Before you begin
Before you create any tasks, learn about task features including naming, scope, workflow and more, see About tasks (settings).
Creating a task
To create a task:
- On the toolbar click the Settings
icon.
- On the General Settings tab, make sure that the Tasks section is selected.
- On the Tasks screen (All Tasks), make sure that the Tasks List tab is selected.
- Click the + Create New Task button.
- On the New Task screen, Information tab, provide the following information, as required.
Field Description General Information Name A descriptive name for the task, such as Concept design or Consulting.
Description A detailed description of the task. This can appear on an invoice, so it can act as a default description for each line item on the invoice. Generally, the description against each task on an invoice either comes through from the time sheet entries or it is individually crafted on each invoice.
Billing Information Base Rate The average amount (per hour) that it costs you for a staff member to perform this task – it is only ever used to calculate the cost of a project at the quote stage (and only if you do not specifically assign staff to tasks at the quote stage). The base rate is not used to calculate the overall profit on the job – for that, you need to set up a base rate for each staff member.
Billable Rate The charge-out rate (per hour) for the staff member performing this task. This rate is used only if the Task Invoice Rate Organisation Setting is set to Task Billable. If the Task Invoice Rate is set to Staff Billable, then the staff member's billable rate will be used at invoice time.
Tax 1 Tax 2 Xero Tracking (this section is available if you have ever connected your account to Xero. If the connection is not currently active, the Category and Option drop-down lists will be empty. For details, see Xero (settings)) Category Use this field to select a tracking category you have set up in Xero. You can have a maximum of two active tracking categories at any one time.
For further details, see Xero GL account codes and tracking categories.
Option If you have selected a tracking category, you can use this field to choose the option you wish to track. For example, if the tracking category is the Sales Region, you might select Northern region. A tracking category can have as many options as you require.
Interface Information Export Code Used for integration with QuickBooks and MYOB. This field is not currently in use.
Income Account General Ledger code from your Xero account that the task on the invoice can be allocated to.
The Income Account field appears as a drop-down list only if is currently connected to your Xero account.
- Save your changes.