Setting Up Recurring Projects

Video

Prerequisites

Before getting started, make sure you have two things in place:

1. Contacts and Entities are loaded in Truss. If you haven't done this yet, see the guide for Adding/Importing Contacts.

2. A checklist template has been created. You'll need a template that includes the recurring tasks you want in each monthly project — typically checking, savings, and credit card statements. See the Using Checklist Templates guide if you haven't set one up yet.

Step 1: Bulk Create Draft Projects

Visit our article on Creating Bulk Projects from Entities.

At this point, you haven't sent anything to clients yet. Truss creates the projects in Draft status, so clients won't receive invitations, and no reminders will go out until you're ready.

Step 2: Set Up Recurring Tasks

Once you create your draft projects, open each one to set up recurring tasks. This is a one-time setup — after that, it runs on autopilot.

1.   Click the Recurring Task button.
2.   Select the frequency of the Task.
3.   Set the Start date of the recurring Task.
4.   If you want the Task to stop recurring at a certain date, you can specify here.
5.   Click Create once you are done!

When a task recurs, Truss will automatically duplicate it and use AI to intelligently update the month in the task name (e.g., from August to September) — no manual editing needed.
After creating the recurring schedule, click the preview option to confirm AI is picking up the date pattern correctly. On rare occasions, you may need to make a small edit to help it recognize the pattern.

Setting Reminder Schedules in Bulk

Before sending the projects out, update the reminder frequency across all projects at once. Most firms use every other day, frequent enough to keep things moving as the month closes out. Adjust to whatever cadence works best for your practice.

1.   Select all the Projects you wish to update the reminder schedule for.
2.   Click Actions.
3.   Click Set Reminder Schedule to adjust to your preferences, as needed.

Step 3: Invite Clients

Once your projects are configured, you can invite clients individually or in bulk via email.  You can learn how to do this in our Schedule a Message in Bulk article!

Clients will receive an email notifying them it's time to upload their documents.

Step 4: The Recurring Workflow

Once everything is live, here's how the cycle works each month:

• Clients upload documents and mark tasks as Done.

• Uploaded documents appear in Pending Review for your team to check.

• Once reviewed, move documents to Approved.

• At your set recurring schedule, Truss automatically creates new tasks, updates the month via AI, notifies the client, and begins sending reminders.

Step 5: Share Reports Back to Clients

• After completing the monthly work, deliver reports directly through the project:

  • Use the Share File option inside the project to upload the completed report.

• Create a folder named something like "Monthly Reports" to keep deliverables organized.

• Name each report specifically (e.g., August Monthly Report) so clients can easily distinguish between months.

• Everything stays organized in one place for the client, month after month.