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HOW TO USE BOOKWITS CLIENT TASKS BEGINNER

Client Tasks Module Guide

Client Tasks helps teammembers request work from clients in a structured, trackable workflow. This guide explains all key functionality for both sides - the professional who creates and manages tasks, and the client who completes and submits requests.
How to Use Bookwits
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Video Walkthrough (Client Tasks)
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Why this module matters Client Tasks turns follow-ups into a controlled process with deadlines, request types, and visible completion status. It reduces missed items and endless back-and-forth.

Module overview in plain English

A Client Task is one request package sent from your team to one client. Inside it, you add one or more request actions the client must complete.
Think of it like this
  • Task = the client deliverable workflow
  • Requests = the specific actions the client must do
  • Status = where the task is in its lifecycle
  • Timeline = audit history of what happened and when
Start with a small number of clear requests. Clarity beats quantity.

Who uses Client Tasks

Teammember side
  • Create and send client tasks
  • Define request actions and due dates
  • Track responses, documents, and review outcomes
  • Complete, cancel, or archive workflow as needed
Client side
  • Open tasks from task list or invite links
  • Complete confirmation, upload, answer, and review requests
  • Submit responses and communicate in task chat
  • See progress and status updates in real time

Complete functionality walkthrough

Teammembers access Client Tasks from the main Client Tasks module. Clients access tasks from their task list or from invite links.

  • Main list page for searching, filtering, and opening tasks
  • Create page for new task setup
  • Detail page for request execution and monitoring
  • Portal/invite access for clients
Teammember setup fields
  • Task name/title
  • Description/instructions
  • Recipient/client selection
  • Related connection (company or personal tax year)
  • Primary contact/requested-from user
  • Due date
  • Tag (optional)
  • Reminder frequency
Keep naming consistent, for example: "2026 T2 Documents - Client Name".

Each task can include multiple request action types:

A) Confirm Completion

Client checks off one or more confirmation items. Good for procedural confirmations and completion attestations.

B) Upload Documents

Client uploads requested files. Supports file-level actions, folder-linked behavior, and team download flow.

C) Answer Questions

Client provides written answers for one or many questions, with optional attachments.

D) Review and Approve

Client can approve or request changes. Review records stay visible for traceability.

Teammember actions
  • Save as Draft before sending
  • Send when requests are ready
  • Resend invite if client did not accept/open
  • Cancel task if workflow should stop
  • Delete draft tasks when no longer needed
Invite status behavior
  • Pending: invite exists but not completed
  • Accepted: client can access task
  • Declined/Revoked/Expired: requires resend or replacement
  1. Client opens invite link
  2. Client signs in (if required)
  3. Client accepts invite
  4. Client sees request list and task progress
  5. Client completes each request type
  6. Client submits results through each request action
Ask clients to complete requests in listed order to reduce review cycles.
Confirm Completion

Client marks confirmation items complete. Teammember can see confirmed vs not confirmed state per line.

Upload Documents

Client uploads one or more files. Teammember can review files, download individual files, or download all as ZIP where available.

Answer Questions

Client submits answer text per question. Rich text and attachments can be captured when enabled.

Review and Approve

Client selects Approve or Request Changes and can include a message. Teammember sees complete review history and may reply.

  • Draft: still being prepared by teammember
  • Waiting on Client: sent and awaiting client completion
  • Submitted: client finished and submitted
  • Completed: finalized by teammember
  • Cancelled: stopped and no longer active

Task actions shown in the toolbar depend on current status and role.

Main list capabilities
  • Search by name/content
  • Status tabs (all, draft, waiting, overdue, completed)
  • Filter panel (status, client, related connection, contact, tag, dates)
  • Infinite/extended loading for large result sets
  • Quick cards with progress, due date, and tags
Sidebar functionality (teammember)
  • Create task shortcut
  • Use template shortcut
  • Recent activity stream
Main detail areas
  • Task description with expand/collapse
  • Request action list with per-action status chips
  • Status/info panel with progress and task metadata
  • Activity timeline with audit-style events
  • Chat panel for task-specific communication

Both roles see a role-appropriate version of this page with controls based on permissions and task status.

  • Open chat from task detail
  • Send messages with files/images
  • Read/unread tracking per conversation
  • Conversation updates in task context

Chat is tied to the task workflow, so context stays with the task instead of splitting across external channels.

  • Create tasks manually or from templates
  • Use template selector for consistent request bundles
  • Reduce setup time for recurring client workflows
Build templates around real client workflows, not idealized workflows.

Timeline can include events such as:

  • Task created/sent/viewed
  • Request completed
  • Document uploaded/removed
  • Answer submitted
  • Review approved/changes requested
  • Task submitted/completed/cancelled

This gives teams a reliable record for accountability and follow-up.

Client cannot open invite
  • Check token is not expired or revoked
  • Resend invite from task actions
  • Ensure client signs in with correct account
Task appears stuck in waiting state
  • Confirm all request actions are actually completed
  • Check if review action is still pending final decision
  • Review timeline and action cards for unfinished items
Documents missing or incomplete
  • Verify uploads per request action, not just chat attachments
  • Use download-all ZIP where available to verify bundle contents
  • Use clear task names and short request descriptions
  • Set realistic due dates and reminder frequency
  • Prefer templates for repeat requests
  • Keep client communication in task chat for traceability
  • Review timeline before escalations or deadline discussions
  • Close completed tasks promptly to keep reporting accurate

Glossary

Client Task: A structured request workflow sent to a client.
Request Action: One specific thing the client must complete.
Submitted: Client-side completion was sent back for review.
Completed: Teammember finalized the task workflow.
Invite Token: Secure link key used for invite access.
Need help implementing Client Tasks with your team? Book a demo and we will help you design task templates, request bundles, and a clean client handoff process that fits your actual workflow.
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