CaliDiary lets clients book tax return appointments, year-end reviews and free discovery calls on your practice's WordPress website. You set the hours for busy season, ask for the documents you need before the meeting, and record how each fee was paid. Client details and files stay on your own website.
Northgate AccountsBook an appointment
Live demoCheck and confirm
Demo only: a made-up business. Nothing is sent or stored.
Made-up businesses, real CaliDiary features. Each example names the features that do the work.
Northgate Accounts (a made-up practice) opens tax return appointments for the run-up to the deadline. Extra evening hours are added as special dates, and the booking window stops anyone booking too far ahead. Clients pick a time online, and a reminder goes out 24 hours before.
The booking form asks for last year's return, bank statements and receipts as uploads. They arrive with the booking, stored privately on the practice's website, so the meeting is spent on advice rather than on gathering paperwork.
A new business owner books a free 20-minute discovery call. The form asks what kind of business it is and roughly how many transactions a month, and a follow-up question about VAT registration appears only for limited companies. The partner arrives at the call already knowing what to quote.
The tax return fee is due before the appointment. The confirmation shows the practice's bank details with the client's reference. When it arrives, staff record it with Mark as paid; on Solo and Pro a numbered invoice with VAT is made on the practice's site, and the month's bookings download as a spreadsheet.
One person, one customer, a set length.
AvailableAppointments several people can book at the same time.
AvailableThe time is held until you accept or decline.
AvailableNo price, no payment step.
AvailableAn example to adapt: change the names, lengths and prices to your own.
| Service | Length | Price |
|---|---|---|
| Discovery call | 20 min | Free |
| Tax return appointment | 45 min | $180 |
| Year-end review | 60 min | $240 |
| Payroll set-up session | 60 min | $150 |
| Client briefing on new tax rules30 places | 45 min | Free |
Customers send documents and photos with their booking; files stay private on your site.
Show your bank details with a reference, or a payment link per service, then mark as paid.
Numbered invoices with VAT lines and credit notes, made on your own site. No add-on to buy.
Prices with or without tax, the rate kept with every booking, and named rates per service.
Weekly hours with breaks, special dates, holidays, buffers, notice and a booking window.
Download bookings and customers as spreadsheets; a Reports screen on paid plans.
On the free plan, one person can offer up to five services with bank transfer details and spreadsheets. Solo adds document uploads, choice questions, card payments, invoices, named VAT rates per service and the Reports screen. A practice where partners, accountants and bookkeepers all take bookings needs Pro.
Clients trust you with their income, their bank statements and their tax references. CaliDiary keeps all of it in your own WordPress database and on your own server. Uploaded files sit outside the public uploads folder and only signed-in staff can open them. None of it is sent to CaliDiary: we only ever see who bought a licence from us.
When a client asks what you hold about them, WordPress's Export Personal Data tool includes their bookings and answers. Erase Personal Data removes their details while keeping payment amounts for your accounts.
An accountant's diary is anything but even. Special dates let you add evening or weekend hours in the busiest weeks and close for training days; the booking window and minimum notice stop the diary filling months ahead or minutes before. Buffers after each appointment protect time for notes, and the booking lock means two clients can never land in the same slot.
Fees can be due before the appointment, on the day, or not at all. Bank transfer instructions carry each client's booking reference, so payments are easy to match. Part payments add up, refunds are recorded against the booking, and the To be paid tab lists what is outstanding. Tax can be added on top of prices or included in them, and every booking keeps the rate it was charged.
On Solo and Pro, clients can pay their fee by card when they book, through your own Stripe, PayPal or Mollie account, with no fee from CaliDiary. Two-way sync with Outlook and Google keeps client meetings and your own diary in step, remote reviews get a video meeting link, and the Reports screen shows bookings, money, invoices and a tax summary for the period you choose. Every feature and its plan is on the features page.
Free first calls, paid consultations and conflict checks before you confirm.
Free first meetings, fact-find questions and annual reviews.
Discovery calls, paid strategy sessions and client workshops.
Chemistry calls, coaching sessions and small group workshops.
Start on the free plan, with no booking limit. Upgrade only when you need to.
