A task list is everything you need from a client, sent as one request. The client gets one notification, works through the list in the Quilia app at their own pace, and tells you in their own words about anything they can't get. You see where every client stands, and what is due when, without opening a single request.
Task lists work for any case type. The example in this article is a list of documents most firms ask new clients for.
Step 1: Build the list
- In the portal sidebar, open Requests, then Tasks.
- Click New task list, then Start a blank task list. (Once you have saved a template, you can start from it here instead.)
- Give it a Title clients will recognize, like Getting started documents, and a Description that tells them what it is for. Click Start building.
- Click Add item for each thing you need and pick its type:
- Documents: the client uploads a file, such as a photo or a PDF.
- Action: something the client does and checks off.
- Questionnaire: a form with your own questions.
- Signature: one of your saved signature templates.
- Give each item a title and, if it helps, a short description of what counts, like "Front and back."
- Leave Required on for anything every client must send. Turn it off for items only some clients will have; clients see those under Only if it applies to you.
- Click Save, then Save as template so you can send the same list to every new client. Templates appear under Your task lists on the Tasks page and in the Send dialog on every case.
| Item | Required |
|---|---|
| Photo ID | Yes |
| Proof of address | Yes |
| Recent pay stubs | Yes |
| Last year's tax return | Yes |
| Any letters you've received about this matter | No |
| Signed engagement letter | Yes |
Example lists to start from
Copy one and change it to fit your firm.
Personal injury
- Driver's license and auto insurance card
- Photos of the scene and the vehicle
- Police report number
- Medical bills you've received
- Pay stubs, if you missed work
Immigration
- Passport and birth certificate
- Any notices you've received from USCIS
- Your I-94 record
- Marriage certificate, if it applies
Employment
- Offer letter or contract
- Recent pay stubs
- Termination letter
- Emails or texts about what happened
Social Security disability
- Names of your doctors and clinics
- Your medications
- Your work history
- Any letters from Social Security
Estate planning
- Photo ID
- A list of your bank and retirement accounts
- Deeds to any property
- Any existing will or trust
Step 2: Send it with a due date
- Open the client's case and go to the Requests tab.
- Click Send, then Task lists, and check your list.
- Choose how often to remind them under Remind the client every. Reminders stop once the list is done, after three reminders, or 21 days after sending.
- Pick a date under Due, or leave it as No due date.
- Click Send to with the client's name.
Each client gets their own copy, so send it to every client who needs it.
What your clients see
What clients experience: one notification, then their list in the Quilia app with a progress bar ("3 of 6 done"), what is left to do, and what they have already sent. They tap an item, upload from their camera, photos or files, and move on.
When a client can't send something, they say so instead of leaving it open:
- On a required item, they tap Can't get this? and tell you what's stopping them.
- On an optional item, they tap Don't have this? and choose It doesn't apply to me or I can't get it.
Clients can also tell â„š, your firm's digital case assistant, by text ("I never got any letters"), and â„š records the answer on the item. A document they text to â„š can complete the item too.
What happens automatically: the answer lands on the client's list in your portal, in their words. An item that doesn't apply counts as done, so the list can still finish. An item they can't get stays open, so you know to get it another way.
Step 3: Track every client
Open Requests, then Tasks. Under Sent to clients, each list is one row however many clients have it, with how many have finished and the nearest due date.
Click the arrow beside the title to see each client: how far along they are, the due date (with days left once it is a week away, or days late once it has passed), and a status of Sent, In Progress or Completed.
One client's list
Click a client to open their copy:
- Still needed: what they haven't sent, and whether they have opened it.
- They can't get: each item with the client's reason, In their words, so your team can get it another way.
- Doesn't apply to them: items they said don't apply, with any note.
- Done: everything they have sent. Click View to open each file.
The same list shows as one row on the client's Requests tab.
Result: nobody has to ask "did they send it yet?" One look at the Tasks page shows who is done, who is stuck and why, and whose deadline is close.
Change one client's list
To add or remove an item for one client, or move their due date, open their list and click the edit button with their first name, like Edit Rachel's list. A banner confirms you are editing that client's copy. Changes reach the client right away, and your template and other clients' lists stay as they are. Adding an item to a finished list reopens it.
To change the list for future clients, update the template: under Your task lists, open its menu, choose Start a list from it, make your changes, and click Save as template. Then delete the old template from the same menu.
Tips
- Name items the way a client would. "Recent pay stubs" beats "Income verification documents."
- Make anything only some clients have optional, so they can say it doesn't apply and still finish.
- Use the description to say exactly what counts, like "All pages," to save a second round of asking.
- Turn on Email a staff member when complete so the right person hears when a client finishes.