Add and review tasks for your team

You can add tasks so your team always knows what work needs to get done and when. Some features automatically create and assign tasks. You can create custom tasks for anything, even related work outside of the app.

With the new Tasks menu icon in the top navigation bar, you can access your tasks without losing the context of your work in the app. This feature allows for more flexibility and ease in managing and accomplishing work across the platform. To use it, just select the icon and review open tasks or create custom tasks as needed.

Review open tasks

All tasks appear in the Tasks menu so your team can manage everything in one place. Each time a feature or workflow creates a task, it shows up here. Or if a team member creates an invoice that needs approval, the app adds a note for the reviewer in the Tasks menu.

Note: Workflows are available for QuickBooks Online Advanced only.

To review open tasks: Go to Tasks and select Go to task manager or View all tasks (Take me there). You'll see what needs to be done and who owns each task. You can also use the filters to see completed tasks.

• For invoice approval tasks (available only in QuickBooks Online Advanced once an invoice approval workflow has been turned on), the reviewer can:
  • Select the invoice to get more details, then follow the steps to approve or reject it.
  • Or, approve it directly from the list of tasks by selecting Approve from the Actions column.
  • Or, reject it directly from the list of tasks by selecting Reject from the dropdown under Actions column and following the steps to reject it.
• For custom tasks, the task owner just needs to follow whatever steps you put in the note. When they finish the task, select Mark complete.

Tip: If you'd like to see open, due today, overdue, assigned to you, or all the tasks, you can select the options above the list. Use filters to create a custom view for your tasks by combining all sorts of criteria, like its due date, tasks related to, and who it's assigned to.

Create a custom task

Create tasks for anything—reminders to call a customer or notes to help your team follow up with a sale.

1. Go to Tasks and select Go to task manager or View all tasks (Take me there).
2. Select + Add task.
3. Enter the Task name and Description.
4. In the Assign to ▼ dropdown, select the task owner.
   Note: The user needs to have admin access.
5. Select a Status, set the Due date, and select a Priority for the task.
6. (Optional) If you’d like the task to repeat, turn on Recurring task. You can set the task to repeat on certain days of the week, month, or year. Select the option that works best for you.
   Note: This option is available only if you're subscribed to QuickBooks Online Advanced.
7. Optionally search and attach the product transactions (Bills, Invoice) to the Records section, and documents to the Documents section.
8. Select Save.

Related links

• Use workflows in QuickBooks Online Advanced to send reminders