Emails
Email Management for Accountants: The Complete Guide
Client emails are where work starts. Remindoo Emails brings your Gmail, Outlook, company and team mailboxes into the CRM so every email can be linked to a client, a task or a new lead, prioritised, labelled, assigned and answered, with AI help when you need it.
Built for UK accountants, bookkeepers and growing accountancy practices.
How it works
For most UK accounting practices, client email is still the busiest and least organised part of the working day. Requests for bank statements, questions about a VAT return, year-end paperwork and new enquiries all land in different personal inboxes, and nobody can see who is dealing with what. Remindoo Emails moves that traffic into your practice management software. Connect your own Gmail or Outlook, a shared company mailbox and team members' mailboxes, then work from one inbox with Inbox, Unread, Starred, Archived, Complete, Sent and Spam folders.
Each email can be linked to a client record and to one of that client's tasks, so the conversation sits beside the job it relates to. If the sender is a new prospect, Create Lead opens the lead form with their email address and the subject already filled in. Triage tools — priority from Critical to Low, labels such as Year End, and named assignees — make ownership visible on the email card itself, so managers can see at a glance what is urgent and who has it.
When it is time to reply, AI Suggestion drafts a response or a new email, which you edit before sending. The result is a practice inbox with clear ownership, faster responses and a client communication history that lives in your CRM rather than in one person's mailbox.
Explore emails in Remindoo
Complete guide to emails in Remindoo
- 01
The shared inbox
Inbox, folders and reading pane
Remindoo email inbox with folders, categories, email list and reading pane - 02
Connect Gmail, Outlook, company and team mailboxes
Every mailbox in one place
Mailbox switcher with Gmail, Outlook, company email, team mailbox and all accounts - 03
Link emails to clients, tasks and leads
Link Client
Select a client to link with dialog showing Kestrel Logistics Ltd - 04
Priority, labels and assignees
Set priority
Email priority menu - 05
Reply and compose with AI Suggestion
Reply in seconds
Reply box with AI suggested reply - 06
Bulk actions and folders
Act on many emails
Two emails selected with archive, delete, mark as read, unread and star options - 07
Guide: How accountants manage client email
Inbox, folders and reading pane
Remindoo email inbox with folders, categories, email list and reading pane
Inbox, folders and reading pane
Search, switch mailbox and compose at the top; Inbox, Unread, Starred, Archived, Complete, Sent and Spam folders; All, Primary, Promotions, Social and Updates categories; last sync time and a refresh button. Each email card shows priority, star, the client it belongs to and a Comment link.
Fully triaged
Priority, a label such as Year End, an assignee, plus the linked task and client — all visible at the top of the email and on the card.
What you can see
- Medium priority badge beside the subject and on the email card.
- Labels: field showing a Year End label, with + to add more.
- Assigned to: with the assignee's avatar.
- Linked task chip (Year-end accounts …) and linked client chip (Kestrel Logistics Ltd).
- Email card now shows Kestrel Logistics Ltd and the assignee avatar.
Why it matters: Priority, category, owner, job and client are visible together, so anyone in the team knows exactly where the email stands.
Reply in seconds
Add CC and BCC, click AI Suggestion for a draft reply, edit it, then Reply or Reply All.
What you can see
- Reply to this thread… box under the email.
- CC and BCC fields.
- Rich-text editor with File, Edit, View, Insert, Format, Tools, Table and font controls.
- AI-drafted reply text in the editor, ready to edit.
- Ai Suggestion, Reply and Reply All buttons, plus link and image icons.
Why it matters: A first draft in seconds cuts response times without taking the accountant's judgement out of the reply.
Frequently asked questions
Can I connect Gmail and Outlook?
Yes. Connect a Gmail or Outlook account, a company mailbox and team members' mailboxes, then switch between them or view All Accounts.
Can I link an email to a client?
Yes. Use Link Client to attach any email to a client record; Link Task attaches it to one of that client's tasks.
Can I turn an email into a lead?
Yes. Create Lead opens the lead form with the sender's email and the subject already filled in.
Does Remindoo help write replies?
Yes. AI Suggestion drafts a reply or a new email that you can edit before sending.
Is Remindoo Emails a replacement for Gmail or Outlook?
No. You connect your existing Gmail or Outlook, company and team mailboxes, and work with them inside the CRM alongside clients, tasks and leads.
Can the whole team see who is handling an email?
Yes. Each email can have assignees, a priority and labels, and these show on the email card and at the top of the email.
Continue the Emails guide
See emails in Remindoo
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Why consistent client communication matters
Much of an accountant's week goes on chasing records and answering the same questions. Standard messages and timely reminders cut that chasing down.
Records arrive sooner
Reminders sent well before a deadline give clients time to send what you need.
Professional and consistent
Templates keep tone, content and deadlines accurate, whoever sends the email.
Less manual work
Tokens merge client details into messages, so one template works for every client.
A clear audit trail
Sent messages recorded on the client timeline show what was asked for and when.
Practical tips from UK practice
- Send the first records request at least six weeks before the internal deadline.
- Keep reminder emails short, with one clear action and a date.
- Review templates each tax year so dates and rules stay current.
- Use bulk emails for practice-wide updates such as new rules or office closures.
Related Remindoo features
Written and reviewed by Annie, Product Lead at Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
