Your First Automation
Create your first workflow and start saving time with TuskCPA automation
Time to Complete: 5-10 minutes | Time Saved: 2-4 hours per week
Recommended First Automation: Document Request Workflow
The most popular first automation sends automatic document requests to clients and follows up if they don't respond. This saves 2-4 hours per week for typical firms.
What This Automation Does
- ✓ Automatically emails clients requesting tax documents
- ✓ Sends reminder emails if documents aren't uploaded within 7 days
- ✓ Escalates to partner if no response after 14 days
- ✓ Creates task for staff when documents are received
- ✓ Logs all activity in client record
Step-by-Step Setup
Navigate to Workflows
Go to Dashboard → Workflows → Create New Workflow
Or click the "+ New" button in the top right and select "Workflow"
Choose Template
Select "Document Request with Follow-Ups" from the template library
Alternative: Start from scratch by clicking "Blank Workflow" if you want to customize everything
Customize the Email Template
Edit the default email to match your firm's tone and add your logo
Subject: Action Required: Upload Your 2024 Tax Documents
Body:
Hi {client_name},
It's that time of year again! To prepare your 2024 tax return, we need you to upload the following documents...
[Document checklist appears here]
Click below to access your secure portal and upload documents.
Best regards,
{your_name}
Set Trigger Conditions
Choose when this workflow should start:
- • Manual trigger: Run on-demand when you select clients
- • Date-based: Automatically send on January 15th every year
- • Event-based: When client status changes to "Tax Season"
Recommended for first automation: Manual trigger so you control when it runs
Configure Follow-Up Schedule
Set when reminder emails should be sent:
- • First reminder: 7 days after initial request (if no upload)
- • Second reminder: 14 days after initial request (more urgent tone)
- • Escalation: 21 days - notify partner and client
Add Task Creation
Create a task automatically when documents are uploaded:
Task: "Review {client_name} Documents"
Assigned to: Senior preparer or you
Due: 2 business days after document upload
Priority: Medium
Test & Activate
Before activating for all clients:
- 1. Click "Test Workflow"
- 2. Select a test client (or yourself)
- 3. Verify email looks good and links work
- 4. If all looks good, click "Activate Workflow"
Running Your First Automation
Quick Start
- 1. Go to Clients → Select Multiple Clients (checkbox next to each)
- 2. Click "Actions" → "Run Workflow"
- 3. Select your new "Document Request" workflow
- 4. Click "Run Now"
- 5. Watch as emails are sent and the system tracks everything!
What Happens Next?
Immediate
Emails are sent to selected clients. Activity is logged in each client record. You can see delivery status in real-time.
When Clients Upload
Workflow stops for that client. Task is created and assigned. You get notified. Follow-ups are cancelled automatically.
If No Response
Reminder emails send automatically on schedule. You don't have to track who responded - the system does it for you.
Monitoring Your Automation
Track automation performance in the Workflows dashboard:
- • How many clients received the email
- • How many opened it (email tracking)
- • How many uploaded documents
- • Average response time
- • Who still needs to respond
Next Steps
Create More Automations
Try these popular workflows next:
- • Welcome email for new clients
- • Invoice payment reminders
- • Extension filing notifications
- • Year-end tax planning outreach
Advanced Features
When you're ready:
- • Conditional logic (if/then rules)
- • Multiple workflow paths
- • Integration with QuickBooks
- • Custom fields and data
🎉 Congratulations!
You've just automated your first workflow! This one automation will save you 2-4 hours per week. Imagine what you can do with 10+ automations running.
Learn Advanced Workflows