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Clients & onboarding
Client Onboarding Software for UK Accountants
Turn a scattered new-client checklist into a repeatable, trackable process.
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
Client onboarding automation
Standardise requests, checks and first services.
- Premier Books Consultancy
- Cranleys Chartered Accountants
- CJM Accountants
- Towpath Accounting Solutions
- Auditax International
- RS
Quick answer
Client onboarding software structures every step of bringing on a new client — engagement letters, AML checks, HMRC authorisation, information gathering and first services — into linked tasks and templates, so nothing is missed and every new client starts the same way, whoever handles them.
What is client onboarding software and why does it matter for UK practices?
It replaces ad-hoc email chains and personal memory with a repeatable checklist of tasks, deadlines and records tied to each new client.
Onboarding a new client touches several people: whoever sold the work, whoever runs AML and engagement letters, whoever requests records, and whoever starts the first job. Without a shared process, each new client is onboarded slightly differently, and steps get skipped when someone is busy or off.
Client onboarding software gives the practice one repeatable structure — a template of tasks and requests that fires whenever a client is marked as won — so the partner who sold the work can trust that the standard steps happen without chasing anyone.
- Applies to every new client type: limited company, sole trader, partnership
- Reduces reliance on one person's memory of 'what we normally do'
- Creates a record of what was done and when, for file review and AML evidence
Why does onboarding keep going wrong?
No single owner
Onboarding is split across sales, admin and the client-facing accountant, and nobody has visibility of the whole picture, so steps fall between the cracks.
Inconsistent by client
Each partner or manager onboards clients their own way, so quality and speed vary and new joiners can't follow a documented process.
Information requests get lost
Requests for ID, previous accountant details or opening balances go out by email and get buried, delaying the first piece of work.
AML steps forgotten under pressure
When a new client wants to start quickly, risk assessment and engagement letters are sometimes done after the work has already begun.
No handover trail
If the person who onboarded a client leaves or is on leave, there is no record of what has and hasn't been completed for that client.
What does poor onboarding cost an accounting firm?
Slow, inconsistent onboarding delays billing, creates AML gaps, and gives new clients a poor first impression of the firm.
A new client's first weeks shape their view of the firm. If information requests are chased late, engagement letters are unsigned, or the first job starts before the client record is complete, it signals disorganisation at the worst possible moment.
| Gap | Practical impact |
|---|---|
| Engagement letter unsigned | Scope of work is undefined; disputes over fees or deliverables become more likely |
| AML checks incomplete | Risk assessment evidence is missing if a monitoring visit occurs |
| Delayed information requests | First job starts late, pushing against filing deadlines |
| No standard checklist | New starters take longer to learn the process, increasing supervision time |
None of this needs to be expensive to fix — it needs a documented, repeatable checklist that runs the same way for every client.
How do you build a reliable onboarding process? Step by step
- 1
Map the standard onboarding checklist
Write down every step from signed proposal to first live job — AML, engagement letter, HMRC authorisation, opening information — in the order it happens.
- 2
Assign an owner to each step
Decide who is responsible for each task by default: partner, manager or administrator, so it is not assumed someone else will do it.
- 3
Set a target timeframe
Give each step a realistic deadline from the date the client is won, so onboarding does not drift for weeks.
- 4
Build a client information request list
Prepare a single list of everything you need from the client — ID, previous accountant details, opening figures — sent once rather than in several emails.
- 5
Confirm engagement and AML before work starts
Treat the signed engagement letter and completed risk assessment as gates before any chargeable work begins.
- 6
Record completion against the checklist
Track which steps are done, outstanding, or overdue for each new client so managers can see progress without asking.
- 7
Review after the first few months
Check in with new clients after their first service to catch any onboarding gaps before they become recurring problems.
How does Remindoo help with client onboarding?
Remindoo's client onboarding automation turns your standard checklist into a template: as soon as a client is created, the linked tasks, requests and reminders are generated automatically, with an owner and a deadline attached to each one. Service templates and subtask checklists mean every new client — whether limited company, sole trader or partnership — follows the same structured process, so quality doesn't depend on who happens to be free that week. Centralised client information keeps engagement letters, AML notes and opening documents together on one client record from day one, rather than scattered across inboxes. Automated reminders chase outstanding onboarding tasks so nothing sits untouched, and the client timeline shows exactly what has been completed and when, which is useful evidence if a file is ever reviewed. It is a structure, not a substitute for your own AML judgement or ID verification.
Client onboarding automation
Standardise requests, checks and first services.
See featureService templates
Repeatable structures for every service.
See featureCentralised client information
Services, documents and notes in one record.
See featureAutomated reminders
Timely prompts before work becomes urgent.
See featureClient timeline
Full history of notes, emails and actions.
See featureSpreadsheets vs Remindoo: what changes?
| Area | Spreadsheets & email | With Remindoo |
|---|---|---|
| Onboarding checklist | Different for every partner | One template, every new client |
| Information requests | Several separate emails | One request list, tracked to completion |
| AML and engagement letter | Sometimes done after work starts | Gated as a step before work begins |
| Ownership | Assumed, rarely explicit | Assigned task with a deadline |
| Handover | Relies on memory | Visible progress on the client record |
| New starter training | Shadowing an experienced colleague | Documented, repeatable process to follow |
See it with your own clients
A 30-minute walkthrough using your services and deadlines.
Does onboarding differ by client type?
The core steps are the same, but the detail differs between limited companies, sole traders and partnerships.
A limited company needs Companies House details, director information and often a change of accountant with the previous firm. A sole trader needs UTR and HMRC agent authorisation. A partnership needs partnership details plus each partner's individual position. Templates for each entity type keep the checklist relevant without becoming generic.
“Companies House integration onboards clients in minutes; AML scoring keeps us compliant.”
Frequently asked questions
What should a client onboarding checklist include?
At minimum: signed engagement letter, AML risk assessment, HMRC agent authorisation where relevant, opening information request, and the first service scheduled. Add entity-specific steps for limited companies, sole traders and partnerships.
Who should own onboarding in a small firm?
Even in a sole practice, it helps to write the checklist down rather than rely on memory. In larger firms, a named administrator or manager should own progress tracking, even if partners complete individual steps.
Can Remindoo automate onboarding for different client types?
Yes — service templates and subtask checklists can be built per entity type, so a limited company and a sole trader each get the right onboarding steps automatically when they are added as clients.
Does onboarding software replace AML checks?
No. It records that risk assessments and checks were carried out and by whom, and reminds you when they're due, but you still perform the AML judgement and any ID verification yourself.
How long is the Remindoo free trial?
Remindoo is free to trial for 60 days with full access, so you can build and test your onboarding templates on real clients before committing to a paid plan.
How do I stop new clients starting work before onboarding is complete?
Treat the signed engagement letter and completed AML check as gating tasks in your workflow, and don't schedule the first chargeable job until both are marked complete.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Comparing options? Read our guide to crm for accountants.
Last updated: . General guidance, not regulatory advice. Check with your professional body.
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.”
