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Guide · Internal
Shared MTD Access for Accountants and Bookkeepers
Two firms, one client, four quarterly deadlines — how to divide the work without either side guessing.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 27 September 2026
Quick answer
When a bookkeeper and an accountant both serve a client under MTD, the split of duties must be written down: who records transactions, who reviews, who submits each quarterly update and who handles the final declaration. Remindoo gives each party their own role-based access so everyone sees their own work without seeing everything.
How should the work be split?
Usually the bookkeeper maintains the digital records and the accountant reviews and handles the final declaration — but the split must be agreed in writing, per client.
Ambiguity is what causes missed periods. Write down, per client, who records, who reviews, who submits each quarterly update, and who signs off the final declaration. Then put the same split into your software so tasks sit with the right person.
How do you give access without giving everything?
Use role-based permissions so each person sees the clients and information their job needs and nothing beyond it.
Advanced employee roles let you set what each team member can see and do — useful when an outsourced bookkeeper works on a subset of clients, or when junior staff should not see fee information. Access is set by role, not by sharing one login.
Shared MTD Access for Accountants and Bookkeepers: step by step
- 1
Document the split
Write who does what for each shared client and get both sides to agree.
- 2
Check HMRC authorisations
Confirm the agent authorisations in place for each party on GOV.UK.
- 3
Agree the handover point
Define exactly when records pass from bookkeeper to reviewer each period.
- 4
Set one calendar
Use a single deadline list both sides can see.
- 5
Name a submitter
One person per period is responsible for submitting.
- 6
Review quarterly
Check after each cycle whether the split worked.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
How do you do it in Remindoo?
- Set up roles. Create roles for bookkeeper, reviewer and manager with the right permissions.
- Assign clients. Give each person only the clients they work on.
- Split the stages. Assign the record-keeping stage and the review stage to different people.
- Use internal notes. Keep handover notes on the client record, not in email threads.
- Watch the handover. Filter by stage to see work waiting for review.
- Report by person. Check each party's workload and turnaround after each quarter.
Advanced employee roles (Growth plan)
Give employees role-based access suited to their responsibilities.
See featureRoles and permissions
Control who sees and edits client data.
See featureTeams and team leads
Group people around pods, offices or specialisms.
See featureInternal vs external deadlines
Build a buffer before every statutory date.
See featureClient notes
Context the whole team can find.
See featureWhat are the common mistakes?
- No written split of duties
- Both parties assuming the other submitted
- Sharing a single login instead of using roles
- Handover notes buried in email
- No shared view of deadlines
“Automation saves time and no follow-up is missed.”
Frequently asked questions
Can a bookkeeper submit quarterly updates?
It depends on the authorisations in place and what the client has agreed. Confirm agent authorisation rules on GOV.UK and record the arrangement in the engagement letter.
Does Remindoo control HMRC agent access?
No. HMRC authorisations are handled with HMRC. Remindoo controls who in your team sees and does which work.
Can an outside bookkeeper be given limited access?
Yes. Role-based permissions let you restrict a user to specific clients and actions.
Do unlimited users cost extra?
No. Pricing is per active client, so adding team members does not increase the price.
How do we avoid duplicate submissions?
Assign one named submitter per period and make the submission a single task with one owner.
What if the bookkeeper leaves?
Reassign their tasks in bulk and revoke their access; client history stays on the client timeline.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Last updated 27 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
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