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Choosing & switching software
How to Replace Excel Trackers in Your Accounting Practice
Keep the structure your spreadsheets gave you, without the version-control problems.
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
Automated reminders
Timely prompts before work becomes urgent.
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- Cranleys Chartered Accountants
- CJM Accountants
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- Auditax International
- RS
Quick answer
Replacing Excel trackers means moving client, deadline and task tracking from spreadsheets into dedicated software with shared, real-time updates. It matters because spreadsheets have no way to alert anyone automatically, and a single incorrect edit can go unnoticed until a deadline is missed.
What goes wrong with Excel trackers in an accounting practice, and why does it matter?
It matters because Excel was built as a general-purpose tool, not a deadline management system, so it lacks the automatic reminders and shared visibility that prevent things being missed.
Excel spreadsheets are flexible and familiar, which is exactly why so many firms start with them. The problems appear as the tracker grows: multiple people editing the same file create version conflicts, formulas break when someone inserts a row, and there is no way for the spreadsheet itself to alert anyone when a deadline is approaching.
A dedicated tracker does not need to be more complicated than a spreadsheet to use day to day. It needs to do the things a spreadsheet cannot: send a reminder automatically, show one live view to the whole team, and keep a history of changes without anyone maintaining it manually.
Why do Excel trackers keep causing problems as a firm grows?
Version conflicts between staff
Two people editing the same spreadsheet, or working from an old copy saved locally, means updates get overwritten or lost entirely.
No automatic reminders
A spreadsheet cannot notify anyone that a deadline is approaching - someone has to remember to check it regularly.
Formulas break silently
A single deleted or inserted row can throw off a formula without anyone noticing until the numbers look wrong.
Access control is all or nothing
Sharing a spreadsheet usually means giving full edit access, with no way to restrict what a junior team member can see or change.
No audit trail
It is difficult to see who changed what and when, which matters for accountability and for AML record-keeping.
What does relying on Excel trackers cost an accounting firm?
The cost is largely hidden until something goes wrong: a missed deadline traced back to an overwritten cell, or hours spent reconciling two versions of the same tracker.
Time spent maintaining spreadsheets - fixing formulas, merging versions, chasing whoever has the latest copy - is time not spent on client work. The bigger risk is a missed deadline that traces back to a spreadsheet nobody realised was out of date.
How do you move off Excel trackers without losing what worked? Step by step
- 1
Document what your spreadsheet actually tracks
List every column and use of your current tracker before choosing replacement software, so nothing important is lost in the move.
- 2
Identify the manual steps you want automated
Note where you currently rely on memory to check the spreadsheet, since these are the points automatic reminders should replace.
- 3
Import your existing client and deadline data
Bring your spreadsheet data into the new system rather than starting from a blank slate.
- 4
Recreate your categories as templates
Turn recurring rows or tabs in your spreadsheet into reusable templates in the new system.
- 5
Set access levels for each role
Decide who needs to see or edit each type of client information, something a shared spreadsheet cannot control.
- 6
Run the new tracker alongside the spreadsheet briefly
Keep the spreadsheet updated for a short handover period until the team trusts the new system fully.
- 7
Retire the spreadsheet on a set date
Agree a date to stop updating the spreadsheet entirely, so the team does not maintain both indefinitely.
How does Remindoo replace an Excel deadline tracker?
Remindoo replaces a spreadsheet's rows and columns with a shared, real-time client and task system, so there is no version conflict, no broken formula and no single point of failure. Automated reminders do what a spreadsheet cannot: alert the right person before a deadline is at risk, without anyone needing to check manually. Task filters and customisable task views let each team member see exactly what matters to their role, which a shared spreadsheet cannot offer without giving everyone full access. The task card and detail view keeps notes, attachments and history against each job, replacing scattered comments in spreadsheet cells. Bulk task actions make it easy to reassign or update many items at once during a busy period, something that would mean editing dozens of spreadsheet rows by hand. Try Remindoo free for 60 days with your real client list to see it replace your current tracker directly.
Automated reminders
Timely prompts before work becomes urgent.
See featureStrong task filters
Filter by tags, deadline, assignee and status.
See featureCustomisable task views
Shape the task page around each role.
See featureTask card and detail view
Attachments, subtasks and notes on every task.
See featureBulk task actions
Reassign, snooze, archive or delete tasks in bulk.
See featureSpreadsheets vs Remindoo: what changes?
| Area | Spreadsheets & email | With Remindoo |
|---|---|---|
| Deadline alerts | None - someone must check manually | Automated reminders sent to the right person |
| Multiple editors | Version conflicts and overwritten cells | Real-time shared updates |
| Access control | All-or-nothing sharing | Role-based views and permissions |
| Formulas | Break silently when rows change | No formulas to maintain |
| Audit trail | Difficult to see who changed what | Task and client history recorded automatically |
| Bulk updates | Editing many rows by hand | Bulk task actions in a few clicks |
See it with your own clients
A 30-minute walkthrough using your services and deadlines.
Is it ever fine to keep using spreadsheets alongside software?
Yes, for genuinely one-off analysis or working papers - the concern is specifically deadline and client tracking, where automatic reminders matter most.
Spreadsheets remain a fine tool for calculations and analysis. The risk is specifically in using them as a live, shared deadline tracker, where the lack of automatic alerts and version control causes the most damage.
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
Can I import my existing Excel tracker into Remindoo?
Yes, Remindoo supports importing client and deadline data so you are not rebuilding your tracker from scratch.
Will Remindoo feel as flexible as a spreadsheet?
Custom fields and flexible task views let you shape the system to your firm's specific tracking needs, though it is structured rather than a blank grid.
Is there a free trial to compare against my spreadsheet?
Yes, Remindoo is free to use in full for 60 days, so you can run it alongside your current spreadsheet before switching fully.
How does Remindoo prevent the version conflicts spreadsheets have?
Because everyone works from the same live system rather than separate copies of a file, there is no version to fall out of sync.
Does moving off spreadsheets help with AML record-keeping?
Recording AML checks in a system with a client timeline gives a clearer audit trail than notes buried in spreadsheet cells, and it includes built-in digital ID checks.
What happens to my old spreadsheets after I switch?
You can keep them for reference, but we recommend agreeing a firm date to stop updating them so the team fully relies on one live system.
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 best accounting practice management software.
Last updated: . General guidance, not regulatory advice. Check with your professional body.
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.”
