updates made to the [Billing](/en/billing/) app can be found in the [Billing Updates](https://getuku.com/articles/ukus-billing-app-updates) article. ### New [Section titled “New”](#new) ## 1. Calendar: daily time tracking progress bar [Section titled “1. Calendar: daily time tracking progress bar”](#1-calendar-daily-time-tracking-progress-bar) Uku tracks your daily progress and keeps you motivated. Time tracking can be motivating. Uku will show a progress bar in your calendar for every day you have tracked time. When you have fulfilled your expectations for the day, Uku will show the day in a green colour. *** ## 2. Workforce: Flextime available worldwide [Section titled “2. Workforce: Flextime available worldwide”](#2-workforce-flextime-available-worldwide) The [Flextime app](/en/workforce-and-flextime/flextime-setup/) is now available to all Uku countries. Due to popular demand, the Flextime app is now available in the United States and the rest of the world. Flextime weeks can be tracked only from Monday to Sunday as a small constraint. *** ## 3. Emails: dynamic field placeholders [Section titled “3. Emails: dynamic field placeholders”](#3-emails-dynamic-field-placeholders) Make your emails genuinely dynamic by using client, contact, project or task fields in emails: * Most system and custom fields are available as placeholders that you can add to your emails or email templates * You can use the placeholders in both the email subject and email body * Text, Number, Date, User and URL fields are supported *** ## 4. Clients: new field types and column management [Section titled “4. Clients: new field types and column management”](#4-clients-new-field-types-and-column-management) Several client list improvements shipped together: * Added a new field type, “URL”, that is validated and shown as a link on the client sidebar. * Client’s main contact for communication is marked with a star and you can also change it yourself. The same is also available for project’s main contact for communication. * Select which client fields you want to see as columns in the client list. Almost all client fields, both default and custom, are available as fields to show. Save it as a bookmark or as your default view to make it permanent. * Change the order of columns in the client list by unselecting them as fields to show and then adding them back in your preferred order. Save it as a bookmark or as your default view to make it permanent. *** ## 5. Integration: QuickBooks invoice sent status [Section titled “5. Integration: QuickBooks invoice sent status”](#5-integration-quickbooks-invoice-sent-status) When updating invoice status from QuickBooks, Uku will also import whether the invoice has been sent to the client. *** ## Improvements [Section titled “Improvements”](#improvements) ### General [Section titled “General”](#general) * **Insert date with keyboard** — Speed up data entry by entering dates with the keyboard. ### Tasks [Section titled “Tasks”](#tasks) * **Delete warning for timed tasks** — Added a warning when deleting a task that you or your colleagues have logged time for, making it more complicated to accidentally delete such a task. ### Clients [Section titled “Clients”](#clients) * **Client sidebar** — Pinned notes remember whether you wanted to see them expanded or collapsed. Client invoice respects the sidebar and fills up the remaining space. Long texts that don’t entirely fit on the sidebar have a tooltip with full text. Expand and collapse buttons are in the same place. Added helpful tooltips to action buttons. Parent company and sub-companies are correctly labelled. Up to 1000 clients or invoices can be shown on a single page, making it easier to run bulk actions on larger subsets of your customers. * **Excel import error display** — When importing clients or contacts from Excel, rows with insufficient data that failed to import are presented more prominently. ### Dashboard [Section titled “Dashboard”](#dashboard) * **Auto-refresh at day change** — Uku will refresh your dashboard to show today’s tasks automatically when the day changes. * **Alphabetical grouping** — When grouping tasks by client or topic, clients and topics are sorted alphabetically. ### Calendar [Section titled “Calendar”](#calendar) * **Show dependent tasks setting** — Some people like to see dependent tasks with unfinished dependencies in their calendar, some people like it clean. With a company setting to show all dependent tasks in the calendar you can now go either way. * **Progress bar threshold** — Increased the motivation factor of the daily progress bar by having it go green when daily expectations have been almost met. ### Client Portal [Section titled “Client Portal”](#client-portal) * **Hide tasks with unfinished dependencies** — Tasks to clients don’t show up on the client’s dashboard if they depend on other unfinished tasks. * **Hide project tasks awaiting status** — Project tasks to the client don’t show up on the client’s dashboards while they are waiting for a project status. ### Billing [Section titled “Billing”](#billing) * **Disable invoice emails** — You can disable sending invoice emails to your clients in Uku if your company uses an external accounting software for this purpose. * **Duplicate export warning** — Avoid exporting duplicate invoices to your accounting software of choice by having Uku warn you if an invoice has already been exported. * **Net total in invoice list** — Invoice lists now feature a net total which is a sum of all filtered or selected invoices, grouped by currency. * **Up to 1000 invoices per page** — Up to 1000 invoices can be shown on a single page, making it easier to run bulk actions on larger subsets of your customers. # August 2024 > Email signatures, period placeholders in task titles, test email sending, and monitoring time by topic. [August 2024 walkthrough](https://www.youtube.com/embed/fPGNK5lU9-I?rel=0) ### New [Section titled “New”](#new) ## 1. Emails: email signatures [Section titled “1. Emails: email signatures”](#1-emails-email-signatures) Email signatures are now live. To offer even better service quality to your clients, set up signatures to use for emails. As part of branding, you probably want to give your emails your own look and feel — now you can do so with highly customizable signature templates! *** ## 2. Tasks: period placeholders in task titles [Section titled “2. Tasks: period placeholders in task titles”](#2-tasks-period-placeholders-in-task-titles) Use period placeholders in the company or client plan tasks to be aware of the period it belongs to, even if the task has been moved from the original period. Clients want to see tasks with titles like “tax return August”, “tax return September”, etc. Use a period placeholder to do that. *** ## Improvements [Section titled “Improvements”](#improvements) ### Emails [Section titled “Emails”](#emails) * **Test email** — After creating an email template, check out how it looks before starting to use it by sending a test email. ### Workforce [Section titled “Workforce”](#workforce) * **Irregular schedule hours** — In case someone is working on an irregular schedule, define the expected working hours for each day, which can differ from day to day. ### General [Section titled “General”](#general) * **Manual date entry** — In whatever view you are working on, the date can be entered manually for the date range, and there is no need to scroll in the calendar to pick dates. This also enables custom time periods. ### Monitoring [Section titled “Monitoring”](#monitoring) * **Time monitoring by topic** — Have a more detailed overview of time spent on the client by monitoring time by topic. Even though the agreement with the client is for the whole service, usually, that is divided internally between different services. Then you know if the scope creep is from support, consultation, monthly bookkeeping or something else. # September 2024 > Danish business registry and FreeAgent integrations, new Reports charts, SmartAccounts updates, and Flextime and Calendar improvements. [September 2024 walkthrough](https://www.youtube.com/embed/hqQbe3vKyl4?rel=0) ### New [Section titled “New”](#new) ## 1. Integration: Danish business registry [Section titled “1. Integration: Danish business registry”](#1-integration-danish-business-registry) Uku is now integrated with the Danish business registry. When adding a new client manually, it fills in the fields with basic company data that is available in the registry. *** ## 2. Integration: FreeAgent [Section titled “2. Integration: FreeAgent”](#2-integration-freeagent) Uku is now integrated with FreeAgent. Import and update your clients directly from FreeAgent. No need to manually update the same data in different systems. *** ## 3. Reports: team performance charts [Section titled “3. Reports: team performance charts”](#3-reports-team-performance-charts) Get a quick overview of your team’s performance with the help of charts and work completion percentage. You can easily see how much of the work has been started, done, or is still in progress. *** ## Improvements [Section titled “Improvements”](#improvements) ### Integrations [Section titled “Integrations”](#integrations) * **SmartAccounts** — import clients, import entries (count of different transactions done in the previous month and invoice by that), and create invoices in Uku and export them to SmartAccounts. * **Multi-source client import** — import clients from different accounting softwares. Up until now you could only have your clients linked to one external accounting software. Now you can import client data from different sources without creating duplicate entries. ### Workforce [Section titled “Workforce”](#workforce) * **Flextime** — rejected vacations can be changed or deleted by the requester. ### Calendar [Section titled “Calendar”](#calendar) * **Date change sync** — when changing the date on the task, the calendar is updated. There is no need to refresh anymore. ### Clients [Section titled “Clients”](#clients) * **Copy contact email** — copy a contact email address easily to clipboard and use wherever needed. A copy icon has been added to the contact email address on the client sidebar. * **Non-billable topic indicator** — when a topic has been marked non-billable, it is now also visually shown on the task. ### Tasks [Section titled “Tasks”](#tasks) * **Empty plan fix** — fixed an issue where unchecking all plan tasks didn’t remove all the tasks from the client plan. You can now save a plan in Uku without any tasks in it at all. # October 2024 > Client documents tab, Client Portal custom links, Calendar time estimates, and multiple Clients, Tasks, and Email improvements. [October 2024 walkthrough](https://www.youtube.com/embed/trfbZjfNqvU?rel=0) ### New [Section titled “New”](#new) ## 1. Clients: documents tab [Section titled “1. Clients: documents tab”](#1-clients-documents-tab) All files added to a client’s tasks or workflows are shown under the **Documents** tab on the client card. *** ## 2. Client Portal: custom links menu [Section titled “2. Client Portal: custom links menu”](#2-client-portal-custom-links-menu) Add custom links to essential items such as: Documents, Financial reports, Onboarding forms, Feedback surveys, Service agreements, Pricing, Instructions, Invoices. This section allows you to build the menu structure, set the order of items, and define default links. You can also customize names and links for each client individually. Only menus with defined links are displayed in the Client Portal. * Read more about the [9 clever use cases for a client portal.](https://getuku.com/articles/accounting-client-portal-use-case) *** ## Improvements [Section titled “Improvements”](#improvements) ### Client Portal [Section titled “Client Portal”](#client-portal) * **Task assignment destination** — under the task or project workflow template, choose whether the task will be assigned to the Client Portal or the client’s primary contact. * **Portal invite from client card** — after activating the Client Portal and enabling access to the contact, you can send the invite from the client card, assign a task, and email the client. The invitation can also be resent if needed. ### Calendar [Section titled “Calendar”](#calendar) * **Time estimates** — enter time estimations for tasks and see how much time has been estimated for the day. See the estimated time in the Summary or Tasks view in the report. ### Clients [Section titled “Clients”](#clients) * **Export includes company number and client code** — when exporting client contacts, the company number and client code are added to the file, so contact information can be easily updated. * **Plan change visualisation** — when changing the client or project workflow, visualize which tasks were there before (green) and which new tasks will be added (blue) to the plan. * **Long name tooltip** — when navigating to a long client name, the system shows the full name in a tooltip. ### Emails [Section titled “Emails”](#emails) * **Signature font size** — choose between two font sizes for signatures. For example, use a small font for the disclaimer of the signature. * **Resend failed email** — when sending an email has failed, resend the email with a click under client communication. ### Tasks [Section titled “Tasks”](#tasks) * **Improved date entry** — enter dates in multiple formats, for example, 06.10.2024, 061024, or 06/10/24. ### Reports [Section titled “Reports”](#reports) * **Agreement monitoring Excel** — the downloadable Excel document shows the percentage, balance, completed amount, and agreed-upon amount for the task custom field. # November 2024 > Elite plan launches with Audit Log, Workforce Management, Document storage, Budgeting, Public API, and Client Portal custom menu. [November 2024 walkthrough](https://www.loom.com/embed/95d04ee970274fd0b640e7c3b4a14508) Launch of the new Elite plan with 6 new features. [Read more about the Elite features.](https://getuku.com/articles/elite-plan-apps) ### New [Section titled “New”](#new) ## 1. Clients: password-type custom fields [Section titled “1. Clients: password-type custom fields”](#1-clients-password-type-custom-fields) Create client custom fields with type password that do not show the password on the client card straight away; the member needs to click to see the information. Client password information can be updated by client import. *** ## 2. Members: external IDs [Section titled “2. Members: external IDs”](#2-members-external-ids) Add external IDs for members, which are also added to the vacation Excel. This is useful in case the company keeps track of vacations in any other system and uses some kind of ID for the member. *** ## 3. Members: member list download and filtering [Section titled “3. Members: member list download and filtering”](#3-members-member-list-download-and-filtering) Download the member list with member field information. Search members by using filters. *** ## 4. Tasks: recurring task end date [Section titled “4. Tasks: recurring task end date”](#4-tasks-recurring-task-end-date) Choose an end date for a recurring task. Make a task appear only during a specific time window, e.g., monthly from January 2024 to September 2024. *** ## 5. Reports: primary member column in Tasks report [Section titled “5. Reports: primary member column in Tasks report”](#5-reports-primary-member-column-in-tasks-report) In the Tasks report, add a column for the client’s primary member to see which colleague you need to contact for work-related questions. *** ## 6. Email to task: create tasks from forwarded emails [Section titled “6. Email to task: create tasks from forwarded emails”](#6-email-to-task-create-tasks-from-forwarded-emails) Send/forward emails to Uku, which will be created as tasks. You don’t have to “add a new task” and copy-paste information and details so they won’t get lost. *** ## 7. Emails: receive client replies in Uku [Section titled “7. Emails: receive client replies in Uku”](#7-emails-receive-client-replies-in-uku) Allow the system to receive replies to emails sent from Uku. All client communication will then be visible on the client card. *** ## 8. Elite: Actionable Audit Log [Section titled “8. Elite: Actionable Audit Log”](#8-elite-actionable-audit-log) Uku’s new actionable audit log puts you in control by tracking every change made in your Uku system. You’ll always know who did what, when, and why. From restoring deleted tasks to tracking data edits, the audit log ensures nothing gets overlooked. *** ## 9. Elite: Workforce Management [Section titled “9. Elite: Workforce Management”](#9-elite-workforce-management) The [workforce app](/en/workforce-and-flextime/workforce-management/) consists of different functionalities: Member fields, Flextime and Office Attendance tracking. * With member fields, you can track essential information such as contact details, departments, skills, certifications, performance metrics, contract start dates, software proficiency, and assigned equipment. * [Flextime](/en/workforce-and-flextime/flextime-setup/) is part of this app. * The office attendance tracking feature is perfect for managing remote, in-office, or hybrid teams. It works through IP addresses, and the feature automatically identifies whether employees work remotely or in the office based on their location. *** ## 10. Elite: Document Management [Section titled “10. Elite: Document Management”](#10-elite-document-management) Link your Uku account to your document management system, such as Google Drive, OneDrive, or SharePoint. Stop uploading the same files to several different places repeatedly. Just upload once in Uku, under the task where it is needed for work. It will automatically be uploaded to your Document Repository. Your documents belong to you. It is your company’s responsibility to store them for some time, and you do not want to depend on software for that. Sure – Uku will be around for a long time, but ideologically, these documents belong to your company’s repository. Now, you can set that up. As part of the feature, you can: * Have Uku create and maintain the folder structure: client → year → month * Save all your docs to only your repository, only Uku cloud or both: your repository with a backup in Uku cloud. * Decide which of the uploaded docs you want to store and what not. You have now options, no obligations or limitations. *** ## 11. Elite: Budgeting [Section titled “11. Elite: Budgeting”](#11-elite-budgeting) Uku’s budgeting feature lets you set specific budgets for clients, topics or projects to manage and monitor spending against agreed-upon limits. * Uku sends users alerts in the app as notifications, on the client’s sidebar, under the task, or via email. These alerts notify you before exceeding budgets, allowing adjustments to keep costs aligned. **Example:** Your budget for a client’s monthly bookkeeping is $1000, which means a certain number of working hours. According to the billable rates you set for each employee or company-wide, Uku calculates when you’re starting to reach the limit you’ve set. Setting rates for different services (such as consulting or bookkeeping) provides a detailed view of budget usage based on actual service costs. *** ## 12. Elite: Public API [Section titled “12. Elite: Public API”](#12-elite-public-api) An API allows software to communicate with each other. Uku’s new API provides a standardized way for your firm’s existing systems to interact with Uku. * Use data collected in Uku and integrate it with your financial reporting tool to make better decisions. *** ## 13. Elite: Client Portal custom menu [Section titled “13. Elite: Client Portal custom menu”](#13-elite-client-portal-custom-menu) You are in charge of the bookmarks/menu items that your clients see in the client portal. Add company-wide, generic links under the [Client Portal](/en/client-portal/) app ‘Menu links’ section or specify for each client on the client profile. For example, links from the company webpage referring to the services offered or FAQ. You probably have pages that you want to communicate to all clients or specific per-client pages. It would be ideal if all clients could find the important information as quick links in the portal. All in one place: my tasks and my additional information: links to documents, links to questionnaires/surveys, links to a list of services/price lists, etc. Now you can set all that up as client portal “menu links”. *** ## Improvements [Section titled “Improvements”](#improvements) ### Tasks [Section titled “Tasks”](#tasks) * Uku shows the last 3 tasks you have been working on. ### Emails [Section titled “Emails”](#emails) * When deleting a connected email or deactivating an email app, then Uku warns that all automation that have been set up with that email will be deleted. # December 2024 > Hide time entries per user in reports, more recurring-task placeholders, Client Portal email signatures, restore deleted tasks, and all currencies in billing. [December 2024 walkthrough](https://www.youtube.com/embed/ZwwWNveSoAE?rel=0) ### New [Section titled “New”](#new) ## 1. Settings: hide time entries in reports [Section titled “1. Settings: hide time entries in reports”](#1-settings-hide-time-entries-in-reports) Disable showing time entries for users in the report. *** ## 2. Tasks: more period placeholders [Section titled “2. Tasks: more period placeholders”](#2-tasks-more-period-placeholders) More task placeholders to be sure to which period the task belongs, either in the past or the future. X month ago or x months in the past. *** ## 3. Client Portal: email signature selection [Section titled “3. Client Portal: email signature selection”](#3-client-portal-email-signature-selection) Choose which signature you want to show on the emails sent out related to the client portal tasks under Client Portal app settings. * If there is no company default signature, Uku’s signature is used. * If a signature with fixed values is used, it will always be the same for all the client portal emails for all clients. * If a signature with placeholders is used, values are filled based on either the email used for the client communication or the client’s primary member, etc. *** ## 4. Audit Log: restore deleted tasks [Section titled “4. Audit Log: restore deleted tasks”](#4-audit-log-restore-deleted-tasks) A deleted task can be restored with data and time entries. Deleted tasks can be found in the Audit log. *** ## 5. Clients: all currencies in billing [Section titled “5. Clients: all currencies in billing”](#5-clients-all-currencies-in-billing) All currencies have been added to the client billing selection. *** ## Improvements [Section titled “Improvements”](#improvements) ### Projects [Section titled “Projects”](#projects) * When sending out project emails, client language is checked, and the correct language template is chosen. ### Emails [Section titled “Emails”](#emails) * Use even more email placeholders which are useful when having to send out emails that need to state for example previous month or quarter name. # February 2025 > A completely new Task view, a company-wide default email address, plus Workforce, Audit log, and client list improvements. [February 2025 walkthrough](https://www.loom.com/embed/8b8ac8d84f99476a8ccf95014e4b65a4) ### New [Section titled “New”](#new) ## 1. Tasks: completely new look [Section titled “1. Tasks: completely new look”](#1-tasks-completely-new-look) The task view has been completely redesigned with a new look and layout. *** ## 2. Emails: company-wide default email address [Section titled “2. Emails: company-wide default email address”](#2-emails-company-wide-default-email-address) Your company can now choose one specific email address to be the default email for all members. *** ## Improvements [Section titled “Improvements”](#improvements) ### Tasks [Section titled “Tasks”](#tasks) * **Add comments to recurring task templates** — you can now add comments directly to a recurring task template, before any individual tasks are generated. ### Emails [Section titled “Emails”](#emails) * **Client communication email** — when an email integration is set to be available to everyone under the Emails app, it can now also be selected as the client communication email on a client. * **Reassign emails** — when you need to replace the email address used for email automations, use the **Reassign emails** option so that all automations continue sending from the new address. ### Integrations [Section titled “Integrations”](#integrations) * **e-conomic import** — deactivated clients are no longer imported from e-conomic. ### Workforce [Section titled “Workforce”](#workforce) * **Vacation view** — gives a clear overview of your requested vacations. Vacations are separated into four blocks: next year, this year, last year, and history. You can see a summary of days spent on vacation or illness. * **Company Flextime agreement** — has moved to company app settings, where you can also define the expected office hours percentage. ### Audit log [Section titled “Audit log”](#audit-log) * **Usability improvements** — users can see more information and reverse changes more easily. On the Team plan, you can see your own actions from today. To see the full company audit log for up to 100 days, upgrade to Elite. ### Clients [Section titled “Clients”](#clients) * **Sortable system fields** — in the client list, all system fields are now sortable: sort clients by client code, country, and more. ### Flextime [Section titled “Flextime”](#flextime) * **Weekend support** — Uku now supports tracking time worked on weekends. When a Flextime agreement covers the weekend and time is tracked, the calendar shows the worked hours. # April 2025 > Multiple checklists per task, bulk task deletion, Dropbox integration, and email failure notifications. ### New [Section titled “New”](#new) ## 1. Tasks: multiple checklists per task [Section titled “1. Tasks: multiple checklists per task”](#1-tasks-multiple-checklists-per-task) Create several checklists for one task. For example, divide the checklists by members, or define which items belong to the accountant and which to the client when the task is shared with the Client Portal.  *** ## 2. Tasks: bulk delete dashboard tasks [Section titled “2. Tasks: bulk delete dashboard tasks”](#2-tasks-bulk-delete-dashboard-tasks) When there are a lot of old tasks on the dashboard that had multiple assignees, tasks can now be destroyed in bulk — no need to delete them one by one. *** ## 3. Emails: resend all failed emails at once [Section titled “3. Emails: resend all failed emails at once”](#3-emails-resend-all-failed-emails-at-once) Resend all failed emails at once from one place. *** ## 4. Emails: notification when sending fails [Section titled “4. Emails: notification when sending fails”](#4-emails-notification-when-sending-fails) To ensure that all emails go out when needed, Uku now notifies you by email when sending emails from your address is failing. *** ## 5. Integration: Dropbox [Section titled “5. Integration: Dropbox”](#5-integration-dropbox) Connect your Dropbox account and store all task files there.  *** ## Improvements [Section titled “Improvements”](#improvements) ### Workforce [Section titled “Workforce”](#workforce) * **Remote work from calendar** — enter remote work time directly from the calendar view and get an overview of who is working remotely.  ### Clients [Section titled “Clients”](#clients) * **“Next month” quick filter** — a new quick filter on the client card shows next month’s tasks without needing to pick dates from the calendar. ### Emails [Section titled “Emails”](#emails) * **Task link on client communication emails** — an email under client communication now indicates which task the email belongs to. ### Integrations [Section titled “Integrations”](#integrations) * **e-conomic invoice comments** — a comment added to an invoice in Uku is now also exported to the invoice in e-conomic. # June 2025 > Dashboard Later tab, Catch Up view, sorting, task archiving, email automation status, status bar, daily time bar, history range, and unread highlighting. [June 2025 dashboard walkthrough](https://www.loom.com/embed/1d2bcf4ffb9048a6833c4ec10bd0426a) ### New [Section titled “New”](#new) ## 1. Dashboard: Later tab [Section titled “1. Dashboard: Later tab”](#1-dashboard-later-tab) Not sure when you’ll be able to tackle a task? Move it to the “Later” tab and keep your current list focused on what matters most. For example, if you’re waiting for a client’s reply and don’t want the task cluttering today’s view, just send it to “Later” and revisit when you’re ready.  **Why?** Your active list stays focused on what needs action now, without losing sight of tasks you’ll return to later. *** ## 2. Dashboard: Catch Up [Section titled “2. Dashboard: Catch Up”](#2-dashboard-catch-up) Stay instantly up to date! The new “Catch Up” view gives you a quick overview of all recent activity — comments from your team, client replies, or updates in the client portal. Open tasks remain under “Seen” until you mark them complete.  *** ## 3. Dashboard: sorting [Section titled “3. Dashboard: sorting”](#3-dashboard-sorting) You can now sort your dashboard by start date, due date, client, status, topic, task title, or completion status. Need a different perspective? Reverse the order with one click.  *** ## 4. Tasks: archiving [Section titled “4. Tasks: archiving”](#4-tasks-archiving) Keep your dashboard tidy without losing important information. Archive tasks you don’t need to see every day but aren’t ready to delete. Restore any archived task with a single click.  **Why?** Keep your list focused on what matters now, without permanently losing tasks you may need later. *** ## 5. Email automation status [Section titled “5. Email automation status”](#5-email-automation-status) Every task now displays a “traffic light” status for email automations: green = sent, red = failed, gray = pending.  *** ## 6. Dashboard: status bar [Section titled “6. Dashboard: status bar”](#6-dashboard-status-bar) A colorful status bar above your tasks gives you an instant overview of task progress and what’s left to do.  *** ## 7. Dashboard: daily time bar [Section titled “7. Dashboard: daily time bar”](#7-dashboard-daily-time-bar) Track your productivity at a glance. The green bar above the task list shows how much time you’ve tracked today — regardless of your current date filter. *** ## 8. Tasks: history range [Section titled “8. Tasks: history range”](#8-tasks-history-range) Too many overdue tasks? Now you can filter your dashboard to show only the past 45, 90, or 180 days of tasks. *** ## 9. Tasks: unread and urgent [Section titled “9. Tasks: unread and urgent”](#9-tasks-unread-and-urgent) Unopened tasks appear in **bold**, and upcoming deadlines are highlighted in **orange** — so nothing slips through the cracks. *** ## Improvements [Section titled “Improvements”](#improvements) ### Dashboard [Section titled “Dashboard”](#dashboard) * **Grouping** — group tasks by client, topic, client group, status, period, project, or team member. Bulk actions are now easier than ever for grouped tasks.  ### Date filter [Section titled “Date filter”](#date-filter) * **More options** — handy quick date selections are now available throughout Uku: dashboard, reports, and client cards.  ### Tasks [Section titled “Tasks”](#tasks) * **Bulk delegation** — assign multiple tasks to another team member in one go. Use the “replace” function to remove the original assignee if needed. ### Reports [Section titled “Reports”](#reports) * When you select an account in the filter, all other filters (clients, topics, members) will only show values related to that account. ### Emails [Section titled “Emails”](#emails) * You can now use more placeholders in your invoice email templates for extra flexibility. # September 2025 > eSigning & approvals go live, recurring task start dates from client custom fields, and task management endpoints in the public API. [September 2025 walkthrough](https://www.loom.com/embed/6c7bd542ccfc4935ad9d9917993f1e1b) ### New [Section titled “New”](#new) ## 1. Tasks: recurring task start date from client custom fields [Section titled “1. Tasks: recurring task start date from client custom fields”](#1-tasks-recurring-task-start-date-from-client-custom-fields) Set recurring tasks to adjust automatically based on your clients’ custom date fields — ideal for work that has to follow client-specific deadlines like payroll, fiscal year-ends, annual reviews, or AML. When the client’s date field changes, the task recurrence adapts with it.  **Why?** The client card stays the single source of truth for dates, and recurring tasks stay aligned to each client’s real deadlines without manual adjustment. *** ## 2. eSigning & Approvals: collect digital signatures within your workflow [Section titled “2. eSigning & Approvals: collect digital signatures within your workflow”](#2-esigning--approvals-collect-digital-signatures-within-your-workflow) Uku’s eSigning is now live: collect digital signatures and approvals directly inside your practice management workflow, without switching between tools. This release includes: * **Dual signature support** — request signatures from both clients and team members on a single document, for engagement letters, tax returns, and compliance documents that need multiple parties to sign. * **Streamlined document collection** — request and collect eSignatures in one place, for smoother client interactions and faster document turnaround. * **Real-time tracking** — monitor signature progress with activity timestamps and notifications; see at a glance which documents are pending, viewed, or signed. * **Client Portal integration** — clients securely review, sign, and download documents through the Client Portal, and all signed documents are stored automatically for future reference. * **Automated reminders** — Uku emails automatic reminders for unsigned documents, so workflows keep moving without manual follow-up.   **Why?** Signatures and approvals stay inside your existing workflow, so client interactions are smoother and documents come back faster — no second tool to manage. *** ## 3. Public API: task management endpoints [Section titled “3. Public API: task management endpoints”](#3-public-api-task-management-endpoints) Create and update tasks through Uku’s public API. Build custom integrations, automate task creation from external systems, or sync tasks with your other tools. Full documentation is in the API reference. *** ## Improvements [Section titled “Improvements”](#improvements) ### Client Portal [Section titled “Client Portal”](#client-portal) * Task conversations now display in a side-by-side layout: communication sits to the right of the task details, so clients follow the conversation while viewing task information — no more scrolling back and forth between details and messages. ### File storage [Section titled “File storage”](#file-storage) * The “Backup files to Uku file storage” feature now has better progress indicators and error handling. # November 2025 > Automated invoice debt reminders, invoice email placeholders, primary-member billing resource, Directo integration, and bulk client-workflow updates. [November 2025 walkthrough](https://www.loom.com/embed/4b8e496412244f9387bfa8aded78443f) ### New [Section titled “New”](#new) ## 1. Billing: automate up to 3 invoice debt reminder emails [Section titled “1. Billing: automate up to 3 invoice debt reminder emails”](#1-billing-automate-up-to-3-invoice-debt-reminder-emails) Set reminder schedules in Billing settings, customize email content under Invoice templates, and optionally disable reminders per client. No email is sent if the day count is 0 or empty.  **Example:** Trigger reminders at 1, 3, and 7 days past due to speed collections without manual follow-up and cut admin time. *** ## 2. Billing: personalize reminder emails with invoice placeholders [Section titled “2. Billing: personalize reminder emails with invoice placeholders”](#2-billing-personalize-reminder-emails-with-invoice-placeholders) Use `{{client_name}}`, `{{seller_name}}`, `{{invoice_number}}`, `{{invoice_date}}`, `{{due_date}}`, `{{overdue_days}}` in templates to auto-fill critical context and minimize editing. **Example:** Insert client name and overdue days to make actions clear and lift response rates while saving prep time. *** ## 3. Billing: choose the client’s “Primary member” as the default billing resource [Section titled “3. Billing: choose the client’s “Primary member” as the default billing resource”](#3-billing-choose-the-clients-primary-member-as-the-default-billing-resource) Uku resolves the billing resource across five levels: 1) Invoice line, 2) Contract service, 3) Product, 4) Client default, 5) Company default; client- and product-level overrides are supported.  **Example:** Route consulting hours to the client’s lead accountant by default, while mapping software licenses to a product-level resource for accurate realization and reporting. *** ## 4. Integration: Directo client sync and invoice export [Section titled “4. Integration: Directo client sync and invoice export”](#4-integration-directo-client-sync-and-invoice-export) Import clients and contacts from Directo into Uku, create invoices in Uku, and export them back to Directo. Optionally fetch payment status and send reminders for unpaid invoices from Uku.  **Best practice:** Track work volumes separately (time, document counts, payroll runs) and invoice from Uku so you can analyze volumes later and refine pricing. *** ## 5. Tasks: bulk update client workflow from company task templates [Section titled “5. Tasks: bulk update client workflow from company task templates”](#5-tasks-bulk-update-client-workflow-from-company-task-templates) Select which clients, tasks, and checklist fields to update. Client-specific customizations are overwritten and changes are captured in the audit log.  **Example:** Roll out updated monthly bookkeeping checklists across the firm after tax season and keep workflows consistent. *** ## 6. Tasks: bulk update of start dates in client workflow [Section titled “6. Tasks: bulk update of start dates in client workflow”](#6-tasks-bulk-update-of-start-dates-in-client-workflow) Set “Repeat tasks from” to a past month to generate tasks into the past. When changing an existing plan, Uku deletes prior New-status tasks and recreates them per the new recurring rules.  **Example:** Create 3 months of accounting tasks for a new client to accurately track time and work completed. *** ## 7. Projects: track project process statuses at a glance in the list [Section titled “7. Projects: track project process statuses at a glance in the list”](#7-projects-track-project-process-statuses-at-a-glance-in-the-list) See and filter projects by process status to spot bottlenecks and drive progress across engagements.  **Example:** Identify Tax Return projects marked “Awaiting approval” and nudge clients to accept the advance invoice. *** ## 8. Dashboard: group project tasks by process status and filter consistently [Section titled “8. Dashboard: group project tasks by process status and filter consistently”](#8-dashboard-group-project-tasks-by-process-status-and-filter-consistently) Use the same process-status grouping and filters in Dashboard, Client tasks, Project tasks, and Reports for focused work.  # January 2026 > AML compliance fields now extend to contacts, and you can filter the client list by contact custom fields. ### New [Section titled “New”](#new) ## 1. AML: Contact-level compliance fields [Section titled “1. AML: Contact-level compliance fields”](#1-aml-contact-level-compliance-fields) AML app logic now extends to contacts, not just clients. The same fields that were previously created only at the client level are now also available for contacts. **Why this matters:** Client profiles can set risk profile or document expiry dates, and Uku generates reminder tasks X days before (configurable in AML app settings). Until now, this automation only covered one person per client. Since most clients have multiple contacts, the updated solution lets you use the notification system for all relevant contacts when risk profiles or documents expire. **Note:** Existing companies must deactivate and reactivate the AML app for the new contact fields to appear.  ### Tip: Bulk update contact AML dates via import [Section titled “Tip: Bulk update contact AML dates via import”](#tip-bulk-update-contact-aml-dates-via-import) Most clients already have contact information in Uku. You can: 1. Export the contact list from the client view 2. Fill in the AML dates 3. Re-import to update contact records Contacts are matched by email address. If contacts were previously imported without email addresses, they may not match and new contacts will be created instead. ## 2. Clients: Search by contact custom fields [Section titled “2. Clients: Search by contact custom fields”](#2-clients-search-by-contact-custom-fields) You can now filter the client list by contact custom fields, making it easier to find information across your contact database. # February 2026 > The client profile now has a two-level layout. Top-level tabs group content into four main categories: Work, Activities, Files, and Finance. [February 2026 walkthrough](https://www.loom.com/embed/63956006e8be4b3faa8526eed76ae2f8) ### New [Section titled “New”](#new) ## 1. Clients: New profile navigation [Section titled “1. Clients: New profile navigation”](#1-clients-new-profile-navigation) The client profile now has a two-level layout. Top-level tabs group content into four main categories: Work, Activities, Files, and Finance. Each category has its own sub-pages (for example, Work contains: Tasks, Workflow, Projects). The top tabs also have a dropdown menu, so you can reach the right section in a single click. **Why?** Navigation is faster and more intuitive. Everything is logically grouped, so you no longer need to scroll through a long list of tabs.  ## 2. Calendar: Plan 1, 3, 5, 7 days or a full month [Section titled “2. Calendar: Plan 1, 3, 5, 7 days or a full month”](#2-calendar-plan-1-3-5-7-days-or-a-full-month) You can now choose how many days to display in the calendar view: 1, 3, 5, 7 days, or a full month. Pick the view that matches your planning needs. **Why?** A single day, a work week, or an entire month overview are all one click away. Plan exactly as far ahead as you need, without scrolling back and forth through the calendar.  ## 3. Tasks: Dependencies visible as lines in template and plan views [Section titled “3. Tasks: Dependencies visible as lines in template and plan views”](#3-tasks-dependencies-visible-as-lines-in-template-and-plan-views) Task dependencies are now displayed as visual lines in both the company task template and the client plan views. Each dependency is clearly connected with a line showing which task must be completed first. **Why?** New team members can immediately see the workflow logic without opening tasks one by one. Managers can verify that template dependencies are set up correctly and spot bottlenecks before they become problems. ## 4. Tasks: New description format [Section titled “4. Tasks: New description format”](#4-tasks-new-description-format) Task descriptions and other text fields now have an upgraded rich text editor. The new format supports better formatting, clearer structure, and more comfortable editing. **Why?** Task instructions are easier to read. You can use headings, numbered lists, and other formatting to keep complex work instructions well-structured.  ## 5. Tasks: Assign colors to topics [Section titled “5. Tasks: Assign colors to topics”](#5-tasks-assign-colors-to-topics) Topics can now be assigned colors that are used across all of Uku. Color codes are displayed in task lists, on the dashboard, and in the client plan view. **Why?** Visual distinction helps you orient quickly. You can see at a glance which area a task belongs to, without opening it. **Example:** Assign blue to payroll tasks, red to tax declarations, and green to annual reports. On the dashboard, you can immediately see which areas have pending work.  ## 6. Clients: Default client on member profile [Section titled “6. Clients: Default client on member profile”](#6-clients-default-client-on-member-profile) You can now set a default client in the member profile settings. This client is automatically pre-selected when creating a new task. **Why?** If a team member primarily works with one client, they no longer have to manually select the client for every task. Saves time and reduces errors in daily work. **Example:** A new accountant is mainly responsible for one large client. Set that client as the default and every new task is automatically linked to the right client.  ## 7. Members: Vacations overview [Section titled “7. Members: Vacations overview”](#7-members-vacations-overview) The member list now includes a vacations overview where you can see all members’ time off in one place and conveniently approve leave requests. **Why?** Firm managers can see everyone’s vacation at a glance and quickly approve requests without opening each member’s profile separately. Especially useful during summer and holidays, when many vacation requests need to be managed at once.  ## 8. Billing: Invoice preview [Section titled “8. Billing: Invoice preview”](#8-billing-invoice-preview) Before sending an invoice, you can now see exactly how it will look to the client. The preview displays the final layout with all line items. **Why?** Quickly verify that all lines, amounts, and formatting are correct before the client receives the invoice. Avoid unprofessional mistakes and the need for re-sending.  ## 9. Clients: Smart date field options [Section titled “9. Clients: Smart date field options”](#9-clients-smart-date-field-options) Client custom date fields now support dynamic date ranges. Filters update automatically and never need manual adjustments. **Why?** No more updating filters at the start of every month. Save a filter once and it works forever. **Example:** Save a filter for “Contacts whose document expires this month” and the list refreshes automatically at the start of each month. For AML checks, you can instantly see whose documents need renewal.  ## 10. Clients: Name your billing contracts [Section titled “10. Clients: Name your billing contracts”](#10-clients-name-your-billing-contracts) Client billing contracts can now be given names that are displayed in the contract list. Each contract is clearly distinguishable from the list view. **Why?** When a client has multiple contracts, you can tell them apart instantly by name without opening each one. **Example:** A client has three contracts: “Bookkeeping”, “Payroll”, and “Advisory”. The names are visible right in the list, and finding the right contract takes a second.  ## 11. Integration: Create a Directo client with one click [Section titled “11. Integration: Create a Directo client with one click”](#11-integration-create-a-directo-client-with-one-click) You can now create a client in Directo directly from the client card with a single button click. The client is created with all the necessary data, without entering anything manually in Directo. **Why?** No more running imports or manually creating clients in Directo. Adding a new client to Directo now takes one click instead of several minutes.  *** ## Improvements [Section titled “Improvements”](#improvements) * **Client plan:** Automation icons (emails, etc.) are now visible inline, without opening the task. * **Members:** When navigating from the member list to a profile, you can conveniently move to the next member via the list. * **Billing:** Navigate between invoices quickly and easily, without going back to the list. * **Billing:** You can now attach a PDF to an e-invoice. * **Clients:** The files view now groups documents by type for a better overview. * **Projects:** Change the status of multiple projects at once from the project list. * **Client portal:** An accidentally added client portal flag can now be removed from a task. * **Monitoring:** Edit monitoring values directly in the monitoring view, without navigating elsewhere. # March 2026 > Reusable note templates are live — create once, reuse on any client or project. Reviews, checklists, and agendas arrive ready-structured. [March 2026 walkthrough](https://www.loom.com/embed/347cc1cd91aa4dd8b9b9790ad2b2da4c) ### New [Section titled “New”](#new) ## 1. Reusable note templates [Section titled “1. Reusable note templates”](#1-reusable-note-templates)  Create a template once, reuse it forever. Annual reviews, one-on-ones, onboarding checklists — the structure is already there when you start a new note. **Why:** Teams writing recurring notes were recreating the same structure from scratch every time. Templates eliminate that repetition and keep your notes consistent across the firm. **How:** Go to **Settings → Clients / Workforce → Note Templates** to create your first one. When writing a note, pick a template from the dropdown to start. [Read the full guide to Note Templates →](https://How%20to%20create%20and%20use%20note%20templates%E2%80%A6) *** ## 2. Control who sees each note [Section titled “2. Control who sees each note”](#2-control-who-sees-each-note)  Notes now support per-note access control. Restrict who can view or edit a note — useful for HR reviews, salary discussions, or anything that shouldn’t be visible to the whole team. **Why:** Previously, any team member with access to a client, project, or supplier could delete or edit all notes. Permissions make it safe to keep confidential content in Uku without risk of accidental changes. **Try it:** Open any note → click the lock icon → pick who can see it. *** ## 3. Find any note in seconds [Section titled “3. Find any note in seconds”](#3-find-any-note-in-seconds)  Note lists on client, project, supplier, and member cards are now filterable. Filter by type, author, pinned status, or use free-text search. **Why:** Once a record has dozens of notes, scrolling isn’t practical. Filters turn your note history into something you can actually query. *** ## 4. Turn a note into a task in one click [Section titled “4. Turn a note into a task in one click”](#4-turn-a-note-into-a-task-in-one-click)  Write a note, spot an action item, click once — the task is created and the note attached for context. No more copy-paste or “remind me to follow up on this.” **Why:** Notes are where follow-ups live. Turning them into trackable work used to mean remembering to create a task and manually linking context. Now it’s one action. *** ## Improvements [Section titled “Improvements”](#improvements) ### Billing [Section titled “Billing”](#billing) * Bulk invoice creation now works reliably — all invoices generate in one go, every time. * Invoices display the translated product name when a translation exists. * Hourly product topic selection is now visible even for client-customized products. * Invoice PDFs support new row-grouping options — merge rows by description or article code, with quantity or total display mode. * New filter options: “Not sent” and “Not exported” invoice list filters to surface invoices pending client delivery or accounting export. * Non-admin users can now be given bulk-action permissions. ### Tasks [Section titled “Tasks”](#tasks) * Selecting a template suggestion copies over description, bill-at, and bill-by fields. * Finishing a task on the dashboard shows the next task instantly — no page reload. * Full filenames are now visible on hover. ### Reports [Section titled “Reports”](#reports) * Task start date is now included in exports. ### Calendar [Section titled “Calendar”](#calendar) * When filtering by specific team members, only their vacations are shown; group selections expand to display individual member vacations. ### Monitoring [Section titled “Monitoring”](#monitoring) * Targets can be set per period. ### Client Portal [Section titled “Client Portal”](#client-portal) * Your firm’s client app stays visible in the App Store even when the account is paused or the trial has ended. ### Email [Section titled “Email”](#email) * Stability improvements for Outlook and Gmail connections. **Got feedback on any of these?** Reply to this email or write us at — every change above started as a user conversation. # April 2026 > Note templates now work on clients, projects, and vendors — not just team members. ### New [Section titled “New”](#new) ## 1. Notes: Templates for Clients, Projects and Vendors [Section titled “1. Notes: Templates for Clients, Projects and Vendors”](#1-notes-templates-for-clients-projects-and-vendors) Note templates — reusable note structures like meeting agendas, review forms, and onboarding checklists — are now available when creating notes on **clients**, **projects**, and **vendors**, not just team members. [April 2026 walkthrough](https://www.loom.com/embed/347cc1cd91aa4dd8b9b9790ad2b2da4c) Click **“Choose template”** in the note editor to browse and select a template. Each area has its own template pool — client templates are separate from project or vendor templates. New templates can be created directly from the template selection dialog.  **Why?** Teams writing recurring notes were rebuilding the same structure every time. Templates eliminate that repetition across all note contexts. Available to all paid customers. # June 2026 > Uku's biggest update ever: Quick Search, Teams with feature rights, workflow roles, vacation delegation, and Client Portal invoices. **This is the biggest update in Uku’s history.** We moved all of Uku onto a new technical foundation, built to carry everything that comes next. And on top of it, we are shipping a whole set of long-requested features at once.  ### New [Section titled “New”](#new) ## 1. Quick Search: find anything, do anything in Uku [Section titled “1. Quick Search: find anything, do anything in Uku”](#1-quick-search-find-anything-do-anything-in-uku) [](/videos/whats-new/2026-06-quick-search.mp4 "Quick Search demo") Press **Ctrl+K** (**⌘+K** on Mac) to open Quick Search: a universal search and action palette covering all of Uku. Search clients, tasks, invoices, contacts, projects, and more from a single input. Create tasks inline, jump to a task by its number, or navigate to any page. From a task result, open its actions panel to start a timer or mark it done — all from the keyboard. **Why?** Everything in Uku is now a couple of keystrokes away. Fewer clicks and menus, more time for actual work. **Examples:** * `+Annual report *Uku @Rain #Reporting !Today /1h` — creates the task with the client, assignee, topic, due date, and time budget pre-filled. * `/report today @me` — opens your own report for today. *** ## 2. Members: Teams and feature rights [Section titled “2. Members: Teams and feature rights”](#2-members-teams-and-feature-rights)  Groups are now **Teams**, and with the new name comes granular permission management. For each team, decide what its members can do in Uku: who sees invoices and billing contracts, who can change them, who confirms vacations, who manages documents. Rights come in three levels (view, change, admin), and members get the combined rights of all their teams. When you turn on **Billing**, **Workforce Management**, or **BI Analytics**, Uku automatically creates a ready-made team for it, pre-configured with sensible rights — so you don’t start from a blank matrix. It also brings every member permission into one place. Per-member rights that used to live under **Company settings** and **Billing settings** now sit under **Teams**, so there’s a single screen to manage who can do what. **Why?** The old model forced an all-or-nothing choice. Now you can give an account manager view access to billing contracts without edit rights: they see what an invoice is based on and can approve it, without interrupting the admin. **Example:** An HR team can be given access to member profiles only — not to any clients — keeping personnel data separate from client work. New name: Client Manager The person responsible for each client — the default assignee, marked with a **star** on the client’s member list — is now the **Client Manager** (previously “Default member”). It’s the single most important role on every client: the main internal owner of that relationship. The behaviour is unchanged; the name now says what the role actually is. *** ## 3. Workflows: role-based task assignment [Section titled “3. Workflows: role-based task assignment”](#3-workflows-role-based-task-assignment)  Assign work by the **role** someone plays for a client — Accountant, Payroll Specialist, Auditor — instead of by name. Tag template tasks with a role, then map each role to a person or Team on the client; Uku routes every generated task automatically. When staffing changes, remap the role on the affected clients — in bulk if you like — and all their tasks move with it. **Why?** With hundreds of clients and dozens of workflows, assigning task by task doesn’t scale. With roles, a reshuffle is a few clicks, and a new client-list filter shows where a role is still unmapped. **Example:** Mari is the **Accountant** on some clients and the **Payroll Specialist** on others. When she leaves, her accounting work should go to one colleague and her payroll work to another. Because every task carries its role, you remap the **Accountant** role to the first colleague and the **Payroll Specialist** role to the second — and each set of tasks moves to the right person automatically, with no sorting through her tasks by hand. *** ## 4. Vacations: automatic task delegation [Section titled “4. Vacations: automatic task delegation”](#4-vacations-automatic-task-delegation)  When submitting a vacation, pick who covers for you: one or more people, or a whole team. When the vacation starts, Uku hands your open tasks to the delegates; when it ends, it takes them back automatically. New tasks that come in during your vacation reach your delegate too. Optionally, grant delegates access to your clients’ details. The same works for sick leave and other absences. **Why?** Covering for a colleague no longer means reassigning tasks one by one, and coming back from vacation no longer means cleaning up: everything moves to the delegate automatically and comes back automatically. **Example:** Split the coverage by client — send one set of clients’ tasks to one colleague and the rest to another. Arrange it while you plan the vacation, and the moment it starts everything is already in the right hands, so nothing falls behind while you’re away. *** ## 5. Client Portal: invoices [Section titled “5. Client Portal: invoices”](#5-client-portal-invoices) Your clients can now see their invoices directly in the Client Portal — a list with dates, totals, and status (sent, paid, overdue), each invoice opening as a PDF. To turn it on, add a Client Portal menu link with the type **Invoices**.  Once it’s set up, clients see all their invoices in one place when they log in to the portal.  **Why?** Clients no longer need to ask for an invoice or dig through their inbox: all their invoices are always in one place. **Coming soon:** clients will be able to pay an invoice straight from the portal — via Stripe or your own custom payment button. *** ## 6. Client Portal: shared notes [Section titled “6. Client Portal: shared notes”](#6-client-portal-shared-notes) Notes now work both ways in the Client Portal. You can leave a note for your client, and your client can leave one for you. Notes are good for information that should stick around — agreements, who’s responsible and by when, links to the right places, instructions, and anything else worth keeping at hand on the client. Notes a client adds also appear under that client’s **Notes** tab in Uku, marked as coming from the Client Portal. On your side in Uku, you write and read these notes under the client’s **Notes** tab. Each note can be pinned in two places independently — pin it in Uku to keep it on top for your team, and pin it in the **Client Portal** to keep it on top for your client.  Your client sees the shared notes — and anything you’ve pinned for the portal — on their Client Portal dashboard.  **Why?** Notes like “hold the salary run until I confirm” no longer get lost in email or messaging apps: they are in writing, attached to the right client. *** ## 7. Client Portal: info correction requests [Section titled “7. Client Portal: info correction requests”](#7-client-portal-info-correction-requests) Clients can review their contact and company information in the portal and submit a correction request when something has changed or is wrong. You see the request in Uku, review it, and the record updates on approval.  **Why?** An address or phone change no longer requires a call or an email thread, and client data stays fresh. *** ## 8. Tasks: placeholder variables in recurring tasks [Section titled “8. Tasks: placeholder variables in recurring tasks”](#8-tasks-placeholder-variables-in-recurring-tasks) Recurring task templates can now use variables: client name, registration number, client card custom fields, periods, and dates. Type `#` in a text field and pick a variable. When a task is generated, Uku replaces the variables with the client’s current data, and dates are formatted according to the contact’s locale.  **Why?** The client card stays the single source of truth where you keep and update data. Templates stay clean, and every new task always gets up-to-date values. **Example:** The template “Annual report `{{cl_name}}`” is generated as the task “Annual report Acme Ltd”. *** ## 9. Tasks: multi-language titles [Section titled “9. Tasks: multi-language titles”](#9-tasks-multi-language-titles) Task titles can now have translations. Each client sees the title in their own language in the Client Portal and in notification emails, and recurring tasks inherit translations from the template automatically. If no translation exists, the original title is shown.  **Why?** Serving a multilingual client base no longer requires duplicate tasks, and every client gets a notification they can understand. *** ## 10. Email: send manually and pause automations [Section titled “10. Email: send manually and pause automations”](#10-email-send-manually-and-pause-automations) Task email automations can now use a manual trigger: the email is prepared with content and recipients, but only goes out when you click **Send now**. You can also pause all pending emails on a task with one click and resume later, without losing the setup. Emails that would have fired during the pause become manual sends on resume, so nothing stale goes out unexpectedly.  **Why?** You have full control over what reaches your client and when. Putting a client on hold or a national holiday no longer means deleting automations and rebuilding them later. **Example:** Set the payroll-information request email to send manually. It waits on the task, ready with its content and recipients, and you click **Send now** the moment the client’s hours are in — so the request never goes out too early. *** ## Improvements [Section titled “Improvements”](#improvements) ### Tasks [Section titled “Tasks”](#tasks) * Client reply emails can be deleted from a task’s communication feed when they contain sensitive data (GDPR). The row becomes a placeholder showing who deleted it and when; the rest of the task history stays intact. * Bulk-updating a task template now also adds newly added template tasks to client workflows. ### Projects [Section titled “Projects”](#projects) * Archive multiple projects at once, straight from the project list. * Export the project list to Excel, including custom fields. ### Fixes [Section titled “Fixes”](#fixes) * Adding links in notes, Excel export from the Summary drill-down, time entries when opening a task from the Calendar, decimal working hours, client color no longer changes on API updates, and e-signature fixes. # Workforce & Flextime > Flextime agreements, vacations, time-off requests, absences, office attendance, extra work, and reassigning tasks. Flextime agreements, vacations, absences, remote work, and workforce planning. The flextime balance and history report lives in [Reports](/en/reports/flextime-tab/). ## All articles [Section titled “All articles”](#all-articles) [Workforce Management](/en/workforce-and-flextime/workforce-management/) [Activate Workforce Management to centralize employee profiles, custom member fields, vacation tracking, flextime reports, and team notes.](/en/workforce-and-flextime/workforce-management/) [›](/en/workforce-and-flextime/workforce-management/) [Submit a vacation, absence, or remote work request](/en/workforce-and-flextime/time-off-requests/) [Submit vacation, sick leave, parental leave, or remote requests so your team can see who is available, away, or working remotely.](/en/workforce-and-flextime/time-off-requests/) [›](/en/workforce-and-flextime/time-off-requests/) [Approve or decline vacation requests](/en/workforce-and-flextime/approve-vacation-requests/) [Approve, decline, or cancel a member's vacation, sick leave, or remote work request from the Members page or the member profile.](/en/workforce-and-flextime/approve-vacation-requests/) [›](/en/workforce-and-flextime/approve-vacation-requests/) [Delegate tasks during a vacation or absence](/en/workforce-and-flextime/delegate-tasks/) [Turn on temporary task delegation when you submit or approve a vacation or absence, so your open tasks move to a colleague while you're away.](/en/workforce-and-flextime/delegate-tasks/) [›](/en/workforce-and-flextime/delegate-tasks/) [Reassigning tasks during employee absence](/en/workforce-and-flextime/reassign-tasks-during-absence/) [Use the Dashboard and Calendar to find, delegate, and reschedule an absent member's tasks so client work continues without interruption.](/en/workforce-and-flextime/reassign-tasks-during-absence/) [›](/en/workforce-and-flextime/reassign-tasks-during-absence/) [Office attendance tracking](/en/workforce-and-flextime/office-attendance-tracking/) [Set up IP-based attendance tracking so Uku detects office vs remote work automatically. Members can also toggle their location manually.](/en/workforce-and-flextime/office-attendance-tracking/) [›](/en/workforce-and-flextime/office-attendance-tracking/) [Activate and set up the Flextime app](/en/workforce-and-flextime/flextime-setup/) [Activate the Flextime app to track team hours, overtime, and vacation balance. Configure calculation periods, defaults, and holiday rules.](/en/workforce-and-flextime/flextime-setup/) [›](/en/workforce-and-flextime/flextime-setup/) [See and change the Flextime agreement](/en/workforce-and-flextime/flextime-agreement/) [Configure a member flextime agreement — set contracted hours, custom daily schedules, expected office time, and labor cost rates per member.](/en/workforce-and-flextime/flextime-agreement/) [›](/en/workforce-and-flextime/flextime-agreement/) [Mark extra work](/en/workforce-and-flextime/mark-extra-work/) [Flag tasks as extra work to separate additional services from contracted scope and surface out-of-scope items in reports and conversations.](/en/workforce-and-flextime/mark-extra-work/) [›](/en/workforce-and-flextime/mark-extra-work/) # Approve or decline vacation requests > Approve, decline, or cancel a member's vacation, sick leave, or remote work request from the Members page or the member profile. Quick answer Open **Members > Vacations** to see every pending request across the company, or open a member’s profile and click the **Vacations** tab. Click **Approve** (green checkmark) or **Decline** (red X) on any request. Approver must be a **[Company Admin](/en/settings/members-and-teams/)**, **Company Owner**, or a member whose team grants the **Confirm vacations** permission. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Company Admins** and **Company Owners** can approve or decline any member’s vacation, absence, or remote work request. * **Members whose team is granted the Confirm vacations permission** can approve requests for members in their team only. * **Company Members** without those rights can submit requests but cannot approve. The Approve and Decline buttons are not shown to them. * The **Workforce Management** app must be activated in **Settings & Apps**. ## Who approves a request [Section titled “Who approves a request”](#who-approves-a-request) Every vacation or absence request needs an approver, and the member who submits it picks one. The **Approver** field on the request form is empty by default and has to be chosen. The **Approver** dropdown lists everyone allowed to approve vacations: * the **Company Owner**, * every **Company Admin**, and * any member whose team is granted the **Confirm vacations** permission. Members can’t pick themselves. Once submitted, the request goes to the chosen approver, who is notified and sees it in their **In review** list. Choosing an approver directs the request — it doesn’t lock anyone else out. Any **Company Owner**, **Company Admin**, or holder of the **Confirm vacations** permission can still open the request and approve or decline it, even if it was addressed to someone else. ## Where to find requests [Section titled “Where to find requests”](#where-to-find-requests) **Path:** Main navigation > **Members** > **Vacations** tab — company-wide list of every request, grouped by status. **Also:** **Members** > click member name > **Vacations** tab — only that member’s requests, with their balance summary. A request becomes visible to approvers as soon as the member submits it. The member receives an email notification when you approve or decline. ## Approve or decline a request [Section titled “Approve or decline a request”](#approve-or-decline-a-request) 1. Open **Members > Vacations** (or the member’s profile > Vacations tab). 2. Find the request in the **In review** group. 3. Click **Approve** (green checkmark) — the request moves to **Approved** and the absence appears on the team calendar from its start date. 4. Or click **Decline** (red X) — the request moves to **Declined** and the member is notified by email. The declined request stays in their history. Requests are approved one at a time — there’s no bulk approve or decline. When approving a Vacation request, Uku deducts the calculated leave days from the member’s vacation balance. Weekends and public holidays inside the period are excluded automatically — the **Duration** column shows total calendar days, but only working days are deducted. ## Cancel an approved or declined request [Section titled “Cancel an approved or declined request”](#cancel-an-approved-or-declined-request) 1. Open the request from **Members > Vacations** or the member’s profile. 2. Click the dropdown arrow next to the status chip (Approved or Declined). 3. Select **Cancel decision** to revert the request to **In review**. Cancelling restores the leave-balance deduction (for previously approved Vacation requests) and lets you make a new decision. ## Edit a member’s vacation or flextime balance [Section titled “Edit a member’s vacation or flextime balance”](#edit-a-members-vacation-or-flextime-balance) Adjust the balance manually when a previous balance was wrong, or when carrying over days from a different system. 1. Open the member’s profile > **Vacations** tab. 2. Click **Edit balance** in the header. 3. Choose **Vacation balance** or **Flextime balance** and enter the corrected number. 4. Optionally add a comment explaining the adjustment. 5. Click **Save**. Open **View history** from the same header to see every prior change to the member’s balance with date, amount, and the admin who made it. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Approve and Decline buttons are not shown [Section titled “The Approve and Decline buttons are not shown”](#the-approve-and-decline-buttons-are-not-shown) You don’t have the **Manage account** right (granted to Company Admins and the Company Owner) or the team-level **Confirm vacations** right. Ask a Company Admin to grant the appropriate right on the member’s Rights tab. ### A request was sent to the wrong approver [Section titled “A request was sent to the wrong approver”](#a-request-was-sent-to-the-wrong-approver) Each request goes to the approver the member selected in the **Approver** field when they submitted it — Uku does not pick one automatically. If it reached the wrong person, the member can cancel the request and resubmit with the right approver, or any Company Owner, Company Admin, or holder of the **Confirm vacations** permission can simply open the request and approve or decline it directly. ### A request was approved but the balance didn’t deduct [Section titled “A request was approved but the balance didn’t deduct”](#a-request-was-approved-but-the-balance-didnt-deduct) Vacation balance only deducts for the **Vacation** request type. **Away** (sick leave, parental leave) and **Flextime bonus** types use different balances. Open the request to confirm the type, or check the Vacations tab history for the actual balance change. ### An approved request shows the wrong number of days [Section titled “An approved request shows the wrong number of days”](#an-approved-request-shows-the-wrong-number-of-days) Hover the **Duration** column for total calendar days; open the request to see the calculated working days. If the calculation looks wrong, confirm the company’s public holidays are configured correctly in **Settings & Apps > Calendar > Public holidays**. ### The Vacations tab is missing on a member’s profile [Section titled “The Vacations tab is missing on a member’s profile”](#the-vacations-tab-is-missing-on-a-members-profile) The Vacations feature is not enabled for your company. Vacations is part of the **Workforce Management** app — a Company Admin can enable it in **Settings & Apps** → **Workforce Management**. ### Member says they were not notified [Section titled “Member says they were not notified”](#member-says-they-were-not-notified) Approve and decline notifications are sent to the email registered on the member’s Profile tab. Ask the member to check their spam folder. Email delivery problems can also surface in **Settings & Apps > Emails > Outbox** for Company Admins. # Delegate tasks during a vacation or absence > Turn on temporary task delegation when you submit or approve a vacation or absence, so your open tasks move to a colleague while you're away. Quick answer When you submit or approve a vacation or absence, tick **Temporary delegate my tasks** in the request window. Set a task date range, pick one or more delegates (members or teams), and optionally limit it to certain clients. When the absence starts, your matching open tasks move to the delegate automatically; when it ends, unstarted tasks come back to you while in-progress ones stay with the delegate. Temporary task delegation hands your open tasks to a colleague for the length of a vacation or absence, so client work keeps moving while you’re away — and returns the unfinished tasks to you when you’re back. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can set up or end delegation on any member’s absence. * **Members with the Confirm vacations permission** can do it for members in their team. * A member can set up delegation on **their own** absence request and end it early. * The **Workforce Management** app must be activated in **Settings & Apps**. Delegation is available for all-day vacations and absences (Vacation, Away, Sick leave, Parental leave, Flextime vacation, Other) — not for remote-work days or hourly entries. ## Turn on task delegation for an absence [Section titled “Turn on task delegation for an absence”](#turn-on-task-delegation-for-an-absence) You turn on task delegation in the same window where you request or approve a vacation or absence — there’s a checkbox for it, and ticking it is what hands your tasks to a colleague while you’re away. If you leave it unticked, your time off is saved as normal and your tasks stay with you. **Path:** **Profile** → **Vacations** → **Request**\ **Also:** **Members** → **Vacations** → open a request (to set it up on a member’s behalf) 1. Open a new absence request, or open an existing one that is still pending or approved-before-its-start-date. 2. Choose the absence type and dates as usual. 3. Tick **Temporary delegate my tasks** to reveal the delegation options. 4. Set **Delegate tasks from** and **Delegate tasks until** — the range of task dates to hand over. It defaults to your absence dates; adjust it if you want to include or exclude tasks outside the absence window. 5. In **Delegates**, pick one or more members or custom teams. You can’t pick yourself, and the system **Everyone** and **Administrators** teams aren’t selectable. 6. Optionally use **Tasks of the following clients** to limit delegation to specific clients. Leaving it empty delegates tasks across all clients. 7. Optionally tick **Add access to client as Client Member (temporary)** so the delegate can also open the client pages behind those tasks (notes, contacts, files). 8. Save the request (or approve it, if you’re the approver). The **What happens** box summarizes the scope before you confirm. If a delegate you picked is also absent during the period, Uku flags them under **Unavailable during this period** — choose someone else. ## What happens when the absence starts [Section titled “What happens when the absence starts”](#what-happens-when-the-absence-starts) Delegation only activates once the absence is **approved** and its start date has arrived. You’ll get a notification as soon as the request is approved. Once the start date arrives, Uku reassigns your open tasks (status **New** or **In progress**) that fall inside the chosen date range and client filter to your delegate(s). The delegate is notified and can open and work those tasks immediately. A few scope rules: * Only tasks where you are the direct assignee are delegated — being a member of a team that’s on a task doesn’t pull every team task into the handover. * Tasks you parked as **Later** are left out. * If the absence is approved *after* its start date has already passed, delegation activates right away rather than waiting. ## What happens when the absence ends [Section titled “What happens when the absence ends”](#what-happens-when-the-absence-ends) The end behavior depends on *how* the delegation ends. **Natural end (the absence reaches its end date):** unstarted tasks (still **New**) return to you, while tasks the delegate already moved to **In progress** stay with them so they can finish the work in hand. **Ending early (you click End delegation, or the absence is declined or deleted):** every task the delegation assigned is removed from the delegate, regardless of status — it’s a full revert. To end a delegation before the absence is over, open the request and click **End delegation** (red) next to the delegate under **Active delegations**. The vacationer, a Company Admin or Company Owner, or a member with the **Confirm vacations** permission can do this. If you turned on **Add access to client as Client Member (temporary)**, that client access is also removed when the delegation ends — the delegate loses access to those client pages as if the delegation had never happened. ## Delegate to several people or a team [Section titled “Delegate to several people or a team”](#delegate-to-several-people-or-a-team) You can name several delegates on one absence. Each delegate receives all the matching tasks, and each delegation is tracked independently — you can end one without affecting the others. Picking a **custom team** as a delegate keeps the team’s identity on the task (rather than expanding it into individual names), and the team’s current members get access to the work. New members who join the team mid-absence are picked up automatically. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### I ticked the delegate checkbox but my colleague didn’t get my tasks [Section titled “I ticked the delegate checkbox but my colleague didn’t get my tasks”](#i-ticked-the-delegate-checkbox-but-my-colleague-didnt-get-my-tasks) Delegation only activates once the absence is **approved** *and* its start date has arrived. Check that the request is in **Approved** status, not **In review**, and that the start date has been reached. Also confirm the **Delegate tasks from / until** range actually covers the tasks you expected to hand over. ### Some of my tasks weren’t delegated [Section titled “Some of my tasks weren’t delegated”](#some-of-my-tasks-werent-delegated) Only tasks where you’re the direct assignee, in status **New** or **In progress**, and inside the chosen date range and client filter are delegated. Tasks parked as **Later**, tasks assigned to you only through team membership, and tasks outside the date range stay with you. Widen the date range or clear the client filter if you need more tasks included. ### The delegate can see the task but not the client’s page [Section titled “The delegate can see the task but not the client’s page”](#the-delegate-can-see-the-task-but-not-the-clients-page) Opening a delegated task doesn’t grant access to the wider client page (notes, contacts, files, invoices). To give that access, edit the absence and tick **Add access to client as Client Member (temporary)** — the delegate then gets temporary Client Member access to the clients behind the delegated tasks, removed automatically when the delegation ends. ### A delegate I picked is marked “Unavailable during this period” [Section titled “A delegate I picked is marked “Unavailable during this period””](#a-delegate-i-picked-is-marked-unavailable-during-this-period) That person already has an approved or pending absence overlapping your dates, so they can’t reliably cover for you. Pick a different delegate or a team instead. ### I’m back early — how do I take my tasks back? [Section titled “I’m back early — how do I take my tasks back?”](#im-back-early--how-do-i-take-my-tasks-back) Open your absence request and click **End delegation** next to the delegate under **Active delegations**. Ending a delegation manually removes every assignment it created and returns those tasks to you immediately, including ones already in progress. # See and change the Flextime agreement > Configure a member flextime agreement — set contracted hours, custom daily schedules, expected office time, and labor cost rates per member. A flextime agreement defines each team member’s expected working hours — how many hours per day and per week, whether they work on holidays, how much office time is expected, and (optionally) their labor cost and billing rate. The Flextime report compares actual tracked hours against these agreed values each period.  Quick answer Open a team member’s profile and go to the **Agreements** tab to view, add, or change their flextime agreement. The Flextime app must be activated for your company first. [Flextime agreement walkthrough](https://player.vimeo.com/video/845903791) ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Viewing agreements:** Any team member can view their own flextime agreement from their profile. * **Adding or changing agreements:** **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** only. * The **Flextime** app must be activated for your company. ## How to view a flextime agreement [Section titled “How to view a flextime agreement”](#how-to-view-a-flextime-agreement) 1. Select **Members** from the main navigation menu. 2. Click on the team member’s name to open their profile. 3. Select the **Agreements** tab. The Agreements tab shows all active and past agreements for that member. Each agreement is shown as an expandable panel with its date range and settings.  ## How to add a new agreement [Section titled “How to add a new agreement”](#how-to-add-a-new-agreement) 1. Open the member’s profile and go to the **Agreements** tab. 2. Click **+ Add agreement**. 3. Set the **Start date**. Leave **End date** empty for an open-ended agreement. 4. Configure the agreement fields (see below). 5. Click **Save**. Multiple agreements form a timeline for the member. Each agreement covers its own date range. When a new agreement starts, the previous one is automatically closed at the end of the previous day.   ## Agreement settings [Section titled “Agreement settings”](#agreement-settings) ### Working hours [Section titled “Working hours”](#working-hours) Choose between two modes: * **Standard** — Monday to Friday, equal hours each day based on the company default (e.g., 8 hours per day, 40 hours per week). * **Custom** — set individual hours for each day of the week. A **Total** field shows the weekly sum. Use this for part-time schedules or non-standard working patterns. Enable **Work on holidays** if this member is expected to work on public holidays. When disabled, public holidays automatically reduce the expected hours for that period. ### Expected office hours [Section titled “Expected office hours”](#expected-office-hours) Enter a percentage to define how much of the member’s working time should be spent in the office (for example, 80 for 80%). Leave it empty to use the company-wide default. This value drives the office time tracking columns in the Flextime report. ### Cost and rate settings [Section titled “Cost and rate settings”](#cost-and-rate-settings) When cost tracking is enabled for your company, you can configure per-agreement: * **Billable rate (per hour)** — the rate charged to clients for this member’s work. Leave empty to use the company default. * **Labor cost (per member)** — the direct cost of this member’s employment, with a selectable cost type (monthly salary or hourly rate). * **Overhead (per member)** — indirect company expenses attributed to this member (rent, tools, insurance, etc.). Leave empty to use the company default. ## Copying an agreement [Section titled “Copying an agreement”](#copying-an-agreement) To start a new agreement from an existing one, click the **copy icon** on the agreement panel. Uku duplicates all settings into a new panel with a blank start date. Adjust the dates and any changed settings, then save. ## Excluding a member from the Flextime report [Section titled “Excluding a member from the Flextime report”](#excluding-a-member-from-the-flextime-report) To exclude a member entirely from flextime tracking, create a custom agreement with 0 hours for each working day. With zero expected hours, the member appears in the Flextime tab with no balance to approve. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Agreements tab is not visible on the member profile [Section titled “The Agreements tab is not visible on the member profile”](#the-agreements-tab-is-not-visible-on-the-member-profile) The Flextime app may not be activated. Go to **Settings & Apps** and confirm the Flextime app is active. ### Cannot add or change a member’s agreement [Section titled “Cannot add or change a member’s agreement”](#cannot-add-or-change-a-members-agreement) Only **Company Admins** and **Company Owners** can modify agreements. Contact a Company Admin to make the change. ### Flextime report shows incorrect expected hours [Section titled “Flextime report shows incorrect expected hours”](#flextime-report-shows-incorrect-expected-hours) Open the member’s **Agreements** tab and verify the agreement covering the relevant period. Check the start and end dates — if there is a gap in agreement coverage, Uku has no agreed hours for that period and the report may show zero or unexpected values. ### A member does not appear in the Flextime report [Section titled “A member does not appear in the Flextime report”](#a-member-does-not-appear-in-the-flextime-report) Confirm the member has an active agreement on the **Agreements** tab. Without an agreement, Uku cannot calculate expected hours and the member is excluded from the report.   # Activate and set up the Flextime app > Activate the Flextime app to track team hours, overtime, and vacation balance. Configure calculation periods, defaults, and holiday rules. The Flextime app tracks each team member’s agreed working hours against their actual tracked time. It powers overtime management, vacation balances, and the flextime balance report. Once activated, every period closes with a balance that [Company Admins](/en/settings/members-and-teams/) can approve or decline. Quick answer Activate **Flextime** from **Settings & Apps**, then configure the calculation period (weekly or monthly), working hour defaults, and holiday handling. Each team member’s individual agreement is set in their member profile under the **Agreements** tab. [Flextime setup walkthrough](https://player.vimeo.com/video/845899195) ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **Company Admins** and **Company Owners** can activate, configure, and manage Flextime settings. * All team members can view their own flextime data once the app is activated. * Available on the **Team** plan and above. ## Activate the Flextime app [Section titled “Activate the Flextime app”](#activate-the-flextime-app) 1. Select **Settings & Apps** from the main navigation menu. 2. Find and click the **Flextime** app card. 3. Click **Activate** and confirm. Flextime is now active. The Flextime tab becomes available in **Report** and in member profiles. ## Configure Flextime settings [Section titled “Configure Flextime settings”](#configure-flextime-settings) After activating, open the Flextime settings and configure the following on the **Settings** tab: * **Start date** — when flextime calculation begins. Set this to match when your company started tracking hours. The default is January 1 of the previous calendar year. * **End date** — optional. Leave empty for an open-ended calculation. * **Calculation period** — choose **Weekly** or **Monthly**. At the end of each period, Company Admins review and approve time entries for that period. * **Weekly working hours** — the standard number of working hours per week (default: 40). * **Working day length** — the agreed length of a working day in hours (default: 8). Uku uses this to calculate holiday deductions and total working hours. * **Consider weekends as working hours** — enable if weekends count toward required hours for your company. * **Consider public holidays as working hours** — enable if public holidays should not reduce the required hours for that period. Leave disabled if holidays count as free days. ## Set individual agreements for team members [Section titled “Set individual agreements for team members”](#set-individual-agreements-for-team-members) The company-wide settings apply to all members by default. To set custom working hours for specific members (part-time, flexible schedules, etc.), go to each member’s profile and edit their **Agreements** tab. See the article *How to see and change the Flextime agreement?* for details. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Flextime calculation looks incorrect for past periods [Section titled “Flextime calculation looks incorrect for past periods”](#flextime-calculation-looks-incorrect-for-past-periods) Check the **Start date** in Flextime settings. If the date is set to a point before your team started tracking time, periods with no data will skew the totals. Adjust the start date to match when tracking actually began. ### Overtime hours are not showing [Section titled “Overtime hours are not showing”](#overtime-hours-are-not-showing) Overtime is calculated after a Company Admin approves the period. Open **Report → Flextime**, find the relevant period, and confirm its **Decision** status. Unapproved (Pending) periods may not display completed overtime totals. ### Public holidays are being counted as working days [Section titled “Public holidays are being counted as working days”](#public-holidays-are-being-counted-as-working-days) Go to **Settings & Apps → Flextime → Settings** and confirm the **Consider public holidays as working hours** toggle is disabled. When disabled, public holidays automatically reduce the required working hours for that period.   ### A member’s flextime data is missing [Section titled “A member’s flextime data is missing”](#a-members-flextime-data-is-missing) Each member needs an active flextime agreement. Open the member’s profile and check the **Agreements** tab. If no agreement exists, add one. Without an agreement, Uku cannot calculate expected hours for that member. # Mark extra work > Flag tasks as extra work to separate additional services from contracted scope and surface out-of-scope items in reports and conversations. When you deliver more than what the client’s contract or agreement covers, mark those tasks as **extra work**. The flag is visible in reports and on the dashboard, giving you documented evidence for billing discussions or scope renegotiation. Quick answer Click the **bookmark-plus icon** on any task to flag it as extra work. Mark individual tasks, bulk-select multiple tasks, or set the flag directly on recurring tasks in the client’s Workflow to apply it automatically to future occurrences. Caution Extra work applies to the entire task, not to part of a task’s time. If only some hours on a task exceeded the agreed scope, create a separate task for the extra work portion. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * Any team member can mark individual tasks as extra work. * **[Company Admins](/en/settings/members-and-teams/)**, **Company Owners**, and users with Client Admin permission can mark extra work in a client’s Workflow and on workflow templates. ## Mark a single task as extra work [Section titled “Mark a single task as extra work”](#mark-a-single-task-as-extra-work) 1. Open the task from the **Dashboard**, **Calendar**, or client task list. 2. Click the **bookmark-plus icon** in the task toolbar to mark it as extra work. The task displays an orange indicator to confirm it is flagged as extra work.       ## Mark multiple tasks as extra work at once [Section titled “Mark multiple tasks as extra work at once”](#mark-multiple-tasks-as-extra-work-at-once) 1. Open the **Dashboard**. 2. Click the **multi-select icon** (two checkmarks) above the task list to enter bulk selection mode. 3. Select the tasks you want to flag. 4. Click the **extra work icon** in the bulk action bar to apply the flag to all selected tasks.  ## Mark extra work in a client’s Workflow (recurring tasks) [Section titled “Mark extra work in a client’s Workflow (recurring tasks)”](#mark-extra-work-in-a-clients-workflow-recurring-tasks) If a task should always be flagged as extra work for a client, set it in the client’s Workflow so the flag carries forward automatically to future task occurrences. 1. Select **Clients** from the main navigation menu. 2. Open the client’s profile. 3. Select the **Workflow** tab. 4. Open the recurring task you want to flag. 5. Click the **bookmark-plus icon** to mark it as extra work. 6. Save the recurring task template. ## Mark extra work on a workflow template [Section titled “Mark extra work on a workflow template”](#mark-extra-work-on-a-workflow-template) 1. Select **Settings & Apps** from the main navigation menu. 2. Open the **Tasks** app settings. 3. Select the **Workflow templates** tab. 4. Open the template you want to edit. 5. Select the task and click the **bookmark-plus icon** to mark it as extra work. 6. Save the template. ## Viewing extra work in reports [Section titled “Viewing extra work in reports”](#viewing-extra-work-in-reports) Open **Report** from the main navigation menu. Use the **Extra work** filter to show only tasks flagged as extra work. The **Summary** and **Tasks** tabs both support this filter. Extra work time also appears as a dedicated column in the Summary tab’s grouping view.   ## Filtering extra work on the dashboard [Section titled “Filtering extra work on the dashboard”](#filtering-extra-work-on-the-dashboard) 1. Click the **filter icon** on the **Dashboard**. 2. Add the **Extra** filter. Only tasks flagged as extra work will appear in the filtered view. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The extra work icon is not visible on a task [Section titled “The extra work icon is not visible on a task”](#the-extra-work-icon-is-not-visible-on-a-task) The icon may be in the task’s toolbar rather than immediately visible. Open the task fully to see the complete toolbar. On some views, the icon appears only on hover. ### Extra work does not appear in the report filter [Section titled “Extra work does not appear in the report filter”](#extra-work-does-not-appear-in-the-report-filter) Click the **Add filter** button in the report filter bar and look for the **Extra** or **Extra work** option. Without this filter active, extra work time is included in the overall totals without being separately identified. ### Recurring tasks do not carry the extra work flag forward [Section titled “Recurring tasks do not carry the extra work flag forward”](#recurring-tasks-do-not-carry-the-extra-work-flag-forward) If you marked a single task occurrence rather than the recurring template in the client’s **Workflow**, the flag applies only to that occurrence. Open the client’s Workflow, find the recurring task, mark it as extra work there, and save — future occurrences will inherit the flag. ### Need to flag only part of a task [Section titled “Need to flag only part of a task”](#need-to-flag-only-part-of-a-task) Extra work applies to the entire task. Create a separate task for the out-of-scope work and mark that task as extra work. Leave the original task unmarked to represent the contracted scope. # Office attendance tracking > Set up IP-based attendance tracking so Uku detects office vs remote work automatically. Members can also toggle their location manually. Office attendance tracking lets Uku automatically detect whether team members are working from the office or remotely, based on their IP address. Members see their work location displayed throughout Uku, helping managers plan office capacity and team meetings without having to ask who is in. Quick answer Activate office attendance tracking and enter your company’s IP address(es) in **Settings & Apps → Workforce Management → Office attendance tracking**. Uku automatically marks members as in-office when they connect from a registered IP. Members can also toggle their location manually from the profile menu. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can enable and configure office attendance tracking. * All team members can view their own work location status and toggle it manually. ## Setting up office attendance tracking [Section titled “Setting up office attendance tracking”](#setting-up-office-attendance-tracking) 1. Select **Settings & Apps** from the main navigation menu. 2. Open the **Workforce Management** app settings. 3. Select the **Office attendance tracking** tab. 4. Enable the **Enable office attendance tracking** toggle. 5. Enter the company’s office IP address. 6. Click **Save**. If your company uses multiple offices or servers, click **Add IP** to add each additional IP address and save.  ## How the status icons work [Section titled “How the status icons work”](#how-the-status-icons-work) Once tracking is enabled, a house icon appears in the application interface for all team members: * **Blue house** — the member is connected from a registered office IP. Uku shows them as working in-office. * **Grey house** — the member is connected from an IP not on the office list. Uku shows them as working remotely. Uku assigns the grey (remote) icon automatically when the connection IP does not match any registered office IP address. ## Manually toggling work location [Section titled “Manually toggling work location”](#manually-toggling-work-location) Members can override their detected location when needed: 1. Click your profile name or avatar in the application menu. 2. Use the **location toggle** in the dropdown to switch between office and remote status. The automatic IP-based detection resumes the next time your connection changes. Manual toggling is useful when a VPN or shared network causes incorrect detection. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The house icon does not appear for team members [Section titled “The house icon does not appear for team members”](#the-house-icon-does-not-appear-for-team-members) Confirm that a **Company Admin** has activated the **Enable office attendance tracking** toggle and saved the configuration. Without saving, the feature does not take effect. ### The status shows remote (grey) while in the office [Section titled “The status shows remote (grey) while in the office”](#the-status-shows-remote-grey-while-in-the-office) The IP address connecting from may not match the registered company IP. Ask a **Company Admin** to check the registered IPs in **Settings & Apps → Workforce Management → Office attendance tracking**. Also check if you are connected through a VPN that changes your apparent IP. ### Cannot toggle work location manually [Section titled “Cannot toggle work location manually”](#cannot-toggle-work-location-manually) The location toggle appears in the profile dropdown menu. If it is not visible, office attendance tracking may not be fully configured. Ask a **Company Admin** to verify the setup. ### Multiple office locations are not all recognized [Section titled “Multiple office locations are not all recognized”](#multiple-office-locations-are-not-all-recognized) Each office location needs its own IP entry. Go to the office attendance tracking settings and click **Add IP** for each additional location. Save after adding all addresses.    # Reassigning tasks during employee absence > Use the Dashboard and Calendar to find, delegate, and reschedule an absent member's tasks so client work continues without interruption. When a team member is unexpectedly away, the Dashboard and Calendar give you the tools to quickly find their tasks, prioritize by deadline, delegate urgent work, and reschedule the rest — all without disrupting client service. Quick answer Filter the **Dashboard** by the absent member’s name to see all their tasks. Sort by due date or Important flag to identify urgent work. Use bulk actions to delegate or postpone tasks. Use the **Calendar** view to drag tasks to different days for individual rescheduling. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can reassign tasks across all clients. * Users with **Client Admin** permission can reassign tasks on their assigned clients. ## Step 1: Find the absent member’s tasks [Section titled “Step 1: Find the absent member’s tasks”](#step-1-find-the-absent-members-tasks) 1. Open the **Dashboard**. 2. Set the date range to cover the absence period. 3. Use the **Member** filter and select the absent team member’s name. 4. Optionally add a **Task status** filter (for example, select **Active** to see only open tasks). You now see all of that member’s tasks for the selected period. ## Step 2: Prioritize [Section titled “Step 2: Prioritize”](#step-2-prioritize) Before reassigning, identify which tasks need immediate action: * Sort by **Due date** to surface the nearest deadlines. * Use the **Important** filter to highlight tasks marked as critical. * Add the **Overdue** status filter to find tasks that have already missed their deadline. ## Step 3: Delegate or postpone tasks [Section titled “Step 3: Delegate or postpone tasks”](#step-3-delegate-or-postpone-tasks) ### Using bulk actions on the Dashboard [Section titled “Using bulk actions on the Dashboard”](#using-bulk-actions-on-the-dashboard) 1. Click the **multi-select icon** (two checkmarks) above the task list to enter bulk selection mode. 2. Select the tasks you want to reassign or reschedule. 3. Use the bulk action bar: * **Change assignee** — delegate to another team member. * **Postpone** — extend due dates if the member will return soon. ### Delegating individual tasks from a client profile [Section titled “Delegating individual tasks from a client profile”](#delegating-individual-tasks-from-a-client-profile) 1. Open the relevant **Client** profile. 2. Select the **Tasks** tab. 3. Open the task and change the assignee to the replacement team member. ## Step 4: Use the Calendar for day-by-day rescheduling [Section titled “Step 4: Use the Calendar for day-by-day rescheduling”](#step-4-use-the-calendar-for-day-by-day-rescheduling) 1. Open the **Calendar** from the main navigation menu. 2. Use the **Member** filter to display the absent member’s tasks. 3. Drag individual tasks from their current day to a new date to reschedule. Uku updates the task’s start date automatically when you drop it on a new day. The Calendar is best for individual task moves — use the Dashboard bulk actions for reassigning many tasks at once. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Tasks do not appear after filtering by the absent member [Section titled “Tasks do not appear after filtering by the absent member”](#tasks-do-not-appear-after-filtering-by-the-absent-member) Check all active filters on the Dashboard. Remove any topic, client, or status filters that might be excluding the tasks. Make sure the date range covers the absence period. ### Delegated tasks are not visible to the new assignee [Section titled “Delegated tasks are not visible to the new assignee”](#delegated-tasks-are-not-visible-to-the-new-assignee) After reassignment, ask the new assignee to confirm their Dashboard **Member** filter is set to show their own tasks (or is cleared). The tasks should appear once the filter matches them as the assignee. ### Cannot drag tasks in the Calendar [Section titled “Cannot drag tasks in the Calendar”](#cannot-drag-tasks-in-the-calendar) The Calendar only supports dragging one task at a time. For bulk rescheduling, use the **Dashboard** bulk actions instead. ### Cannot see or edit the absent member’s tasks [Section titled “Cannot see or edit the absent member’s tasks”](#cannot-see-or-edit-the-absent-members-tasks) You need either **Company Admin** rights (to see all tasks) or **Client Admin** permission on the relevant clients (to see those clients’ tasks). Without either, you can only see tasks on clients you are assigned to as a Client Member.        # Submit a vacation, absence, or remote work request > Submit vacation, sick leave, parental leave, or remote requests so your team can see who is available, away, or working remotely. Quick answer Go to your **Profile → Vacations** and click **Request**. Choose the type (Vacation, Away, or Flextime bonus), set the dates, pick an **Approver**, and save. The request sits in **In review** until your approver approves or declines it. Once a request is approved, your absence shows on the shared team calendar. This guide covers submitting each type — vacation, sick leave, parental leave, Flextime bonus, and remote work — and how leave days are counted. [Submit a vacation or absence application](https://player.vimeo.com/video/845908948) ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * All active team members can submit requests. * The **Workforce Management** app must be activated for vacation and absence requests. * For remote work entries, **Remote work** must be enabled in your **Calendar** settings. * Requests require an approver — a **[Company Admin](/en/settings/members-and-teams/)**, **Company Owner**, or a member whose team can approve vacations. ## Submitting a vacation or absence request [Section titled “Submitting a vacation or absence request”](#submitting-a-vacation-or-absence-request) 1. Select your **Profile** from the main navigation menu. 2. Click **Vacations** from the submenu. 3. Click the **Request** button. 4. Choose the request type: * **Vacation** — paid vacation. Shows your available vacation day balance. * **Away** — includes sick leave, parental leave, and other absences. * **Flextime bonus** — use accumulated flextime credit as time off. Shows your current flextime balance. Requires the Flextime app to be active. 1. Set the start and end dates. 2. Select an **Approver** — the field starts empty; choose a Company Admin, Company Owner, or a member whose team can approve vacations. 3. Add optional notes if needed. 4. Click **Save** to submit. The request moves to **In review** status. The approver can then approve or decline it. ## Request statuses [Section titled “Request statuses”](#request-statuses) * **In review** — submitted and waiting for approval. * **Approved** — approved by your approver. The absence appears on the team calendar. * **Declined** — the approver declined the request. * **Done** — the absence period is complete. ## How leave days are calculated [Section titled “How leave days are calculated”](#how-leave-days-are-calculated) The **Duration** column in the request list shows total calendar days from start to end date. This is not the number of leave days deducted from your balance. Uku automatically excludes weekends (Saturday and Sunday) and public holidays that fall within the request period when calculating consumed leave days. To see the actual number of leave days consumed, open the individual request. **Example:** A vacation from April 14 to April 27 shows Duration as 14 days, but only 8 working days are deducted because weekends and public holidays are excluded. ## Adding remote work days [Section titled “Adding remote work days”](#adding-remote-work-days) Log remote work days directly from the **Calendar**: 1. Open the **Calendar** from the main navigation menu. 2. Click **+ Remote work** in the left sidebar. 3. Select whether the remote work covers the whole day or specific hours. 4. Optionally add a note. 5. Click **Save**. Remote work days appear on the calendar with a distinctive icon. Your team can see your working location on the shared calendar. Note Remote work requires the **Remote work** option to be enabled in your Calendar settings. If you do not see the Remote work option in the sidebar, open Calendar settings and enable it.     ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### The Request button is not visible [Section titled “The Request button is not visible”](#the-request-button-is-not-visible) The **Workforce Management** app may not be activated. Ask your **Company Admin** to enable it in **Settings & Apps**. ### The Remote work option does not appear in the Calendar sidebar [Section titled “The Remote work option does not appear in the Calendar sidebar”](#the-remote-work-option-does-not-appear-in-the-calendar-sidebar) Open the **Settings** panel at the bottom of the Calendar left sidebar and enable the **Remote work** toggle. ### Request was submitted but not approved [Section titled “Request was submitted but not approved”](#request-was-submitted-but-not-approved) Requests require explicit approval from the assigned approver. Check your request status in **Profile → Vacations**. If the request has been **In review** for a while, contact your approver directly — they receive a notification but may not have acted on it yet. ### The Flextime bonus request type is not available [Section titled “The Flextime bonus request type is not available”](#the-flextime-bonus-request-type-is-not-available) The **Flextime** app must be activated for your company. Ask your **Company Admin** to enable Flextime in **Settings & Apps**. You also need an accumulated flextime balance to use this option. # Workforce Management > Activate Workforce Management to centralize employee profiles, custom member fields, vacation tracking, flextime reports, and team notes. The **Workforce Management** app centralizes team information in one place: employee profiles with custom fields, vacation and absence tracking, flextime reports, notes, and agreements. Activate it to give your team a single hub for HR and planning. Quick answer Activate **Workforce Management** from **Settings & Apps**. Once active, member profiles gain additional sections: **Info** (custom fields), **Notes**, **Agreements** (flextime), and **Vacations**. Configure which sections are visible under the app’s **Settings** tab. ## Who can do this [Section titled “Who can do this”](#who-can-do-this) * **[Company Admins](/en/settings/members-and-teams/)** and **Company Owners** can activate, configure, and manage the Workforce Management app and view team-wide data. * All team members can view and edit their own profile information once the app is active. * Available on the **Team** plan and above. ## Activating Workforce Management [Section titled “Activating Workforce Management”](#activating-workforce-management) 1. Select **Settings & Apps** from the main navigation menu. 2. Find and click the **Workforce Management** app card. 3. Click **Activate** and confirm. The app status changes to Active. Member profiles immediately gain the additional sections described below. ## Configuring member fields [Section titled “Configuring member fields”](#configuring-member-fields) **Company Admins** can define what additional information Uku collects about team members. 1. Open the **Workforce Management** app settings. 2. Select the **User Fields** tab. 3. Click **Add New Field** to create a new field, or **Add Subheading** to group fields. 4. To reorder fields, drag the six-dot handle to the desired position. 5. Click **Save**. Common field examples: contact details, departments, certifications, health check dates, employment contract start date, accounting level, assigned equipment. ## What each member profile section does [Section titled “What each member profile section does”](#what-each-member-profile-section-does) ### Info section [Section titled “Info section”](#info-section) Displays the custom fields configured in **User Fields**. Members can fill in their own information; Company Admins see the data for all members. This section is only visible when **Enable Additional Fields for Users** is turned on in the app settings. ### Notes section [Section titled “Notes section”](#notes-section) Members and Company Admins can save private notes: performance review summaries, contract notes, onboarding checklists, and more. Notes are visible only to the member and Company Admins. This section is only visible when **Enable Notes for Users** is turned on in the app settings. ### Agreements section [Section titled “Agreements section”](#agreements-section) Shows each member’s flextime agreement — expected working hours, schedule, office time percentage, and labor cost settings. Company Admins manage agreements here. See *How to see and change the Flextime agreement?* for details. ### Vacations section [Section titled “Vacations section”](#vacations-section) Shows an overview of each member’s vacation requests, absence applications, and leave balance. Members can submit new requests. Company Admins can review, approve, or decline requests from here.   ## App settings [Section titled “App settings”](#app-settings) In the Workforce Management app settings, two toggles control what members can see on their profile: * **Enable Notes for Users** — shows the Notes section on member profiles and lets members add their own notes. * **Enable Additional Fields for Users** — shows the Info section with custom member fields. ## Flextime report [Section titled “Flextime report”](#flextime-report) The **Report → Flextime** tab provides an overview of the team’s actual vs. agreed working hours per period. Company Admins can approve or decline each period’s flextime, edit balances, and view the flextime history for any member. See *How to use the Flextime report?* for details. ## Labor cost and billable rates [Section titled “Labor cost and billable rates”](#labor-cost-and-billable-rates) When your company uses the Budget feature, each member’s flextime agreement can include a **Billable rate** and a **Labor cost**. Hours worked are multiplied by the billable rate to show actual labor cost and resulting profit in budget views. ## Troubleshooting [Section titled “Troubleshooting”](#troubleshooting) ### Workforce Management is not visible in Settings & Apps [Section titled “Workforce Management is not visible in Settings & Apps”](#workforce-management-is-not-visible-in-settings--apps) Confirm your company account is on the **Team** plan or above. The Workforce Management app is not available on the Free plan. Contact your **Company Owner** to check the current plan. ### User fields are not appearing on member profiles [Section titled “User fields are not appearing on member profiles”](#user-fields-are-not-appearing-on-member-profiles) Confirm two things: (1) **Enable Additional Fields for Users** is turned on in the Workforce app Settings tab, and (2) you clicked **Save** after adding the fields. ### A member cannot see their own notes [Section titled “A member cannot see their own notes”](#a-member-cannot-see-their-own-notes) **Enable Notes for Users** must be active in the Workforce app Settings tab. Verify the toggle is on and ask the member to refresh their browser. ### Flextime report shows unexpected hours [Section titled “Flextime report shows unexpected hours”](#flextime-report-shows-unexpected-hours) Check the member’s **Agreements** tab to confirm they have an active agreement covering the relevant period. Also verify the date range and member filters in the report are set correctly.