Task Management

Ledger Loom's task management system is the backbone of your practice workflow — from automatic task generation through to billing.

Task Board

The task board (Tasks in the sidebar) is where you manage all work across your practice. It supports three views:

Kanban View

Drag-and-drop cards across status columns. Default columns follow the task lifecycle:

Not StartedIn ProgressWaiting on ClientIn ReviewReady to InvoiceInvoicedCompleted

Grid View

A table view with sortable columns — ideal for bulk operations, filtering, and quick data scanning. You can filter by client, assignee, service, status, and due date.

Timeline View

A Gantt-chart style view showing tasks plotted against deadlines. Useful for identifying scheduling conflicts and workload peaks (e.g., BAS deadlines, EOFY).

My Day

The My Day view shows only your tasks for today, sorted by priority. It is a focused, distraction-free view designed for daily work execution.

Tasks are automatically prioritised based on:

  • Due date proximity (tasks due sooner rank higher)
  • Priority level (Urgent > High > Normal > Low)
  • Statutory deadline flags

Invisible Time Tracking

Ledger Loom tracks time automatically — no timers to start or stop:

  • Auto-start: when you open a task, time tracking begins.
  • Auto-pause: when you navigate away from the task or switch to another task, tracking pauses.
  • Auto-resume: returning to the task resumes tracking.
  • Idle detection: if you are inactive for a configurable period, tracking pauses automatically.

All tracked time is visible on the task detail page. Before invoicing, you can review and adjust time entries — add manual entries, split time across services, or adjust durations.

Tip: Invisible time tracking works best when you use the task board as your primary work interface. Open a task, do the work, move to the next task. Time is captured without any extra effort.

Task Lifecycle

Tasks in Ledger Loom follow a complete lifecycle from creation to billing:

  1. Created — task is generated (manually or via statutory deadline automation) with a status of "Not Started".
  2. In Progress — a team member is actively working on it. Time tracking is active.
  3. Waiting on Client — the task is blocked, waiting for client input (documents, answers, approvals). An automatic notification is sent to the client via the portal.
  4. In Review — work is complete, pending internal review.
  5. Ready to Invoice — approved work with tracked time, ready for the billing queue.
  6. Invoiced — an invoice has been created and synced to the accounting system.
  7. Completed — work is fully done and billed.

Creating Tasks

Manual creation

Click Add Task on the task board. Fill in:

  • Client and entity
  • Service (from your catalog)
  • Assignee (team member)
  • Due date and priority
  • Description and notes

Automatic generation from statutory deadlines

Ledger Loom automatically generates tasks based on Australian statutory deadlines (BAS, tax returns, superannuation, activity statements). When a new client is added with relevant services, the system creates recurring tasks with the correct ATO due dates.

Statutory deadlines are managed centrally by the platform and updated automatically when the ATO changes lodgement dates.

Task Delegation

Owners and Accountants can delegate tasks to other team members:

  • Click the Assign dropdown on a task to change the assignee.
  • The new assignee receives a notification.
  • Full context is preserved — all notes, documents, time entries, and history transfer with the task.
  • The original assignee can be notified when the task is completed.

Open Questions

The Questions page shows all tasks that have unanswered client questions. When a team member posts a question to a client on a task, it appears here until the client responds through the portal or messaging.

This view helps ensure no client response falls through the cracks.

Tips and Best Practices

  • Use My Day daily — start each morning with My Day to see your prioritised workload.
  • Move tasks through statuses — the lifecycle stages drive billing automation, so keeping statuses accurate means less manual work at invoicing time.
  • Use "Waiting on Client" — this triggers a portal notification to the client and keeps your active task list clean.
  • Review time before invoicing — invisible tracking is accurate but not perfect. A quick review of time entries before moving to "Ready to Invoice" catches any anomalies.

Next Steps