Client Hub QuickStart Guide ✨📁🚀

Welcome to Client Hub—your all-in-one solution for managing client communication, internal workflows, and file sharing. This guide walks you through the essential steps to get up and running quickly so you can streamline your firm’s operations and collaborate more effectively with clients. 📊

Step 1: Create Workspaces 👥

In Client Hub, each client company is set up as a workspace. You’ll need to create a workspace for every client you manage or collaborate with. 🗂️

There are two ways to create workspaces:

• Manually Add Clients

  Go to Clients & Workspaces and click Add New Client. You can connect QuickBooks and invite client users during or after setup.

• Import Clients

  For bulk setup, use Import Clients under Setup & Settings to upload your client list.

Step 2: Set Up Your Internal Workflow 🧩

Firms typically perform a core set of jobs for clients. Starting with a consistent process helps reduce errors and improve efficiency.

Why Create Separate Jobs?

Each recurring activity (e.g., monthly bookkeeping, quarterly reviews) should be tracked as a separate job, especially if they run on different schedules or have unique deadlines. This makes it easier to assign, manage, and complete work on time.

Creating Job Templates

Go to the Templates page from the main menu. You can create templates in three ways:

• Magic Templates

  Use AI to generate a job template by simply describing the work.

• Manual Templates

  Build your own templates or recreate ones from other tools.

• Client Hub Templates

  Use or customize built-in templates provided in the system.

✨ Tip: After using a Client Hub template, rename your firm’s version to avoid confusion in your template list.

Step 3: Build Client Workflows 🛠️

Once your templates are created, assign them to clients to start managing work.

You can apply templates in three ways:

• Jobs Panel

  From a client’s Internal Workspace, click the Load from Templates icon.

• Templates Page

  Click the Actions menu (⋯) next to a template and select Create Job.

• Batch Actions

  From Clients & Workspaces, click Batch Actions to assign templates to multiple clients at once.

Step 4: Connect to QuickBooks 💼

Client Hub integrates directly with QuickBooks Online:

• Client Tasks Panel

  Clients can answer questions or categorize transactions directly in their workspace.

• Books Review (Firm Use Only)

  Review and clean QuickBooks data efficiently. Our AI flags unusual balances and potential issues.

To Connect QuickBooks:

1. Connect during client setup, or later via Setup & Settings > Advanced > QuickBooks Integration.
2. Click Add Another QuickBooks Company.
3. Follow the prompts to connect the company to the appropriate workspace.
4. Choose the accounts you want to monitor for client follow-up.

Step 5: Connect Your Email Inbox 📬

Connecting your email inbox enhances productivity by allowing you to take action directly from emails—like creating jobs or using the AI-powered Magic Reply.

To Get Started:

• Go to Inbox from the left navigation menu.
• Click the prompt to connect your email.
• Select your email provider (e.g., Gmail, Outlook).
• Follow the on-screen instructions.

Once connected, you'll be able to:

• Create jobs from emails.
• Use Magic Reply to quickly draft responses.
• Keep communication organized and within context.

Step 6: Manage Your Day from the Jobs Dashboard 📅

Use the Jobs Dashboard under the Dashboards tab to manage all ongoing work.

Dashboard Views:

• Card View

  Jobs are grouped by due date and shown in status columns.

• List View

  View jobs in a sortable table with filter options. Great for quick scanning and batch actions.

Customize filters and use List View for efficient updates.

Step 7: Collaborate with Your Clients 💬

Invite client users to join the Client Portal for real-time, secure collaboration. Tools available include:

• Client Tasks

  Assign tasks, request documents, and collect answers directly in the portal.

• Messages

  A modern, secure messaging feature for client communication.

• Links (Browser Only)

  Share helpful tools, articles, and upload links.

• File Manager

  A centralized hub for documents from both clients and firm users.

Optional: Customize Your Setup & Settings ⚙️

Client Hub is ready to use as-is, but you can personalize it for a better fit:

• Add custom fields for client/contact details
• Set up a default folder structure in the File Manager
• Upload your firm’s logo for branded communications
• Customize invite emails and workspace visuals
• Integrate QuickBooks, Xero, Anchor, Zapier, or email inboxes
• Build a resource library of tags, links, and documentation

🎥 Watch the setup video

👩‍💼 Need help? Ask about our Concierge Onboarding Service.

Summary 📘

Client Hub helps your firm streamline operations, manage tasks, and collaborate with clients—all in one centralized platform.

By following this guide, you’ll be able to:

• Create and import client workspaces.
• Build reusable job templates and assign them.
• Manage day-to-day work through the Jobs Dashboard.
• Collaborate with clients via tasks, messages, files, and links.
• Connect and review QuickBooks data.
• Customize your setup to match your firm’s workflow and brand.

With AI-powered tools and smart automation, Client Hub empowers your firm to stay organized, save time, and deliver a better client experience.