How to Categorise Clients for Easier Provisional Tax Planning

Every accountant has that one client who disappears when it’s time for provisional tax, documents are still missing, estimates are way off, and there is no urgency in sight. Now multiply that by twenty. That’s what many firms face as they approach the deadline.

And while there’s no software update for human behaviour, there is a way to make things more manageable: Start grouping your clients.

We’re not talking about a massive overhaul or colour-coding spreadsheets. Just simple, thoughtful client categorisation helps you plan and breathe easier when the last week of filing arrives.

1. Group by risk level or complexity

Some clients have consistent income and clean records. Others? Not so much. Maybe they’ve got multiple income streams, unpredictable cash flow, or they never send through everything you need the first time.

Group those higher-risk clients separately. The ones with unpredictable estimates or historically underpaid taxes should be prioritised early. You’ll want to get their calculations done while there’s still room to clarify and adjust.

2. Separate the “always late” crowd

They might be good people. They might even pay on time once you invoice. But when it comes to sending you their info for the provisional tax? They’re always running late.

Create a “chronic procrastinators” group so you can send them reminders long before your actual cut-off. Don’t wait for the deadline to knock, because they’ll knock back.

3. Flag your VIPs

We all have them: the high-value clients who expect priority service (and honestly, deserve it). They bring in the big work, so you need to make sure their estimates are spot on and submitted with time to spare.

Flagging VIPs in your system, whether by service size, fee amount, or importance to your firm, means you can give them the attention they need without neglecting everyone else.

4. Industry-based grouping

Some clients are salaried professionals. Others are business owners or freelancers. Each of these categories comes with different risks, income patterns, and documentation habits.

By grouping clients based on profession or income type, you can create communication and checklists that speak their language. You’ll know who needs a gentle nudge versus a full checklist with a calendar reminder.

5. Use your system to track it

Whether you’re using SmartPractice or something else, use your software properly. Set up tags, filters, and statuses that help you identify client types at a glance. If you’re still doing this manually, the admin alone can drain your time.

Proper categorisation means you’re not scrambling in the final days. It means you can send reminders in batches, plan your team’s workload better, and keep everyone calm, yourself included.

When the deadline hits, you’re not guessing who still needs attention. You’ve mapped it out. You’ve chased who needed chasing. You’ve prioritised the tricky cases early. And you’ve given yourself enough breathing room to handle last-minute curveballs without pulling a three-coffee all-nighter.

Categorisation isn’t a once-off task; it’s a habit that pays off every tax season. Start building it now, and when the next round rolls in, you’ll be thanking your past self for having your future back.