Free CRM for accountants & bookkeepersFree for two months (60-day trial) · no per-user fees
Scale guide · Internal
Building an SOP Library for Your Firm
An SOP library is the backbone of a scalable firm, ensuring every task is performed to the same high standard, every single time.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
Start by auditing your most common tasks, then write simple, step-by-step guides for each. Use a centralised, easily accessible platform. Keep them updated through regular reviews, ensuring your team has ownership and the authority to suggest improvements. The goal is clarity and consistency, not complexity.
Why does an SOP library matter?
It eliminates dependency on individuals and ensures consistent quality.
Without SOPs, your firm's quality relies on the memory of individual staff members.
How to structure your SOPs?
Use a standardised format for every procedure.
| Section | Content |
|---|---|
| Purpose | Why this task is done. |
| Scope | Who it applies to. |
| Step-by-Step | Numbered list of actions. |
| QC Points | How to verify success. |
How to do it: step by step
- 1
List all recurring tasks
Categorise by department.
- 2
Prioritise
Write SOPs for high-volume, repetitive tasks first.
- 3
Draft
Use the standardised template.
- 4
Review
Have a staff member test it.
- 5
Maintain
Review annually.
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.
Service templates
Repeatable structures for every service.
See featureTask and subtask templates
Checklists that make every job consistent.
See featureEngagement and collaboration
Team activity visible across client work.
See featureTeams and team leads
Group people around pods, offices or specialisms.
See featureWhat are the common mistakes?
- Writing too much detail
- Failing to include pictures or screenshots
- Not assigning an owner
- Letting them become obsolete
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
How to keep SOPs updated?
Make it a part of the task workflow. If you notice a process change, the SOP must be updated before the task is marked complete.
What if staff ignore them?
Make them central to the role. Include adherence to SOPs in performance reviews.
Should I use video?
Video is great for complex tasks, but text/checklists are faster to reference during the work.
How to start?
Start with your most common service (e.g., VAT return) and build from there.
Who should write them?
The people actually performing the task, reviewed by a manager.
Where to store them?
In a centralised, searchable knowledge base or shared drive.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
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.”
