🧭 Completing the Guided Setup in Client Hub

Last Updated: October 2026

Guided Setup walks you through the key parts of getting your firm up and running in Client Hub, one stop at a time. This article is for firm Subscribers and Admins who are setting up Client Hub for the first time, or who want to finish setup steps they skipped earlier.

🚪 Opening Guided Setup

  1. Click Setup & Settings in the left-hand menu.
  2. Click Guided Setup at the top of the Setup & Settings menu.

You will see a progress count (for example, 6 / 7 complete) and a row of seven stops across the top. Each stop shows Complete or Incomplete, so you can see at a glance what is left. Guided Setup checks the information already in your account when you open it, so any stop you have already finished, such as adding clients or connecting QuickBooks, shows as Complete.

📝 Note: You can jump to any stop at any time. You do not have to finish them in order.

🗺️ How It Works

Each stop has two panels:

  • What to do on the left explains the goal of that stop and gives a short checklist.
  • The work area on the right is where you make your changes.

At the bottom of each stop you will find these buttons:

  • Save & Continue saves your work and takes you to the next stop.
  • Skip for Now moves you ahead without completing the stop. You can come back to it later.
  • Finish Setup appears on the last stop.

Many stops also include a Help Articles panel with links for more detail.

🏢 Stop 1: Firm

Set your firm’s identity and invite the people who will work in Client Hub.

  1. Enter your Firm Name. This field is required.
  2. Upload your Firm Logo (PNG, JPG, or GIF) by clicking Choose File.
  3. Choose your preferred Date Format. A preview shows how dates will appear.
  4. To bring in a teammate, click Invite Teammate, enter their details, and click Invite.
  5. Click Save & Continue.

📝 Note: Administrators manage setup. Managers and Staff can own work once they accept their invitation, so take a moment to review the roles before you invite people. For more detail, see the help link in this stop: Understanding user roles.

🧱 Stop 2: Foundations

Set up the information you keep for your clients and contacts, and how your files are organized, so every client starts with the same structure.

  1. Under Client Fields, review the fields that are already there.
  2. To add your own, enter a Field Name, choose the field type from the dropdown (Text, Email, Phone, Date, Yes / No, or URL), and click Add Field.
  3. To review everything in one place, click Manage All Client Fields.
  4. Under Contact Fields, repeat steps 2 and 3 for the details you keep about people. Click Manage All Contact Fields to review them.
  5. Under File Structure, click Set Up Default Folders to choose your standard folder set: shared folders for clients and internal folders for your team.
  6. Click Save & Continue.

📝 Note: You can skip the folders for now and add folders to client workspaces later, when you are ready to start managing files in Client Hub.

For more detail, see the help links in this stop: Set up and import client accounts and How to set up a default folder structure.

👥 Stop 3: Client Workspaces

Client Hub uses workspaces to hold all the information for each of your clients. When you add clients, you are adding Client Workspaces. The Workspaces Already in the Firm list shows who is already there. To add more, choose one of two options.

Option A: Import a list

  1. Choose Import a List.
  2. Click Import Clients and follow the prompts to upload your client list.
  3. Click Import Contacts to bring in the people connected to those clients and map them to the fields you set in Foundations.

📝 Note: Import your clients first, then your contacts, so each contact can be matched to the right client.

Option B: Add clients manually

  1. Choose Add Clients Manually to create one workspace at a time.
  2. Click Add a New Client.
  3. Choose Client Organization.
  4. Enter the client’s details and click Add Client Company.

For more detail, see the help link in this stop: Set up and import client accounts.

📋 Stop 4: Job Templates

Job templates let you set up repeatable work once and reuse it for every client. Templates already in your firm library appear on the left. Open one to edit it, or click the trash icon to remove it.

  1. Choose how to start:

a. Start With Magic Workflow: describe a service you offer (for example, a monthly bookkeeping close with bank rec, AP, and a client review) and click Generate Template. Client Hub drafts the tasks and task details for you, and you can edit the template after it is created.

b. Start From Client Hub Templates: click Add to Firm next to any ready-made template you like to copy it into your firm library.

  1. Open a template to review its tasks and task details, add Tags, or attach files.
  2. Click Save & Continue.

For more detail, see the help link in this stop: How to create a job template.

📌 Stop 5: Add Jobs to Clients

Now put your templates to work by adding jobs for each client and the work you need to do for them.

📝 Note: If you have a lot of clients, add jobs in batches. We recommend starting with 3 to 6 of your most active clients. Once you are comfortable, add more in additional batches.

  1. In the Clients list on the left, find the client you want to work with. The list shows how many jobs each client already has.
  2. Select the checkbox next to one or more clients.
  3. Under Add Jobs From a Template, open the Job Template dropdown and choose a template.
  4. Click Add Jobs to [number] Clients to add the job to everyone you selected. To add it to just one client, click Add Job to [Client Name].
  5. Select a client to see their jobs, then click Review Job next to each one.
  6. In each job, review the details:

a. Adjust the task groups and task details.

b. Make the job recurring if it is ongoing work.

c. Assign an owner and a due date to each task group.

  1. Click Save & Continue.

✉️ Stop 6: Invite Clients

Invite your clients so they can start working with you in their portal.

Before you send invitations, you can review what your clients will see. The Review the Client Portal cards on the right are optional:

  • Portal Design: Set the firm name, logo, and colors clients see.
  • Invite Message: Write the welcome email that goes out with every invite.
  • Initial Client Tasks: Choose the first tasks new clients should complete.
  1. In the Workspaces list, choose the client workspace you want to invite people to. Each row shows how many invitations are pending and how many people have joined (for example, 1 pending · 0 joined).
  2. In the panel that opens, click Invite User.
  3. In the Invite Client User window, enter the person’s details and send the invitation.
  4. To follow up, look under Pending Invites. Next to each person you can click Copy Link, Resend, or Remove. People who have accepted appear under Joined.
  5. Close the panel and repeat for any other workspaces.
  6. Click Save & Continue.

📝 Note: Not ready to invite clients yet? Click Skip for Now and return when you are.

🔌 Stop 7: Integrations

Connect QuickBooks or Xero for any client whose books you maintain in those platforms. Once connected, you can ask clients to resolve uncategorized transactions, use books review tools, and publish financial reports.

a. QuickBooks: Connect QuickBooks to create Client Tasks for uncategorized expenses and keep workspaces in sync. Click Manage QuickBooks. If you have already connected clients, a badge shows how many (for example, 3 Connected).

b. Xero: Use this when Xero is your firm’s accounting system. Click Connect Xero, then map your workspaces and watchlist accounts.


📝 Note: These connections are optional. You can finish them later from Setup & Settings.

The Help Articles panel in this stop has links to three articles: setting up QuickBooks, how QuickBooks uncategorized transactions create Client Tasks, and setting up the Xero integration.

💡 Tips

  • Skipped a stop? It stays marked Incomplete until the work is done, whether you finish it in Guided Setup or somewhere else in Client Hub, so you can return at any time.
  • Take your time with Stop 5. Starting small makes it easier to catch anything you want to adjust before adding more clients.

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