Settings
How to Set Up Practice Management Software for Your Accounting Firm
A step-by-step UK setup checklist: firm details, email, HMRC connections, MFA, roles, staff costs, teams, service and email templates, reminders and notifications.
Built for UK accountants, bookkeepers and growing accountancy practices.
How it works
Setting up practice management software well in the first week saves months of workarounds. Start with the firm itself: tenant details, then a branded email header and footer, and connect the company inbox and staff email. Next, connect HMRC — agent authorisation accounts and Tax Liability Agents for VAT, PAYE, SATR and CT600 — and switch on mandatory MFA before anyone handles client data.
Then decide access. Least-privilege access means each role sees only what it needs: give partners and managers All client visibility, set other roles to Allocated Only, and untick sensitive actions such as deleting client records or viewing fee aggregates where they are not required. This is a simple, effective GDPR control.
Add staff with their annual salary or hourly pay and weekly working pattern. Remindoo calculates hourly rate and FTE, giving you staff cost per hour for pricing and profitability. Group people into teams so work can be assigned by department.
Finally, automate deadlines. Build service templates with estimated time, frequency and a trigger date token so work and reminders follow real filing dates. Add checklist templates for information requests, write email templates with tokens, then review the planned reminders log and notification settings. With these foundations in place, deadlines are driven by data, not memory, and the firm can grow without losing control.
A 10-step process
- Firm details and branding
- Connect email
- Connect HMRC (agent and tax liability)
- Turn on mandatory MFA
- Define roles with least privilege
- Add staff with salary and working pattern
- Build teams
- Configure services, trigger dates and checklists
- Write email templates with tokens
- Review reminders and notifications
Fifteen settings areas
Global Settings, Employee Roles & Permissions, Employee List, Teams, Services Templates & Reminders, Email Templates, Proposal Settings, Lead Settings, Client Custom Fields, Edit Own Profile, Campaign Management, Planned Reminders, Notification Management, Checklist Templates and Automations.
What you can see
- Numbered settings areas, from 1. Global Settings onwards
- Employee Roles & Permissions, Employee List and Teams
- Services Templates & Reminders and Email Templates
- Planned Reminders and Notification Management
- Show Details on every card
Why it matters: The numbered hub doubles as a setup checklist you can work through in order.
One matrix for every role
Compare roles such as Admin, Employee, BDM Team and Marketing Team side by side, see how many permissions and users each has, and set Client & Task Visibility to All or Allocated Only.
What you can see
- Roles side by side with permission and user counts
- Client & Task Visibility: All or Allocated Only
- Module permission counts for Clients, Tasks, Leads, Proposals and Invoices
- Create Role button
Why it matters: It shows how to apply least-privilege access before staff start working with client data.
Compensation and working pattern
Add an employee with role, department, start date and the services they manage or partner, plus annual salary or hourly pay and a weekly working pattern. Remindoo calculates yearly, monthly and weekly pay, hourly rate and FTE (e.g. £32,000 over 40 hours = £15.38 an hour) for capacity and profitability reporting.
What you can see
- Annual salary or Hourly earnings method
- Working pattern with daily hours and weekly total
- Calculated Hourly rate and FTE
- Services for Service Manager and Services for Partner
Why it matters: Recording pay and hours at setup gives you staff cost per hour from day one.
Frequency, time and trigger date
Set type, status, estimated time, folder automation, client-side frequency options and the trigger date (e.g. ::ATED Renewal Date::), and edit the service's custom fields.
What you can see
- Estimated Time in hours and minutes
- Choose frequency options from Daily to Yearly
- Trigger Date token such as ::ATED Renewal Date::
- Folder Automation toggle
Why it matters: Trigger dates and frequencies are what turn your service list into automated deadlines.
Least-privilege access and GDPR
Define roles with least privilege, choose All or Allocated Only client and task visibility, and turn on mandatory MFA. Connected AI assistants share practice data with the AI provider; review access and revoke tokens when needed.
Staff cost per hour and pricing
Add an employee with role, department, start date and the services they manage or partner, plus annual salary or hourly pay and a weekly working pattern. Remindoo calculates yearly, monthly and weekly pay, hourly rate and FTE (e.g. £32,000 over 40 hours = £15.38 an hour) for capacity and profitability reporting.
Automating deadlines from services
Configure services, trigger dates and checklists. Set frequency options and estimated time, write email templates with tokens, then review reminders and notifications.
Explore the complete guide
Frequently asked questions
Can I control what each employee sees?
Yes. Roles set permissions per module (e.g. create/import clients, delete clients, view fee and hour aggregates) and whether a user sees All clients and tasks or Allocated Only.
Can Remindoo connect to HMRC?
Yes. Add HMRC agent authorisation accounts (including XML) and Tax Liability Agents for VAT, PAYE, SATR and CT600.
Can I enforce MFA?
Yes. Make multi-factor authentication mandatory for all employees.
Can staff connect an AI assistant like Claude or ChatGPT?
Yes, through MCP Access, which an admin can switch off for the whole practice and review per employee.
What should I set up first in practice management software?
Firm details and branding, email, HMRC connections and mandatory MFA, then roles, staff, teams, services and templates.
How do I automate client deadlines?
Give each service template a trigger date token and frequency, so work and reminders follow the dates on each client record.
Continue the Settings guide
See settings in Remindoo
Book a Demo to explore your firm's own process.
Book a personalised demonstration based on your firm’s own process.
