There are few things that drag down our energy quite like admin.
Some of the admin that accountants do now might be different from when I was still in practice. But much seems to have remained the same. And attitudes don’t seem to have changed.
You know what I mean: the repetitive non-billable client related tasks, chasing clients for replies and data, AML processes, updating your records, the never-ending form-filling. And so on.
It all needs doing. But none of it makes you feel like you’re a brilliant accountant or doing anything that’s earning you money.
And when you’re running your own practice, it can feel like you’re the only one drowning in this tide of admin.
But here’s the truth. You’re not. I know that with certainty as we discussed this very issue at a recent meeting of the Sole Practice Club.
Ahead of time, I mentioned the upcoming meeting on Linkedin. One accountant shocked me with his comment: “You’ve made me worried now, as I spend virtually no time on admin as a sole practitioner”. I suspect he has a more limited view of what most accountants consider to be ‘admin’ – otherwise, yes, he should be worried!
Whenever I mention the topic to accountants, their eyes roll and their admin related frustrations are quickly very apparent.
In this post I have highlighted five areas of practice admin that we discussed at the Sole Practice Club. In each case I have mentioned some of the practical solutions that seemed to have wide appeal
1 – Stop treating admin as ‘free’ work
Keep in mind how much obligatory client related admin work you will need to do when you set and quote your fees. Then, instead of seeing this as unpaid work, it’s now part of what your clients ARE paying for.
Keep track of the occasional admin tasks, like those related to change of address (and all of the related notifications required for Co House and for HMRC) that result in more admin work than you had anticipated. So why not quote for them up front, or set a clear menu of charges? And give clients the option to do this admin work themselves.
One member reported that 10% of their total revenue now comes from micro-charging for ad hoc requests. And once clients know they’ll be billed, they tend to be more organised. Imagine that.
2 – Get your engagement letters working harder
Lengthy engagement letters have long been a challenge. Too long for clients to read, too vague to protect you properly, and too complex to keep updated.
The fix? Strip out the waffle. Make them clear, concise, and specific about scope. Tools like GoProposal, BrightManager and Engager help, but only if you’re reviewing and tailoring them regularly to suit YOUR practice and YOUR preferences.
And if you’re adding micro-charges or new services (like helping with Companies House ID checks), your letters need to reflect that.
3 – AML compliance is a beast – but it doesn’t have to be
AML checks have always been a headache.
Some members are using platforms like Verify, Bright Manager or Engager (linked to Xama) to manage the tech side. Others are building in extra risk assessments or custom fact-find documents to satisfy their professional bodies.
Another top tip that came from one member who does this is to treat AML onboarding as a chance to really get to know your clients – not just a compliance box-tick. It makes for better client relationships, stronger risk assessments and can result in more work opportunities too.
4 – Admin that earns its keep
You’re probably already doing more admin than you realise. Setting deadlines, chasing tax return data, logging client queries, making Companies House updates.
Some of it is unavoidable. But some of it can be streamlined, delegated – or turned into paid-for extras.
Want to reduce repetitive queries? Automate your client reminders. Want to avoid key person bottlenecks? Delegate Companies House forms to your assistant. Don’t have an assistant? Hire a virtual one for a few hours a week. You’ll save your own brain for more valuable work.
5 – AI isn’t coming – it’s already here
Large language models like ChatGPT, Claude and Gemini are already being used by small firms to summarise emails, draft replies, and research new clients. It’s not about replacing staff – it’s about making your systems work smarter.
Use AI to draft standard onboarding related emails. Or to write a quick response when you just can’t face your inbox. Just remember: like a trainee, AI systems are only as good as the brief you give them.
And if you’re serious about reducing duplicate data entry, look into Agentic AI or even building a central data lake to feed your systems. Zapier can do a lot, but it’s not the only game in town.
So what’s stopping you?
The biggest blockers we see are clunky systems, fear of charging, and the belief that you need to do everything yourself. But these are solvable.
Start small. Charge for one admin task. Test one automation. Delegate one thing.
You’ll be surprised how much difference it makes.
If this struck a chord…
You’re not alone. Many sole practitioners are wrestling with the same issues – quietly, behind the scenes. But there are better ways to work, and practical solutions that actually help.
If you’d like to explore them with others who really get it, why not drop me a note? We can chat about whether joining the Sole Practice Club might be right for you.
