I work in a small-medium sized tax firm. We have 800+ clients and a handful of tasks such nas task prep, bookkeeping, payroll, audit, research, etc. I don’t want to have to add all those projects to EACH client. I would much rather select the task and choose which client i am working on. This seems like a simple concept and I am not sure why Toggl makes it so difficult. I could import the clients as projects or tags but I wish it wasn’t so complicated
Yeah, Toggl’s default structure doesn’t map naturally to your workflow. A few things worth clarifying that should make this easier to manage:
When you mention “tasks” like tax prep, bookkeeping, and payroll, those are what Toggl calls Tasks (a sub-level within a project) rather than projects themselves, so the good news is you don’t need to create a separate project for each service type.
The approach that would work best for your firm is actually the reverse of what you might expect: use Clients for your 800+ clients, and create one Project per client with your handful of service types added as Tasks within that project. You can then save that project structure as a template, so every time you onboard a new client you apply the template and all your standard tasks are added automatically.
To avoid building this out manually for 800 clients, both clients and projects can be bulk-imported via CSV in one go, which would get you set up quickly: https://support.toggl.com/toggl-track-csv-import-guide
One thing worth knowing: with 800+ clients each having their own project, the workspace can become quite large. This won’t cause any data issues, but you may notice the app slowing down somewhat as the project list grows - just something to be aware of as you scale.
I would (as we do) use Tags and / or codes in the description. For either, if you do your own reporting, you can a) pull out the different work types / b) sanity check each time log only has 1 (not 0 and not more than 1) work type.