Mastering Trello for Bookkeeping Task Management

Before You Start

This guide assumes you have a basic Trello account. It’s designed for bookkeepers and small accounting firm managers looking to streamline their client workflows.

Overview

20 min

Setup Time

Basic

Difficulty

Weekly

Maintenance

What You’ll Learn

How to structure a Trello board for client workflows
Creating repeatable checklists for month-end close
Assigning tasks and due dates effectively
Leveraging custom fields for client information
Streamlining document requests with attachments

1. Initial Setup & Board Structure

A well-organized Trello board is the foundation for efficient bookkeeping:

Required Trello Lists (Columns)

To Do (New Tasks/Client Work)
In Progress (Actively Working On)
Awaiting Client (Waiting for Client Documents/Info)
Review (Ready for Senior Review)
Done (Completed Tasks)

Optional (but recommended)

Client Onboarding
Blocked (Tasks with unresolved issues)
Quarterly/Annual Tasks
Client Communication Log

2. Key Trello Components for Bookkeepers

You have two main approaches to using Trello, each with significant impact on efficiency.

Method A: Good Practices for Task Management

This method focuses on clear, actionable tasks.

Pros:

Cards represent specific client tasks.
Detailed checklists ensure completeness.
Labels categorize work (e.g., Payroll, Sales Tax).

Cons:

Requires initial setup time.
Need to consistently update cards.
Team adherence is critical.

Method B: Common Pitfalls & Inefficiencies

These are habits to avoid for a smooth workflow.

Expert Tip: Using Trello effectively means treating each card as a distinct unit of work, with a clear owner and due date. Overloading cards or skipping checklists leads to confusion.

3. Step-by-Step: Creating Your Bookkeeping Board

Here is the high-level workflow for a clean setup.

Think of your Trello board as a visual pipeline for all client-related bookkeeping tasks.

Here is a sample code block to show how a Trello card’s data might look.

{
  "card_id": "client-monthend-july-2025",
  "name": "July Month-End Close - Client A Corp",
  "list_name": "In Progress",
  "due_date": "2025-08-10",
  "members": ["user_booksautomator_team_1"],
  "labels": ["monthly-close", "priority-high"],
  "checklists": [
    {
      "name": "Standard Month-End Checklist",
      "items": [
        {"item_name": "Reconcile Bank Accounts", "checked": false},
        {"item_name": "Categorize Transactions", "checked": false},
        {"item_name": "Review P&L/Balance Sheet", "checked": false},
        {"item_name": "Generate Client Reports", "checked": false}
      ]
    }
  ],
  "custom_fields": {
    "Client Manager": "Jane Doe",
    "Client Type": "E-commerce"
  }
}

4. Implementing Workflow & Automation

1
Create Board Templates
Set up a “template” board or card to easily replicate common workflows (e.g., month-end close, client onboarding) for new clients.
2
Utilize Checklists Extensively
For every recurring task, create a detailed checklist within the card. Save these as templates for quick reuse.
3
Assign Members & Due Dates
Ensure every card has an assigned team member and a realistic due date for accountability and progress tracking.
4
Leverage Power-Ups (Optional)
Explore Power-Ups like Custom Fields, Calendar View, or Butler (for automation) to enhance your workflow further.

Common Error: Over-complicating Cards

Avoid stuffing too much information into a single card’s description. Use checklists, attachments, and linked documents for details, keeping the description concise.

5. Testing Your Workflow

Workflow Test Checklist

Create a test client card from your template
Move the card through all workflow lists
Verify checklist items can be marked complete
Check if due date notifications are working
Confirm team members can be assigned and re-assigned

Need Help?

Get Support

Struggling to optimize your Trello board for your bookkeeping firm? Our team can help design a custom workflow.