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Checklist · Internal
Practice Software Migration Checklist for Accountants
A step-by-step approach to moving your practice’s core data and systems safely.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
Software migration requires detailed planning: audit your data, choose the right time (avoiding busy seasons), clean your existing files, and run parallel testing before going fully live. Always keep an archive of your old data for compliance and historical reference.
How do you plan for a migration?
Start by defining your 'why'. Map the features you use in your old system and check how they are handled in the new one.
Clean your data first. There is no point in migrating messy, duplicated, or irrelevant data to a new, expensive system.
How do you ensure a successful switch?
Never move everything at once if you can avoid it. Pilot the new software with a small number of clients first.
Testing is key. Check your reports, automated reminders, and client data integrity before you trust the system with live work.
Checklist preview
0/4 done · showing 4 of 8 itemsThe full 8-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.
What are the common mistakes?
- Migrating during the tax season
- Assuming all data will transfer perfectly
- Forgetting to train staff in advance
- Failing to verify reports against old data
- Deleting the old system before ensuring the new one is working
“Managing deadlines and tasks is much easier.”
Frequently asked questions
Should I hire an expert?
For complex migrations, especially if you have custom data, hiring a specialist can save you weeks of pain.
How do I archive my old data?
Export to a readable, secure format (like PDF or CSV) and store it according to your firm’s data retention policy.
What if the transfer fails?
Always have a rollback plan. Keep your old system running in a 'read-only' mode until you are 100% sure the new one is correct.
Do I need to train staff?
Essential. Allocate time for them to explore the new system, complete training modules, and raise questions before the go-live date.
What should I prioritise?
Ensure client contact details, current work status, and key deadlines are 100% accurate in the new system.
Can I automate the transfer?
Some systems have built-in import tools, but manual verification is almost always required.
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Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
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 Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of 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.”
