July payments panic: how to help clients and avoid complaints

Has a client ever complained that you didn’t remind them about their July payment to HMRC?

While most clients are well aware of the January Self Assessment deadline, the second payment on account due by 31st July can sometimes slip under the radar - especially with summer holidays, school breaks, and general distractions. The result? Missed payments, HMRC fines, and interest charges.

Missed deadlines and unhappy clients

When a client misses their July payment, who do they call? The likely answer, unfortunately, is you.

Technically, it’s not your responsibility to remind clients about their payment obligations. But, even if the oversight wasn’t your fault, they may still have a different point of view, feeling let down, and perhaps placing the blame at your door.

Proactive communication with clients

However, it doesn’t have to be that way. Being proactive with your client communications can make all the difference to your longer-term relationship. A simple reminder can prevent penalties, reduce stress, and show your clients that you’re looking out for them. It’s a small gesture that can build trust and loyalty.

A blanket email to all clients might seem like a solution, but it can cause confusion for those who don’t owe anything - leading to unnecessary worry and extra calls to your practice.

How can TaxCalc help?

This is where TaxCalc Communications Centre shines. It enables you to:

• Identify exactly who has a payment on account due in July and create a bespoke email list - all by drilling into your client database.
• Send personalised emails from within TaxCalc with the amount due (as per their last tax return), helping them to recognise and act on it.
• Avoid unnecessary contact with clients who don’t owe anything, preventing potential confusion and reducing your team’s workload.
• Automate reminders - send them on July 1st, mid-month, or even earlier in April to help clients plan ahead.
• Track communications - every email sent is logged in the client record, giving you proof of contact if needed.

You can even tailor messages to come from specific staff members, making the communication feel more personal and relevant.

Why does it matter?

In today’s competitive landscape, clients can switch accountants with ease. Don’t give them a reason to leave. A proactive reminder not only prevents clients getting fines but also reinforces your value as a trusted advisor.

With TaxCalc’s Communications Centre, you’re not just managing compliance, you’re enhancing client relationships.

Find out more about TaxCalc Communications Centre and take a free 14 day trial.