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Engagement letters
Engagement Letter Software for Bookkeepers
Bookkeepers skip engagement letters more than accountants — and pay for it more often
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
- Premier Books Consultancy
- Cranleys Chartered Accountants
- CJM Accountants
- Towpath Accounting Solutions
- Auditax International
- RS
Quick answer
Engagement letter software for bookkeepers gives sole practitioners and small bookkeeping firms the same templates, e-signature and catalogue tools accountants use, without needing accounting-specific features they don't use. It matters because bookkeepers are just as exposed to scope disputes as accountants, often more, since work is priced more informally.
Why do bookkeepers need engagement letter software specifically?
Bookkeeping work is often quoted informally and priced per task, which makes scope creep and fee disputes more likely without a written letter to point back to.
Bookkeepers are frequently treated as an afterthought by software built for accountants — heavy on tax and compliance features a bookkeeping practice doesn't use, light on the simple, fast client-facing tools that matter most: a clear letter, a clean price list, and a way to get it signed.
The risk of skipping a letter of engagement is arguably higher for bookkeepers, not lower. Work is often agreed over the phone, priced per month or per task, and scope tends to expand quietly — payroll gets added, then VAT, then management accounts — without anyone updating what was originally agreed.
Why missing engagement letters cost bookkeeping practices clients
A sole-practitioner bookkeeper took on a client with a verbal agreement to do monthly bookkeeping for a fixed fee. Within six months the client had also asked her to run payroll and file VAT returns, all agreed by text message, with no update to the price or the paperwork.
When the client queried why her fee had crept up, she had nothing written down to point to — just a series of texts agreeing bits of extra work over time. The conversation was uncomfortable, and the client left within the year, telling a mutual contact the pricing 'felt unclear.'
The work itself had been fine throughout. It was the absence of a document anyone could point to that turned a fee query into a lost client.
- Work agreed verbally or by text
- Scope quietly expands
- No letter updated to reflect it
- Client queries the fee
- Leak: No document to point to
Signs you have this problem
- New bookkeeping clients start work without a written letter
- Scope changes (adding payroll, VAT, extra software) aren't reflected in an updated letter
- Pricing is agreed informally per client rather than from a set list
- You use accounting-specific software with features you don't need for engagement letters
- Fee queries from clients are hard to resolve because nothing was written down
How to set up engagement letters as a bookkeeper: step by step
- 1
Build a simple services list
List your core services — bookkeeping, payroll, VAT returns, management accounts — with a standard price for each.
- 2
Write one letter template
Cover scope, fee, payment terms and what's excluded, in plain language your clients will actually read.
- 3
Send a letter for every new client
Make it a standard step before work starts, not an optional extra for bigger clients only.
- 4
Update the letter when scope changes
If a client adds payroll or VAT later, send an updated letter rather than agreeing it by text.
- 5
Get it signed electronically
Send it for e-signature so there's no chasing paper back and forth.
- 6
Keep a record of every signed letter
Store it against the client record so you can find it instantly if a fee query comes up.
How does Remindoo work for bookkeepers specifically?
Remindoo isn't accounting-specific — it works the same way for a sole-practitioner bookkeeper as it does for a multi-partner accountancy firm. You build a services and pricing catalogue covering exactly the services you offer, whether that's monthly bookkeeping, payroll or VAT returns, and use drag-and-drop templates to create letters of engagement without writing from scratch each time. Letters send by email with e-signature built in, so clients can sign online rather than printing anything. Everything sits against the client record, alongside notes, reminders and the full pipeline if you also take on new leads through referrals or a website form. It's free for 60 days with unlimited users, so a growing bookkeeping team doesn't get charged per person as it expands.
Products and services catalogue
Your services and prices, organised.
See featureProposal templates
Drag-and-drop builder for consistent proposals.
See featureProposals and letters of engagement
Send proposals and engagement letters by email.
See featureE-signatures
Clients sign online, no printing or scanning.
See featureCentralised client information
Services, documents and notes in one record.
See featureWhat changes when you fix it?
| Area | Spreadsheets, inbox and memory | With Remindoo |
|---|---|---|
| New client setup | Verbal agreement, work starts | Written letter signed before work starts |
| Pricing | Agreed case by case | Standard catalogue, applied consistently |
| Scope changes | Agreed by text, never documented | Updated letter sent and signed |
| Signing | Paper or informal email confirmation | E-signature online |
| Finding a past agreement | Searching old messages | One record against the client |
See it working with your own clients
A 30-minute walkthrough using your leads, services and deadlines.
Do bookkeepers need different letter wording to accountants?
Yes — bookkeeping engagement letters should reflect the specific services provided (data entry, reconciliation, payroll, VAT) rather than reusing accountancy wording built around accounts and tax compliance.
| Section | What to include |
|---|---|
| Scope | Exactly which services: bookkeeping frequency, payroll, VAT, reporting |
| Fee | Fixed fee, per-hour rate, or per-transaction pricing, and review terms |
| Client responsibilities | What records the client must provide and by when |
| Exclusions | What is not included, e.g. year-end accounts or tax filing |
“Companies House integration onboards clients in minutes; AML scoring keeps us compliant.”
Frequently asked questions
Is Remindoo suitable for a sole-practitioner bookkeeper?
Yes. There's no accounting-specific setup required — you build your own services catalogue and templates for whatever you offer.
Do I need different software to accountants for engagement letters?
No, the same proposal and letter tools work whether you're a bookkeeper or an accountant — you simply set up your own services and pricing.
Can I charge per transaction rather than a fixed fee?
Yes, your catalogue can reflect however you price — fixed fee, hourly, or per task.
Is e-signature included for bookkeepers too?
Yes, e-signature is part of the proposals and letters feature for every plan.
Does adding team members cost extra as I grow?
No, Remindoo has unlimited users at no extra per-user charge, so a growing bookkeeping team isn't penalised for hiring.
Is it free to try?
Yes, free for 60 days, then per-client pricing.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Comparing options? Read our guide to proposal software for accountants.
Last updated: . General guidance, not regulatory advice.
Why tracking leads and proposals matters
Every enquiry a practice fails to follow up is lost fee income. A clear pipeline shows which prospects need a reply, a proposal or a follow-up.
Faster replies
Prospects often contact more than one firm, so the firm that replies first and clearly has an advantage.
Consistent proposals
Templates and a services catalogue keep scope and pricing consistent whoever writes the proposal.
Signed terms from day one
E-signed engagement letters confirm scope and responsibilities before work begins.
No re-keying
Converting a won lead into a client keeps the details you already collected.
Practical tips from UK practice
- Reply to every new enquiry within one working day.
- Use lead statuses that match your real sales stages, and review them weekly.
- Send the engagement letter with the proposal so the client signs once.
- Record why lost leads were lost, to improve pricing and messaging.
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.”
