Some projects follow the same steps every time—like monthly financial close, payroll processing, or migration. Instead of setting up all the tasks every time, you can save the whole process as a Project Template and reuse it whenever you need.
Use Cases and Problems Solved
Many projects follow the same structure every time.
Common examples include:
Monthly financial close
Payroll processing
System or data migrations
Without templates, teams must recreate the same tasks and assignments for every project. Project Templates solve this by letting you build the workflow once and reuse it whenever needed.
Creating a Project Template
To create a new Project Template:
Navigate to Templates.
Click Create Template.
Enter a clear template name (for example, Monthly Financial Close).
Select a Project Type (Close, Payroll, Migration, etc.).
Project Types help organize templates and make them easier to locate when creating new projects.
Adding Tasks to a Template
After creating the template, add the tasks that should appear every time the template is used.
For each task, you can:
Enter a task name (for example, Verify bank transactions)
Group tasks into sections such as Verification, Reconciliation, or Reporting
Assign a task owner (optional)
Set priority levels or due dates
Apply recurrence for monthly or quarterly tasks
Add tags for easier searching and organization
Adding Review Points
Choose a review point from the available default list.
If needed, click Create Custom Review Point.
Configure the required parameters.
Save the review point.
How Custom Review Point Works at Template level
Templates are created at the firm level, so Xenett cannot reference client-specific accounts, names, classes, locations... Instead, you define rules based on keywords.
Example Configuration
Above is Example for fixed-asset purchases under 2,000.
When the template is imported, it will map all fixed-asset (FA) accounts except those that match any of these keywords: “Depreciation”, “Amortization”, “Dep”.
Adding GL Reconciliation (GL Rec) Tasks
GL Reconciliation tasks in templates are defined using account types, not individual accounts.
How GL Rec Works
Templates are created at the firm level, so Xenett cannot reference client-specific accounts. Instead, you define rules based on account types and conditions.
Example Configuration
Select an Account Type (for example, Bank)
Apply conditions such as Contains or Does Not Contain
Exclude keywords like Cash or Merchant Clearing
When the template is imported into a client:
Xenett scans the client’s chart of accounts
Matching accounts are identified automatically
Only valid matches are converted into GL Rec tasks
Managing Roles
Select Manage Roles to control task ownership within the template.
Default Roles
Preparer
Reviewer
You can also:
Rename existing roles (for example, Bookkeeper)
Add custom roles
Why Roles Matter
When importing a template into a client:
Xenett prompts you to assign users to each role
Tasks assigned to a role are automatically assigned to the selected users
Roles are template-specific, allowing you to easily map and assign tasks to your team members.
Deleting Tasks from a Template
Delete a Single Task
Hover over the task.
Click the three dots (⋯).
Select Delete.
Delete Multiple Tasks at Once
Use the selection checkboxes to select multiple tasks.
A panel appears at the top of the screen.
Click Delete to remove all selected tasks.
Editing Tasks in a Template
Edit a Task
Click the task to open the task panel
Update any required details
Changes made to a template do not affect projects or tasks that were already created using that template.
Maintaining Templates
From the template list, use the three-dot menu to:
Rename a template
Duplicate a template
Delete a template