Tasks explained

A task is a single to-do owned by a team member: review the return, request a missing K-1, prepare a 1040. Tasks turn the work inside a job into a clear list of next steps, so the team always knows who’s doing what and what’s blocking the job from moving forward.

Tasks at a glance

A task is the smallest unit of work in TaxDome’s workflow hierarchy. It sits below a job — one job can hold many tasks, each delegated to a different team member and worked on in parallel — and a single task can be linked to only one job at a time. Tasks can also exist on their own, outside any pipeline, when the to-do isn’t tied to a specific service.

Here is what you can do with tasks:

• Assign work to people or roles — pick specific team members, or assign by account role so the right person on each client account is picked up automatically.
• Track progress with statuses — move a task between Planned, In progress, Completed, or Canceled.
• Break work into subtasks — turn a task into a checklist of smaller items; subtasks don’t block the parent task from being completed but make progress visible at a glance.
• Link tasks to jobs — attach a task to a job so it shows up on the job card.
• Repeat tasks on a schedule — set up recurring tasks for work that comes back daily, weekly, monthly, or yearly.
• Track time spent — start a timer inside a task and link the time entry automatically.

How tasks work

From the assignee’s side, a task is a single to-do you own from start to finish. The lifecycle in practice:

1. A task shows up where you’ll find it. New tasks land in Inbox+ alongside other notifications. You can also see them in the Workflow > Tasks list and on the linked job card.

2. You open the task to see what’s needed. The task holds the description, due date, priority, any subtasks the work has been broken into, attached items, and the job it feeds into.

3. You work it. Switch the task from Planned to In progress when you start, check off subtasks as you go, and run a timer if you want the time entry to attach automatically. Reassign or comment on the task if you need to bring someone else in.

4. You close the task. Mark the task Completed when the work is done, or Canceled if it’s no longer needed. If the task is linked to a job, completion counts toward the stage’s action items — once everything in the stage is done, the job moves on, either manually or via automove .

Tasks vs jobs

Tasks and jobs are sometimes confused because both can be assigned, scheduled, and tracked, but they sit at different levels of the work.

• Job — the full piece of work a client pays for, such as a 1040 return or January payroll. A job lives inside a pipeline, moves through stages, and carries every related item until the work is delivered.
• Task — a single to-do inside a job, owned by a team member. A job can hold many tasks worked on in parallel; a task can be linked to only one job at a time, or stand on its own outside any pipeline.

For the bigger picture of how pipelines, stages, jobs, and tasks fit together, see Workflow explained .

Access and permissions

The firm owner, admins, and team members with the View all accounts access right can see and manage every task in the firm.

Other team members can create, view, edit, assign, and complete tasks only for the accounts they have access to .

Automate processes with tasks

Tasks are the part of the workflow your team actually performs by hand, so most automation around tasks is about getting the right task to the right person at the right time.

The Create task automation attaches to a pipeline stage or to a custom job status and fires the moment a job enters it; once the assignee marks the task complete, automove advances the job to the next stage.

Client view

Tasks are firm-internal — clients don’t see your team’s to-do list or task statuses. What they may see is the output of a task: a document uploaded after a review, a message sent after the work is done, or an invoice issued at the end of an engagement. The work itself — who’s doing what, when it’s due, how it’s progressing — stays on the firm side.

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