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Clients & onboarding
Segmenting Clients by Type
Understand your client mix well enough to plan capacity and pricing around it.
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
Custom fields and data tokens
Capture and reuse the data your firm needs.
- Premier Books Consultancy
- Cranleys Chartered Accountants
- CJM Accountants
- Towpath Accounting Solutions
- Auditax International
- RS
Quick answer
Client segmentation groups your client base by characteristics such as entity type, service package or industry, so you can plan capacity, target pricing changes and spot concentration risk, instead of treating every client the same when planning the practice.
What is client segmentation and why does it matter for UK practices?
It's the practice of grouping clients by shared characteristics so decisions about capacity, service and pricing can be made for a segment rather than guessed at for the whole client base.
A firm with 40% sole traders, 40% small limited companies and 20% CIS contractors has very different busy periods and staffing needs from a firm with a different mix. Without segmentation, this is often understood only vaguely rather than measured.
Segmentation also supports targeted decisions: repricing a specific service tier, planning capacity around a concentration of year ends, or identifying which segment is growing fastest.
Why don't firms segment their client base properly?
Client type isn't recorded consistently
Entity type, service package and industry are often known informally rather than recorded as structured data against each client.
No easy way to count or filter
Without structured records, answering 'how many CIS clients do we have' means manually counting through a list.
Capacity planning done by feel
Staffing decisions are based on a general sense of busy periods rather than actual client mix and deadline concentration.
Pricing changes applied uniformly
Without segmentation, price reviews are harder to target, so firms either reprice everyone at once or nobody at all.
What does not segmenting clients cost a firm?
Capacity planning and pricing decisions are made on instinct rather than evidence, increasing the risk of being overstretched at peak times or underpricing a growing segment.
A firm that doesn't know its client mix in detail can be caught out by a concentration of year ends in the same month, or miss that a particular service line has grown to the point where pricing needs review.
How do you segment your client base? Step by step
- 1
Choose your segmentation criteria
Decide the categories that matter most to your firm: entity type, service package, industry, or fee level.
- 2
Record the data consistently
Capture the relevant field for every client, not just new ones, so historic clients are included in reporting.
- 3
Review the mix quarterly
Look at how the client base is split and how it's changing over time, not just as a one-off exercise.
- 4
Plan capacity around concentration
Identify where deadlines cluster for a given segment and plan staffing around those periods specifically.
- 5
Target pricing and service reviews
Use segments to plan repricing or new service offers for the group most likely to benefit, rather than applying changes uniformly.
How does Remindoo help with client segmentation?
Custom fields let you record whatever characteristics matter to your firm against each client — entity type, industry, service tier — beyond the standard fields. The clients by type dashboard shows your current mix at a glance, and the client summary gives a broader snapshot of the client portfolio for planning purposes. The client growth trend tracks how your mix is changing over time, which is useful when deciding where to focus business development or repricing conversations. Strong task filters and taskViews let you filter work by these same client characteristics, so capacity planning around a specific segment — CIS clients ahead of monthly returns, for example — is straightforward rather than a manual exercise.
Custom fields and data tokens
Capture and reuse the data your firm needs.
See featureClients by type
Understand your mix of entity types.
See featureClient summary
A clear snapshot of your client portfolio.
See featureClient growth trend
Track growth and capacity together.
See featureStrong task filters
Filter by tags, deadline, assignee and status.
See featureSpreadsheets vs Remindoo: what changes?
| Area | Spreadsheets & email | With Remindoo |
|---|---|---|
| Client mix | Known vaguely, not measured | Visible on a dashboard |
| Segmenting for a pricing review | Manually reviewing a client list | Filtered instantly by segment |
| Capacity planning | Based on general impression | Based on actual segment concentration |
| Tracking mix over time | Not tracked at all | Growth trend shown over time |
| Filtering tasks by client type | Not possible without manual sorting | Filtered directly by client field |
See it with your own clients
A 30-minute walkthrough using your services and deadlines.
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Frequently asked questions
What are common ways to segment accounting clients?
By entity type (sole trader, limited company, partnership), service package, industry, fee level, or year-end month for capacity planning.
Can I create my own segmentation categories in Remindoo?
Yes — custom fields let you record whatever characteristics matter to your firm, and dashboards like clients by type reflect those categories.
How does segmentation help with capacity planning?
It shows where deadlines cluster for a group of similar clients — for example, a concentration of March year ends — so you can staff for that period specifically rather than guessing.
Is segmentation useful for a small firm with few clients?
It's most valuable once you have enough clients that patterns aren't obvious just by memory, but even smaller firms benefit from knowing their entity-type mix ahead of busy periods.
Is there a free trial to explore the dashboard features?
Yes, dashboards including clients by type and client growth trend are available during the 60-day free trial.
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.”
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“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.”
