✅ Client Hub Firm Setup Guide

(For Firm Users – Initial Setup & Best Practices)

🎯 Objective

Client Hub is designed to be your firm's primary platform for client communication and collaboration, helping you improve:

• Transparency
• Security
• Accuracy
• Efficiency

This guide walks you through setting up a Client Workspace so you can begin working with your client in one centralized location.

📁 Step 1: Set Up Default Folder Structure (Firm-Level)

Before creating or importing Client Workspaces, configure your firm's default folder structure.

📍 Where to Go: Setup & Settings → Initial Folders

✅ What to Do:

• Create and standardize your folder structure
• Ensure it reflects how your firm organizes client files

📂 Example Folder Structure:

• Bank & Credit Card Statements
  • YYYY
    • 01_January
    • 02_February
    • 03_March
• Receipts
  • YYYY
    • 01_January
    • 02_February
• Payroll
  • YYYY
    • 01_January
    • 02_February
• Financial Statements
  • YYYY
    • 01_January
    • 02_February
• Tax Returns
  • YYYY
  • YYYY
• Formation & Legal
• Other Documents

💡 Best Practices:

• Use numbered months (01–12) for proper sorting
• Keep naming consistent across all Client Workspaces
• Organize files by year for easy reference

⚠️ Important: You may choose to:

• Pre-create monthly folders (structured approach)
• OR create only yearly folders (flexible approach)

🧩 Step 2: Create or Import Client Workspace

There are two ways to add a Client Workspace:

➕ Option 1: Manually Add a Client Workspace

📍 Where to Go: My Client List → Add New Client

✅ What to Do:

• Create a new Client Workspace
• Assign the workspace to the appropriate Firm Users

See Adding a New Client Company in Client Hub for the full step-by-step walkthrough, including what happens right after the workspace is created (QuickBooks connection and inviting client users).

⬆️ Option 2: Import Client Workspaces

📍 Where to Go: Setup & Settings → Import Clients

✅ What to Do:

• Import multiple clients at once
• Review imported data for accuracy

💡 Tip: Complete Step 1 (Initial Folders) first so all new Client Workspaces inherit the correct folder structure.

🏢 Step 3: Complete Client Details

📍 Where to Go: Client Workspace → Client Details

✅ What to Do: Complete all relevant fields, including:

• Company name
• Business type
• Tax-related details
• Fiscal year end

⚙️ Additional Note: Some fields may also be editable in:

• Setup & Settings → Client Details (if you have permissions)

👥 Step 4: Add & Verify Contacts

📍 Where to Go: Client Workspace → Client Details → People

✅ What to Do:

• Add or import Contacts
• Confirm:
  • Name
  • Primary email address
  • Role (identify business owners where applicable)
• Invite Contacts as Client Users when ready to grant access

🔁 Client Users vs Contacts

• Contacts can be added or imported for record-keeping
• Client Users are Contacts who have been invited and have access to the Client Workspace

⚠️ Important:

• Contacts do not have access until invited as Client Users
• Only invite individuals who should have access to client information

🔁 Step 5: Set Up Workflows (Jobs)

📍 Where to Go: Client Workspace → Internal Workspace → Jobs

✅ What to Do:

• Review and apply Job templates
• Configure Jobs:
  • Assign to Firm Users
  • Set due dates
  • Set recurrence (if applicable)
  • Set a Job Status to reflect where the work stands

✏️ Customize As Needed:

• Modify existing templates
• Add or remove tasks
• Create additional Jobs if needed

📂 Step 6: Set Up File Manager

📍 Where to Go: Client Workspace → File Manager

✅ What to Do:

• Confirm folder structure is applied
• Upload or migrate key files
• Organize files into the appropriate folders

See How to Upload Files to the File Manager in Client Hub for detailed upload steps.

💡 Best Practices:

• Use consistent file naming (e.g., "2025 Tax Return – Filed")
• Keep documents organized by year and category

🔗 Step 7: Connect QuickBooks Online

📍 Where to Go: Setup & Settings → Advanced → QuickBooks Integration

✅ What to Do:

• Connect the client's QuickBooks Online account
• Confirm the correct company is selected

⚠️ Important: If you are logged into the wrong QuickBooks account, the incorrect company may be connected.

💡 After Connecting:

• QuickBooks Items will appear in the Client Tasks panel
• Clients can help review and categorize transactions

Full setup steps: How to Set Up the QuickBooks Online Integration

📨 Step 8: Invite Client Users

📍 Where to Go: Client Workspace → Client Details → People

✅ What to Do:

• Invite Contacts as Client Users
• Review access and permissions

👀 What Happens Next: Client Users will be able to:

• Complete Client Tasks
• Upload files
• Communicate via the Conversation panel
• Access shared files and resources

🚫 Who to Invite (and NOT Invite)

✅ Invite:

• Business owners
• Authorized individuals approved by the client

🚫 Do NOT Invite:

• Employees
• Contractors
• Vendors

🧠 Final Checklist

Before inviting your client, confirm:

• Default folders created in Setup & Settings
• Client Workspace created or imported
• Client Details completed
• Contacts added and verified
• Jobs created and assigned
• Files uploaded and organized
• QuickBooks connected
• Permissions reviewed

🎉 You're All Set!

Your Client Workspace is now ready for:

• Client Tasks
• File sharing through the File Manager
• Communication via the Conversation panel
• Collaboration on QuickBooks Items

💡 Tip After setup, create your first Client Task to guide your client on what to do next (for example, uploading files or reviewing QuickBooks Items).

Related guides: Client Hub QuickStart Guide and Explore Guide: Getting Started with Client Hub cover similar ground from a faster, more overview-level angle — this guide is the fuller step-by-step version for firm users setting up a workspace in detail.