Your complete visual guide — from adding a client to getting documents signed, tracking AML, MTD and statutory deadlines
Top right of the screen. A form will appear.
Dashboard → top right buttonClick the 🔍 search button next to "Company Name" to auto-fill the company details from the official Companies House register. Saves time and avoids errors.
Free — powered by Companies House APIName, email, company, entity type (Ltd, Sole Trader, Partnership etc.), and the services you are providing.
Name and email are requiredThe client appears instantly in your dashboard with status Pending. They are now ready to receive their engagement letter.
A pop-up appears with the auto-generated engagement letter. Review the text — it's already personalised with the client's name, company and services.
You can change any text in the letter. Set the fee (e.g. "£350 per annum + VAT") and the deadline for signing (48 hours is the default).
Changes are saved for this clientThe client receives an email with a secure signing link. The link is unique to them — no login needed. Status changes to Sent.
When the client signs (drawn or typed signature), both you and the client receive a signed PDF by email immediately. Status changes to Signed.
Or go to the AML Records tab and find the client. A form opens.
All Clients tab → AML buttonSelect the ID type (UK Passport, Driving Licence, etc.), enter the last 4 digits of the ID reference, the verification date, and the risk rating.
Never store full ID numbersChoose Low (standard client), Medium (enhanced checks needed), or High (requires MLRO sign-off). Add notes for your records.
AML status changes to Complete. The AML Records tab shows a full table of all your CDD records, exportable as CSV.
Self-employed or landlords with income over £50,000 from April 2026
Income over £30,000 from April 2027
Income over £20,000 from April 2028
Or go to the 📊 MTD Tracker tab. The MTD record form opens for that client.
Select whether the client is in scope Now / 2027 / 2028 / Not in scope. This determines the urgency shown in the tracker.
Record their current status (Not Started / In Progress / Enrolled / Compliant / Exempt) and which accounting software they use (Xero, QuickBooks, Sage, etc.).
Tick which days before the next submission date to send automatic reminders. Reminders go to both the client and you. Options: 28, 14, 7, 3, 1 days, and on the day.
Requires cron job to be activeUrgent — action required immediately
Coming up — plan ahead
Comfortable — no immediate action
Enter the company's year end date, VAT quarter end, and other dates. The system calculates all deadlines automatically.
See every deadline for every client in one table, sorted by urgency. CT600, CT Payment, Companies House, VAT (×4), Payroll RTI, and Self Assessment.
Click any deadline to mark it as Filed or Paid. It moves out of the active list so you can focus on what's still outstanding.
Any deadline in red is due within 30 days. Review these first thing every morning using the Deadlines tab.
Check deadlines tab dailyGo to ✉ Correspondence in the nav → select client → choose template → edit if needed → Send
Letters show as "Sent" then update to "Read" when the client opens their email. Full audit trail.
Every letter sent is stored in the correspondence archive. Search by client or date.
Available in the All Clients tab. The system generates a complete UK GDPR Article 28 Data Processing Agreement personalised for that client.
The client gets an email with a link to read and acknowledge the DPA. Their acknowledgement is recorded with timestamp and IP address.
Once acknowledged, the client row shows DPA Signed. You now have a compliant record of data processing consent.
Best practice: send the engagement letter and DPA together for every new client. It takes 30 seconds and protects your practice.
UK GDPR Article 28 requirement| Tab | What it shows | When to use it |
|---|---|---|
| All Clients | Every client with all action buttons | Daily use — your main working view |
| Awaiting Signature | Clients who have been sent a letter but not yet signed | Morning check — who still needs to sign? |
| ⚠️ Overdue | Clients past their signing deadline (shown in red) | Immediately — send reminders |
| Signed | All completed, signed clients | Reference — confirm a client has signed |
| AML Records | Full AML CDD table for all clients | MLRO review, regulatory audit |
| 📊 MTD Tracker | MTD status, threshold and dates for all clients | Monthly — who needs to enrol or submit? |
| 📅 Deadlines | All statutory deadlines RAG status | Daily — check Red items first |
| 📁 Archive | All signed PDFs with download links | When a client asks for a copy of their signed letter |
| Button | What it does |
|---|---|
| Send Link | Opens the engagement letter editor — edit, set fee, set deadline, then send to client |
| 🔔 Remind | Sends an escalating reminder email to the client (tone gets firmer each time) |
| Opens WhatsApp with a pre-written message and signing link (only shows if phone number is saved) | |
| 📝 Notes | Add internal notes about this client — not visible to the client. Yellow when notes exist. |
| AML | Open the AML CDD record form for this client |
| DPA | Generate and send a GDPR Data Processing Agreement to this client |
| 📊 MTD | Open the MTD tracker record for this client |
| 📅 Deadlines | Set the client's year end and VAT dates — all deadlines auto-calculated |
| Download the signed PDF for this client (only appears after signing) | |
| ✕ Delete | Permanently remove this client and all their records |
Your logo appears on every engagement letter. PNG or JPG, max 500KB. Accepted formats: PNG, JPG, GIF, WebP.
Name, email, phone, address, website and ICO number. These appear on all letters and emails sent to clients.
Enter a new password and save. Minimum 8 characters. Leave blank to keep your current password.
Anyone overdue? Click "Remind All" to send reminders to everyone at once.
Look at all Red items (due within 30 days). Take action on anything urgent.
Add new clients, send their engagement letter, and send their DPA.
Record the CDD check as soon as you have verified their identity. Don't leave it more than a day.