Free resource
Accountancy hours-back checklist
For UK accountancy practices that want client reminders, records requests and onboarding follow-up to run more consistently without removing professional judgement.
Work through the sections when reviewing your practice management system, inbox rules, document portals and signing tools. The aim is to automate routine prompts while keeping advice, exceptions and sensitive client decisions with the practice.
Client record and paperwork chasing
Make document requests consistent, so staff are not manually chasing the same bank statements, receipts and signed paperwork each week.
- List the records you request most often: bank statements, receipts, payroll details, signed accounts, tax return information and missing client confirmations.
- Write one request template for each record type, naming the client, deadline, required format and where the document should be uploaded or sent.
- Stop reminders automatically when the document is received, then flag incomplete or unclear submissions for staff review rather than sending another chase.
Tax return and year-end deadline reminders
Run reminders backwards from filing dates, so deadline pressure is visible before the final week.
- Create a deadline field for each client return or year-end job in your practice management system, spreadsheet or calendar.
- Set reminder points 8 weeks, 4 weeks, 2 weeks and 1 week before the deadline, with shorter wording as the date approaches.
- Send an internal exception list to the practice manager before final reminders go out, covering clients with missing data or unusual circumstances.
VAT, HMRC and MTD prompts
Treat recurring obligations as scheduled workflows, not separate manual chase lists.
- Record VAT quarter-end dates, filing due dates and MTD reporting obligations for each relevant client in one maintained source.
- Send VAT record reminders from that source, including the quarter covered, the information needed and the date by which the practice needs it.
- Route clients with repeated late submissions or complex VAT questions to a named team member before any further automated prompt is sent.
New client onboarding
Keep engagement letters, identity checks and first document requests moving without repeated manual checking.
- Map the onboarding stages from enquiry accepted to active client, including engagement letter sent, signature received, checklist issued and records received.
- Trigger the document checklist only after the engagement letter is issued, then remind the client if the letter is unsigned after 5 working days.
- Send a concise welcome message once the required documents are complete, naming the main contact, next step and expected communication rhythm.
Signature status and document approval
Use signature and upload status to decide the next step, rather than asking staff to check portals manually.
- Connect signature status from DocuSign, Adobe Sign or your existing signing tool to a central client record where the team can see progress.
- Send one polite reminder for unsigned documents, then move overdue or disputed documents to manual follow-up with context for the staff member.
- Log completed signatures and approvals against the client record so the next workflow is based on confirmed status, not inbox searches.
Routine queries and exception handling
Separate standard client questions from judgement calls that should stay with a qualified person.
- Identify repeat questions about document formats, upload links, VAT dates, payroll cut-offs and payment status that can use approved replies.
- Create a shared reply library with clear ownership, so client-facing wording is checked before it becomes part of any automated sequence.
- Define exception rules for technical advice, complaints, GDPR concerns, HMRC disputes and any client marked for partner review.
Want a hand setting it up
We can wire this up so it runs reliably
On a free 20-minute fit call we will look at your practice management system, client record process, deadline reminders and onboarding workflow, then tell you which of the steps above to automate first.
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