How to automate repetitive tasks for multiple clients in a task app

If you manage multiple clients or projects, you know tasks like sending invoices, preparing monthly reports, or follow-ups repeat over and over. Automating these actions not only saves time but also reduces mistakes and oversights. In this guide, we’ll explain how to automate repetitive tasks for multiple clients in a task app like Foco, using templates, reminders, and recurrences so each job stays organized effortlessly.

1. Create a workspace per client (or project) with its own color

In Foco, each client or project is an independent 'workspace.' Assign it a name and a color for instant recognition. For example, Client A can be blue, Client B green, and Client C red. When you add a task, it will appear with its workspace’s color, helping you quickly identify which client it belongs to, even in Panorama mode (where you see all tasks together).

2. Set up recurring tasks with templates

• Open a new task and write the title (e.g., 'Send monthly invoice to Client X').
• Select the 'Recurrence' option and choose the frequency: daily, weekly (with specific days), monthly, or yearly. For invoices, 'monthly' is typical.
• If the task has an estimated duration (e.g., 30 minutes), add it in the 'Duration' field.
• Assign a priority (normal, important, or urgent) and a reminder (e.g., 1 day before the due date).
• Save the task. Every time you mark it as done, Foco will automatically generate the next occurrence with the same settings.

For complex tasks (like reports with fixed steps), use the 'Notes' field to add a text template or attach a reference file. This way, every time you repeat the task, you’ll have the structure ready to fill in.

3. Use voice capture to create recurring tasks in seconds

If you prefer dictating over typing, activate voice capture. Say something like: 'Send quarterly report to Client Y, every 3 months, on the 5th, reminder 2 days before, priority important.' Foco will transcribe the text and automatically detect the date, recurrence, priority, and reminder, creating the task already configured. With the Plus plan, the Burst feature lets you dictate multiple tasks in a row, and Foco will separate them in real time.

4. Review and adjust from the calendar or Focus mode

In the Calendar view, you’ll see all recurring tasks distributed over time. If you need to focus on a single client, enter Focus mode: the dashboard will filter only the tasks for that workspace, including recurrences. From there, you can drag dates in Kanban or postpone tasks in List view without affecting other clients.

Why Foco outperforms generic alternatives

Note-taking apps or spreadsheets force you to manually copy and paste recurring tasks, leading to errors and wasted time. Traditional project managers are designed for a single workflow, not for balancing multiple clients at once. Foco is built for this: each task carries its client’s color, recurrences generate automatically, and you can switch between seeing everything (Panorama) or isolating one workspace (Focus mode). Plus, voice capture and note templates prevent rewriting the same thing every month.

5. Share recurring tasks with collaborators

If you work with a team, invite other users to a specific workspace (e.g., 'Client Z'). Assign them recurring tasks (like weekly follow-ups), and they’ll see them in their dashboard with the client’s color. You can also generate a public link to share a specific task without granting access to the rest of Foco.