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Tasks & automation
Task Management Software for Bookkeepers
Every VAT return, payroll run and bookkeeping job tracked without a spreadsheet
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
Task management software for bookkeepers tracks recurring jobs — VAT returns, payroll, bookkeeping cycles — against internal and external deadlines, with reminders and clear ownership. Remindoo auto-generates tasks from recurring services and Companies House sync, so nothing depends on someone remembering a spreadsheet.
What is task management software for a bookkeeping practice?
It's a system that tracks every recurring and one-off job — VAT, payroll, management accounts — against deadlines, with an assignee, priority and status, instead of a spreadsheet or sticky notes.
Bookkeeping practices run on repetition: the same VAT return, the same payroll cycle, the same set of bookkeeping tasks, month after month, client after client. That repetition is exactly what a spreadsheet handles badly.
Task management software takes the repeating structure and turns it into tasks that appear automatically, with deadlines and owners attached, instead of someone re-typing a to-do list every month.
Done well, it means a VAT deadline for client 40 gets exactly the same attention as client 4 — because the system generated the task the same way for both.
Why weak task management costs bookkeeping practices clients
I've watched a two-person bookkeeping practice run entirely on a shared spreadsheet — one tab per month, one row per client. It worked at 20 clients. At 60 it became unreadable, and a VAT return got missed because the row had been accidentally deleted during a copy-paste.
The client found out when HMRC sent a penalty notice, not from the bookkeeper. That's the moment trust breaks — not the mistake itself, but finding out about it from someone else.
Bookkeeping is high-volume, deadline-dense work. A spreadsheet copes with volume for a while, but it has no memory of what's recurring and no way to flag when a deadline is approaching. Software that generates the recurring task automatically removes that single point of failure.
- Recurring job due each month
- Tracked in a spreadsheet row
- Row edited, moved or deleted
- No automatic reminder
- Deadline passes unnoticed
- Leak: Client finds out from HMRC, not you
Signs you have this problem
- Your task list is a spreadsheet with one tab per month
- Recurring jobs are retyped from scratch each cycle
- You've missed or nearly missed a VAT or payroll deadline in the last year
- It's hard to see at a glance who's doing what this week
- New team members take weeks to learn 'how we track things'
- You find out about a missed deadline from the client, not your own system
How to set up task management for a bookkeeping practice: step by step
- 1
List your recurring services
VAT, payroll, management accounts, year-end bookkeeping — write down every recurring job type.
- 2
Build a template for each
Create a task or subtask template for each service so every client gets the same steps.
- 3
Attach deadlines
Set internal deadlines ahead of the external HMRC or Companies House date, so there's a buffer.
- 4
Assign ownership
Every task needs a named owner, not 'the team'.
- 5
Automate recurrence
Set the service to recur automatically rather than recreating tasks by hand each cycle.
- 6
Add reminders
Layer reminders in ahead of both the internal and external deadline.
- 7
Review weekly
Use a task view filtered by this week's deadlines as a standing team check-in.
Recurring bookkeeping task checklist — VAT return
Use this as the subtask template for a standard VAT return job.
Copy and adapt
1. Request records from client (bank statements, invoices, receipts) 2. Chase outstanding records if not received within X days 3. Reconcile bank transactions 4. Review and code outstanding items 5. Prepare draft VAT return 6. Internal review/sign-off 7. Send draft to client for approval 8. Submit return by deadline 9. Confirm submission and file records 10. Close task and set next period's task
How does Remindoo help bookkeeping practices manage tasks?
Remindoo generates tasks automatically from your recurring services, so a monthly VAT job, a payroll run or a bookkeeping cycle doesn't need retyping every period — it appears on schedule with the deadline, assignee and subtask checklist already attached. Companies House sync pulls filing deadlines straight into the client record so statutory dates aren't tracked separately from your own workflow. Strong task filters let you view work by tag, deadline, assignee or status, so a practice with 20 clients or 200 sees the same clear picture. Bulk task actions mean reassigning or rescheduling a batch of jobs — when a team member is off sick, say — takes minutes rather than hours of manual editing.
Recurring tasks
Repeat work is created automatically on schedule.
See featureCompanies House sync
Import company details and filing deadlines.
See featureStrong task filters
Filter by tags, deadline, assignee and status.
See featureBulk task actions
Reassign, snooze, archive or delete tasks in bulk.
See featureTask and subtask templates
Checklists that make every job consistent.
See featureWhat changes when you fix it?
| Area | Spreadsheets, inbox and memory | With Remindoo |
|---|---|---|
| Recurring jobs | Retyped each cycle in a spreadsheet | Auto-generated from the service |
| VAT/payroll deadlines | Tracked manually against a calendar | Attached to the task automatically |
| Statutory dates | Checked separately on Companies House | Synced into the client record |
| Weekly overview | Scroll a spreadsheet tab | Filtered task view |
| Staff absence | Manual handover of a spreadsheet row | Bulk reassign in a few clicks |
| Missed deadline risk | Found out from the client | Reminders before it's due |
See it working with your own clients
A 30-minute walkthrough using your leads, services and deadlines.
What deadlines should a bookkeeping practice track by default?
At minimum: VAT return and payment dates, payroll run dates including RTI, and any management accounts deadlines agreed with the client.
| Job | Typical deadline |
|---|---|
| VAT return and payment | Usually one month and 7 days after the VAT period end |
| PAYE/RTI submission | On or before each payday |
| CIS return | By the 19th of each month |
| Confirmation statement (if managed) | At least once every 12 months, 14 days to file |
Confirm exact dates for each client — VAT stagger periods and payroll schedules vary.
Does Making Tax Digital change bookkeeping task management?
MTD for Income Tax Self Assessment applies from April 2026 for qualifying income over £50,000, meaning more clients will need quarterly submissions tracked as recurring tasks rather than a single annual job.
That shift makes recurring, automatically generated tasks more important, not less — quarterly cycles multiply the number of deadlines a practice has to track without a proportional rise in headcount.
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
Does Remindoo do the bookkeeping itself?
No. Remindoo is practice management software — it tracks the tasks, deadlines and workflow around your bookkeeping, not the ledger work itself.
Can I set different recurrence for different clients?
Yes. Recurrence settings are flexible per client and per service — monthly, quarterly or annual, whatever fits that client's arrangement.
How does Companies House sync help a bookkeeping practice?
It pulls filing deadlines like the confirmation statement straight into the client record, so you're not checking a separate register for statutory dates.
Can I reassign tasks in bulk if a team member is off?
Yes — bulk task actions let you reassign, snooze or archive a batch of tasks at once rather than editing them one at a time.
Does Remindoo integrate with Xero or QuickBooks?
No — Remindoo doesn't currently integrate with accounting software; it manages the practice workflow around your bookkeeping tools.
Is there a per-user charge?
No. Remindoo has unlimited users; pricing is based on your number of active clients.
Is Remindoo 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 best workflow management software for accountants.
Last updated: . General guidance, not regulatory advice.
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.”
