Quick answer
Set up recurring tasks by listing every repeating service per client, giving each a frequency, owner, internal deadline and statutory deadline, and attaching a standard template of subtasks. When one cycle is completed, the next is created automatically, so monthly, quarterly and annual work never relies on memory.
Written by Waqas Sagar ACA FCCA, Founder of Accotax and Remindoo · Last updated · 6 min read · Part of Tasks and workflow guides
Why recurring work goes missing
Recurring tasks for accountants are the backbone of compliance work, yet they are the jobs most often forgotten. The reason is simple: a VAT quarter or a payroll run feels routine, so nobody writes it down until it is late.
In most firms the plan sits in a spreadsheet updated by one person. When that person is off, or a client changes their VAT stagger, the spreadsheet goes stale and nobody notices until HMRC does.
How firms usually handle it, and why it fails
Common approaches are a master spreadsheet, calendar reminders or a whiteboard. All three share the same weakness: they record that something is due, not the steps, the owner or the status.
They also do not create the next cycle. Somebody has to copy the row or re-enter the reminder, and that manual step is where work slips.
Step by step: building a recurring task list
Start with a service list for each client: bookkeeping, VAT, payroll, CIS, annual accounts, CT600, confirmation statement and Self Assessment. For each, record the frequency and the statutory deadline.
Next, set an internal deadline. A useful rule is to aim to finish two to four weeks before the statutory date, so there is time for review and client approval.
Then attach a template: the standard subtasks such as requesting records, preparing, reviewing, sending for approval and filing. Assign an owner and a reviewer.
Finally, make sure completing a cycle creates the next one, with dates rolled forward. Check the list monthly for clients who have left or changed services.
| Service | Frequency | Suggested internal target |
|---|---|---|
| VAT return (MTD) | Quarterly or monthly | 2 weeks before due date |
| Payroll | Weekly or monthly | 3 working days before pay date |
| Annual accounts | Yearly | 4 weeks before filing deadline |
| CT600 | Yearly | With the accounts where possible |
| Confirmation statement | Yearly | Within the review period |
| Self Assessment | Yearly | By early January |
What good recurring workflow looks like
You should be able to answer three questions at any moment: what is due this month, who owns each job and what is stuck. If you cannot, the recurring set-up needs work.
A good system also shows the trigger date, the point at which work should start, so the team is not just watching deadlines approach.
How Remindoo solves this
Remindoo creates the next cycle of each recurring task automatically when one is completed. Templates add the standard subtasks, internal and external deadlines are tracked side by side, and trigger dates show when work should begin. Bulk reassign moves work when someone is away.
- Recurring Tasks
- Task & Subtask Templates
- Checklists
- Internal & External Deadlines
- Trigger Dates
- Assign/Bulk Reassign
Frequently asked questions
What is a recurring task?
A recurring task is a job that repeats on a fixed schedule, such as a quarterly VAT return. When one cycle is completed, the next is created with dates rolled forward, so the work never has to be set up again by hand.
How many subtasks should a template have?
Enough to capture the steps that matter for quality and review, usually between five and fifteen. Too few and steps get skipped; too many and people stop reading them. Review templates once a year.
What is a trigger date?
A trigger date is when work on a task should start, as opposed to when it is due. It helps teams begin early enough to finish before the internal deadline, instead of reacting only when the deadline gets close.
Should the reviewer be assigned when the task is created?
Yes. Naming the reviewer up front means they can plan their time and the preparer knows who to hand the work to. It also avoids work sitting finished but unreviewed.
