IKONIQ
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UK accountancy workflow automation

Turn client chasing into a controlled workflow.

IKONIQ designs and runs client record, onboarding and reminder systems for UK accountancy and bookkeeping firms — so routine follow-up happens consistently and your team can see exactly what is outstanding.

Book your free workflow audit See what we automate
Designed around your current stack Your wording and approval ICO registered
Client records overview
Workflow active
Records received68%+14 this week
Needs attention11Prioritised
Next deadline17dOn track
ALAlex & Lane LtdRecords request
Received
RMRiverside MotorsReminder sequence
Reminder 2
HPHarbour PropertyQuarterly intake
In progress
JBJ. BrownHuman escalation
Review
Last workflow activity: moments ago
Reminder delivered

Sent in the firm's approved voice

✓ Logged automatically
Records received

Routed to the agreed destination

✓ Team notified
Built around tools firms already use
XEROQUICKBOOKSDEXTKARBONMICROSOFT 365GOOGLE WORKSPACEXEROQUICKBOOKSDEXTKARBONMICROSOFT 365GOOGLE WORKSPACE
Where work gets stuck

Good firms still lose hours to fragmented follow-up.

Client chasing is rarely one dramatic failure. It is dozens of small, repeated tasks spread across inboxes, spreadsheets, portals and individual staff members — each one easy to miss and expensive to repeat.

Requests live in too many places

Email threads, portals, calls and spreadsheets make it hard to know what was requested, what arrived and what still needs attention.

Visibility gap

Staff repeat the same chasing

Routine reminders are written and sent manually, even when the timing, wording and escalation path could be standardised.

Admin drag

Deadline risk appears too late

Without one live view, silent clients are often discovered only when the deadline is close and the team has little room to recover.

Late escalation

New obligations add more volume

MTD for Income Tax brings recurring digital record and quarterly update work into practices already managing busy client books.

Capacity pressure
Mandatory from April 2026Over £50kQualifying self-employment and property income
Expands from April 2027Over £30kThe next qualifying-income threshold
Expands from April 2028Over £20kA further wave of clients enters scope
Next quarterly deadlineCalculating…Standard and calendar-period deadlines are the same

Rollout thresholds and deadlines sourced from HMRC guidance on GOV.UK.

The IKONIQ system

A practical layer around the way your practice already works.

We map the client journey first, then build only what is useful: consistent requests, timed reminders, simple intake, clear routing and human escalation. The technology stays behind the scenes.

  • Messages are written in your firm's tone and approved before launch.
  • Clients use straightforward links and familiar channels where appropriate.
  • Your team keeps control of judgement, exceptions and client relationships.
  • The exact data flow is agreed before any live client information is used.
IKONIQ
1. RequestPersonalised, approved client communication
2. RemindTimed follow-up with sensible escalation
3. RouteSend received information to the agreed place
4. ReviewGive staff a clear human-action list
What we can automate

Start with the highest-friction workflow.

Every practice is different. These modules can be combined into a focused pilot rather than forcing your firm into a generic, all-or-nothing platform.

01

Client record requests and reminders

Trigger consistent requests, schedule follow-ups and stop when the required information has been received or a person needs to step in.

02

MTD onboarding journeys

Guide relevant clients through agreed steps, collect required details and keep progress visible as new thresholds bring more clients into scope.

03

Intake, naming and routing

Reduce manual handling by capturing information in a structured way and routing it to the right person, folder or system after agreed checks.

04

Deadline visibility and escalation

Give the team a clear view of complete, waiting and at-risk clients, with a concise action list for cases that require human contact.

How it works

Understand first. Automate second.

We do not begin with a pre-built bot. We begin with your actual process, constraints and risks, then turn one repetitive workflow into a controlled system.

Workflow audit

We map how information is requested, received, checked and escalated today, including the tools, people and exceptions involved.

Blueprint and pilot

You receive a clear proposed flow, message sequence, data map and success criteria. A small pilot is agreed before wider rollout.

Rollout and refinement

Once approved, the system is expanded carefully, monitored and adjusted around real behaviour rather than assumptions.

Your starting point

A free client-workflow audit, not a generic sales pitch.

Bring one process that consumes too much staff time. We will map where it breaks, what should remain human and what could be automated safely.

  • One focused workflow reviewed
  • Clear automation opportunities and risks
  • No obligation to proceed
Free consultation30-minute audit

A practical conversation about your current workflow and whether an automation pilot is genuinely worthwhile.

Choose a time
Best fit

Built for practices that value control and consistency.

We are most useful where repetitive client communication is already consuming meaningful staff time and the practice wants a tailored workflow rather than another disconnected tool.

A strong fit

  • UK accountancy or bookkeeping practices with recurring client chasing
  • Teams using a mix of email, spreadsheets, portals and practice software
  • Firms preparing for or already managing MTD for Income Tax workflows
  • Owners who want measurable process improvement without replacing their team

Probably not a fit

  • Firms seeking outsourced tax decisions, bookkeeping or professional advice
  • Practices unwilling to document their process or approve client messaging
  • Businesses expecting automation to remove every exception or human conversation
  • Teams with no meaningful volume of recurring client administration
Frequently asked questions

Straight answers, before you book.

Do we have to replace our current software?

No. The aim is to improve the workflow around the tools you already use. Feasibility depends on your current stack, access permissions and the integrations available, which we assess during the audit.

Is this a chatbot?

Not necessarily. A chatbot is only one possible component. The valuable part is the end-to-end process: requests, reminders, intake, routing, visibility and escalation.

Do you provide accounting or tax advice?

No. IKONIQ automates administrative workflows. Tax judgement, accounting decisions, client advice and final review remain with qualified people in your practice.

How do you handle client data?

Before any live use, the data flow, roles, access, processors, retention and security controls are agreed in writing. We aim to use the minimum information needed for the defined workflow. ICO registration is not presented as a substitute for proper data protection practices.

Can every process be automated?

No. We actively separate predictable administrative steps from cases requiring judgement, empathy or professional review. Sometimes the right recommendation is to automate only a small part of the process.

How much does it cost?

Pricing depends on the workflow, client volume, communication channels, integrations and support required. After the free audit, you receive a defined scope before deciding whether to proceed.

Make the next deadline calmer

Find the workflow your team should not be repeating by hand.

Book a free audit and we will map one high-friction process, show what could be automated and explain what should remain human.

Book your free audit Email contact@ikoniq.net

No obligation · No tax or accounting advice · Scope and data handling agreed before implementation