Workflow automation and checklists
Workflow Automation and Client Checklists for Accountants
Create repeatable accounting workflows, collect the right information and keep work moving automatically. Remindoo combines reusable checklist templates with status- and date-based automation across leads, proposals, tasks, clients and services.
Built for UK accountants, bookkeepers and growing accountancy practices.
Bring Checklists and Automation Together
Accounting workflow automation means configured rules that act when a record reaches a chosen status, so routine follow-up happens without someone remembering to do it.
- Checklists define the information, documents and steps required
- Tasks and service templates organise the work
- Automation rules respond to configured statuses, conditions and timing
- Emails, templates, reminders, recipients and assignees move work forward
- Fewer missed steps
- Less repetitive admin
- More consistent client service
- Clearer ownership
- Better workflow visibility
- Faster information collection
- Repeatable service delivery
Create Reusable Checklist Templates
Accounting checklist templates are reusable lists of documents, information or steps, so you don't rewrite the same list for every client.
- Name each checklist and add an optional description
- Add individual items for documents, information or steps
- See the total items and track completed and outstanding ones
- Search templates and see the total number
- Preview, edit or delete templates
- Browse with pagination
- Reuse checklists across workflows
Accounting Checklist Templates for Common Services
Examples of processes you can standardise — adapt each to your firm's own requirements:
- Annual Tax on Enveloped Dwellings
- Bookkeeping
- CIS contractor returns
- Company formation
- Confirmation statements
- Dormant company filing
- Home Office income certification
- LLP formation
- Management accounts
- Making Tax Digital for Income Tax
- P11D benefits and expenses
- Partnership tax returns
- Payroll and PAYE
- Personal tax returns
- Overseas entity registration and verification
- Identity verification
- Company strike-off
- VAT returns
- Year-end accounts
Collect Information and Documents from Clients
Client information checklists present what you need from a client as an organised list they can work through.
- Request information and supporting documents
- Let clients complete designated client-facing items
- Connect requests with the relevant task or service
- Send related emails, with documents attached
- Reduce fragmented requests and repeated follow-ups
- Give clients clarity on what is still outstanding
Connect Checklists with Tasks and Service Templates
- Main tasks
- Subtasks
- Internal checklist items
- Client-facing checklist items
- Information requests
- Document requests
- Internal reminders
- Client reminders
- Email communications
- Email templates
- Document attachments
- Assignees
- Teams
- Trigger dates
Example: a year-end accounts service template can hold internal preparation tasks, subtasks, a client information checklist, document requests, emails, reminders and assigned team members.
Explore service templatesAutomate Work Across the Client Journey
Remindoo has separate automation areas for leads, proposals, tasks, clients and services.
Lead automation
- Status or condition
- Number of days
- Before or after
- Zero days runs immediately
- Action
- Template or details
- Recipient or assignee
- Active or paused
- Duplicate or delete
Actions include sending an email with a stored template to selected recipients, or changing the lead's status. For example, when a lead enters “New Lead”, send a chosen template immediately; when it enters “In Progress”, move it to another pipeline status.
Proposal automation
Proposal rules use the same structure — status, days, before or after, action, template or details, recipient and active state — for consistent, status-based proposal follow-up.
Task automation
Task rules support repeatable work, assignments, communications and follow-up using the same settings. See task management.
Client automation
Client rules support consistent onboarding, information requests and service delivery. See client management.
Service and subtask automation
- Service
- Task
- Subtask
- When
- Days before or after
- Action
- Template or details
- Recipient or assignee
- Active
Service rules run around a subtask entering the configured status, linking service templates, tasks, subtasks, communications and responsibility.
Available actions depend on the automation category and configuration.
Choose the Condition, Timing and Action
1. Select the trigger
Choose the status or condition for a lead, proposal, task, client or service subtask.
2. Configure the timing
Set the number of days and whether the action happens before or after. Zero days runs immediately.
3. Select the action
Choose the action, template or details, then the recipients or assignees.
How Status-Based Automation Works
Status-based automation acts when a record — a lead, proposal, task, client or service subtask — enters a chosen status.
- An active rule applies to relevant records already in the selected status
- It acts once each time a record enters that status
- It doesn't keep repeating while the record stays there
- If the record leaves and re-enters the status, it can run again
- A delayed action only runs if the record is still in the required status
- If the record moves on before the scheduled time, the action is cancelled
Manage Every Automation Rule
- Add a new rule and configure its condition and timing
- Select an action, template or details, and recipients or assignees
- Activate, pause, duplicate or delete rules
- See total, active and paused rule counts
- Manage rules separately for every supported module
Example Accounting Workflows
New lead follow-up
A lead enters a pipeline status and an email is sent using the chosen template and recipients.
Proposal follow-up
A proposal reaches a configured status and the timed action is scheduled.
Year-end accounts
Internal tasks, subtasks, client information checklist, document requests, reminders and team responsibilities.
VAT return
A reusable checklist collects records and guides staff through the internal steps.
Monthly bookkeeping
A recurring service workflow requests information, manages tasks and shows outstanding steps.
Remindoo doesn't file returns or submit information to HMRC, and your team stays involved in the professional work. Examples are illustrations, not legal or regulatory advice.
Connected Across Remindoo
Frequently asked questions
What is accounting workflow automation software?
Software that standardises recurring practice work and runs configured actions — such as sending an email or changing a status — when a lead, proposal, task, client or service subtask reaches a chosen status, immediately or after a set number of days.
Can I create reusable accounting checklist templates?
Yes. Create named checklist templates with an optional description and individual items, then search, preview, edit, delete and reuse them across workflows.
Can Remindoo request documents and information from clients?
Yes. Client-facing checklist items can request information and supporting documents, connected to the relevant task or service, with related emails and attachments.
Can clients complete checklist items?
Yes. Clients can complete the checklist items designated as client-facing.
Can checklists be connected with tasks and services?
Yes. Checklists sit alongside tasks, subtasks, reminders and emails inside service templates, so they are included whenever the service generates work.
Can Remindoo automate lead follow-up?
Yes. Lead rules can, for example, send a selected email template to chosen recipients when a lead enters a status, or move the lead to another pipeline status.
Can automation rules be created for proposals?
Yes. Proposals have their own automation area with status, timing, action, template or details, recipient and active or paused settings.
Can tasks and clients have separate automation rules?
Yes. Leads, proposals, tasks, clients and services each have their own automation area.
How does service and subtask automation work?
You select the service, task and subtask, choose when the rule runs, set days before or after, then choose the action, template or details and recipient or assignee. The rule runs around the subtask entering the configured status.
Can an automation run immediately?
Yes. Set the number of days to zero and the action runs straight away.
Can an action run before or after a workflow event?
Yes. Each rule lets you choose a number of days and whether the action happens before or after the event.
What happens if a record changes status before a delayed action?
The scheduled action is cancelled. A delayed action only runs if the record is still in the required status.
Can an automation rule run more than once?
A rule acts once each time a record enters the status. It does not repeat while the record stays there, but runs again if the record leaves and later re-enters the status.
Can automation rules be paused?
Yes. Rules can be activated or paused at any time.
Can rules be duplicated?
Yes. Duplicate a rule to reuse its setup, or delete rules you no longer need.
Can I view active and paused rule counts?
Yes. Each automation area shows the total number of rules and how many are active or paused.
Can recipients and assignees be selected?
Yes. Each rule lets you choose recipients or assignees. Available actions, templates and recipients depend on the automation category.
Is Remindoo suitable for accountants and bookkeepers?
Yes. Remindoo is built for UK accountancy practices and bookkeepers. Automation supports your team; it doesn't file returns, submit to HMRC or replace professional judgement.
Automate the Routine. Focus on Your Clients.
Remindoo helps accounting practices replace repetitive administration with structured checklists, connected tasks and controlled workflow automation.
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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 Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of 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.”
