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Checklist · Internal
Practice Management Software Switching Checklist (Karbon, Xero Practice Manager and Others)
Compare fairly, move cleanly, and keep every client deadline on track during the switch.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 1 October 2026
Quick answer
Before switching practice management software, list what you need, compare total monthly cost for your team size, export clients, jobs and deadlines from your current tool, test the new one with real clients during a trial, and plan a cut-over date away from busy filing periods. This checklist walks through each step.
What should you compare between Karbon, Xero Practice Manager and Remindoo?
Total cost for your team, UK deadline tracking, CRM and proposals, AML checks, client portal and how easily you can export your data.
Per-user pricing grows with your team; per-client pricing grows with your client list. Work out both for your firm. Check each vendor's current website for features and prices, as they change.
Checklist preview
0/4 done · showing 4 of 15 itemsThe full 15-item checklist is in the download below. Enter your name and email to get it as a Word or PDF file.
This is a standard checklist. Each firm's requirements may vary, so please cross-check everything against current GOV.UK, Companies House and professional body guidance before relying on it.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
Turn this into a task and subtask template in Remindoo
Save each group as a task with subtasks, attach it to the right service and let recurring tasks create it for every client, every period. Each item gets an owner and a deadline, and nothing depends on someone remembering to print the list. See task and subtask templates.
Recurring tasks
Repeat work is created automatically on schedule.
See featureCompanies House sync
Import company details and filing deadlines.
See featureClient onboarding automation
Standardise requests, checks and first services.
See featureAML risk scoring and digital ID checks
Risk assessments plus built-in digital KYC, AML and proof-of-address checks.
See featureClient portal and document sharing
Share requests and documents securely, not by email.
See featureWhat are the common mistakes?
- Comparing per-user prices without your real team size
- Switching in January
- Not checking deadlines after import
“Automation saves time and no follow-up is missed.”
Frequently asked questions
Yes. Remindoo offers migration help for client records, workflows and recurring services. Ask about it in a demo.
It depends on your client numbers and data quality. Plan it around a quiet period and test with real clients first.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Last updated 1 October 2026. General guidance, not regulatory advice.
Manage this work in Remindoo: Tasks and deadlines in Remindoo, alongside your CRM for accountants.
Why recording every task matters in an accountancy practice
Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.
Avoid penalties
HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.
Nothing depends on memory
Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.
Consistent quality
Subtask checklists make every job follow the same steps and reviews, whoever does the work.
Visibility for managers
Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.
Practical tips from UK practice
- Set an internal deadline two to four weeks before every statutory deadline.
- Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
- Break larger jobs into subtasks, including a review step.
- Comment on the task instead of by email, so the history stays with the work.
Related Remindoo features
Written and reviewed by Annie, Product Lead at Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
