Setting Up Repeating Client Workflows and Tasks

Learn how to set up recurring client work schedules, apply workflow templates, and configure automated task creation for seamless accounting and compliance.

August 5, 2026 By Daniel Mladjen

This guide walks you through setting up recurring work schedules for client onboarding. By completing this, you ensure that ongoing services like monthly compliance, quarterly reporting, and regular payroll are automatically scheduled and tracked without manual data entry each period.

This workflow is designed for accounting teams, bookkeepers, and project managers handling client onboarding and service delivery. You will use this process whenever a new client signs up for ongoing services that require standard, recurring task management.

Create a New Work Item

Begin by creating the foundational work item on the client's profile before converting it into a recurring schedule.

Step #1: Click on the applicable client name from your dashboard. — Click on the applicable client name from your dashboard.

Click on the Work tab within the client's profile navigation menu.

Step #3: Click Add Work to open the creation dialog. — Click **Add Work** to open the creation dialog.

Step #4: Click the Template field to view available workflow options. — Click the **Template** field to view available workflow options.

Step #5: Select the correct template from the dropdown menu (e.g., Monthly Accounts, Business Activity Statement, or Payroll Processing). — Select the correct template from the dropdown menu (e.g., Monthly Accounts, Business Activity Statement, or Payroll Processing).

Step #6: Search for and select the colleague who will be handling this work. — Search for and select the colleague who will be handling this work.

Step #7: Click Assign now to confirm the role assignment. — Click **Assign now** to confirm the role assignment.

Compare Common Workflow Configurations

Depending on the service you are providing, you will need to adjust the frequency, start dates, and due dates accordingly. Use the following table to reference standard configurations for common tasks.

Workflow Type	Frequency	Start Date Logic	Due Date Logic	Naming Convention Example
Monthly Accounts	Monthly	1st day or last day of the month	14th day of the following month	`Monthly accounts - MMM YYYY`
BAS Quarterly	Quarterly	Last day of the financial quarter	21st of the following month	`Business Activity Statement - MMM YYYY`
Fortnightly Payroll	Weekly (Repeat every 2 weeks)	The end date of the payroll cycle (e.g., Sunday)	The actual payment date (e.g., Wednesday)	`Fortnightly Payroll - Week Ending DD MMM, YYYY`

Always verify the specific start dates and service needs directly with the client (via chat or email) before setting up repeating schedules, as business requirements frequently vary.

Configure Repeat Settings

Once the work item is created, configure it to repeat automatically on your required cadence.

Step #8: Click Set Up Repeating Work in the work header to open the configuration panel. — Click **Set Up Repeating Work** in the work header to open the configuration panel.

Step #9: Select your required recurrence frequency (e.g., Monthly, Quarterly, or Weekly). — Select your required recurrence frequency (e.g., Monthly, Quarterly, or Weekly).

Step #10: Define when the work is due by selecting an option such as Day of following month or Days after start date. — Define when the work is due by selecting an option such as **Day of following month** or **Days after start date**.

Apply Naming Conventions

Setting up a dynamic naming convention ensures each new task generated is automatically titled with the correct period or date.

Step #11: Click into the Work Title input field under the Work Naming Convention section. — Click into the **Work Title** input field under the Work Naming Convention section.

Step #12: Click Start Date to insert a dynamic date placeholder into the title. — Click **Start Date** to insert a dynamic date placeholder into the title.

Step #13: Select the preferred date format (such as MMM YYYY or DD MMM, YYYY) from the list. — Select the preferred date format (such as `MMM YYYY` or `DD MMM, YYYY`) from the list.

Step #14: Click Add Placeholder to apply the formula to your work title. — Click **Add Placeholder** to apply the formula to your work title.

Automate Work Creation

To keep your dashboard clean, configure the system to generate tasks shortly before they are actually needed.

Step #15: Click the dropdown menu for task creation timing and select 1 Day Before Work Start Date. — Click the dropdown menu for task creation timing and select **1 Day Before Work Start Date**.

Step #16: Click Create Repeating Work to finalize and activate the schedule. — Click **Create Repeating Work** to finalize and activate the schedule.

Q: What should I do if the client hasn't specified exactly when their monthly compliance should start?

A: Reach out to the client directly via chat or email to confirm their preference. Some clients prefer it on the first of the month, while others prefer the last day of the month.

Q: What date should be used as the "Start Date" for a payroll workflow?

A: Set the start date to align with the payroll period's end date (the "week ending" date), rather than using the actual date the employees are paid.

Q: How far in advance should automated repeating tasks be created?

A: It is highly recommended to configure the system to create the task just one day before the work start date. This prevents long backlogs and keeps your dashboard clean.

Q: How do I handle "payday super" requirements in these workflows?

A: Because payday super requires superannuation to be paid at the same time as standard payroll, you will typically need to adjust your individual payroll workflow template to include a step for verifying super checks alongside normal payroll runs.

Term	Definition
BAS (Business Activity Statement)	A tax reporting requirement in Australia submitted to the ATO to report and pay GST, PAYG installments, and other tax obligations.
Fortnightly	Occurring every two weeks, commonly used to describe standard payroll processing cycles.
Lodgment	The formal submission of statutory reports or tax returns to a regulatory or government body.
Payday Super	A regulatory requirement where employers must pay superannuation contributions on the same day they pay their employees' regular salary.
Reconciliation (Recs)	The accounting process of comparing two sets of records to ensure figures are correct and in agreement.
Superannuation (Super)	A compulsory organizational system of placing a minimum percentage of an employee's income into a designated retirement fund.