Email, Update and Assign Leads in Bulk
Run a whole follow-up round in one pass, with templates, personalization tokens and bulk status and owner changes.
Bulk lead actions in Remindoo let an accounting firm work on many prospects at once. Selecting leads opens a toolbar to send one email to all of them with a template and personalization tokens, update their status, assign them to a team or team member, or delete them. It replaces one-at-a-time follow-up.
Last updated: 16 September 2026 · Reviewed by Waqas Sagar ACA FCCA, Founder of Remindoo and Managing Director of Accotax
Key facts
- Selecting leads in the list opens the bulk toolbar.
- Send Email sends one message to every selected lead.
- Emails can start from an email template, with a subject and a rich text body.
- Tokens such as Lead Name, Status Option and Date of Lead Creation personalize each email.
- Update Lead Status changes the status of all selected leads at once.
- Selected leads can be assigned in bulk to teams or team members.
- Leads can be deleted in bulk.
The problem
Follow-up one email at a time
Forty proposals went out in February. Chasing them individually is an afternoon nobody has in March.
A pipeline full of dead leads
Inquiries from two seasons ago still sit in New Lead, making the board useless for deciding what to work on.
Manual status changes
After a chase round, every lead needs its status moved by hand, so it usually does not happen.
How Remindoo fixes it
| Problem | In Remindoo | Outcome |
|---|---|---|
| Chasing prospects individually | Send Email to every selected lead from the bulk toolbar | A full follow-up round goes out in one pass |
| Bulk email that reads like bulk email | Email templates plus tokens such as lead name, status and creation date | Each message is addressed to the person receiving it |
| Statuses left out of date | Update Lead Status across the whole selection | The pipeline reflects reality after every chase |
| Old leads clogging the board | Bulk delete, or bulk move to Archived | The pipeline only shows live opportunities |
Who it's for
Firm owners and partners
See what new business is in play, and what it is worth, without asking around.
Practice managers
Make sure every inquiry has an owner and a next step during filing season.
Business development
Run a follow-up round across a whole batch of prospects in one pass.
CPAs and bookkeepers
Pick up an assigned lead with the entity, the revenue and the notes already there.
How it works in Remindoo
Select all leads, or just the ones you need, to open the bulk toolbar.
Send one email to every selected lead, with email templates and adjustable tokens.
Write the subject and the message once.
Insert tokens such as the lead's name to personalize every email.
Update the status of all selected leads.
Choose the new status, such as In Progress, and apply it.
Assign selected leads to teams or team members.
Delete outdated leads in bulk.
See how Remindoo turns inquiries into clients
Twenty minutes, your pipeline, your questions.
Why it matters for US accounting firms
Follow-up is where most US practices lose work they had already won the right to. The proposals sent during filing season rarely get chased, because the people who sent them are preparing returns until April 15. A bulk follow-up in late April, sent to everyone still sitting in In Progress, recovers conversations that would otherwise be written off.
The same tool keeps the pipeline honest. Moving every untouched inquiry from last season into Archived in one action is the difference between a board that tells the partners something and a board nobody trusts.
Before emailing prospects, firms should make sure their messages meet the CAN-SPAM Act's requirements, including accurate sender and subject information, a physical mailing address and a working way to opt out, along with any state privacy rules that apply to their contacts. This is general information about the tool, not legal advice, so check your own obligations or take professional advice.
Remindoo vs spreadsheets, inboxes and generic CRMs
| What you need | Spreadsheets, inboxes and generic CRMs | Remindoo |
|---|---|---|
| Where new inquiries land | An inbox, a voicemail and a sticky note on somebody's monitor | A website form or a manual entry that creates a lead record |
| Prospect detail | Whatever the caller happened to mention that day | Entity type, annual revenue, payroll, services needed and estimated value |
| Pipeline visibility | Nobody can say how much new work is in play | A Kanban board by status with a value total on every column |
| Who owns the inquiry | Decided in a group chat, sometimes not at all | Round-robin rotation, or bulk assignment to a team or team member |
| Follow-up | One email at a time, when somebody remembers | Bulk email to selected leads with templates and personalization tokens |
| Qualifying questions | A generic CRM built for software sales, not for tax and accounting | Custom fields you define, used on the profile and on the website form |
| Finding the right leads | Scrolling a spreadsheet with more columns than anyone can read | Status tabs, multi-condition filters, column control and saved views |
| Winning the work | The prospect goes quiet and nobody notices for a month | Status moves to Converted to Client, then onboarding starts in Clients |
Frequently asked questions
Can I email all my leads at once?
Yes. Select the leads you want in the Leads list, then choose Send Email from the bulk toolbar. One message is composed and sent to everyone in the selection, which is how most firms run a follow-up round after a batch of proposals.
How do I personalize bulk emails?
The email editor supports tokens such as Lead Name, Status Option and Date of Lead Creation. You write the message once and each recipient's email is filled with their own details, so a chase email reads as though it was written for that prospect.
Can I use email templates?
Yes. The bulk email window includes an email template selector, so a firm can reuse a standard follow-up, a proposal chase or a seasonal message rather than rewriting it each time, and still edit the subject and body before sending.
How do I update many lead statuses?
Select the leads, choose Update Lead Status from the bulk toolbar and pick the new status, for example In Progress or Not Responding. Every selected lead moves at once, which keeps the Kanban board accurate after a round of follow-up.
Can I assign leads in bulk?
Yes. The bulk toolbar includes assignment, so a selection of leads can be handed to a team or an individual team member in one action. Firms use it when someone joins, leaves or takes over a service line.
What should I consider before emailing prospects in the US?
Commercial email to prospects in the United States is covered by the CAN-SPAM Act, which requires accurate header and subject information, a valid physical postal address and a clear, working opt-out that you honor. Some states add their own privacy requirements. Check your firm's obligations rather than relying on general guidance.
Related features
Remindoo is practice management software for US accounting, CPA, tax and bookkeeping firms. See the CRM and lead management hub or pricing with unlimited users.
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