The way your best preparer does it, on every job
FigsFlow turns your practice's process into reusable workflow templates — the task list, who does which part, and due dates that count backward from the filing deadline. Apply one to a job and the whole schedule builds itself, including the parts where you chase the client.
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Watch a template set fourteen days
Apply a template to a client with a 30 September year end and watch every date recalculate from that client's own anchor.
One process, four places it is stored
The way your firm does an annual accounts job exists in a Word document somebody wrote in 2021, a spreadsheet the manager keeps, the memory of your best preparer, and the actual sequence of emails on last year's job. All four disagree slightly, and the one that gets followed is whichever the person doing the work happens to have open.
Where it sits
Before the job exists
Change the template and you are changing how the next hundred jobs run — which is why versioning matters more here than anywhere else in the platform.
- Engagement signed
- Template applied
- Anchor date read from the client
- Offsets calculated
- Roles assigned to people
- Job runs
Service templates
The work itself — steps, tasks, the scheduler and the board statuses a job moves through.
Email templates
What the client receives, with merge fields that resolve to real data rather than a mail-merge guess.
Form templates
The information request the client fills in — branching, so nobody is asked about property income they do not have.
Checklist templates
The quality control inside a task — including reconciliations that balance or visibly do not.
Surveys
Built on the same question engine as forms, scoped as its own module.
Your own task types
Five built-in types, plus any your practice adds — AML verification, UTR applications, HMRC authorisation.
Due dates
Offsets, not typed dates
Every task date is an offset from an anchor — the accounting reference date, the VAT stagger, the confirmation statement date. Apply the same template to a client with a September year end and a client with a March one, and both get correct dates. Nobody maintains a second version for the awkward clients.
Internal dates can roll to the next working day. Statutory deadlines do not — a UK filing date does not move because it lands on a Saturday, and the platform treats those as two different settings rather than one.
Anchors: client year end · tax year end · VAT quarter end · calendar month end
The client manager assigns a person to each slot · owner is always required before a job can start
Assignment
Roles, not names
A template assigns to preparer, reviewer and partner — not to Priya, Tom and Rachel. When the job is created, the client manager puts a real person into each slot. Assignment is a deliberate step rather than an automatic one, and because the template never holds a name, somebody leaving does not mean editing templates.
The same mechanism decides what a job cannot start without. An owner is always required; team lead, client due date and internal due date are yours to make mandatory or not.
Versioning
What happens when you change it in February?
Templates are versioned. Jobs already running keep the version they started on; new jobs take the new one; and you can push a change to live jobs deliberately rather than by accident.
A template edit in the middle of the season is the single most dangerous action in a practice management system, and it should behave like one. The rule holds in the data, not just in a warning message.
- Started 12 Jan
- 1 job still running
- Keeps its original task set
- From 04 Feb
- All new jobs
- Extra review gate added
Reminders automatic · review before sending optional · portal, email or both
The client's part
The client's steps are in the template too
Sending the records, approving the draft, returning the signed copy — these are steps in the process, not things that happen outside it. Putting them in the template is what makes a date slip attributable rather than mysterious.
Each client step carries its own timing, its own reminders, and an optional partner review before anything leaves the building.
Seen enough? Bring the process you argue about most.
Book a demoThe difference
A document, or something that runs
Most accounting workflow templates are documents. They describe the process accurately and change nothing, because following them is voluntary and checking them is nobody's job.
| When… | A template documentWord, Excel, a procedure note | A task-list builderChecklists with typed dates | FigsFlowA template that executes |
|---|---|---|---|
| A client has an unusual year end | ✕Someone adjusts the dates by hand. | !A second copy of the template. | ✓Same template. Offsets recalculate from that client's anchor. |
| A deadline falls on a Saturday | ✕Whatever the person assumes. | !One weekend rule applied to everything. | ✓Internal dates roll. UK statutory dates do not. |
| Someone leaves the firm | ✕Their name is still in the document. | ✕Reassign every job by hand. | ✓Reassign that job's slot. The template is untouched. |
| The process changes mid-season | ✕Nobody knows which copy is current. | !The edit affects live work immediately. | ✓Running jobs keep their version. Pushing the change is deliberate. |
| The client is the blocker | ✕Not in the document at all. | ✕Tracked in someone's inbox. | ✓A step in the template, with its own reminders. |
| A new starter joins | !Reading, then asking anyway. | !A list without the reasoning. | ✓The template is the training — they work inside it from day one. |
| You want to know if it was followed | ✕Unknowable. | !Ticks, if anyone ticked. | ✓The job is the record of the template running. |
Changing one changes what happens next. Changing the other changes what is described.
Who uses it
What this looks like at your size
Pick the shape of your practice.
What you’ll see0:00 / 1:58
- 0:00 Your process is in your head, and it works
- 0:30 You write it down once, as offsets not dates
- 1:02 A client with a September year end runs correctly Nothing had to be adjusted
- 1:34 You are ill for a week and the job still moves
Preview clock — no video source set
What you’ll see0:00 / 2:08
- 0:00 Two people do the same job differently
- 0:34 Both approaches are perfectly defensible
- 1:06 The steps go on a screen and the difference is visible The argument resolves itself
- 1:40 One template, and neither person was told they were wrong
Preview clock — no video source set
What you’ll see0:00 / 2:22
- 0:00 A new starter joins in the middle of the season
- 0:36 They work inside the template from day one
- 1:12 The template carries the reasoning, not just the list The template is the training
- 1:50 Useful in weeks rather than months
Preview clock — no video source set
What you’ll see0:00 / 2:36
- 0:00 Four offices, one service, four slightly different methods
- 0:40 One template becomes the standard
- 1:18 A mid-season edit is versioned, not broadcast Deliberate, not an incident
- 2:00 Every office can be compared on the same basis
Preview clock — no video source set
Your stack
Works with what you already run
Anchors read from the client record and from Companies House. Documents stay in your own SharePoint.
- Microsoft 365
- Outlook
- SharePoint
- Companies House
- HMRC data
Proof
Built inside a working UK practice
The first templates in FigsFlow were the ones a working practice had already written down four different ways.
Coming soon
0:52
Coming soon
1:06
Coming soon
0:58
Coming soon
1:11
Named practice references and review-platform ratings are not shown on this page yet. They will be added once the practices concerned have agreed in writing.
Pricing for this module
Related modules
Next in the platform
A template is where the work is decided. These four are where it happens.
Jobs, tasks and deadlines
What the template creates, and the gates that stop a step closing early.
See the jobs moduleHMRC deadlines
The anchors the offsets run from, and the statutory dates that never roll.
See the deadlines moduleTeam and capacity
The hours the template implies, before you commit to them.
See the capacity moduleClient portal
Where the client's steps actually happen, with reminders that chase for you.
See the portal moduleResources
See it in practice
Case studies, short films and writing on standardising a process people already disagree about.
Coming soonFour documents, one template
How a sole practitioner turned a process in her head into something a new hire could follow.
Read the case study
Coming soonTwo methods, both defensible
A three-partner firm settled a long-running disagreement by putting the steps on a screen.
Read the case study
Coming soonOnboarding in weeks
What changed for a 30-person practice when the template became the training material.
Read the case study
Questions
Asked before every rollout
Bring the process you argue about most
Not the simple one. Bring the service where two people do it differently and nobody has written down which is right, and we will build it as accounting workflow templates in front of you. The argument usually resolves itself once the steps are on a screen.
Want to see what the template creates?