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Everything in one place

What a practice needs day to day

Client records, deadlines, billing, tasks and email in one system, designed around how UK practices work.

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PracticeApp Dashboard Clients Directory Workflow Deadlines Billing Reports Tasks Workflow Current Annual Accounts 15 VAT 22 CS 6 SA 9 CLIENT ID CLIENT NAME DUE DATE STATUS AC1042 Sample Company Ltd 31 Oct 2025 Due AC1088 Sample Trading Ltd 30 Jun 2026 Due AC1103 Jon Doe Consulting Ltd 31 Mar 2026 Overdue AC1127 Example Services Ltd 30 Sep 2025 Due AC1149 Jane Doe Ltd 31 Dec 2025 Due
Integrations

Works with the tools you already use

Connect the services your practice relies on. Anything that comes in from QuickBooks waits for your approval first.

QuickBooks Online Keep clients and invoices in step. Incoming changes and payments are held for your approval before they enter PracticeApp.
Xama An AML file for every client. Open Xama from the file, run the check and record the result and review date.
Companies House Filing dates and company details synced from the register.
Google Workspace Gmail for client email history and Drive for tidy client folders.
GoCardless Direct Debit payments, payouts and mandates synced and reconciled.

QuickBooks, Xama, Companies House, Google Workspace and GoCardless are names and trade marks of their respective owners. PracticeApp is an independent product and is not affiliated with, sponsored by or endorsed by them. Integrations may need an account with the provider.

Queued for you, approved by you

Automated invoicing

  • A service period starting queues the invoice with the fee and period.
  • Review, second review and approval before anything reaches the ledger.
  • Receipts, credit notes and an estimate-to-collection trail on every client.
  • Overdue fees chased with a follow-up history.
Invoice approval queue3 waiting
Sample Company Ltd
Annual accounts · £1,150 Review›
Sample Trading Ltd
VAT quarter · £210 2nd review›
Jon Doe Consulting Ltd
Confirmation statement · £90 Approved›
Raised automatically when a service period starts · nothing hits the ledger until approved
Synced collections

GoCardless Direct Debit

  • Connect both Direct Debit schemes; payments, payouts and mandates are synced.
  • Confirmed, paid-out and failed collections shown as GoCardless reports them.
  • Record each payment against the right invoice, with a payment trail for reconciliation.
  • Charge date and payout date as columns in your Direct Debit overview.
GoCardless · Direct DebitSynced
Example Services Ltd
£120.00 · charged 1 Oct Paid out›
Jane Doe Ltd
£180.00 · charged 1 Oct Confirmed›
Sample Company Ltd
£95.00 · charged 1 Oct Failed›
Mirrors GoCardless live · you record each payment against the right invoice
Clients and invoices, checked before they come in

QuickBooks Online

  • Connect your own QuickBooks Online company from Settings.
  • New clients, changes, invoices and payments from QuickBooks wait in an Approval tab. Nothing enters PracticeApp until you approve it.
  • Clients and approved invoices can be sent to QuickBooks.
  • See how many calls you have used against your QuickBooks plan.
VAT — Quarter to 30 JunIn progress
Bank statements received
Purchase invoices filed
Sales reconciled
VAT return prepared
Reviewed by manager
Bookkeeper: A. Rahman · Manager: S. Ahmed
An AML file for every client

AML and Xama

  • Keep an AML file per client: risk level, checks, notes and review dates.
  • Open Xama from the file, run the check there and record the outcome here.
  • Attach the report to the file and see which reviews are due.
  • Optionally add a fee line for the check to your invoice queue.
VAT — Quarter to 30 JunIn progress
Bank statements received
Purchase invoices filed
Sales reconciled
VAT return prepared
Reviewed by manager
Bookkeeper: A. Rahman · Manager: S. Ahmed
Client email, organised

Email management

  • Connect each Google Workspace mailbox once; mail is matched to the client by address.
  • See who is waiting for a reply by age, who has a draft ready and which messages need a manager.
  • Reply from the app with templates, send later or save drafts.
  • Optional AI drafts use your own AI key. Review every draft: nothing is sent until you press Send.
  • Open any client’s email history from Workflow, Billing and more.
accounts@yourfirm.co.ukSynced
Sample Company Ltd
Re: Records for year end — attached bank statements Needs reply›
Sample Trading Ltd
VAT quarter — query on purchase invoices Draft ready›
Jon Doe Consulting Ltd
Thanks — confirmation statement received Replied›
Matched to the client record · full history one click away from any list
Client files, filed for you

Document organisation

  • Your folder templates build a tidy Google Drive tree for each new client, VAT quarter and accounts year.
  • A file manager on the client opens straight into that client’s folder.
  • Building only adds missing folders: nothing is renamed or moved. Deleting sends files to Drive Trash.
  • Actions are permission-controlled and recorded in the audit trail.
Sample Company LtdGoogle Drive
Ltd Clients
Sample Company Ltd
Accounts & CT · 2025
VAT · Quarter to 30 Jun 2026
Payroll & Bookkeeping
Engagement letter & ID
Folders built from your template · nothing is renamed, moved or lost
Onboard in minutes

Engagement letters

  • Generated from your template when a prospect is onboarded.
  • Your letterhead, logo and e-signature on a designed PDF.
  • Approval, emailing and signed-off tracking in one place.
  • Content is frozen when generated, so past letters do not change.
Engagement letterUnder approval
Generated from your template
Approved by a director
Emailed to the client
Signed & dated on the record
Your letterhead, logo and e-signature on a designed PDF
Every letter and document, templated

Letters and documents

  • One Letter and Doc area: letters, documents, engagement letters and exit letters, each with its own tab.
  • Build your own letter templates and categories in Settings, with placeholders for the client name, period, fee and dates.
  • Preview, download as a designed PDF, email from your own mailbox and track every item to signed or filed.
  • Letters go through approval before they are sent, and content is frozen when generated.
Engagement letterUnder approval
Generated from your template
Approved by a director
Emailed to the client
Signed & dated on the record
Your letterhead, logo and e-signature on a designed PDF
A training library for your whole team

Learning Hub

  • Admins add articles, web links, PDFs, uploaded files and videos from YouTube, Vimeo, Loom and more.
  • Everything opens in a clean in-app reader, with embedded video and a PDF viewer.
  • Topics, search, filters, featured items and a progress bar so people can pick up where they left off.
  • A Quick links shelf puts the forms and files people need one click from download.
Learning Hub6 of 14 complete
VAT flat rate scheme — explainedVideo
Onboarding a new clientArticle
Engagement letter guidePDF
Year-end checklistFile
Videos, articles, PDFs and quick downloads in one place
Record what your practice needs

Custom fields

  • Add your own fields to the Ltd, Self Assessment or other client forms: text, dropdown, toggle, date or number.
  • Mark a field mandatory and choose whether it can be used as a filter in the Clients Directory.
  • Track the accounting software each client uses and filter the directory by it.
Custom fieldsLtd form
Accounting software — Dropdown · filter
Year-end contact — Text · mandatory
Payroll client — Toggle
Next review — Date
Your own fields on client forms and directory filters
Nothing changes without approval

Google Contacts, safely

  • Sync a single client, or all of them, with Google Contacts from the client’s Contact tab.
  • Changes, deletions and renames coming from Google wait in Approvals first, so nothing is altered by accident.
  • Give the approval right to the people you trust, and see exactly what would change before you accept.
VAT — Quarter to 30 JunIn progress
Bank statements received
Purchase invoices filed
Sales reconciled
VAT return prepared
Reviewed by manager
Bookkeeper: A. Rahman · Manager: S. Ahmed
Bookkeepers kept on track

Onboarding follow-up

  • When a client is onboarded and assigned, the bookkeeper is told straight away.
  • A scheduled reminder lists their new clients with task progress, deadlines and missing details such as UTR, authorisation code and company number.
  • Choose who is reminded, how often and at what time from Auto Reminders.
Companies HouseAccounts · Confirmation statement
Your VAT recordsPeriod end · Cycle
Self assessmentTax year close
↓
One deadline boardStatutory or internal · always current
Show a mailbox only to the right people

Mailbox privacy

  • Choose which team members can see each connected mailbox, when you add it or later.
  • Everyone else cannot see it in Email Management, in client threads or in the outbox.
  • Administrators always keep full access.
accounts@yourfirm.co.ukSynced
Sample Company Ltd
Re: Records for year end — attached bank statements Needs reply›
Sample Trading Ltd
VAT quarter — query on purchase invoices Draft ready›
Jon Doe Consulting Ltd
Thanks — confirmation statement received Replied›
Matched to the client record · full history one click away from any list
See the work as it happens

Employee monitoring

  • Live screenshots of each team member’s screen, refreshed every minute.
  • Activity tracking: active and idle time, apps and websites used, across the working day.
  • Open the monitor from the left menu, right inside the app, with your sign-in remembered.
  • Admin-controlled, so you decide who can see it. Tell your team monitoring is in place.
VAT — Quarter to 30 JunIn progress
Bank statements received
Purchase invoices filed
Sales reconciled
VAT return prepared
Reviewed by manager
Bookkeeper: A. Rahman · Manager: S. Ahmed
Three views of your obligations

Workflow

  • Current: everyone due this month, plus a separate table of overdue clients that already have a task.
  • Early submission: clients you want to chase ahead of the statutory deadline, with your own internal dates.
  • Upcoming: the next three months, or any month, date or range you choose.
  • Filter by service, client type or deadline, and search instantly.
CurrentEarly SubmissionUpcoming
Annual Accounts 15
VAT 22
CS 6
SA 9
52 clients this month · 9 overdue
Less manual date entry

Deadlines from the source

  • Accounts and confirmation statement dates are synced from Companies House.
  • New companies get their first year end worked out for you.
  • VAT rolls forward from each period end: quarterly, monthly or annual.
  • Self assessment is tracked from when the tax year closes.
  • Always check statutory deadlines against official sources.
Companies HouseAccounts · Confirmation statement
Your VAT recordsPeriod end · Cycle
Self assessmentTax year close
↓
One deadline boardStatutory or internal · always current
See what is coming in

Billing

  • Forecast by estimated, uncertain, collected, one-off and cash.
  • Record estimates against invoices and collect against them.
  • Overdue and Direct Debit control, with follow-up history.
  • Full invoice, payment and credit note history.
Estimated£42,180
Collected£28,940
Uncertain£6,300
Overdue£9,410
Forecast · last six months
Work that moves

Tasks and productivity

  • Typed checklists for accounts, VAT, confirmation statements and self assessment.
  • Assign a bookkeeper and manager, with a comment timeline.
  • Completing a task records the submission.
  • Daily productivity with a three-stage approval chain.
VAT — Quarter to 30 JunIn progress
Bank statements received
Purchase invoices filed
Sales reconciled
VAT return prepared
Reviewed by manager
Bookkeeper: A. Rahman · Manager: S. Ahmed

And the rest of the day to day

The smaller things that stop a practice running on memory and spreadsheets.

Client records

Every obligation, contact, service and fee in one place, with Companies House data filled in for you.

Bulk import

Upload your client list. Every row is checked, and duplicates are matched and updated rather than repeated.

Reports

Onboarding, cash flow, submissions, disengagement and evaluation, exportable to PDF and CSV.

Client issues

Log a problem against a client, assign it, set a deadline and track it to resolution.

Team permissions

Give each person access only to the modules they need.

Companies House sync

Filing dates refresh automatically from Companies House.

Reply templates

Reusable emails with placeholders for the client name, amount due and deadlines.

Automatic reminders

Scheduled reminder emails to clients and to your own team, from your own mailbox.

Audit trail

Who changed what and when, recorded across clients, billing, documents and email.

Ex Clients

Disengaged and archived clients are kept together in Settings, so the Clients Directory shows only your active clients.

Prospective invoices

Forecast next year’s Self Assessment fees as well as company work, with the invoice date and due date worked out.

Private demo

Try a full demo workspace with sample data at any time. It is kept completely separate from real accounts.

See it with your own clients

Import your list and the deadlines fill in.

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