Accountant/agent workflows for managing multiple MTD clients

TL;DR Managing multiple MTD (Making Tax Digital) clients can be a logistical and compliance nightmare for accountants and tax agents, especially when workflows are manual or fragmented. The key to thriving under MTD lies in process automation, centralised client visibility, and real-time tracking. WorkflowMAX helps accountants and agents handle volume without losing clarity, offering integrated tools for time tracking, job costing, and seamless connections with Xero and other platforms.

The Compliance Crunch is Real

Making Tax Digital (MTD) has reshaped how accountants and agents operate in the UK. What began as a call for digital VAT submissions has now evolved into a broader mandate that includes Income Tax and Corporation Tax, forcing practices to modernise.

For firms juggling dozens or even hundreds of small business clients, the problem isn’t just about compliance. It’s about efficiency, risk, and profitability. The shift to digital reporting means agents must track deadlines, client statuses, and submissions across multiple systems, while maintaining accuracy and avoiding penalties.

The right workflow is no longer a luxury. It’s essential.

The challenge: Scaling Agent Workflows for MTD

1. Fragmented Tools and Manual Processes

Many accountants still rely on spreadsheets, emails, or disparate apps to manage MTD obligations. With each client on a different timeline and tech stack, the result is duplicated effort, missed deadlines, and stress.

• No central visibility of client deadlines and status
• Duplicate data entry between job tools and accounting platforms
• Lack of audit trails for MTD submissions

2. Deadline Overload

Under MTD, each client has unique filing frequencies and requirements: creating a never-ending cycle of quarterly VAT returns, monthly reviews, and now income tax digital submissions. Practices need a way to track who is due when and what is done.

The Opportunity: Streamlined, Scalable Workflows

1. Build a Client-Centric Workflow

Start by mapping each client’s MTD journey. Use consistent naming conventions, template-based jobs, and client groupings to categorise work. This makes it easier to filter by submission deadlines, software used, or engagement type.

Best Practice:
Use WorkflowMAX to create job templates for:

• VAT returns (quarterly)
• Income Tax Self Assessments
• Bookkeeping reviews

Each template can include standardised tasks, key dates, and estimated time allocations, freeing your team from starting from scratch each time.

2. Automate Time Tracking and Job Costing

As your MTD workload scales, so does the risk of lost time and unbilled work. By automating time tracking across these recurring jobs, you can:

• Measure efficiency across clients
• Spot scope creep early
• Track resource utilisation

Use time tracking and job costing features to understand how much effort each client or return requires. This helps with capacity planning and informs pricing strategies, critical for maintaining profitability across fixed-fee services.

3. Monitor Status and Progress in Real-Time

A central dashboard where agents can view all active jobs, deadlines, and statuses is key. Rather than checking 30 inboxes or 50 spreadsheets, firms need a single source of truth.

The job manager board allows you to view all active jobs, filter by client, due date, or task status. You can immediately spot bottlenecks or missed deadlines before they become problems.

4. Centralise Documentation and Communication

MTD compliance it’s about submissions and auditability. When HMRC comes calling, you need to show:

• When a return was prepared
• Who reviewed it
• What supporting documents were used

Use document storage to keep client notes, submission confirmations, and supporting docs all within the job file, ensuring compliance and saving hours during audits.

5. Integrate with Your Accounting Tools

Integration reduces the risk of data loss or duplication. For accountants already using Xero, the Xero-WorkflowMAX integration provides seamless data flow between job records, billing, and client accounts.

Key Benefits:

• Sync invoices automatically to Xero
• Pull client billing info without leaving WorkflowMAX
• Avoid double handling of time logs and costs

This kind of integration is critical for firms managing multiple MTD clients with differing software stacks.

Mastering MTD at Scale

As the Making Tax Digital regime expands, so do the demands on accountants and tax agents. Manual systems and spreadsheet-based workflows simply won’t scale. To manage dozens, or hundreds of clients with confidence, firms must embrace structured, digital-first workflows that reduce admin, improve visibility, and ensure profitability.

WorkflowMAX delivers the tools to do exactly that: from templated jobs and central dashboards to time tracking and Xero integration. It’s not just about meeting deadlines, it’s about building a practice that’s efficient, compliant, and ready for the future.

Ready to manage MTD with clarity and confidence?
Explore how WorkflowMAX can streamline your agent workflows and improve client outcomes.
Book your demo today.