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Self Assessment Service, Forms, Payment Reminders, Payment on Account and Automation

Self Assessment season is often a race against time for accounting practices. Between chasing clients for information and managing tight deadlines, it can feel overwhelming. But with Engager, you’re equipped to turn chaos into control. Our tools simplify your workflow, improve turnaround times, and reduce stress for you and your team. Ready to revolutionise Self Assessment season? Let’s dive in.

What You’ll Learn:

  • How to use Self Assessment Forms for data capture.
  • Automating chasers to save time and reduce manual follow-ups.
  • Strategies for best practices during Self Assessment season.
  • Step-by-step guides for creating forms and templates.

Forms for Data Capture

At Engager, our mission is to simplify processes and make your workflow more efficient. That’s why we’ve developed a customisable Self Assessment Form. This tool helps you gather all the necessary information from your clients quickly and easily.

Key Benefits of Engager Forms:

  • Fully customisable: Tailor forms to suit your needs.
  • Client-specific flexibility: Create tailored forms for individual clients or use a generic template.
  • Automated processes: Save time by reducing repetitive tasks.

New to Forms? Read How To Use Forms to learn more about setting them up and customising them for your clients.

Sending Forms to Clients

Once your Self Assessment Form is ready, you can send it to clients in two ways:

1. Sending Forms Individually

  1. Open the client from Clients and select Form requests under Documents on the left menu.
    Client record left menu with Form requests highlighted under Documents as step 1, next to the Form requests table
  2. Select + new request. In Create request, choose your Self Assessment form in Published form: and select Save. The request is saved as Pending. Saving doesn’t tell your client about it.
    Create request window with the 2024-25 Self Assessment Tax Return Questionnaire chosen as the published form, highlighted as step 2, and Save highlighted
  3. To send it to the client, select the bell button (notify client) in the Actions column and choose Notify by e-mail (or Send push notification).
    Pending form request with the notify client bell button open in the Actions column and Notify by e-mail highlighted as step 3

2. Sending Forms in Bulk

For a more time-efficient approach, send forms in bulk. Here’s how:

  1. Filter Your Client List: go to Clients (the All clients page), select filters, then select Type under Client info.
    Clients filters panel with Type highlighted under Client info as step 1
  2. Filter by Type (for example, individuals or limited companies): tick the values you want, such as Individual or Sole Trader, then select the tick to apply.
    Type filter with Individual or Sole Trader ticked, highlighted as step 2, and the apply tick highlighted
  3. Filter by Enabled services, selecting SA100, then select the tick to apply.
    Enabled services filter with SA100 ticked, highlighted as step 3, and the apply tick highlighted
  4. Select Clients: once your filters are applied, the list will display only clients with the Self Assessment service enabled. Use the top-left checkbox to select all filtered clients.
    Filtered clients list of 3 clients with the select-all checkbox ticked and highlighted as step 4, with one client name blurred
  5. Create Form Requests: click bulk actions in the top-right corner and choose Create form request. This opens the Create form requests dialog.
    Bulk actions menu open with Create form request highlighted as step 5
  6. In the Published form field, select the Self Assessment form you want to send.
    Create form requests window listing the selected clients, one name blurred, with the 2024-25 Self Assessment Tax Return Questionnaire chosen as the published form, highlighted as step 6
  7. Adjust Settings: check that Pre-populate built-in and custom fields with values from client record is set to yes (it is by default) to streamline form completion for your clients. Ignore clients with a request for this form already raised after: is ticked by default, with a date one week earlier. Change the date if you need to, to avoid sending forms to clients who already received one after that date. Then select Submit.
    Request details with Pre-populate built-in and custom fields set to yes, highlighted as step 7, and the date for Ignore clients with a request for this form already raised after highlighted, above Submit
  8. Notify Clients: after submitting the form requests, notify clients via email by selecting Notify clients via email.
    Create form requests progress at 100%, created for 1 out of 1 client, with Notify clients via email highlighted as step 8
  9. Compose your email, and you can even include instructions for uploading details about self-employed earnings, expenses, or property income. The Form request template is chosen for you. Send the Emails: hit Send, and you’ve successfully emailed your entire Self Assessment client base in just minutes!
    Compose e-mail to a demo contact with the Form request template, highlighted as step 9, and the subject highlighted

Key Takeaway: Bulk sending saves significant time, allowing you to reach all your Self Assessment clients in minutes.

Monitoring and Following Up

Once clients start completing forms, you’ll receive instant notifications within Engager. To manage and review responses effectively:

  1. Use Grouped Notifications:

    • Select the notifications bell at the top of the screen, then show grouped summary.
      Bottom of the notifications panel with show grouped summary highlighted, below mark all as read
    • On Notification summary, use the Client finishes and submits a form request widget to see responses.
      Notification summary page with the Client finishes and submits a form request card highlighted

  2. Track Pending Requests:

    • Use the Form Requests dashboard widget to monitor pending submissions. If you can’t see it on your dashboard, select the gear, choose Manage dashboard and select the eye icon next to Form Requests.
      Manage dashboard list with the Form Requests widget switched on and highlighted
    • Click on the pending requests (for example, 14 pending) to view clients who haven’t completed their forms.
      Form Requests dashboard widget showing pending, amend requested and in progress counts, with pending highlighted

  3. Send Email Reminders:

    • Select the email button in the Actions column next to pending clients to send follow-up reminders.
      Pending form requests list for demo clients with the email button in the Actions column highlighted on the first row

Key Takeaway: Use grouped notifications and the dashboard widget to track pending responses at a glance.

Automating the Chasing of Forms

Let’s take it a step further by automating follow-ups for uncompleted forms. With Engager, you can build this process into your SA100 Service using Phases and Global Auto Reminders. For more on each, see Workflows, Phases and Checklists and Setting Up Automated Emails / Global Auto Reminders.

Step 1: Draft a Reminder Email Template

  1. Go to Settings and, under Communication, select Message templates. Select + new template and create an email template for reminders.
    Settings Communication card with Message templates highlighted as step 1
    Message templates toolbar with the new template button highlighted

Example template:

Subject: Response Required to Complete Your Tax Return
Body:

Hi [Contact Pref Name],

We recently requested that you complete a form for your Self Assessment income for the tax year ending 5th April 2026.

Please click the link below to complete the form at your earliest convenience:
[PortalAddress]

The filing deadline is 31st January 2027, and HMRC will issue penalties plus interest for late filings.

We aim to complete your return by [InternalDeadline].

Thanks,
[Manager]

Step 2: Add Phases to the SA100 Service

  1. Go to Settings and, under Jobs, select Services. Select the pencil icon in the Actions column for SA100 to open Edit service. Under Phases, select + add phase here and add a Phase (e.g., Request Records/Forms) to track client responses.
    Settings Jobs card with Services highlighted as step 2
    Edit service Phases section with add phase here highlighted as step 2 and the Template for an e-mail to send on completing the phase field highlighted

On the subject of phases, at this point you may want to update yours. We highly recommend keeping phases high-level and using 'Checklists' for more granular actions. For example your self-assessment phases could be:

  • Obtain Records / Forms
  • Preparation
  • Internal Review
  • Send to Client for Approval
  • Filing with HMRC

Once you've decided on phases, you can also decide whether or not to send an email once each individual phase has been complete. You can select which email template should be sent within the Template for an e-mail to send on completing the phase field. The user completing the phase will be given a chance to review the message before sending.

You could have various emails being sent to your client once phases have been complete. For example:

Obtain Records / Forms: notifying them once the first phase is completed, that 'Preparation' has started and that you aim to have it completed within a certain timeframe. 

Send to Client for Approval: an easy way to make a process consistent. You could have sections that need editing in order to allow for additional commentary. Also, you'll be able to attach documents to the email for review, or alternatively, provide a link to the portal.

Filing Process: an easy way to keep your client in the loop with the status of their tax return and provide an excellent service. You could even attach your invoice to this email if you were billing on completion. 

Step 3: Configure Global Auto Reminders

  1. In the Services list, find the SA100 row and select set up in the Global auto reminders column. Auto reminders for SA100 lists your current global auto reminders. Select + new.
    SA100 row in the Services list showing 0 enabled out of 2 total auto reminders, with set up highlighted as step 3 and the edit pencil highlighted
    Auto reminders for SA100 listing two reminders with their run time, trigger, email template and recipients
    Auto reminders list with the new button highlighted as step 3
  2. In Create auto reminder, under What to do?, select the reminder email template you created earlier in Send an email from template:.
    Create auto reminder with the Auto Email SA100 template chosen in Send an email from template, highlighted as step 4
  3. Under When to do it?, define when the email should trigger (e.g., 91 days before the statutory deadline). You can also tick Repeat sending the email:.
    When to do it set to 91 days before the statutory deadline, highlighted as step 5, with Repeat sending the email ticked
  4. Set Conditions: under Under which conditions?, specify the conditions for sending reminders (e.g., 'Record receive date' value is not set and Job status is Request records or Awaiting records).
  5. Save and Activate: select Save to save the automation.
    Conditions with Record receive date is not set highlighted as step 6, Job status Request records and Awaiting records ticked and highlighted, and Save highlighted as step 7

Engager will now automatically send reminders based on your configured schedule and criteria.

Key Takeaway: Automation ensures no client is missed and reduces the need for manual follow-ups.

Filing Process & Payment Reminders

Once you’ve filed your client's Self-Assessment Tax Return (SATR), what should you do next? A common follow-up step is to send an email confirming the filing and advising the client to pay their tax liability to HMRC by 31st January.

When building your ‘Self-Assessment Filed’ email template in Engager, consider including some key details to provide clarity and guidance for your clients:

  • Tax payable: The exact amount the client owes.
  • UTR number: Their Unique Taxpayer Reference, required for making payments.
  • Payment on Account (POA): Explain what it is, why it’s due, and the amount owed for the July POA (if applicable).
  • How to pay: Include instructions or links to payment methods.

Creating a Self-Assessment Filed Email Template

When designing this email template, use Placeholders to automatically populate client-specific information. Investing a little time here will save you significant effort later and ensure exceptional client communication.

For some practices, you may need to create Custom Fields to capture details like January and July payment amounts (see Using Custom Fields). Here’s how:

  1. Go to Settings and, under Client data, select Custom fields.
    Settings Client data card with Custom fields highlighted
  2. Select + new section at the bottom of the page and create a section with the Header: Tax Liabilities, then select Save.
    Add section window with Tax Liabilities typed as the header, highlighted, and the client form step set to Services and pricing
  3. In that section, select + new field and add fields for January Payment and July Payment amounts. For amounts, choose the Number with decimal places data type.

Capturing Payment Information

While setting up Custom Fields, why not take it a step further? Add two additional fields to track whether payments have been made:

  • January Payment Made (Yes/No)
  • July Payment Made (Yes/No)

There’s no Yes/No data type, so set Data type: to Dropdown choice and use + add under Choice options: to add a Yes option and a No option.

Add field for January Payment Made with Data type set to Dropdown choice highlighted and the add button under Choice options highlighted

This allows you to check client payments against their HMRC account or gateway records, helping you stay on top of liabilities.

Streamline Your Workflow

To use your new ‘Self-Assessment Filed’ email template effectively, you’ll need to update each client’s record with their tax liabilities. Build this into your SATR filing process for consistency. You can add this step to your workflow using a Checklist or Phase within Engager.

Example Workflow:

  1. File the return using your production tool.
  2. Update the client’s record in Engager with January and July payment liabilities.
  3. Send the ‘Self-Assessment Filed’ email.

To add these as checklist points, go to Settings and, under Jobs, select Checklists. Select edit on the service to open Edit checklist, use + add point under Sections & points, then select Save new version from points above.

Edit checklist Sections and points showing a section with three points and the add point button highlighted

Once you’ve stored the liabilities, send the self-assessment filed email to the client, including the January and July payment details.

July Payment on Account Reminder

To further assist your clients, create a July Payment on Account Reminder email template. Once you’ve stored the July POA amount in Engager, you can remind clients in June/July about their upcoming payment.

Steps to Build the Reminder:

  1. Create a new email template for July POA reminders.
  2. If you created a custom field to store the POA amount, then use a placeholder within the email.
  3. Include a note such as: “Please ignore this message if you’ve already made the payment."

Scheduling the Reminder:

  • Create a Task to remind yourself to send the email in bulk to your SATR clients.
  • Go to Jobs and select + create task. In Create single or multiple tasks, fill in the Name:, Staff: and Deadline:, set Priority: to High priority, and press Save.

This task will appear on your dashboard, ensuring you don’t miss it.

Segmenting Your Self-Assessment Client List

You can take this process further by segmenting your Self-Assessment client list. For example:

  • Use Custom Fields to track payment status for January and July POA.
  • On the Clients list, filter by SA100 using filters > Enabled services (as in the bulk sending steps above), then use the columns menu to add your payment custom fields as columns, so you can pick out the clients who haven’t made their payments.

Columns menu on the Clients list showing custom fields grouped by section, each with a checkbox

If you have access to their HMRC account or receive HMRC post on their behalf, you can update their payment status in these fields. This ensures you’re only following up with clients who haven’t yet paid.

By tracking January and July POA payments using Custom Fields, you'll be able to filter clients who haven’t made their July payments. This allows you to target only those who need reminders, saving you time and avoiding unnecessary follow-ups.

Providing Exceptional Client Care

With Engager, you’re equipped to handle Self Assessment season with ease. From custom forms to automated reminders and detailed payment tracking, our tools streamline your processes and ensure no client is left behind. Ready to experience seamless Self Assessment management? Start using Engager today.

Summary: Your Self Assessment Toolkit

Here’s how Engager simplifies Self Assessment season:

  • Forms: Collect client information with customisable templates.
  • Reminders: Automate chasers to save time and improve client responsiveness.
  • Payments: Track liabilities and send personalised payment reminders.
    With Engager, you’ll stay organised, meet deadlines, and provide exceptional client care.