Settings
Automations
Rules that act when a lead, proposal, task, client or service enters a status: wait, then change status or send a templated email — in a grid or a visual builder.
Built for UK accountants, bookkeepers and growing accountancy practices.
How it works
Automation is where Remindoo saves the most staff time. Automation rules act on leads, proposals, tasks, clients and services, each with its own tab and rule count. Every rule follows the same pattern: when a record enters a status, wait for a set time, then take an action.
For proposals, that could mean archiving a Declined proposal after a day, sending a thank-you email when a proposal is Sent, or sending an information request email once it is Signed. For tasks, rules can act immediately or after a number of days when a task becomes In-Progress, Awaiting Feedback or Complete — for example changing its status or sending a templated email to chosen recipients.
The rules are precise. They run when a record enters the status, not on records already sitting in it; once per entry; and only if the record is still in that status when the wait ends. That avoids duplicate emails and stops actions firing on work that has already moved on. Counters show total, active and paused rules.
If you prefer to see the flow, Build visually opens a canvas. Add a trigger, a wait and an action, connect them and choose a template and recipients. Because the email template is read at the moment of sending, fixing a template also fixes every send still waiting. Set Active on save, then add the rule to the grid.
Rules in a simple grid
For each status (e.g. proposal Declined, Sent or Signed) choose a wait time, then an action such as Change Status or Send Email with a template and recipients. Rules run when a record enters the status, once per entry, and only if it is still there when the wait ends.
What you can see
- Tabs Leads, Proposals, Tasks, Clients, Services with rule counts
- Note: rules run when a proposal enters a status, once per entry, if still there after the wait
- Columns: Proposal status / condition, After, Then do / action, Template / details, Send / assign to
- Examples: Declined → Change Status to Archived; Sent and Signed → Send Email
- Add Rule and Build visually
- Total, active and paused rule counts
Why it matters: Proposal follow-ups and housekeeping happen on time without anyone remembering to do them.
Task automations
Act immediately or after a number of days when a task becomes In-Progress, Awaiting Feedback or Complete; see total, active and paused rules.
What you can see
- Tasks tab selected
- Task status / condition: In-Progress, Awaiting Feedback, Complete
- After set in days, with an Immediately badge when set to zero
- Then do / action: Change Status or Send Email with a template
- Send / assign to recipients
- Add Rule, Build visually and rule counters
Why it matters: Task status changes can trigger the next step straight away, keeping jobs moving.
Build visually
Drag a trigger, a wait and an action onto the canvas and connect them, e.g. When a task becomes Awaiting Feedback → wait 3 days → send email; choose whether it is active on save.
What you can see
- Build an automation — pick the trigger, then the timing, then the action, and connect them
- Palette: Trigger (Add new trigger, Add separate trigger), Timing (Wait), Actions (Change Status, Send Email)
- Canvas flow: When a task becomes Awaiting Feedback → Wait 3 days → Send email
- Send email panel with Select template and Who receives it
- Note that the template is read when the email is sent
- Active on save, Cancel, Add to grid and Save automations
Why it matters: Anyone can build and check an automation visually, without needing technical skills.
Related feature guides
Frequently asked questions
Can I control what each employee sees?
Yes. Roles set permissions per module (e.g. create/import clients, delete clients, view fee and hour aggregates) and whether a user sees All clients and tasks or Allocated Only.
Can Remindoo connect to HMRC?
Yes. Add HMRC agent authorisation accounts (including XML) and Tax Liability Agents for VAT, PAYE, SATR and CT600.
Can I enforce MFA?
Yes. Make multi-factor authentication mandatory for all employees.
Can staff connect an AI assistant like Claude or ChatGPT?
Yes, through MCP Access, which an admin can switch off for the whole practice and review per employee.
Will an automation fire on records already in a status?
No. Rules run when a record enters the status, once per entry, and only if it is still there when the wait ends.
If I edit an email template, do waiting automated emails use the new version?
Yes. The template is read when the email is sent, so editing it also fixes every send still waiting.
Continue the Settings guide
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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.”
“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.”
