🔄 Using Recurring Jobs for Recurring Client Requests

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: Jobs Must Be Completed to Trigger the Next Cycle

To allow the next cycle of Client Tasks to generate, mark the Job as completed after the tasks have been created.

Completing the Job does not remove or cancel any Client Tasks—it simply allows the next scheduled set of requests to be created.

✅ 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.

📅 Close Jobs on a Schedule

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.

🔔 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

Marking a Job as completed allows the next round of requests to be generated, keeping your workflow moving automatically.