🔄 Using Recurring Jobs for Recurring Client Requests

Last Updated: August 2026

If you regularly request the same information from clients—like monthly bank statements, payroll reports, or tax documents—you can use Client Tasks with Autopilot inside a recurring Job to streamline the process.

This approach helps you automate repeat requests while keeping everything organized in one place.

🧠 How This Workflow Works

When using recurring Jobs for client requests, it's important to understand the role each piece plays:

• Jobs act as the trigger for sending Client Tasks
• Client Tasks are the actual requests sent to your clients

Once the Client Tasks are created, the Job has completed its role in generating those requests.

🔄 Setting Up Recurring Client Requests

Follow these steps to automate your recurring requests:

• Create a Job with your desired recurring schedule
• Add Client Tasks to the Job
• Enable Autopilot on each Client Task
• Save the Job

Once scheduled:

• Client Tasks will be created automatically based on your recurrence settings
• Clients will receive requests without manual follow-up

⚠️ Important: How the Next Cycle Gets Triggered Depends on Recurrence Type

For Weekly and Monthly recurring Jobs, the next cycle is triggered by completion: mark the Job as Completed after the tasks have been created, and the next scheduled set of requests will be generated.

📝 Note: Daily Jobs work differently. Daily Jobs reset automatically every Saturday, creating the next week's set of jobs regardless of whether the prior week's Jobs were marked Completed. If a Daily Job is left incomplete, it will still be replaced by a new one on schedule—so incomplete Daily Jobs can build up on your Jobs Dashboard if they aren't cleared out regularly.

Completing a Job does not remove or cancel any Client Tasks—it simply allows the next scheduled set of requests to be created (for Weekly and Monthly Jobs) or keeps your Dashboard clean (for Daily Jobs).

Any edits you make to the Job's tasks, task details, or Client Task wording before the next cycle is generated will automatically carry over to the next cycle. You don't need to recreate or re-enter changes each time—only the recurrence schedule itself (set via Edit Rules) is separate from task content.

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✅ Best Practices for This Workflow

📝 Use Generic Task Names

Avoid using month-specific language like "Upload March Bank Statement."

Instead, use:

• "Upload most recent bank statement"
• "Provide latest payroll report"

This prevents confusion if clients fall behind or complete tasks late. Since edits to Client Tasks carry forward automatically, generic wording also means you won't need to touch it again each cycle.

📅 Close Jobs on a Schedule (Weekly and Monthly Jobs)

For Weekly and Monthly recurring Jobs, since the Job's purpose is to generate Client Tasks, set a consistent routine for marking Jobs as Completed.

For example:

• Close Jobs on the 1st of each month
• Or review and close them weekly

⚡ Use List View for Bulk Updates

You can quickly update multiple Jobs at once:

Go to Jobs Dashboard > List View → select multiple Jobs → mark them as Completed

This is especially helpful for firms managing many recurring clients.

🧹 Clean Up Daily Jobs Regularly

Because Daily Jobs reset every Saturday regardless of completion status, leftover incomplete Daily Jobs won't stop new ones from being created. Build a habit of reviewing and closing out old Daily Jobs each week so your Jobs Dashboard doesn't accumulate duplicates.

🔔 Use Due Dates and Auto-Reminders

For best results, assign a Due Date to every Client Task and enable Auto-Reminders.

This ensures clients receive timely reminders and helps eliminate the need for manual follow-ups.

🧩 Include Internal Tasks (Optional)

Some firms also add internal (firm) tasks to their Jobs to track the full workflow—from requesting documents to completing the work.

This can be helpful if you want Jobs to reflect both client requests and internal progress.

💡 Key Takeaway

Jobs and Client Tasks work together:

• The Job sets the schedule and creates the requests
• The Client Tasks handle the actual client communication

For Weekly and Monthly Jobs, marking a Job as Completed allows the next round of requests to be generated. For Daily Jobs, the next round is generated automatically every Saturday regardless of completion status, so ongoing cleanup is the best way to keep your Dashboard accurate. Any edits made to tasks or task details beforehand carry over automatically to that next round either way.