PenaltyProof vs PracticeFlow

PracticeFlow and PenaltyProof sit in similar price bands and both monitor CH deadlines. They are built for different jobs: PracticeFlow is a workflow management platform where deadline tracking is one of several features; PenaltyProof is a dedicated alert service. This comparison covers where they overlap and where they diverge.

What PracticeFlow is

PracticeFlow is UK practice management software covering client workflow, task assignment, and deadline tracking. Its core proposition is that tasks are automatically generated from CH data — when a year-end is updated via CH sync, the relevant accounts workflow begins. It includes staff task allocation, role-based permissions, client portal access (Professional and Enterprise tiers), and email templates for client communication.

The pricing model is per-user: Starter at £29/month (one user, up to 250 clients), Professional at £39/month (two users, up to 500 clients), and Enterprise at £79/month (up to five users, unlimited clients, with additional users at £9/month each). A 14-day free trial is available without a credit card.

PracticeFlow lists CH sync, VAT, and payroll among covered deadline types on its homepage. The specific HMRC obligation types covered — whether this includes CIS, RTI, Self Assessment, CT, P11D in full — are not broken down on the pricing page and would require direct verification with PracticeFlow.

What PenaltyProof is

PenaltyProof is a dedicated deadline alert service. There is no workflow, task assignment, or staff scheduling. The product does one thing: monitors Companies House and configured HMRC and compliance obligations for a client list, and sends staged email alerts when deadlines approach. There is no dashboard to check daily; alerts arrive by email at 30, 14, and 7 days before each deadline (paid plans), plus overdue notices when a deadline passes unfiled.

Pricing is per-practice rather than per-user: Starter at £29/month for up to 50 companies, Pro at £39/month for unlimited companies. A 30-day free trial includes paid features. The free tier covers up to 5 companies.

Where PracticeFlow is as good or better

PracticeFlow has genuine advantages over PenaltyProof in several areas:

• Workflow management: PracticeFlow includes task generation, staff assignment, role-based permissions, and client portal features. PenaltyProof has none of these — it is purely an alert service, not a workflow tool.
• Team coordination: From the Professional tier upwards, PracticeFlow supports multiple users with task allocation. PenaltyProof's Practice plan includes team features at workspaces launch; until then it is effectively a single-account tool for the lead accountant.
• Client-facing features: The PracticeFlow client portal lets clients log in to see their compliance status. PenaltyProof has no client-facing interface.
• Free trial without card: PracticeFlow offers a 14-day trial without a credit card. PenaltyProof's 30-day trial requires a card at the start.
• CH sync similar in scope: Both tools read CH data to track annual accounts and confirmation statement deadlines. In this specific area, the core capability is comparable.
• Price band overlap: At Starter tier both products cost £29/month. The cost question becomes a features-per-pound calculation rather than a price comparison.

Comparison table

Who should choose PracticeFlow

PracticeFlow is the better choice when:

• You need integrated workflow management — task lists, staff allocation, and client portal access alongside deadline tracking
• You have a team that needs to coordinate across client work, not just receive alerts
• You want a single tool for deadline tracking and practice organisation rather than a dedicated alert layer
• You prefer a no-card free trial before committing

Who should choose PenaltyProof

PenaltyProof is the better choice when:

• You need reliable advance email alerts without managing a workflow system
• You want verified coverage of HMRC obligation types — CIS, RTI, P11D, pension re-enrolment, MTD ITSA — beyond CH filings and accounts
• You are a sole practitioner or very small practice where task assignment software would be overhead you don't need
• You want overdue notices if a client's deadline passes without a filing being detected

Using both

Some practices use PracticeFlow for internal workflow and client portal access, and PenaltyProof for the HMRC obligation alert layer where coverage depth matters. The two tools are not mutually exclusive if the workflow needs justify PracticeFlow's cost.