What software helps a small accountancy practice stop chasing clients?

Why chasing is getting harder

Chasing records, signatures, ID documents and approvals has always eaten into deadline periods. Making Tax Digital for Income Tax adds to it. Sole traders and landlords with qualifying income over £50,000 have had to use it from 6 April 2026, those over £30,000 join from 6 April 2027, and those over £20,000 from 6 April 2028. Quarterly updates mean more points in the year where you need something from a client, not just one push before 31 January.

What "stopping chasing" actually means

Good chasing software does four jobs:

1. Ask clearly. A request lists exactly what is needed, with an upload link, instead of an email the client has to interpret.
2. Remind automatically. Reminders go out on a schedule until the item arrives, without anyone remembering to send them.
3. Show what is missing. Everyone in the practice can see which clients are holding up which jobs.
4. Close the loop. Signatures, ID checks and payments happen in the same place, so the job is not stuck on a separate email thread.

If a tool only does the first job, you will still be chasing.

The main options compared

Prices below were checked on the suppliers' own pages on 12 November 2026. Where a supplier shows prices in US dollars, the sterling figure is approximate and you would be billed in dollars. Check VAT and current prices before you buy.

A few things stand out:

• Per-user versus per-client pricing matters. A three-person practice with 400 clients will pay very differently under a per-user model than under a per-client or flat-fee model. Work out both before comparing.
• Reminders are not always on the entry plan. On some tools, automated client reminders sit on a higher tier. Check which plan you need for the feature you are buying it for.
• Some tools are strongest at one stage. Ignition, for example, focuses on proposals, engagement and payment rather than ongoing record collection. Many practices pair a proposal tool with a practice management tool.

Questions to ask any supplier

Rather than relying on feature lists, ask each supplier to show you these on a demo or trial:

1. Can I set a reminder sequence that stops automatically when the client uploads the item?
2. Can a client see everything we are waiting for in one place, on their phone?
3. Can I see, on one screen, every job held up by a client, and for how long?
4. Does it connect to our accounting and tax software, and what happens if that connection breaks?
5. Which plan includes automated client reminders, and what is the total yearly cost for our number of users or clients, including VAT and any currency conversion?
6. How do we get our client list and existing jobs in, and how do we get our data out if we leave?
7. Where is client data stored, and what does the supplier's data processing agreement say?

What to sort out before you buy

The most common reason chasing software disappoints is that it automates a messy process. Before you start a trial:

• List what you ask for, by job type. A sole trader's year end, a VAT return and a payroll month each need different things from the client.
• Decide your timings. When does the first request go out, how often do reminders follow, and when does a person step in?
• Agree what happens on no reply. A call from the partner, a fee for late records, or moving the job to the back of the queue. Software can only enforce a rule you have decided.
• Pick one service to start with. Running one job type through the new tool for a month shows you what works before you move everything.

Where AI fits

Most of the chasing problem is solved by ordinary automation: scheduled reminders, request lists and status tracking. AI can help around the edges, for example drafting friendlier reminder wording or summarising what a client has sent. Client data should only go into tools your practice has approved, and anything AI produces should be checked by qualified staff. Our guide on using ChatGPT with client data covers the questions to ask first.

Getting help choosing

If you would rather not run four trials, or you are not sure whether the problem is the software or the process, the FiveW Business Review looks at up to three of your processes, such as year-end record collection, onboarding and billing, and gives you a prioritised report covering likely benefit, cost, effort and risk. It costs £750 plus VAT. You can use the report with any supplier. You can read more about how we work with practices on our AI and automation for accountants page.