What Data & Info Is Required
When Submitting Your Work To Us?

A Quick Guide About What Info To Provide To Us And How To Provide It. Remember! The More you Tell Us, The More We Can Do For You...

Turning Paperwork Into Tax Savings Is Our Business...

Overview

This page will give you all the detail you need so that you can submit the required paperwork to us and minimise delay and queries.

Time Period

The time period we require records for depends on your entity type and whether we undertake your vat return submissions. Generally speaking you will fall into one of these categories:

If Vat Registered:

Sole Traders & Partnerships

We require your records for the vat period we are currently working on. For confirmation please call us.

Limited Companies

We require the records for the vat period we are working on. If you need to confirm what dates this covers, please call us.

Not Vat Registered:

Landlords & Sole Traders

We require your paperwork, data & records from 1 April to 31 March for the relevant tax year. For instance the 20/21 tax year covers 1 April 2020 to 31 March 2021.

Limited Companies

We require the records for your full financial year provided to us asap after the last day of your financial year. If you are not sure of what dates this covers please call us.

Vat Deadlines

If you are Vat registered and are required to submit vat returns every quarter then please click on the vat quarters that relate to your business. This will then display all relevant deadlines and payment dates.

Vat Quarters Ending: Jan-Apr-Jul-Oct

Vat Period Ending: 31 Jan

  • Your data to be with us by 5 Feb
  • Submission deadline is 7 Mar
  • Payment due (If by card payment) by 5 Mar
  • Payment due (If by direct debit) by 12 Mar

Vat Period Ending: 30 Apr

  • Your data to be with us by 5 May
  • Submission deadline is 7 Jun
  • Payment due (If by card payment) by 5 Jun
  • Payment due (If by direct debit) by 12 Jun

Vat Period Ending: 31 Jul

  • Your data to be with us by 5 Aug
  • Submission deadline is 7 Sep
  • Payment due (If by card payment) by 5 Sep
  • Payment due (If by direct debit) by 12 Sep

Vat Period Ending: 30 Oct

  • Your data to be with us by 5 Nov
  • Submission deadline is 7 Dec
  • Payment due (If by card payment) by 5 Dec
  • Payment due (If by direct debit) by 12 Dec
Vat Quarters Ending: Feb-May-Aug-Nov

Vat Period Ending: 28 Feb

  • Your data to be with us by 5 Mar
  • Submission deadline is 7 Apr
  • Payment due (If by card payment) by 5 Apr
  • Payment due (If by direct debit) by 12 Apr

Vat Period Ending: 31 May

  • Your data to be with us by 5 Jun
  • Submission deadline is 7 Jul
  • Payment due (If by card payment) by 5 Jul
  • Payment due (If by direct debit) by 12 Jul

Vat Period Ending: 31 Aug

  • Your data to be with us by 5 Sep
  • Submission deadline is 7 Oct
  • Payment due (If by card payment) by 5 Oct
  • Payment due (If by direct debit) by 12 Oct

Vat Period Ending: 31 Nov

  • Your data to be with us by 5 Dec
  • Submission deadline is 7 Jan
  • Payment due (If by card payment) by 5 Jan
  • Payment due (If by direct debit) by 12 Jan
Vat Quarters Ending: Mar-Jun-Sep-Dec

Vat Period Ending: 31 Mar

  • Your data to be with us by 5 Apr
  • Submission deadline is 7 May
  • Payment due (If by card payment) by 5 May
  • Payment due (If by direct debit) by 12 May

Vat Period Ending: 30 Jun

  • Your data to be with us by 5 Jul
  • Submission deadline is 7 Aug
  • Payment due (If by card payment) by 5 Aug
  • Payment due (If by direct debit) by 12 Aug

Vat Period Ending: 30 Sep

  • Your data to be with us by 5 Oct
  • Submission deadline is 7 Nov
  • Payment due (If by card payment) by 5 Nov
  • Payment due (If by direct debit) by 12 Nov

Vat Period Ending: 31 Dec

  • Your data to be with us by 5 Jan
  • Submission deadline is 7 Feb
  • Payment due (If by card payment) by 5 Feb
  • Payment due (If by direct debit) by 12 Feb

Organising Your Paperwork

This section will give you detail on how to quickly and efficiently organise your paperwork for delivery to us. This keeps your fees down as it saves masses of our time!

What To Provide To Us

 

In the sections below we detail the types of expenses we would expect to see paperwork for. (Generally speaking, all purchase and sales paperwork). Don't include letters, remittances etc.

Please ensure what you provide to us is relevant and that all letters are opened and envelopes etc discarded. This helps keep time down and your fees low.

 

How Organised Should It Be?

 

If you can organise paperwork into "like types" that's all we ask. This means all petrol receipts together, all sales invoices together etc.

We don't need things organised on any sort of date basis, simply by income or expense type is enough.

 

Business Name

 

All invoices should be in the business name, this is particularly necessary when you trade as a Ltd Co.

Invoices not in the correct entity name risk being dis-allowed due to HMRC rules.

 

Bank Statements

We require bank statements in "CSV" or "Spreadsheet" format (Not to be confused with "PDF" format). All online internet banking facilities offer the CSV option. This keeps your fees low and accuracy at the highest possible level.

The instructions for downloading this file are below. Click the "+" sign next to your bank for details on how to do the download.

Bank Of Scotland

 

Bank Of Scotland - Transaction Download (CSV)

These instructions relate to a desktop PC download (i.e the mobile app will be different).

  1. Once logged in, open relevant bank account, statement should now show.
  2. Scroll to the end of the statement (but above the footer area) and you will see the word "Export" (just beside "Print) click "Export".
  3. A small window will open up.
  4. Click the radio button beside "Date Range".
  5. Enter the dates (normally your vat period or financial year).
  6. The dropdown "Format" will default to "Internet banking text/spreadsheet (.CSV)".
  7. Click the "Export" button.

Notes

  • Bank of Scotland limits you to downloading a maximum of 3 months of data at a time (or 150 transactions at a time max), therefore you may need to do multiple downloads. If possible, do overlapping dates to ensure all data is present, we can delete duplications this side.

 

Accessing The Download

  1. Whilst in your web browser, the download will be visible at the foot of the screen.
  2. You will see a file there with your bank account name, open it, save it to desktop.
  3. In your email program attach the file and email to us.

# If you don't see the file at the foot of the screen try holding down CTRL and then simultaneously press "J" (this opens the download folder). Drag the file to your desktop. This should then be easier to locate when attaching the file to an email.

 

Barclays Bank

 

Barclays - Transaction Download (CSV)

These instructions relate to a desktop PC download (i.e the mobile app will be different).

  1. Once logged in, on the relevant account click "Account Services"
  2. Select "View transactions".
  3. On the blue bar at the top select "Search".
  4. Enter the date range (normally your vat period or financial year)
  5. Press "Search"
  6. Using your mouse right-click "Download All (PDF)"
  7. Also select the option "Export As" and then "Spreadsheet…Excel".

Notes

The reason we ask for both the CSV file and the PDF for the same period is that the CSV file is imported directly into our system, but there is a niggle with Barclays CSV files in that they don’t have a running balance, which we need for verification, so the PDF file is used to cross verify the balances.

 

Accessing The Download

  1. Whilst in your web browser, the download will be visible at the foot of the screen.
  2. You will see a file there with your bank account name, open it, save it to desktop.
  3. In your email program attach the file and email to us.

# If you don't see the file at the foot of the screen try holding down CTRL and then simultaneously press "J" (this opens the download folder). Drag the file to your desktop. This should then be easier to locate when attaching the file to an email.

 

Clydesdale Bank

 

Clydesdale - Transaction Download (CSV)

These instructions relate to a desktop PC download (i.e the mobile app will be different).

  1. Log into your banking
  2. Select "Transaction history" on the left tab.
  3. Select ‘Show filter’ button at the top of the screen.
  4. Select dates at the ‘For period’ (normally your vat period or financial year).
  5. Select the red "Display" button.
  6. Select the grey "More" button at the bottom of the displayed transactions.
  7. Select the ‘Export’ button at the top of the screen.
  8. This will take you to a new screen.
  9. Click the spreadsheet tick box.

 

Accessing The Download

  1. Whilst in your web browser, the download will be visible at the foot of the screen.
  2. You will see a file there with your bank account name, open it, save it to desktop.
  3. In your email program attach the file and email to us.

# If you don't see the file at the foot of the screen try holding down CTRL and then simultaneously press "J" (this opens the download folder). Drag the file to your desktop. This should then be easier to locate when attaching the file to an email.

 

Co-Operative Bank

 

Co-Operative Bank - Transaction Download (CSV)

These instructions relate to a desktop PC download (i.e the mobile app will be different).

  1. Log in & select the account number
  2. Using the date selectors, chose the "From" and "To" dates (normally your vat period or financial year).
  3. Click "Go" to see the transactions.
  4. Click on "Reports" on the bottom right hand side.
  5. There will be 3 options, "XML", "CSV" and "PDF", select "CSV" and click "Generate Report".
  6. The report will now be downloaded to your web browser download folder.

 

Accessing The Download

  1. Whilst in your web browser, the download will be visible at the foot of the screen.
  2. You will see a file there with your bank account name, open it, save it to desktop.
  3. In your email program attach the file and email to us.

# If you don't see the file at the foot of the screen try holding down CTRL and then simultaneously press "J" (this opens the download folder). Drag the file to your desktop. This should then be easier to locate when attaching the file to an email.

 

Lloyds Bank

 

Lloyds - Transaction Download (CSV)

These instructions relate to a desktop PC download (i.e the mobile app will be different).

  1. Once logged in go to statement tab.
  2. Scroll to foot of page.
  3. After the last line of transactions click "Export Data".
  4. (Note: There's a maximum of 150 transactions for each download, so you may need to repeat the process to export all of the entries in your chosen range).
  5. Enter the date range (normally your vat period or financial year).
  6. In the dropdown box under "Format" select "Internet Banking Taxt/Spreadsheet (.CSV)".
  7. Click "Export".
  8. After a while a box will appear prompting you to save the file. Save to desktop.

 

Accessing The Download

  1. Whilst in your web browser, the download will be visible at the foot of the screen.
  2. You will see a file there with your bank account name, open it, save it to desktop.
  3. In your email program attach the file and email to us.

# If you don't see the file at the foot of the screen try holding down CTRL and then simultaneously press "J" (this opens the download folder). Drag the file to your desktop. This should then be easier to locate when attaching the file to an email.

 

Royal Bank Of Scotland

 

Royal Bank Of Scotland - Transaction Download (CSV)

These instructions relate to a desktop PC download (i.e the mobile app will be different).

  1. Log in & select "Statements" on left hand side.
  2. On the page, under the heading "Download/Export Transactions" select the green button "Download/Export Transactions"
  3. A page called "Download Your Transactions" will now appear.
  4. Under the "Select Period" choose a period that covers the above dates (normally your vat period or financial year). Alternatively select "Historic Transactions".
  5. Under the section "Download Package" the dropdown called "Download To" should be set to "Microsoft Excel…"
  6. Click "Next" Button (If you selected "Historic Transactions" you will now be prompted to input the above dates)
  7. Click "Next" Button
  8. Click "Download Transactions"

 

Accessing The Download

  1. Whilst in your web browser, the download will be visible at the foot of the screen.
  2. You will see a file there with your bank account name, open it, save it to desktop.
  3. In your email program attach the file and email to us.

# If you don't see the file at the foot of the screen try holding down CTRL and then simultaneously press "J" (this opens the download folder). Drag the file to your desktop. This should then be easier to locate when attaching the file to an email.

 

Santander

 

Santander - Transaction Download (CSV)

These instructions relate to a desktop PC download (i.e the mobile app will be different).

  1. Log in & open the relevant bank account.
  2. On the main page, to the right above the statement there is a link "Download Transactions", click this button.
  3. On the next screen enter the dates (normally your vat period or financial year).
  4. The "Download To" dropdown should be set to "Microsoft Excel (XLS)".
  5. Click the Download Button.

 

Accessing The Download

  1. Whilst in your web browser, the download will be visible at the foot of the screen.
  2. You will see a file there with your bank account name, open it, save it to desktop.
  3. In your email program attach the file and email to us.

# If you don't see the file at the foot of the screen try holding down CTRL and then simultaneously press "J" (this opens the download folder). Drag the file to your desktop. This should then be easier to locate when attaching the file to an email.

 

Income

To learn more about the income details we require regarding your Limited Company or Sole Trader, click the "+" sign to the beside each item.

Sales Invoices

 

Either a spreadsheet listing all your sales invoices/takings or copies of the paper invoices themselves.

If you have sales and no costs and less than 10 invoices you can email these to us). If you are in a trade then your cis vouchers or statements provided to you.

If you have gaps in your invoice numbering please provide full explanations as a double check that none are missing.

 

Recharged Expenses

 

If you recharge expenses (travel & accommodation being the most common), make sure these are included on your sales invoice and VAT applied to these (if appropriate).

 

Sales Credit Notes

 

If you cancelled any sales invoices or issued credits against them, please provide the detail.

Cost Of Sales

To learn more about the cost of sales detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

Opening Stock Valuation

 

If you are in the business of buying/selling stock please provide the opening valuation, that is the cost to you excluding vat. The opening stock valuation should be the same as the closing valuation from the prior year.

 

Purchase Invoices

 

All items bought for resale. HMRC will not allow the use of statements so please ensure all invoices are present.

 

Stock Write Off

 

Provide details of all stock that is redundant and written off / disposed of other than by sales.

 

Work In Progress

 

Please provide details of work that was in progress at year end.

 

Sub-Contractors

 

All invoices from sub-contractors or hired in professional independent persons. If CIS Subcontractors have been used then we require the CIS deduction certificates.

 

Tools

 

All tool invoices. If this is extensive we will most likely capitalise these instead of entering them into cost of sales.

 

Closing Stock Valuation

 

Please provide a valuation, that is to say the cost to you of the stock (excluding vat) as at close of business for the end of the accounting period.

 

Goods Taken For Own Use

 

If you have taken goods/services from the business for your own personal use please list these.

(i.e if you are a food business then we require details on the food taken for personal use).

 

Staff Costs

To learn more about the staff costs detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

Wages

 

Detail of all payments to employees (casual or permanent). This will normally be in the form of a payroll report or spreadsheet. If we undertake your payrolls then we will already havethis data.

If you have casual employees who are not on the payroll please provide full details of each one and payments made.

 

Staff Training Courses

 

Any costs associated with putting staff through training courses.

 

Staff Xmas Meal

 

Receipt for this event plus details of all staff present.

 

HR Cover

 

If you pay for an HR policy such as Peninsula make sure to include this invoice.

 

Office Costs

To learn more about the office costs detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

Rent

 

Rent invoices covering the entire accounting period. If not available then a copy of your lease.

 

Rates

 

Please provide the rates bill for the accounting period.

 

Heat & Light

 

All electricity, gas, oil invoices

 

Insurance

 

The insurance document that confirms the annual charge. (Business insurance & Public Liability Insurance)

 

Phone & Comms

 

Home phone if used for business, mobile phone, broadband.

 

Alarm & CCTV

 

All relevant invoices

 

Adverts & Marketing

 

All relevant invoices. This can include SEO costs.

 

Other Office Costs

 

If you have a commercial office then you will likely be very familiar with all the related costs and will provide the paperwork for these as a matter of course. If on the other hand you have a home office remember to include some of the lesser items you may have purchased that related to home office costs. 

 

Vehicle Costs

To learn more about the vehicle costs detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

Fuel

 

All fuel receipts. HMRC will not allow the use of card payment receipts so please ensure you have the actual invoice/till receipt. One idea might be to have a fuel card instead of paying with a bank card at each fillup. The benefit is that fuel card providers will send you a monthly statement detailing all transactions. This cuts down on paperwork admin for you and us and therefore keeps your accountign fees down.

 

Insurance & Road Licence

 

The insurance document that confirms the annual charge for vehicle insurance. If you had any excess to payout, provide that too as it is tax deductible. Also required is the document proving any payment of road licence fees.

 

Repairs & Servicing

 

All invoices for repairs & servicing. this also includes the annual breakdown cover invoice from AA/RAC etc.

 

Vehicle Hire

 

If you hired a vehicle, please provide the invoice. (This includes vehicles on HP)

 

Vehicle Purchase

 

If you have a vehicle used for business purposes please provide:

 

Vehicles Acquired

  • Make & Model
  • Registration number
  • Date bought
  • Details of any trade-in against it
  • Purchase price
  • Related loan document
  • Details of % business use or business miles

 

Vehicles Disposed Of

  • Date disposed of
  • Amount you received on disposal
  • How this was received i.e cash/bank/trade-in value

 

Travel Costs

To learn more about the travel costs detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

Mileage

 

If you claim your vehicle costs via the mileage method please provide the total business miles covered. (Do not provide any other vehicle costs if using this method).

To be compliant with HMRC, each journey should be separately logged in full detail. Our free App (See App store) will do this for you via GPS.

 

Accomodation

 

Invoices for any accommodation incurred whilst on business, make sure to note on the invoice the customer/client you were working for at the time.

 

Meals

 

Details of all meals and the staff present at the meal. If only yourself, please ensure that your claim is in line with HMRC rules. (Please ask for full detail)

 

Entertainment

 

Entertainment is not tax deductible but can be a business expense.

Taking existing/potential clients out for meals is classed as entertainment. (Please ask for further detail if this concerns you)

 

Finance Costs

To learn more about the finance costs detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

Loan Statements

 

Loan statement must cover the entire accounting period.

 

Credit Card Statements

 

If you use credit cards in the business please provide all statements covering the entire accounting period.

 

HP Loan Documents

 

If you used HP or loan facilities please provide the agreement(s).

 

Professional Fees

To learn more about the professional fees detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

Accountants Fees

 

Invoices from accountant/book-keeper. Any fees paid to Companies House. Note all HMRC fines are not tax deductible.

 

Solicitors Fees

 

Any solicitors fees incurred in the course of your work.

 

Specialist Fees

 

Invoices from any specialist hired in.

 

Assets

To learn more about the assets detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

Vehicles

 

Details of all vehicles bought, sold, scrapped, traded in and otherwise disposed of. This must include registration number, purchase price, disposal price, acquisition date and disposal date.

 

Fixtures & Fittings

 

Details of all fixtures &  fittings bought, sold, scrapped, traded in and otherwise disposed of. This must include serial or ID number, purchase price, disposal price, acquisition date and disposal date.

 

Plant & Machinery

 

Details of all plant & machinery bought, sold, scrapped, traded in and otherwise disposed of. This must include serial or ID number, purchase price, disposal price, acquisition date and disposal date.

 

Office Equipment

 

Details of all office equipment bought, sold, scrapped, traded in and otherwise disposed of. This must include serial or ID number, purchase price, disposal price, acquisition date and disposal date.

 

Misc Costs

To learn more about the misc detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

Other Income

 

Bonds, investments, pension P60, bank & building society interest, state benefits and any other income.

 

Other Expenses

 

Any expense relating to employment, self-employment or your business.

 

Cash In Transit

 

State the amount of unbanked cash that you had at close of business at the end of the accounting period.

 

Lease Agreements

 

A copy of any lease agreement that was operative during the accounting period.

 

Loan Agreements

 

A copy of any loan agreement that was operative during the accounting period.

 

Capital Introduced

 

Detail of any personal funds you put into the business.

 

Personal Costs

To learn more about the personal detail we require regarding your Limited Company or Sole Trader, click the "+" sign beside each item.

For any Directors or Shareholders whose tax returns we undertake, we shall also require the following;

P60 / P45

 

This details your gross income and any income tax paid and is required in order to compute your final tax position.

 

P11D

 

Details of any expenses and benefits provided by an employer. This could realtes to a company car, private health care, employer loans etc.

 

Student Loan

 

Details of any student loan repayments made or if any student loan is outstanding.

 

Other Incomes

 

Any incomes from investments, shares, dividends, bank interest and any other income received.

 

State Benefits

 

Details of any state benefit received (Jobseekers allowance, incapacity & any other state pension/benefit).

 

Landlords

To learn more about the detail we require from landlords, click the "+" sign beside each item.

Basic Property Detail Required

 

For each property your rent please provide:

  • The full postal address
  • Whether supplied furnished or unfurnished
  • Classify whether it is a regular rental property or a furnished holiday let

Ownership

We also need to know for each property:

  • Whose name(s) are on the title deeds
  • Whose name(s) are on the mortgage
  • Who effectively "controls" or "administers" the property

 

Rental Income

 

To establish the rental income you received please detail separetly for each property

  • Regular rental income
  • Amounts received to cover damages
  • Any forfeited deposits

 

Mortgage Interest & Product Fees

 

Mortgage interest is being phased out as a trax deductible expense for individuals (but not for Ltd Co's that own property). until then please provide:

  • A mortgage statement detailing the interest paid within the relevant tax year
  • Detail of any new mortgages entered into and the related product fees & legal costs
  • If you raised finance through the remortgage of your own home to fund a BTL, please provide full details

 

Related Loans

 

If you used the proceeds of a loan (in part or full) or perhaps a credit card to fund any substantial improvements please include these statements along with detail of what property related expense was funded by this loan.

 

Agent Fees

 

If you used a letting agent please provide detail of their costs. Also if you advertised for tenants on any websites etc, the costs fo those adverts.

 

Repairs & Maintenance

 

Please provide any invoices you have for repairs, maintenance, replacement boilers, utility insurance, roof repairs, damp-proofing etc of the rental property. Remember to include costs such as gardener, window cleaner, bin cleaning etc.

 

Travel Costs

 

If you travel to and from the property to do things such as collect rent, inspect the premises, oversee tradesmen etc then provide a mileage log to us (i.e date, miles travelled, journey purpose).

 

Utilities

 

If you paid any utility bills (heat & light, oil, gas, electric etc) during the year, please provide these.

 

Other Costs

 

There are a myriad of property related costs that can possibly occur. Be sure to provide detail of everything to us as this allows us to minimise your tax bill.

 

Selling Your Rental Property? Read This!

 

If you are about to sell a rental property you need to speak to us before you put it on the market. The reason for this is that in order to notify HMRC of the Capital Gain on time and also to ensure your CGT bill is as low as possible, we may need to review your file and plan accordingly. Do not leave this too late!

 

Other Data We Need

 

Remember to also give us any detail of employment income, dividend income and any other tax declarable matter.

 

Other Info

Please be sure to tell us about ALL of your taxable activities, some of these are:

  • All income as a sole trader, partnership or via a Ltd Co
  • All employment income, employment expenses and employment benefits including P11d
  • Dividends, bank interest, student loans
  • All rental income, rent a room and commercial lettings
  • Payments into private pensions
  • Payments from private pensions
  • Foreign income
  • Foreign rental properties
  • CIS tax paid
  • Any other item requiring to be declared to HMRC

Note: The list of things we can ask for is literally endless, so please give thought to all items that are declarable to HMRC.