Practice management
How to work smart with Tasks
Practice management is your client manager in Spiris, where you can start and edit collaborations, follow up on your ongoing work and access both customer data and your customers' solutions. In this section, we go a little deeper into how you can best use Tasks and how they relate to other features.
Tasks - how to create control, efficiency and security
Working with Tasks gives a clear structure to all the work done for a customer. You'll enjoy better control, higher quality deliveries and a reduced risk of missed deadlines - especially as checkpoints can be updated fully automatically.
Create and add a task
You create new tasks under Settings - Tasks in the main menu.
There are a number of standard tasks, where you can either edit the tasks so they suit your purposes or add new ones. What tasks do you intend to work with? Narrow down and do not enter too many, it will only make life harder.
Once the task is created, it can be added to a specific customer via Customers and the Task tab.
This means that all work steps are defined, responsible employees are appointed and the right price is secured from the start.
Add checkpoints
Each task can have one or more checkpoints - items to be followed up or ticked off. Add them when you create or edit the task, a checklist is automatically created for each task that has checkpoints attached to it.
A good thumb rule is to not add more than 5-6 checkpoints/task and use short names. This makes the checklist more manageable!
Checkpoints can be updated automatically
You can set a checkpoint to be marked as completed automatically when a certain event occurs in the solutions Bookkeeping & Invoicing, Tax & Annual accounts or Spiris Payroll.
Exampel:
A checkpoint for VAT report sent can be marked completed automatically when the VAT report is sent in the solution Bookkeeping & Invoicing. There will be less manual administration, reduced risk of missed steps and increased delivery reliability.
Mark your tasks/checkpoints as completed
Mark checkpoints as completed for several customers at the same time
Connecting with customer - all information in one place
A Task is a service or labour input performed for a specific customer. By adding employees to a task, you control which solutions the employee should have access to for the customer.
All tasks are saved on Customers under the Task tab, which gives an overall view of what is being done and at what price.
When you create/modify a task, enter:
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Which employee is responsible.
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Which employees are participating in the task.
You also need to specify the pricing that applies to the task on the Pricing tab, even if you have specified a price list for the customer.
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Indicate whether the task should have a fixed price, hourly rate or transaction price.
Work with price per transaction
Connect time registrations to the task
The time registration activities on a task is used by the employees registering time. Check and match the activities with the articles you have in your payroll system or accounting service. Read more under Activities for time registration.
Engagement letters - security and clarity from the start
An engagement letter is the basis for a smooth co-operation between you and your customer. It quickly clarifies what needs to be done, who is responsible for what, when it should be completed and what it costs. Having a clear agreement from the start avoids misunderstandings and lays the foundation for long-term customer relationships.
Keep track of your tasks
All tasks can be followed up via Checklists and on Customers under the Task tab.
The lists show the status per period (e.g. Done, In progress, Not started). Tasks can be filtered, sorted and you can see which checkpoints are complete and which need to be followed up.
Overview is also available in reports and customer views - with hours spent, planned hours and billing status.
KYC - General risk assessment and Know your customer
In the general risk assessment, the company's services should be analysed and assessed in terms of the risk of being used for money laundering and financing of terrorism.
The General risk assessment is free of charge for your accounting office.
The Know your customer feature - you pay per customer and year.
Read and learn more why you should activate KYC in the topic KYC - Know your customer.
