Lead management guide
How Accountants Can Manage, Track and Chase Leads
Keep every enquiry in one system with a clear status, an owner, a next step and a full history of contact. Follow the enquiry-to-client process in Remindoo below.
Built for UK accountants, bookkeepers and growing accountancy practices.
How it works
Managing leads well isn't complicated, but it does need a system. The ten steps in this guide follow an enquiry through a UK accounting practice. Capture every enquiry in one place, through website lead capture forms, manual entry or a Companies House import, so nothing lives only in an inbox. Give each lead a clear status from a pipeline you define: New Lead, In-Progress, Wants to talk to an accountant, Not Responding, Converted to Client. Assign an owner automatically with round-robin so response times don't depend on who happens to be free. Review the pipeline on a Kanban board with counts and values per stage. Record every call as a note, and let the timeline log status changes for you. End every conversation with a follow-up task and deadline, send emails from the lead record using templates and tokens, and let a status-based automation chase quiet leads. When the prospect says yes, convert the lead to a client in one click, then track conversion rate and lead sources on the dashboard. Each step below links to the matching Remindoo chapter.
1. Capture every enquiry in one place
Your form collects name, email, phone number and your custom fields such as type of business and turnover. Submissions arrive in Remindoo as new leads.
What you can see
View this screenshot’s checklistWhy it matters: Step 1. Capture every website enquiry.
2. Use clear pipeline stages
Status tabs such as New Lead, In-Progress, Wants to talk to an accountant, Not Responding, Converted to Client, Archived, Cold Lead and Warm Lead let you jump straight to the leads in each stage. Each row shows who owns the lead, how it arrived and where it sits in your pipeline.
3. Give every lead an owner
Choose which employees take part in round-robin assignment. New leads are distributed between them automatically; everyone else is excluded.
4. Track the pipeline visually
Columns such as New Lead, In-Progress, Wants to talk to an accountant and Not Responding show every lead as a card with its key details, owner and quick counts for contacts, linked items and attachments. Use Show Table View to switch back at any time.
5. Record every conversation
The Lead Timeline shows notes, tasks, edits and conversions in date order, with who did what and when. Search the timeline, filter by type and switch between latest or oldest first. Pin important entries.
What you can see
View this screenshot’s checklistWhy it matters: Step 5. Every conversation recorded.
6. Set a next step every time
From the lead's Tasks tab, click Create New Task, choose the assignee, set a name, deadline, status and priority, and add a description. You can also mark the task as billable. The task appears on the lead profile and in the lead timeline.
What you can see
View this screenshot’s checklistWhy it matters: Step 6. A dated next step every time.
7. Follow up by email from the lead record
From the Communication tab or Quick Access, choose the mailbox to send from, pick an email template or write your own, add recipients and BCC, insert adjustable tokens such as lead status or lead handler, and attach files. Emails can also be sent to several leads at once.
What you can see
View this screenshot’s checklistWhy it matters: Step 7. Follow-up emails stored on the lead.
8. Chase quiet leads automatically
Use Build visually to connect a trigger, a wait and an action on a canvas — for example, when a lead becomes Not Responding, wait three days, then send a chaser email from your template. Switch Active on save to turn the rule on.
What you can see
View this screenshot’s checklistWhy it matters: Step 8. Quiet leads chased automatically.
9. Convert won leads to clients
Converting a lead creates the client and records the conversion on the lead's timeline, including the new client ID, so you can trace every client back to the original enquiry.
What you can see
View this screenshot’s checklistWhy it matters: Step 9. Won leads become clients in one click.
10. Measure results
Review the Leads dashboard to measure conversion rate and lead sources.
Lead management checklist
- Capture every enquiry in one place
- Use clear pipeline stages
- Give every lead an owner
- Track the pipeline visually
- Record every conversation
- Set a next step every time
- Follow up by email from the lead record
- Chase quiet leads automatically
- Convert won leads to clients
- Measure results
Explore every Leads feature
Frequently asked questions
What is the best way for an accounting firm to track leads?
Keep every enquiry in one system with a clear status, an owner, a next step and a full history of contact, then review your pipeline weekly.
How quickly should accountants follow up a new lead?
As soon as possible. Assign new leads automatically and set a follow-up task or automation so no enquiry waits.
How do I stop leads going cold?
Use a Not Responding status with an automation that sends a chaser email or creates a task after a set number of days.
What should every lead in an accounting firm have?
A clear status, a named owner, a dated next step and a full contact history.
How can a small practice chase leads without extra staff?
Use status-based automations, for example a chaser email three days after a lead becomes Not Responding.
Continue the Leads guide
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