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Guide · Client
How to Set Up Automated Reminders for Clients
Automation reduces the administrative burden of chasing clients for information.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
Automated reminders ensure your clients are prompted for records and informed of deadlines without manual effort from your team. By setting up a sequence of well-timed emails, you improve data collection rates and ensure your clients never miss a critical filing date, all while freeing up staff for higher-value work.
What are the benefits of automating reminders?
Increased efficiency, better data flow, and reduced stress for both staff and clients.
Automation ensures consistency that manual chasing often lacks.
What should you automate?
Information requests for VAT, payroll, and year-end accounts, as well as final filing deadlines.
Identify your most time-consuming chasing tasks first.
How often should reminders be sent?
Start early and increase frequency as the deadline approaches, without being intrusive.
A gentle nudge is often more effective than a late-stage panic.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering. For engagement letters and proposals, use proposals and letters of engagement with e-signatures.
What are the common mistakes?
- Being too aggressive in tone
- Sending too many reminders
- Not stopping reminders once data is received
- Ignoring personalised needs
“Companies House integration onboards clients in minutes; AML scoring keeps us compliant.”
Frequently asked questions
Will clients find them annoying?
Not if the tone is helpful and the information is relevant. Most clients appreciate the reminder to keep their affairs in order.
Can I customise the messages?
Yes, you should always personalise the content to reflect your firm’s voice and the specific needs of the client.
What if they’ve already sent the info?
Your system should automatically stop the reminders as soon as the relevant task is marked as complete or the data is logged.
Which deadlines should I prioritise?
Focus on high-volume, high-stakes tasks like VAT returns, CIS, and payroll information first.
How many reminders are too many?
Three or four well-spaced prompts are usually sufficient. If they haven’t responded by then, a personal call may be needed.
Can I automate fee reminders?
Yes, automated prompts for overdue invoices can significantly improve your practice’s cash flow and reduce debt collection time.
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Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why a single client record matters
When client details, deadlines, documents and conversations are spread across inboxes and spreadsheets, time goes on searching instead of on client work.
One version of the truth
Everyone sees the same services, contacts, deadlines and notes for each client.
Accurate deadlines
Companies House sync brings in company details and filing dates, reducing manual errors.
Better client service
A full timeline means anyone can answer a client question with the history in front of them.
Secure document sharing
A client portal is safer than sending financial documents as email attachments.
Practical tips from UK practice
- Import companies from Companies House rather than typing details by hand.
- Record every service a client takes, so recurring work is created automatically.
- Add a short note after every important client call.
- Ask clients to upload documents through the portal rather than by email.
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.”
