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Guide · Internal
How to Break Jobs Into Subtasks
Mastering complex projects by handling them piece by piece.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
Large accounting jobs, such as year-end accounts, are often overwhelming. Breaking them into smaller subtasks makes the work measurable, allows for clearer team delegation, and gives you real-time visibility on project progress. It transforms a vague 'Do Accounts' task into a series of clear, achievable steps.
Why should you break jobs into subtasks?
Complex projects are difficult to manage without granular visibility.
When a task is too big, it is prone to procrastination and miscommunication. By defining the sub-steps, every team member knows exactly what is expected, and you can spot where the bottleneck is occurring.
How to Break Jobs Into Subtasks: step by step
- 1
Define the main job
Start with the top-level task, for example: 'Finalise Year-End Accounts'.
- 2
List all components
Break it down into steps like: 'Reconcile Bank', 'Adjust Journals', 'Prepare Draft', 'Partner Review'.
- 3
Assign owners
Assign each subtask to a specific team member based on their role.
- 4
Set individual deadlines
Give each subtask its own due date to ensure the overall project stays on schedule.
- 5
Establish dependencies
Determine which subtasks must be completed before others can begin.
- 6
Track progress
Review the checklist regularly to ensure no steps are skipped.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
How do you do it in Remindoo?
- Create subtask templates. Use subtask templates in Remindoo to quickly add common workflows to jobs.
- Add to task. Convert existing tasks into parent tasks and add subtasks directly within the task view.
- Track status. Monitor the percentage complete of the main task as each subtask is checked off.
What are the common mistakes?
- Creating too many subtasks (micro-management)
- Leaving subtasks unassigned
- Failing to set individual deadlines
- Forgetting to review subtasks regularly
“Managing deadlines and tasks is much easier.”
Frequently asked questions
How many subtasks are too many?
For a typical tax return, 5–8 is usually the sweet spot.
Do I need to assign everyone?
Yes, clear ownership is vital for accountability.
Can I template this?
Yes, use subtask templates for common jobs like accounts production.
Should I set deadlines for subtasks?
Absolutely, otherwise they never get done.
Does this make the system too complex?
No, it simplifies management by removing ambiguity.
How to handle changing requirements?
You can add or remove subtasks at any time to reflect the actual job needs.
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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.
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