How to fill out the Recurring Aero upload Spreadsheet

When you’re ready to upload recurring tasks into Aero, completing the task upload spreadsheet correctly is essential. This guide explains each required field and how to gather the right information from your Aero account.

🔹 Step 1: Understand Templates

A Template is the default checklist used for your recurring tasks. You can either:

Create your own template OR use one from the Aero Library

⚠️ If you’re on a free trial and see “Subscribe Now” buttons, simply enter your credit card in Account Settings to unlock all templates. You won’t be charged until the trial ends.

Types of Templates

• Library Templates: Pre-built templates provided by Aero.
• Aero Templates: Templates you’ve created or copied for customization

🔹 Step 2: Key Fields in Your Template

Before uploading tasks, make sure the following fields are set in your checklist template:

✅ Estimated Duration (Required): How long the task should take in general. You can use estimates like 15, 30, or 60 minutes.

✅ Days to Due Date: Used to calculate the task’s due date from the start date.

Example: If the task starts Monday and you want it due Wednesday, enter 2.

✅ Aero Type: You define your own Aero Types, which can also map to QBO service items.

✅ Priority: Choose: Normal, Elevated, or Critical.

✅ Billable or Fixed Fee: Designate whether the service is billable (billed by the hour) or part of a fixed fee engagement.

✅ Template ID: At the top of the template edit page, the last number in the URL is your Template ID. You’ll use this in the first column of the spreadsheet.

Example: .../edit/299 → Template ID = 299

🔹 Step 3: Filling Out the Spreadsheet Fields

Here’s what each column means:

1. Template ID: The numeric ID of the template.
2. Template Subject: The name of the template (for verification purposes).
3. Assigned To: The Aero username of the team member who will start the recurring task. If multiple people work on the checklist, put the name of the first person to work on it.
4. Aero Type: Match the Aero Type set in your template (e.g. “Monthly Bookkeeping”).
5. Billable or Fixed Fee: Enter True or False. This can be different on different lines.
6. Customer Name: Must exactly match the client name in Aero. Tip: Run a Customer List report from the Aero reports section and export it to CSV for easy matching.
7. Contact Name (Optional): Helpful if there’s a specific person to contact for the task (e.g., office manager, spouse, etc.).
8. Estimated Duration: May differ from the default in the template for individual clients.
9. Renewal Pattern: Choose: Weekly, Monthly, Quarterly, Yearly, etc.
10. Days of the Week: For weekly tasks, specify the day(s) (e.g., “Tuesday”, “Thursday”).
11. Same Date Each Month: Enter "TRUE" if it should be repeated on the same date each month (like the 1st of each month). Enter "False" if it should be repeated on a day and week (like the first Monday each month). This applies to monthly tasks only.
12. Repeat Every: Number of intervals between recurrences (e.g., every 2 weeks = 2, monthly = 1).
13. Start Date: The first date the task will appear on the dashboard. All recurrences are based on this.💡 Pro Tip: Set a start date that matches when your team will be fully trained and ready to use Aero.
14. End Date: How far in the future to schedule the recurring tasks (e.g., 3 years out). Aero pre-generates all future task instances—even those not yet due—so you can monitor backlogs.
15. Days to Due Date: This must be a number, not a specific date. It determines how many days after the start date the task will be due. You might have a defualt on the template, but this can be different from client to client.

🔹 Need Help?

If you have questions:

📧 Email: support@aeroworkflow.com 

💬 Submit a support ticket from within the Aero app 

📅 Schedule a 1-on-1 support session

We’re happy to walk you through how to fill out the spreadsheet or translate your existing workflows into the format needed for upload.