Occasionally, firms need to create a task that is completely unique.
The task may:
Never happen again
Be client-specific
Not exist in the Adhoc drop-down list
Not require recurring scheduling
For these situations, DataGrows provides Once-Off Custom Tasks.
Use Once-Off Custom Tasks for unique work, not recurring work.
When Should You Use a Once-Off Custom Task?
Examples may include:
✅ Special Client Requests
✅ Business Sale Assistance
✅ Investigation Work
✅ Historical Record Searches
✅ One-Time Consulting
✅ Irregular Administration
Because the task name is free text, you can enter anything required.
Creating a Once-Off Task
Creating a Once-Off Task
Navigate to:
Adhoc Tasks → Once-Off Custom Tasks
Click:
Add Record
Complete:
Task Name
Description
Client
Assigned Team Member
Due Date
Billing Method
Then save the record.
Billing Options
Because the task name is completely custom, DataGrows cannot determine billing automatically.
For this reason, you must specify how it should be billed.
Option 1: Quoted Amount
Select:
Billing Selection → Quoted Amount
Enter:
Quoted Amount
The value will flow through to billing when time is authorised.
Example:
Client Consultation
Quoted Fee = R3,500
Option 2: Connect to a Rate
Select:
Billing Selection → Connect to Rate
Choose a Rate.
DataGrows will apply the relevant billing rate when time is recorded.
Important Recommendation
Avoid repeatedly creating identical Once-Off Tasks.
If you find yourself creating the same task repeatedly:
❌ Don't continue creating custom tasks
✅ Contact the DataGrows team
If the service is commonly required, it can often be added to the Firm & Adhoc Task drop-down list for better consistency and billing automation.
Task Reminders
Task Reminders
Any task with a due date automatically creates a reminder in:
All Tasks Due
This ensures:
✅ Visibility
✅ Accountability
✅ Deadline management
✅ Team collaboration
Why the Adhoc Department Matters
Why the Adhoc Department Matters
The Adhoc Department exists to eliminate:
Sticky notes
Outlook reminders
Personal spreadsheets
Individual task lists
Forgotten commitments
Instead, everything is centralised in DataGrows.
This means:
✅ Managers gain visibility.
✅ Team members remain accountable.
✅ Work can be billed correctly.
✅ Deadlines are not forgotten.
✅ Firms can operate from one source of truth.
Overall Adhoc Department Takeaways
✅ Firm & Adhoc Tasks provide standardised billable task options.
✅ Specialized Tasks automate recurring custom services.
✅ Once-Off Custom Tasks handle unique client requests.
✅ All task types integrate with All Tasks Due.
✅ Billing can be automated through rates or quoted amounts.
✅ Consistent tracking improves collaboration and profitability.
✅ DataGrows becomes your firm's central task memory rather than relying on spreadsheets, calendars, or notebooks. 🚀