Do you struggle with tracking your business finances and monitoring your money goals every month? Then, you need to use the task feature in QuickBooks Online Advanced. The tasks feature in QuickBooks Online Advanced is excellent to use if you need to set reminders for yourself or other team members to update expenses, pay bills, print checks, or approve invoices or review financial reports.
To use this feature, you must have a QuickBooks Online Advanced subscription and add billable users to QuickBooks Online. So, in this tutorial, I will show how to create a few tasks and show what the task assignee will see when they log back into QuickBooks Online Advanced.
To get started, click on the tasks menu. QuickBooks Online will group your tasks into three sections: overdue, today, and upcoming. Admin users will be able to see everyone's tasks in this view and keep things clean. However, a standard user will only see their assigned tasks or tasks that they created and assigned to other team members. You can create a one-time task or a recurring task in QuickBooks Online Advanced.
To create a one-time task to notify another user that checks are ready to print in QuickBooks Online, you need to do the following:
Select Add task
Task Name: Enter a short action title
Task Assignee: Assign to a team member or yourself
Task Due Date: Enter the deadline to complete the task
Task Notes: Enter as much context in the notes field to help the team member, or you complete this task successfully
Then, click Save
The user you have assigned a task to will receive an email notification or a mobile push notification to complete the task. They can also see the same information when they log into QuickBooks Online.
If you are scheduling the due date to be the exact date you are creating the task, the task assignee will not receive any email nor mobile notifications. Therefore, I recommend scheduling tasks one day in advance. To create a recurring task, repeat the same steps and turn on the recurring option.
Examples of recurring tasks you can create to monitor your business health are:
Review timesheets for payroll
Update imported payroll journal entries
Adjust net asset balances
Adjust deferred revenues and prepaid expenses
Review unpaid bills
Review financial reports or the performance dashboard
The task feature does have some limitations. There are currently no dashboard alerts to notify you when a task is overdue or what’s upcoming. There is no ability to add attachments or hyperlinks like a normal task management tool. The notes field is hard to read and not clickable. I encourage you to give Intuit feedback to continue adding more layers to the task feature.
Overall, I recommend using the task feature to track your money goals and financial tasks, especially if you are not using any external project management tool like Asana. Check out the task feature and comment below letting me the ways you are using tasks in your business.
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