Get the Automated Bookkeeping Pipeline to streamline recurring client work

Go to Templates > Marketplace > Pipeline templates, then search for "Automated Monthly/Quarterly Bookkeeping Pipeline" and click Get free.

Also download the "Monthly/Quarterly Bookkeeping Proposal and Engagement Letter" separately — this is sent once to establish the service agreement, while the pipeline repeats for each billing cycle.

The same pipeline works for both frequencies — the difference is in how you set up the job recurrence. Go to Job Recurrence > New Job Recurrence, select your account and pipeline, then:

Choose which day of the month you want jobs to start (e.g., the 1st or 15th). The pipeline will automatically create new jobs at your chosen interval.

The pipeline adapts based on account tags. If you need to request documents from the client, add the "client request" tag — this sends them an organizer. If you only need to gather internal documents (like pulling data from QuickBooks), you don't need this tag and won't need to contact the client. You can have both scenarios: gather internal documents AND send an organizer for specific information the client needs to provide.

If a client doesn't have the "client request" tag (meaning you're only gathering internal documents, not requesting information from them), the pipeline automatically skips the "review documents" stage and moves directly to "prepare draft reports." This keeps the workflow efficient and avoids unnecessary steps.

The pipeline sends automatic messages at key stages — when you're reviewing documents, when reports are in progress, and when drafts are ready for their review. This reduces "where's my bookkeeping?" calls and emails because clients always know the current status.

Several tasks include subtasks that list everything you need to review or complete. Check them off as you go — this ensures nothing gets missed, especially when reviewing organizer documents or preparing draft reports.

The pipeline includes a client review stage where clients receive a message asking them to confirm they've reviewed the reports. They check a box to approve, which keeps a clear record that they signed off on the work before you archive the job.

The proposal/engagement letter is a separate template because you only send it once to establish the service agreement. The pipeline itself repeats monthly or quarterly — if the engagement letter were part of the pipeline, clients would receive it every cycle. Send the proposal first, then set up the recurring job.

The engagement letter template includes two packages: monthly bookkeeping and quarterly bookkeeping. Clients can see both options with their respective pricing and choose the plan that fits them. You can set up recurring invoices — automatic or manual — for either option.