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Proposals & engagement
How to Reprice Existing Clients
Raise fees without a wave of client departures
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
Products and services catalogue
Your services and prices, organised.
- Premier Books Consultancy
- Cranleys Chartered Accountants
- CJM Accountants
- Towpath Accounting Solutions
- Auditax International
- RS
Quick answer
Repricing existing clients means reviewing what each client actually costs to service against what they pay, then raising fees where needed in a structured, well-communicated way. It matters because unrepriced clients quietly become unprofitable as costs rise. Remindoo's catalogue, custom fields and templated communication help firms run repricing consistently.
What is repricing and why does it matter for UK practices?
Repricing is a deliberate, scheduled review of client fees against current costs and scope, rather than leaving fees frozen indefinitely out of habit or discomfort.
Many practices raise new client fees regularly but leave existing clients untouched for years, sometimes decades. Costs rise every year — staff, software, premises — but fees for long-standing clients often don't move at anything like the same pace.
A structured repricing process treats this as routine practice management rather than an awkward once-in-a-while confrontation, which makes it far easier to do consistently and fairly.
Why do existing client fees fall behind?
No annual review process
Without a scheduled review, fees simply stay where they were set, sometimes years or decades ago.
Fear of losing the client
Firms delay raising fees because they worry the client will leave, even when the current fee is unsustainable.
No data on actual cost to serve
Without visibility into time spent per client, it's hard to know objectively which clients are underpriced.
Inconsistent approach between partners
Some partners reprice regularly, others never do, leading to wildly different fee levels for similar clients.
Communication feels awkward
Without a clear, calm template for the conversation, staff avoid it rather than risk it going badly.
What does failing to reprice cost an accounting firm?
It costs margin every year fees stay frozen against rising costs, and it compounds — a client underpriced for five years has cost far more than one underpriced for one.
Firms that never reprice existing clients often find their entire fee base sits meaningfully below what they'd charge a new client for the identical work today, which means growth through new clients is subsidising underpriced older ones rather than adding to profit.
There's also an opportunity cost: capacity spent on underpriced long-standing clients is capacity not available for full-fee new clients.
How do you reprice existing clients? Step by step
- 1
Compare current fees to your catalogue
List clients whose current fee sits noticeably below your standard catalogue price for the same services.
- 2
Segment by size of gap
Group clients by how far below current pricing they sit, so you can prioritise the largest gaps first.
- 3
Decide on a phased or one-off approach
Choose whether to raise fees to full price immediately or over a set number of increases, depending on the size of the gap.
- 4
Communicate early with a clear reason
Give clients good notice and a plain explanation tied to costs or scope, not a vague statement.
- 5
Offer a conversation, not just a letter
Make it easy for a client to ask questions or discuss the change, rather than presenting it as final and unexplained.
- 6
Update the engagement letter
Reissue the letter to reflect the new fee once agreed, so it's documented rather than just mentioned in an email.
- 7
Repeat annually as routine
Build repricing into a standing annual process so it never again requires a special initiative to catch up.
How does Remindoo help with repricing existing clients?
Remindoo's products and services catalogue gives you a current, standard price for every service, making it easy to see which existing clients sit below it. Custom fields let you flag clients due for a review, and client notes keep a record of any repricing conversations and agreed outcomes. Email templates and tokens let you send a consistent, personalised repricing communication to a batch of clients at once, rather than drafting each one individually. Once a new fee is agreed, Remindoo's engagement letter and e-signature tools make reissuing the letter quick. It's free for 60 days, giving you time to run your first repricing review and see the gap between current fees and your standard pricing.
Products and services catalogue
Your services and prices, organised.
See featureCustom fields and data tokens
Capture and reuse the data your firm needs.
See featureClient notes
Context the whole team can find.
See featureEmail templates
Standard client messages ready to send.
See featureProposals and letters of engagement
Send proposals and engagement letters by email.
See featureSpreadsheets vs Remindoo: what changes?
| Area | Spreadsheets & email | With Remindoo |
|---|---|---|
| Spotting underpriced clients | Guesswork or gut feel | Compared against the catalogue |
| Communicating a fee change | Drafted individually each time | Templated with tokens |
| Recording the conversation | Not documented | Logged in client notes |
| Updating terms | Rarely reissued | Engagement letter reissued and signed |
| Frequency | Ad hoc, once every few years | Built into an annual process |
See it with your own clients
A 30-minute walkthrough using your services and deadlines.
“Managing deadlines and tasks is much easier.”
Frequently asked questions
How much notice should I give clients before a fee increase?
There's no fixed rule, but giving clients at least one full billing cycle's notice, with a clear explanation, tends to land better than a short-notice change.
Should I reprice all underpriced clients at once?
Not necessarily — many firms phase larger increases over two review cycles to avoid shock, particularly for long-standing clients.
What if a client leaves after a fee increase?
Some attrition is normal and can be healthy if the client was unprofitable; the goal of repricing is a sustainable fee base, not retaining every client regardless of margin.
How often should repricing happen?
An annual review is common practice, aligned with your own cost increases, though the size of any change will vary by client.
Can Remindoo send fee increase letters automatically?
Remindoo lets you build a templated communication with tokens for client-specific details, which you can send to a batch of clients, though each still goes out as a deliberate, reviewed action.
Is repricing covered by the free trial?
Yes — the catalogue, custom fields, templates and engagement letter tools used for repricing are all included free for 60 days.
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 proposal software for accountants.
Last updated: . General guidance, not regulatory advice. Check with your professional body.
Why tracking leads and proposals matters
Every enquiry a practice fails to follow up is lost fee income. A clear pipeline shows which prospects need a reply, a proposal or a follow-up.
Faster replies
Prospects often contact more than one firm, so the firm that replies first and clearly has an advantage.
Consistent proposals
Templates and a services catalogue keep scope and pricing consistent whoever writes the proposal.
Signed terms from day one
E-signed engagement letters confirm scope and responsibilities before work begins.
No re-keying
Converting a won lead into a client keeps the details you already collected.
Practical tips from UK practice
- Reply to every new enquiry within one working day.
- Use lead statuses that match your real sales stages, and review them weekly.
- Send the engagement letter with the proposal so the client signs once.
- Record why lost leads were lost, to improve pricing and messaging.
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.”
