Clients guide
How Accountants Onboard and Manage Clients
Built for UK accountants, bookkeepers and growing accountancy practices.
How it works
A structured client onboarding process protects a UK practice in three ways: it meets your AML obligations, it puts statutory deadlines on the system from day one, and it gives you the data to price the work. Start by capturing the client name and type. For limited companies, pull the company number, registered address and SIC codes from Companies House and review officers and PSCs. Record identifiers early: personal UTR and NI number for individuals, company UTR and authentication code for companies, plus Form 64-8 status and the date the engagement letter was signed. Add services with a frequency and estimated time, and let the system work out deadlines such as the CT600 filing date, 12 months after the period end, and the corporation tax payment date, nine months and one day after it. Assign a partner, service manager and team. Complete the AML risk assessment under the Money Laundering Regulations 2017 and run a digital ID check proportionate to the risk. Request professional clearance from the previous accountant and HMRC agent authorisation (MTD-IT or XML) for each service. Then invite the client to the portal and keep notes on the timeline.
A ten-step client onboarding process
- Capture the client and type
- Pull company data from Companies House
- Record UTR, NI and 64-8 status
- Add services with frequency and time
- Assign partner, manager and team
- Complete the AML risk assessment and digital ID check
- Request professional clearance
- Request HMRC authorisation
- Invite the client to the portal
- Keep the timeline and documents up to date
Why a structured onboarding process matters
New Client opens a six-step onboarding: Introduction, Basic Information, Contacts, Services, Risk Assessment & AML and Internal Information. Progress is saved as you go.
Draft clients can continue from the next incomplete step.
Step 1: name and client type
Enter the client name and choose a type such as Private Limited Company, Self-Employed, Landlord, Non-Resident Landlord or Partnership.
What you can see
View this screenshot’s checklistCompany details
Company name and number, registered address, SIC codes with descriptions, incorporation date, LOE signed date, website, phone, email, authentication code and company UTR.
What you can see
View this screenshot’s checklistAutomatic risk level
Answers produce an AML risk level such as Low Risk.
What you can see
View this screenshot’s checklistRequest agent authorisation
Choose MTD-IT or XML and send an authorisation request; status and past requests are tracked.
AML obligations for UK accountants
Answer Yes or No to questions such as history of errors in tax returns, lack of proof of address, cash-based business and complex group structures.
Answers produce an AML risk level such as Low Risk.
KYC + AML + Proof of Address, KYC + AML, or KYC only, covering ID verification, liveness, face match, AML and IP analysis, with cost and balance shown before you continue.
Keeping statutory deadlines accurate
Set frequency, estimated hours and minutes, and service dates such as next SATR date and paper and online filing deadlines.
Enter the period end and Remindoo fills in the CT600 filing deadline and HMRC CT payment date.
Measuring time and fees per client
Estimates add up to a total yearly time for the client, ready for capacity planning and fee reviews.
Spent Hours is time logged against client work; Available Hours is the remaining time from the total hours budget.
Frequently asked questions
What should be in an accountancy client onboarding checklist?
Identity and AML checks, engagement letter, Companies House and HMRC details, 64-8 authorisation, professional clearance, services and deadlines, and portal access.
How long should onboarding take?
With data pulled from Companies House and a guided flow, most clients can be set up in one sitting.
Do I need an AML risk assessment for every new client?
Yes. The Money Laundering Regulations 2017 require a risk-based approach and customer due diligence for each client. In Remindoo, the 16-question risk assessment is part of every onboarding.
When should I request HMRC agent authorisation?
During onboarding, once services are added. Remindoo lets you send the request per service and track whether the agent is authorised, pending or unauthorised.
Continue the Clients guide
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