Emails
How Accountants Manage Client Email
A practical guide to running a practice inbox: shared mailboxes, linking emails to clients and jobs, triage, ownership and faster replies.
Built for UK accountants, bookkeepers and growing accountancy practices.
How it works
Client email management is one of the clearest signs of how well a UK practice is run. When emails live in personal inboxes, work is duplicated, replies are slow and there is no reliable record of what was asked and answered. Moving email into the CRM fixes this. Connect every mailbox — personal Gmail or Outlook, the company address and team mailboxes — so all client correspondence arrives in one shared inbox. Keep client work in Primary and let Promotions hold the marketing mail.
Next, link each email to the client record and to the task it concerns, or create a task from the email. This builds an audit trail: the conversation about a set of year-end accounts sits on that job, available to anyone who needs it. Under UK GDPR, practices handle a great deal of personal and financial data, and knowing which client a message relates to and who in the firm is handling it makes that data easier to manage and to find when needed.
Then triage: set priority, add a label and assign an owner. Finally, reply — using templates or AI Suggestion to produce a first draft — and mark the email Complete. Clear ownership and faster first replies are what clients notice most.
Inbox, folders and reading pane
Search, switch mailbox and compose at the top; Inbox, Unread, Starred, Archived, Complete, Sent and Spam folders; All, Primary, Promotions, Social and Updates categories; last sync time and a refresh button. Each email card shows priority, star, the client it belongs to and a Comment link.
Link Client
Search your clients and assign the email; the client name then shows on the email card and in the reading pane.
What you can see
- Select a client to link with search.
- Kestrel Logistics Ltd selected.
- Assign to attach the email to the client record.
Why it matters: Step 3 — every email filed to a client — is what creates the audit trail.
Fully triaged
Priority, a label such as Year End, an assignee, plus the linked task and client — all visible at the top of the email and on the card.
What you can see
- Medium priority and Year End label.
- Assigned to with the owner's avatar.
- Linked task and client chips at the top of the email.
Why it matters: Steps 4 to 6 — task, priority, label and owner — shown on one email.
Reply in seconds
Add CC and BCC, click AI Suggestion for a draft reply, edit it, then Reply or Reply All.
What you can see
- Reply box with CC and BCC.
- AI-drafted reply ready to edit.
- Ai Suggestion, Reply and Reply All buttons.
Why it matters: Step 7 — a quick, considered reply — before the email is closed as Complete.
Why email belongs in the CRM, not personal inboxes
Client emails are where work starts. Remindoo Emails brings your Gmail, Outlook, company and team mailboxes into the CRM so every email can be linked to a client, a task or a new lead, prioritised, labelled, assigned and answered, with AI help when you need it.
Audit trail and GDPR
Search your clients and assign the email; the client name then shows on the email card and in the reading pane. Priority, a label such as Year End, an assignee, plus the linked task and client — all visible at the top of the email and on the card.
Response times and client experience
Add CC and BCC, click AI Suggestion for a draft reply, edit it, then Reply or Reply All.
Explore the complete guide
Frequently asked questions
Can I connect Gmail and Outlook?
Yes. Connect a Gmail or Outlook account, a company mailbox and team members' mailboxes, then switch between them or view All Accounts.
Can I link an email to a client?
Yes. Use Link Client to attach any email to a client record; Link Task attaches it to one of that client's tasks.
Can I turn an email into a lead?
Yes. Create Lead opens the lead form with the sender's email and the subject already filled in.
Does Remindoo help write replies?
Yes. AI Suggestion drafts a reply or a new email that you can edit before sending.
Why should client emails be stored in a CRM rather than personal inboxes?
Linking emails to client records and tasks keeps the full history in one place, makes ownership clear and means work is not lost when a team member is away.
How does linking emails help with an audit trail?
Each email is attached to the client and the job it relates to, so you can see what was asked, who handled it and on which task.
Continue the Emails guide
See emails in Remindoo
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