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Manage and track your work with client requests, projects, and tasks in QuickBooks Online Accountant

by Intuit• Updated 5 months ago

Learn how to create, manage, and track your client requests, projects, and tasks using the Work tab in QuickBooks Online Accountant.

Practice management is a feature that allows you to create client requests or projects to organise and track your team's work. Here's how.

Reminder:

  • Any member of your team can access the Work tab.
  • Your team can see the items for clients that they were granted access to in the Team tab.
  • As long as a user has access to a client, they can edit any work items for that client.

Step 1: Create a client request or project

Create a client request

If you need your client to do something for you like answer a question, upload a document, or do some work in their company, you can send a client request to them. It appears in the client's company under the My Accountant tab.

  1. Select the Work tab.
  2. Select Create client request. The Create client request panel appears.
  3. Fill out the fields.
  4. If you want to attach a file, select Documents and upload your document.
    Note: The file size limit is 30 MB per file.
  5. To share with, and notify your client about the request, select the switch to Notify client, if not already selected.
  6. Select Share.

Create a project

You can use projects to track the work your team needs to complete. Tasks, on the other hand, represent individual parts of that work that your team needs to do to complete the project. These won’t show on your clients’ company.

  1. Go to Work, then select Create project. The Create project panel appears.
  2. Fill out the fields.
  3. (optional) If you want your project to repeat at specific intervals, turn on the Repeat switch, then set the interval, day of the recurrence, and end time.
  4. Select Save.

You can add tasks to break down the work in the project, then assign specific tasks to a team member.

  1. In the Task section, select Add a task.
  2. Enter the task name, then select the due date.
  3. In the Assigned to ▼ dropdown, select the team member who you’ll assign the task to.
    Note: If you’ll assign a task to a new team member, they need to sign in to the account first for their name to appear in the dropdown.
  4. Select Add details to add specific details.
  5. Select Save.

Step 2: Manage client requests and projects

Edit a project

If you need to make changes in a project, you can edit it in the Work tab.

  1. Go to Work, then select a project. The Edit project panel appears.
  2. Make the desired changes and select Save.

Edit a request

If you need to make changes in a client request, you can edit it in the Work tab.

  1. Go to Work, then select a client request. The Edit client request panel appears.
  2. Make the changes and close the request.

You can have a conversation with your client by adding a comment in the comments section of your client request.

  1. Enter your comment in the Add comment field.
  2. Select Post comment.
  3. Close the request.

If you added a comment or your client replies to your comment, there'll be an email notification.

Duplicate a project

Duplicate a project to duplicate the tasks within that project. You can remove or edit them to quickly create new work items.

  1. Go to Work, then select a project. The Edit project panel appears.
  2. Select Duplicate.
  3. Edit the fields of the new project.
  4. Select Save.

Delete a project or request

If a project or request is no longer needed, you can delete it from your workboard.

  1. Go to Work, then select a project or request. The edit project or client request panel opens.
  2. Select the delete icon, then select Delete to confirm.
  1. On the project request panel, select the task you want to delete.
  2. Select Remove.
  3. Select Remove task to confirm.
  4. Select Save.

Download shared documents

If your client attached a file when they sent back the request, you can download it under Shared documents.

  1. Go to Clients.
  2. Select the name of the client.
  3. Select the Shared documents tab.
  4. Locate the document in the Documents list.
  5. From the Actions column, select the vertical ellipsis ⋮ , then Download to download the document on your computer.

Step 3: Track client requests and projects

Track your client requests and projects in the Work tab. In here, you can switch the display between these view types:

  • Grid - Shows the tasks to complete today, within the week, and within the month.
  • List - Shows the completed items, items due more than 30 days.
  • Calendar - Allows you to look at your records for the month.

To change the display view, select the grid, list, or calendar icon below the Create project button.

Filter the work dashboard

To sort and organise your work, you can use the dropdowns to filter them by:

  • Work assigned to your firm or a particular client
  • Work assigned to a particular team member
  • Type (project, task, or request)
  • Status (available only in list view)
  • Due Date (available only in list view)

Note: The list view displays client requests with due dates between the last 3 months and the following month. To view client requests spanning all due dates, use the calendar view.

Use the From QuickBooks switch

The From QuickBooks switch only appears in the grid view. When enabled, it shows tasks you may need to complete based on the info in your client's QuickBooks company. It shows you a tile when your clients have any of the following:

  • Upcoming payroll that needs to be run
  • Bank transactions that need to be categorised

These tiles behave differently from projects or requests. They disappear when completed.

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