How Software Filing Operates

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The current Software Filing service allows external companies to develop software packages, enabling either their own employees or customers of their company to manage the submission of a range of forms required by Companies House.

How does Software Filing operate?

The Software Filing service operates by the electronic transmission of documents to Companies House via electronic mail (email). These documents must comply with the structure approved by the Registrar for electronic submission, as documented in the Software Filing Technical Interface Specification. A Technical Interface Specification giving detailed information for software developers is available by contacting Customer Care on 02920 380336 or via email mconnors@companieshouse.gov.uk.

What documents can I file electronically?

For companies registered in England, Wales and Scotland, the Software Filing service supports the electronic submission of:

Change of Registered Office Address (Form 287)
Appointment of a Director/Secretary (Form 288a)
Resignation of a Director/Secretary (Form 288b)
Change of Director/Secretary Details (Form 288c)
Annual Return (Form 363a)
New Incorporations (Forms 10,12 and Memorandum and Articles) from Sept 2001.
Allotment of Shares (excluding non-cash (Form 88(2))
Increase in Nominal Capital (with Resolution (Form 123))
Location of Register of Debenture Holders (Form 190)
Location of Register of Debenture Holders in a non-legible form (Form 190a)
Location of Register of Members (Form 353)
Location of Register of Members in a non-legible (Form 353a)
Audit Exempt Abbreviated Accounts
Dormant Company Accounts (DCA)

We plan to increase the form types supported by the service according to demand and a series of additional forms will be implemented over the coming months / years. We will keep you informed of these developments as they arise.

How do I register as an Electronic Filer?

If you wish to register, please complete the Online Filing Services Credit Account Application and post to the address shown on the form. On receipt, Companies House will create an account, allocate a credit limit and despatch a start up pack with all the information you need to get started.

What do I need to start Software Filing?

To file electronically you will need:

Suitable computer equipment as specified by your software supplier
Connection to an Internet email facility.
Computer software to format and submit the electronic documents correctly
Software Filing Credit account.

Many Company Secretary Software Package suppliers and Electronic Forms suppliers have modified, or are in the process of modifying, their software to generate the electronic formats required. You should contact your own software provider to enquire whether the software is approved for use with the Software Filing service.

Click here to see the list of compatible software suppliers and formation agents.

How are fees collected?

No invoices will be sent for non-fee bearing documents. Your chosen Internet Service Provider (ISP) levies the cost of using their email service. Monthly invoices will itemise any fee-bearing documents transmitted, requesting payment within a stated period.

How are documents 'Signed'?

a) The reason for Company authentication codes
To replace the signature on paper forms and to comply with the Companies Act, all documents received via the Software Filing service must be authenticated by (or on behalf of) the company concerned. Before documents can be filed electronically for a company, that company must notify Companies House in writing of the code that it will use to authenticate documents, and details of who will be responsible for presenting them. Every document filed electronically MUST bear the relevant company authentication code or it will be rejected.

b) Can more than one company have the same code?
Yes. Groups of companies can choose to have the same authentication code. However, in order to comply with the Companies Act the code must initially be delivered to Companies House in writing by the company concerned signed by a serving officer of the company. This may be done by presenters collating the information from the companies concerned and forwarding to Companies House with the initial application form. In this case, companies must confirm that they have authorised the particular presenter to deliver information on their behalf.

c) Can Codes be Changed?
Yes. Companies can inform Companies House of a new code to be used from a specified date. Following this date, documents must use the new code. Companies House also reserves the right to require a company to change its code.

d) How Are New Companies Allocated Codes?
If the incorporation is in paper format, the newly incorporated companies can be allocated codes as already described. Alternatively, you may request that a given code is allocated against all companies incorporated by yourselves. You should inform Companies House in writing if you wish to invoke this option.

If the incorporation is in an electronic format then a facility exists to specify a company authentication code with incorporation details.

How do new directors 'Consent to Act'?

On appointment, under the Companies Act, directors must sign to confirm their 'consent to act'. To provide an electronic equivalent of this signature, electronic appointment documents must contain three items of personal information provided by the appointee, which may include:

Place of birth
Telephone number
National Insurance number
Passport number
Mother maiden name
Eye colour
Fathers first forename.

In the case of electronically filed incorporations, the need for the provision of personal authentication data may be satisfied by either the provision of three from seven items of personal information, as currently used for Directors personal authentication on forms 288a, or, by the provision of a pre-arranged 6-digit personal authentication code.
Initially, in order to use a Personal Authentication Code, the following must be notified to Companies House in writing on company headed paper.

1. A six digit code.

2. The following details for the individual / company concerned:

Surname
Forename (mandatory for non-corporate only)
Address
Date of birth (mandatory for non-corporate directors only)
Nationality (mandatory for non-corporate directors only)
Occupation (mandatory for non-corporate directors only)
Designation (declarant / Section 30 declarant only.
Optional information which should also be added if appropriate:
Previous surname and/or forename
Title
Honours

The letter containing these details should be sent to:

Software Filing Development Team
Room 1.11
Companies House
Crown Way
Cardiff CF14 3UZ

How long does it take to register documents?

We aim to process 95% of incorporations and 90% of electronically filed General Documents within 24 hours of receipt (to the point of acceptance or rejection). In addition, we aim to process all Same Day incorporations on the day of receipt provided applications are received by 3pm. All electronically-filed documents are acknowledged by an acceptance or rejection message e-mailed to the sender.

What if my documents are rejected?

For rejected documents, the acknowledgement will contain an indication of the reason(s) for the rejection plus a Companies House Document Examination contact telephone number to call if you have questions on the rejection reason.

Rejected documents should be corrected and re-submitted within the prescribed statutory period. They may be resubmitted electronically or in paper form.

What if I have problems?

Problems with accessing the Companies House Software Filing service should be reported to the Companies House Contact Centre by email: enquiries@companies-house.gov.uk or by telephone on +44 (0)303 1234 500 clearly stating that you are a registered user of the Software Filing service. Problems with the use of software used to format and dispatch the electronic documents should be reported to the supplier of the software. However, if there are problems with the data supplied, an appropriate Companies House contact number will be given.

Does the ordering of documents matter?

No, however, related documents should ideally be supplied in the same electronic submission (i.e. email message).

When can I file electronically?

The Software Filing service will normally be available 24 hours a day although there may be occasions where the service will be withdrawn temporarily to allow for housekeeping and maintenance activities.

For statutory purposes, the time at which the document is received by the 'Extranet' Email facility will be regarded as the receipt date. However, documents received electronically outside the hours of 0730 to 1830 Monday to Friday will not be processed by Companies House until the next working day.

Can I file on paper and electronically?

If you wish, you can choose to file documents by both electronic and traditional methods. The only limitation is that you do not file the same document both electronically and in paper form.