Recurring Engagements
Many accounting engagements repeat on a predictable cycle — monthly bookkeeping, quarterly VAT returns, annual audits. Instead of manually creating a new engagement each time, HeyKazi lets you set up schedules that automatically create engagements from a template on a recurring basis. You configure it once, and the system handles the rest.
Key Concepts
What Is a Schedule?
A schedule links a project template to a client and a frequency. Each time the schedule fires, it creates a new engagement pre-filled from the template, assigned to the correct client, and optionally triggers follow-up actions like generating a document or sending an information request.
Schedule Statuses
| Status | Description |
|---|---|
| Active | The schedule is running. New engagements are created automatically at each interval. |
| Paused | The schedule is temporarily stopped. No new engagements are created until you resume it. |
| Completed | The schedule has reached its end date and will not create further engagements. |
Frequencies
You can configure schedules to repeat at six different intervals.
| Frequency | Typical Use Case |
|---|---|
| Weekly | Payroll processing |
| Fortnightly | Bi-weekly bookkeeping |
| Monthly | Monthly bookkeeping, management accounts |
| Quarterly | VAT returns, provisional tax |
| Semi-Annually | Interim reviews |
| Annually | Annual audits, tax returns, annual financial statements |
Creating a Schedule
Step 1 — Choose a project template
Select the project template that defines the engagement structure. The template determines the default tasks, documents, and settings for each created engagement.
Step 2 — Select the client
Choose which client the recurring engagement is for.
Step 3 — Set the frequency and dates
Pick how often the engagement repeats and set the start date. Optionally set an end date if the schedule should stop after a certain period.
Step 4 — Configure lead time
Enter the number of days before the period start date to create the engagement. For example, a lead time of 14 days means the engagement is created two weeks before the period begins, giving your team time to prepare.
Step 5 — Assign a project lead (optional)
Select a team member to be automatically assigned as the lead on each engagement created by this schedule.
Step 6 — Set a name override (optional)
If you want engagements to follow a custom naming pattern instead of the template default, enter it here.
Step 7 — Configure post-create actions
Optionally add actions that run automatically each time the schedule creates an engagement:
- Generate Document — select a document template to auto-generate (for example, an engagement letter).
- Send Information Request — select a request template and set the number of days until the request is due.
Post-create actions save significant time on high-volume recurring work. For example, you can automatically send a year-end information request to the client every time an annual audit engagement is created.
Managing Schedules
The schedule list shows all your recurring engagements in a table with columns for Template, Client, Frequency, Next Execution, Last Executed, Executions (total count), Status, and Actions.
From the actions menu on each schedule you can:
- View the schedule details and execution history
- Pause an active schedule to temporarily stop it
- Resume a paused schedule
- Delete a schedule that is no longer needed
Execution History
Each schedule maintains a history of every engagement it has created. The execution history table shows the period covered (start and end dates), a link to the created engagement, and the date it was executed. This gives you a full audit trail of automated engagement creation.
Tips and Best Practices
- Start with your highest-volume engagements — monthly bookkeeping clients benefit the most from automation.
- Use lead time wisely — give your team enough prep time without creating engagements so early that they clutter the active list.
- Pair with post-create actions — combining automatic engagement creation with automatic document generation and information requests can eliminate most of the manual setup for routine work.
- Review execution history periodically — check that schedules are firing as expected and that no executions were missed.
Terminology Note
In the accounting profile, “Projects” may appear as “Engagements” if your admin has configured terminology overrides. A “schedule” in HeyKazi is your recurring engagement configuration — it defines what gets created, for whom, and how often.
Related Features
- Projects — engagements created by schedules appear as regular projects