Uku

1. Book a Demo (Optional)

• Duration: 30 minutes
• Uku offers a free demo to showcase features and answer questions tailored to your firm’s needs.

2. Initial Setup

• Duration: Within 1 week
• Steps:
  • Automatic Data Import: Import all clients, products, services, tax rates, and other parameters from your existing systems (e.g., Xero, QuickBooks, Excel).

  • Two Hours of Free Onboarding Help: Uku provides onboarding assistance to help you get started smoothly.

3. Customize Templates and Workflows

• Duration: 1-2 days (can run in parallel with setup)
• Steps:
  • Set up or customize workflow and billing templates for your firm’s processes.

  • Adjust client profiles, contracts, and invoices as needed.

4. Add and Onboard Your Team

• Duration: 1-2 days
• Steps:
  • Invite team members to the platform.
  • Assign clients and responsibilities.

5. Import Clients and Activate Workflows

• Duration: 1 day
• Steps:
  • Import client data from accounting software or Excel.

  • Activate workflows for each client.

6. Training and Go-Live

• Duration: 1-2 days
• Steps:
  • Uku provides training for your team on using the platform efficiently.
  • Begin working with real data and clients in Uku.

Uku software offers extensive customization options tailored to fit specific business needs, especially for accounting firms:

• Task Management Customization
  You can create and manage tasks with detailed descriptions, assign them to clients and colleagues, track time, and generate invoices based on tracked time.
  • Create task templates for recurring services (e.g., "Small business accounting") to quickly assign relevant tasks to clients.
  • Use topics to categorize tasks (e.g., "Meetings," "Taxation") for reporting and dashboard grouping.

  • Add custom fields (numerical or status fields) to tasks for detailed tracking and reporting, such as pricing by document count or task status for annual reports.

• Workflow and Project Customization
  • Define recurring tasks with set frequencies (daily, weekly, monthly, yearly).
  • Create workflow templates and project templates with specific start and end dates.
  • Assign workflows or projects to multiple clients in bulk to save time.

  • Set task dependencies and automate task sending to the client portal or email notifications.

• Client Portal Customization

  • Fully customizable client portal menus where you can add custom menu items, choose icons, and link to any URL (documents, workflows, external tools).

• Contract and Billing Customization
  • Create contract templates with billable services and pricing models (fixed price, hourly rates).

  • Customize contracts per client, supporting multiple contracts per client with different billing cycles (monthly, yearly, quarterly).

• Additional Customization Features
  • Customizable reports, templates, and fields.
  • Ability to tailor workflows, billing, and team management to specific firm processes.
  • Integration with popular accounting software and import of existing data to maintain continuity.

• Uku provides two hours of free onboarding help as part of the initial setup, which includes automatic import of clients, products, services, and tax rates from existing systems.

• Beyond the free onboarding, Uku offers tailor-made team workshops, assisted client imports, and dedicated account managers, which may incur additional charges depending on the service level or firm size.

• Pricing plans typically include:
  • Subscription fees (monthly or annual) for software access.
  • Possible fees for custom integrations or advanced features.
  • Optional premium support or training packages.
  • Payment by invoice is available, which may include negotiated terms for larger firms.

• Uku provides comprehensive training options for new users, including live team training sessions, which can be purchased as packages tailored to team size. For example, a Team Training Pack includes three live sessions designed to help implement Uku and optimize workflows within the organization.

• New users can also self-onboard using Uku’s extensive help materials, such as guides, video tutorials, and documentation.

• Uku offers personalized onboarding services including client import, workflow setup, and team training, with the first two hours of onboarding assistance provided free of charge. Additional consulting sessions are available for deeper support.

• Training covers not only software usage but also principles and efficiency tricks to maximize productivity.

• Support channels include phone, chat, FAQ, help desk, knowledge base, tickets, and 24/7 live support, ensuring users have access to assistance whenever needed.

• Uku also provides free demo sessions and 1-on-1 consultations to help new users understand features and integrations before and after adoption.

• Uku’s positioning as a professional accounting practice management software implies adherence to standard security practices typical for SaaS platforms in this sector.

• These likely include data encryption, secure user authentication with role-based access controls (e.g., member, admin, inactive roles), and secure data import/export processes.

• Uku’s multi-language availability and professional onboarding also suggest compliance with international data protection standards to ensure client and firm data confidentiality and integrity.

• Uku regularly releases updates to improve functionality, security, and user experience, though exact schedules are not explicitly stated.

• Updates are managed centrally by Uku, meaning users receive new features and fixes automatically without manual intervention.

• Training materials and user guides are updated alongside software releases to keep content relevant and support user adaptation to changes.

• Uku’s approach to updates aligns with best practices in SaaS, ensuring minimal disruption and continuous improvement.

• Uku processes all data entered into its system in compliance with data protection laws, ensuring adherence to privacy and regulatory standards.

• Customer data is protected using enterprise-grade cloud servers certified to ISO 27001 standards. Data is encrypted during transmission using TLS 1.3, and passwords are secured with strong cryptographic hashing. System controls are in place to prevent common cyberattacks.

• Physical servers are located in secure data centers in Germany and use Microsoft Azure cloud storage, both audited for compliance with international security standards.

• Uku does not claim ownership of any data entered or stored by users; all data remains the property of the user or their organization. Users retain full rights and control over their data.

• Users have the right to export or request the return of their data at any time, supporting data portability. Upon account termination, Uku deletes user data after a grace period or after it has been returned to the user, ensuring data is not retained unnecessarily.

• Uku only engages other data processors, such as integration partners, with explicit authorization from the user, maintaining user control over data sharing.

• Uku’s subscription model is flexible, allowing organizations to scale their usage based on changing needs.

• Firms can add or remove users, clients, workflows, and features as their business grows or contracts, with billing adjusted accordingly.

• There are no rigid long-term lock-ins; Uku supports growth with features like bulk client imports and workflow assignments, plus tailored onboarding and training to accommodate scaling teams.

• Payment by invoice is available, enabling negotiation of terms suitable for scaling organizations, including larger firms or those with fluctuating usage.

• Additional services such as premium support, dedicated account management, or custom integrations can be scaled up or down based on organizational requirements, usually at additional cost.

• Uku’s approach ensures firms can adjust their subscription and service levels without disruption, supporting both expansion and downsizing efficiently.

• Uku’s Terms of Use establish the agreement between the service provider and the user but do not publicly disclose detailed specifics about contract renewal or cancellation periods.

• Generally, SaaS providers in the accounting software space, including Uku, operate on subscription models that renew automatically unless cancelled by the user before a specified notice period.

• Best practice and regulatory guidance suggest that users should receive clear advance notice of upcoming renewals, including terms of renewal and instructions on how to cancel to avoid automatic rollovers that may lock customers into unwanted contracts.

• Cancellation terms typically allow users to terminate their subscription with reasonable notice before the renewal date without incurring penalties or cancellation fees.

• Non-payment of fees may result in suspension or termination of access to the software and services.

• Users can expect that upon cancellation, Uku will cease billing and eventually delete user data after a grace period, consistent with data retention policies.

• For precise renewal and cancellation terms, including any required notice periods or fees, users are advised to review Uku’s official Terms of Use or contact Uku directly, as these details may vary depending on the subscription plan or negotiated agreements.

• Uku operates on enterprise-grade cloud infrastructure certified to ISO 27001, an internationally recognized standard for information security management systems (ISMS).

• Data in transit is protected using TLS 1.3 encryption, ensuring secure communication between users and Uku servers.

• Uku employs strong cryptographic hashing for password security and implements system controls to mitigate common cyber threats.

• Physical servers are hosted in secure data centers in Germany and Microsoft Azure cloud storage, both compliant with international security and privacy standards, including GDPR requirements.

• Uku complies with the Personal Data Protection Act and other relevant data privacy laws, ensuring lawful processing and protection of user data.

• The software’s multi-language support and professional onboarding reflect adherence to international best practices for software compliance and user data protection.