Skip to content
Kuberan AI Help

Playbooks

Open Playbooks

Overview

Playbooks are reusable templates that define the standard sequence of tasks required to complete a particular type of engagement. When a new engagement is created with a playbook attached, all of the playbook’s task steps are automatically generated and assigned to that engagement, saving setup time and ensuring nothing is missed. Playbooks can be created from scratch, cloned from an existing one, or adopted from the Kuberan AI shared library of pre-built Canadian accounting workflows.

Playbooks list view with library and custom tabs
The Playbooks screen showing custom playbooks and the shared library tab.
  1. (1) My Playbooks tab — your firm's custom playbooks
  2. (2) Library tab — pre-built playbooks contributed by Kuberan AI and the community
  3. (3) Add Playbook button — creates a new blank playbook
  4. (4) Playbook card — shows name, step count, engagement type tag, and last-modified date
  5. (5) Step count badge — total number of task steps in the playbook

Screen Layout

The Playbooks screen uses a card-grid layout with two tabs:

My Playbooks tab: All playbooks created or adopted by your workspace. Cards display the playbook name, engagement type tag, number of steps, last-modified date, and a usage count (how many engagements currently use this playbook).

Library tab: Read-only browsable collection of pre-built playbooks. Categories include T1 Personal Tax, T2 Corporate Tax, Monthly Bookkeeping, Year-End Bookkeeping, HST/GST Filing, Payroll Setup, and Notice to Reader. Clicking Adopt copies the playbook into My Playbooks where it can be customised.

Playbook editor (side panel): Opens when you click a playbook card or click Add Playbook. Contains the playbook metadata form at the top and the ordered task-step list below, with drag-and-drop reordering.

UI Elements

My Playbooks

Displays all playbooks owned by your workspace. Includes custom-created and library-adopted playbooks.

Library

Displays pre-built playbook templates. These are read-only; use Adopt to create an editable copy in your workspace.

Add Playbook

Opens a new blank playbook in the editor panel. The playbook is saved as a draft until you add at least one task step and click Save.

Playbook Card

Clicking a card opens the playbook editor. Each card shows: name, engagement type badge (Bookkeeping/Tax/Advisory), step count, last-modified date, and active-usage count.

Adopt

Visible on Library tab cards. Creates a copy of the pre-built playbook in My Playbooks where you can rename and customise it.

Playbook Name

Free-text name for the playbook (e.g., “T2 Corporate Return — Standard”). Required; maximum 120 characters.

Engagement Type

Dropdown associating this playbook with an engagement type: Bookkeeping, Tax, Advisory, or Any. Used to filter playbooks during engagement creation.

Description

Optional rich-text field to explain the playbook’s intended scope, applicable client types, or usage notes.

Add Step

Appends a new task step to the bottom of the step list in the editor.

Step Drag Handle

Appears to the left of each step row. Click and drag to reorder steps. The order here determines the order tasks appear in engagements that use this playbook.

Step Title

Required. The task title that will be created when this playbook is applied to an engagement (e.g., “Obtain signed engagement letter”).

Step Description

Optional. Pre-filled task description or checklist notes. Supports plain text. This text is copied into the task when the playbook is applied.

Estimated Hours

Optional. Default hours to budget for this step. Appears on the task’s time-estimate field when the playbook is applied.

Delete Step

Removes a step from the playbook editor. Does not affect tasks already created from previous applications of this playbook.

Actions

Create a Playbook from Scratch

  1. Click Add Playbook in the top-right corner of the My Playbooks tab.
  2. Enter a Playbook Name (e.g., “Monthly Bookkeeping — Mid-Size Client”).
  3. Select the Engagement Type that this playbook applies to.
  4. Optionally add a Description to document intended usage.
  5. Click Add Step to create the first task step. Enter the step Title and optionally a Description and Estimated Hours.
  6. Repeat step 5 for each task in the workflow. Drag steps into the correct order using the ⠿ handle.
  7. Click Save Playbook. The playbook appears as a card in My Playbooks and is immediately available to select when creating engagements.

Add a Task Step to an Existing Playbook

  1. Click the playbook card you want to edit. The editor panel opens.
  2. Scroll to the bottom of the step list and click Add Step.
  3. Enter the step Title, and optionally a Description and Estimated Hours.
  4. Drag the step to the desired position in the list using the ⠿ handle.
  5. Click Save Playbook. The new step will be applied the next time this playbook is assigned to an engagement; existing engagements already using this playbook are not affected.

Edit an Existing Playbook

  1. Click the playbook card. The editor panel opens showing the current name, type, and all steps.
  2. Edit any field: name, description, type, step titles, descriptions, or estimated hours.
  3. Reorder steps by dragging their ⠿ handles.
  4. Remove unwanted steps by clicking the 🗑 delete icon on the step row.
  5. Click Save Playbook to commit the changes.

Adopt a Playbook from the Library

  1. Click the Library tab.
  2. Browse or search for a playbook that matches your engagement type (e.g., “T1 Personal Tax — Standard”).
  3. Click Adopt on the playbook card.
  4. The playbook is copied into My Playbooks with the prefix “Copy of”. The editor opens automatically so you can rename it and customise steps immediately.
  5. Click Save Playbook once your edits are complete.

Assign a Playbook to an Engagement

  1. Navigate to Engagements and click Add Engagement, or open an existing engagement in Draft status.
  2. In the Engagement form, locate the Playbook dropdown.
  3. Select the playbook that matches this engagement type. A preview shows the step count.
  4. Click Create Engagement (or Apply Playbook if editing an existing engagement).
  5. All task steps from the playbook are created as tasks on the engagement, in order. Estimated hours are copied to each task’s estimate field.

Delete a Playbook

  1. On the My Playbooks tab, hover over the playbook card and click the ⋯ actions menu.
  2. Select Delete.
  3. A warning dialogue shows how many active engagements are currently using this playbook. Existing tasks on those engagements are not affected.
  4. Type the playbook name to confirm, then click Delete.
  • Engagements List — Assign playbooks to new or existing engagements
  • Tasks — Review and manage the tasks generated from playbook steps
  • Time Entries — Log time against the tasks created by a playbook