Service templates

Automated Service Templates for Accountants and Bookkeepers

Turn every client service into a repeatable workflow. Use trigger dates to generate tasks, subtasks, deadlines, reminders, document folders, internal checklists and structured client information requests.

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Built for UK accountants, bookkeepers and growing accountancy practices.

Your Central Workflow-Automation Engine

Service templates combine services, trigger dates, recurring tasks, subtasks, deadlines, client requests, emails, documents, reminders, checklists and folder creation in one reusable definition.

Service
Trigger date
Tasks and subtasks
Deadlines
Checklists and client requests
Emails and documents
Reminders
Folders

Import Existing Service Templates

Import existing service templates
Avoid recreating service structures by hand
Bring reusable service workflows into Remindoo
Use imported templates as the basis for tasks, subtasks, reminders and checklists

Build a Service Template

Service name
Internal or external type
Active or inactive status
Estimated hours and minutes
One or more frequencies
Trigger-date field
Custom fields
Folder automation
Task templates
Subtask templates
Reminder templates
Checklists

Drive Workflows from Client Trigger Dates

Assign a service to a client and use the client’s relevant trigger date to drive the associated workflow, deadlines and reminders.

Accounting period end
Next bookkeeping date
VAT filing date
Payroll run date
Self Assessment date
Confirmation Statement date
ATED renewal date
MTD ITSA quarter end
CIS period or start date

The trigger date is the reference point for task creation and scheduling, internal and external deadlines, reminder timings, recurring workflows, personalised task names and relevant service custom fields. Actions run where the matching task and reminder templates are configured.

Task and Subtask Templates

Task templates

Dynamic task names with client, company and date tokens
Default priority
Billable-task setting
Description and tags
Frequency settings
Internal and external deadlines
Delete a task template
Tasks reused every time the service workflow runs

Subtask templates

Create reusable subtasks within a service workflow
Attach multiple subtasks to the main task
Standardise detailed delivery steps
Reuse the same structure whenever the service is generated
See how many subtasks each service has
Add subtasks to templates that don't have any yet

Recurring Frequencies

Daily
Weekly
Fortnightly
Monthly
Quarterly
Yearly

A service can offer several frequencies, so you pick the right schedule when assigning it to a client.

Separate Internal Targets from External Deadlines

Internal deadline

Calculated from the trigger date or a task-progress status, plus a configurable day offset, or zero days where no adjustment is needed.

External deadline

The same as the internal deadline, a separate offset, or a selected custom day.

Your team gets a completion target ahead of the client-facing or filing date. External deadlines are what you configure; they aren't automatically HMRC statutory deadlines.

Reminders Built into the Service

Each service can have multiple reminder templates based on its frequency, weekly, fortnightly, monthly, quarterly or yearly, so reminders are part of the service workflow, not a separate email job.

Set up multiple reminders under each service
Add unlimited reminders, no cap per service
Change the wording and tone of each reminder
Send reminders to clients or to your own team

See automated reminders

Checklists for Your Team and Your Clients

A service-template checklist defines the repeatable steps for that service. When the service generates work, those steps become part of the task. Some items stay internal; others can be sent to the client.

Create reusable checklists within service templates
Include checklist items in generated tasks
Standardise the steps employees must complete
Use checklists alongside tasks and subtasks
Ask the client to complete designated checklist items
Track the required information as part of the workflow

Send structured checklist requests to clients and keep their required actions connected to the relevant service and task. Client checklists support professional review; they don't replace it.

Request Information from Clients

Request information from the client
Ask the client to complete a checklist
Keep the request attached to the service workflow
Follow up with reminders where configured
Reduce unstructured chasing across separate emails
Keep client requests connected to the work

Emails and Documents in the Workflow

Send an email as part of the service workflow
Use email content connected to the relevant task
Personalise emails with client and service information
Request documents or information
Attach documents to workflow emails
Keep communication and document requests with the task

Explore the Document Portal

Folder Automation

When Folder Automation is enabled, assigning the service automatically creates the configured folders, using the structure defined through the task template. Service, task and client documents stay connected and you skip repeated manual folder setup.

How a Service Workflow Runs

Assign service to client
Read client trigger date
Generate recurring task
Create subtasks and checklist
Calculate internal deadline
Calculate external deadline
Request information from client
Send emails and documents
Run scheduled reminders
Create document folders
Track completion through the task

Task managementWhere generated tasks, subtasks and checklists are delivered.Client managementAssign services to clients and hold their trigger dates.Document PortalFolders created by Folder Automation live here.Email managementWorkflow emails sit alongside your connected inboxes.Workflow automationRules that act on status changes.Roles and permissionsControl who manages service and email templates.

Reusable Email Content in Your Services

Use email templates in service reminders and client information requests so recurring services always use consistent wording.

Explore Email templates

Monitor Automated Reminder Activity

Review service reminders after they have run, confirm whether communications were sent and investigate failed reminders through the associated error log.

Explore Practice Controls

Service and Subtask Automation

Service rules run when a subtask enters a status, choosing the action, template and assignee.

Explore service and subtask automation

Frequently asked questions

What is a service template in Remindoo?

A reusable definition of a service, its type, status, estimated time, frequencies, trigger date, custom fields, tasks, subtasks, reminders, checklists and folder automation. Assign it to a client and it becomes that client's repeatable workflow.

Can I import existing service templates?

Yes. Service templates can be imported so you don't have to rebuild service structures by hand.

What is a trigger date?

A client-specific date such as an accounting period end, VAT filing date or payroll run date. It is the reference point for task scheduling, internal and external deadlines, reminder timings and personalised task names.

Which frequencies are supported?

Daily, weekly, fortnightly, monthly, quarterly and yearly. A service can offer several frequencies, and you choose the right one when assigning it to a client.

How are internal deadlines calculated?

From the service trigger date or a task-progress status, plus a configurable day offset (including zero days), so your team has a completion target before the external deadline.

How are external deadlines set?

The same as the internal deadline, as a separate offset, or on a selected custom day. External deadlines are the dates you configure; they are not automatically HMRC statutory deadlines.

Can a service have more than one reminder?

Yes. You can set up unlimited reminders under each service, based on its frequency, change the wording and tone of each one, and send them to clients or to your team.

Can clients complete checklist items?

Yes. Designated checklist items can be sent to the client as structured requests, keeping their required actions connected to the relevant service and task. Client checklists support, but do not replace, professional review.

Can workflow emails include documents?

Yes. Emails sent as part of the service workflow can be personalised and can include attached documents.

What does Folder Automation do?

When enabled, assigning the service automatically creates the configured document folders, so you don't set them up manually for each client.

Does everything run automatically?

The workflow runs according to what you configure. Tasks, reminders, emails and folders are created where the relevant templates and settings are in place.

Make Every Service a Repeatable Workflow

See how Remindoo turns services and trigger dates into tasks, deadlines, reminders, checklists and client requests your team can rely on.

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Book a personalised demonstration based on your firm’s own process.

See it in action

More walkthroughs

Why recording every task matters in an accountancy practice

Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.

Avoid penalties

HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.

Nothing depends on memory

Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.

Consistent quality

Subtask checklists make every job follow the same steps and reviews, whoever does the work.

Visibility for managers

Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.

Practical tips from UK practice

Set an internal deadline two to four weeks before every statutory deadline.
Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
Break larger jobs into subtasks, including a review step.
Comment on the task instead of by email, so the history stays with the work.

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.”

Shaz Israr

“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”

Taxaccolega Chartered Accountants

“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.”

Afia Begum

“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”

Premier Books Consultancy Ltd