CRM for accountants in Malta.
Every client, deadline and missing document in one place.

A CRM (customer relationship management system) is one shared list of every client and everything about them. In a practice that means who the client is, which services they pay for, who owns the relationship, what is due and what is still missing.

It does not replace your accounting or tax software. The books, payroll and returns stay where they are. The CRM sits around them and runs the client side: enquiries, proposals, onboarding, requests, reminders and the calendar.

For most firms the biggest win is not sales. It is knowing, on any morning, which clients still owe you documents for a deadline in the next 30 days, and having the reminders go out without anyone writing them.

Accountants who give tax advice or external accounting services are subject persons under Malta’s anti-money laundering rules, the PMLFTR. Before taking on a client, the FIAU expects you to identify and verify the client and any beneficial owner, understand the purpose of the relationship, and keep monitoring it.

A CRM turns that into a checklist on each client record, so nothing starts before every step is ticked.

The FIAU says these records must be kept for five years from the end of the business relationship, and sometimes longer. A CRM should store the end date and keep the file until then, instead of someone remembering.

These dates drive most of the chasing in a practice. A CRM gives each client the dates that apply to them and works backwards: the document request goes out weeks before, then polite reminders until everything arrives.

Check MTCA notices every year. Online filing extensions change, and as MTCA notes, extensions apply to filing, not to paying the tax.

Client files are sensitive. ID copies, salaries and bank statements are personal data under the GDPR. Give each person access only to the clients they work on, log who views and changes what, and store data with a supplier that signs a data processing contract.

Retention has two clocks. Anti-money laundering records must be kept for at least five years after the relationship ends. Other personal data should not be kept longer than needed. A CRM can hold the end date and remind you when files are due for review. Our guide to CRM and GDPR covers the rest.

Your warrant stays with you. Under the Accountancy Profession Act (Chapter 281), the professional judgement belongs to warranted accountants. The CRM organises the work and reminds people; it does not sign anything.

Practice management software. Built for accounting firms, often with Malta deadlines included. A good choice if its workflow matches yours and it connects to the accounting software you use.

A general CRM. Tools like those in our HubSpot vs Zoho vs Pipedrive comparison handle enquiries and proposals well, but deadlines, due diligence and document requests need building on top.

A custom CRM. Fits firms with their own service mix, several teams, a client portal or links to in-house tools. It is built around your onboarding checklist, your calendar and your document requests, and you own it. Read how to plan a CRM data migration and what a client portal adds.

1. Days 1 to 5: map the year. List your client types, the services and deadlines for each, and the documents you need before each deadline.
2. Days 6 to 12: clean the client list. One record per client, with owner, services, year-end, contact person and due diligence status.
3. Days 13 to 20: build requests and reminders. Templates for each document pack, with the reminder schedule and an upload link.
4. Days 21 to 30: run one deadline through it. Pick the next provisional tax date or a batch of year-ends, then fix what did not work before adding the rest.