WebFiling - Accounts User Guide

About WebFiling accounts

The following Accounts are available as a downloadable PDF template which requires the user to have Adobe Reader.

• Audit Exempt Small Full Accounts (with abbreviated option)
• Audit Exempt Abbreviated Accounts
• Companies House and HMRC Joint Filing Accounts

You can save the Adobe template as a draft at any time so that colleagues or clients can advise or approve the information before you submit it to Companies House:

Dormant Company Accounts (AA02) can be complete within WebFiling as a HTML website screen.

To file accounts online you will need to register for WebFiling. When you have received your security code and company authentication code you can sign in and access WebFiling.

To use the Joint Filing Accounts you will need to also register for the HMRC Government Gateway separately.

For further details on how to register for WebFiling refer to the WebFiling User Guide.

Note
Community Interest Companies (CIC) and Limited Liability Partnerships (LLP) cannot file Annual Accounts types using the WebFiling service.

Sign in to WebFiling

When you have received both your 'security code' and 'company authentication code' you can sign in and use the WebFiling service. Simply enter the:

• Email address (you provided during registration) and security code, then select 'CONTINUE'
• If you have forgotten your security code, select 'Forgotten your security code' and we will send you a reminder.

Select that you are using WebFiling on behalf of a Company.

Then from the drop down menu select the company type which must correspond with the registration location of the company.

Enter the Company number and the authentication code, then select 'CONTINUE'.

Note
Notes are available on screen for this selection.

You can also:

• Register to file for an additional company.
• Request a reminder of a company authentication code.
  

PROOF

PROOF enables Companies to protect themselves from unauthorised changes to their records as it prevents the filing of certain paper forms.

Once a company has joined the scheme, Companies House will reject any paper versions of these forms and send them back to the registered office address.  This will help ensure that any changes made have been registered by the company itself.

To join, you simply need to agree to the Terms and Conditions and choose 'Join PROOF'. Following the confirmation screen, you can proceed to the WebFiling menu for filing documents.

However it is vital, that anyone who is authorised to file on behalf of the Company is notified about the PROOF scheme, to avoid unnecessary rejected paper documents. 

The statutory PROOF scheme has terms and conditions in compliance with the Companies Act 2006.

You will receive an email confirmation as soon as your electronic application has been submitted and then a further email when we have processed your application to tell you whether or not it was successful.

You can view the PROOF Status on the WebFiling Menu Screen. There is a box on the right-hand side of the Menu page which indicates whether your application is in progress or is/is not registered for PROOF.  (Please note that applications to join or leave PROOF in the last 48 hours may not yet have been applied.

Further information on PROOF

Menu

From the WebFiling menu select the type of accounts you wish to file:

• Audit Exempt Small Full Accounts (with abbreviated option)
• Audit Exempt Abbreviated Accounts
• Dormant Company Accounts (AA02)

OR

You can access the Joint Filing accounts template by selecting the HMRC link from the main menu within WebFiling.

Downloading the template

To download the accounts template you will need to download Adobe Acrobat Reader (minimum system requirements apply). If you already have the correct version select 'CONTINUE'.

Select the accounting reference period appropriate for your individual company.

This accounts format requires a balance sheet and notes in accordance with schedule 8A of the Companies Act 2006. Please see 'conditions of use' page, it is only suitable for Companies who meet the conditions.

This accounts format is under the Companies Act 2006 and is only suitable for companies that meet the conditions on the 'conditions of use' page.

Your accounts made up date and filing deadline are displayed.

You can change the date if required by completing a change in accounting reference date form. You must ensure you have confirmation of any change before downloading the template.

Click 'DOWNLOAD PDF' to download the accounts template to your PC.

The file download window will appear on screen. Select 'save' from the file download window to save the template.

At this point you can specify the filename and the folder it is saved in.

When the download is complete select 'open' to begin working on the downloaded accounts template. The template can be completed off-line.

Completing the template

The account templates have been developed with in-built validation and pre-submission checks – to help avoid omissions and calculation errors.

For help completing the accounts template select 'Frequently Asked questions' or 'How to use this form' on the Intro page. To return to the template select 'close'.

Throughout the template, buttons are also available to give further guidance.

You are required to answer the 'notes' questions at the bottom of the Intro page.

Select the continue button to confirm that you have read and understood the conditions of use. This will activate the template.

Go to the Title page by using the navigation buttons at the top or bottom of the page.

The Title page states the company name and registered number. It also shows the made up date of the accounts. To change this date select on the date and use the calendar drop-down that appears. Once changed, or if no change is required please proceed to the next page.

See a screenshot of the Abbreviated Company Accounts PDF
Note: opens in a new window/tab (50KB) back to top

Submitting the data

Go to the Submit page for the 3 final steps to complete before submitting the template.

Step 1:

• The 'pre-submission checks' button will check that all mandatory fields have been completed and the balance sheet balances.
• Any errors will be highlighted in red.
• Once you have corrected these, you need to 'check figures' and perform the pre-submission checks again.
• Once there are no errors listed proceed to step 2.

Step 2:

• Print a copy of the document for the directors to sign. This copy can be kept by the company.

Step 3:

• Click 'submit'. You will be prompted to enter your 'authentication code'.
• The accounts data within the template will be uploaded to Companies House and your 'submission number' will be displayed.
• When you close the window the template will convert to a normal PDF containing the data you have submitted.
• A window confirming that your accounts have been sent to Companies House will appear.
• The PDF can be saved to your PC.

Note:
Do not send the paper copy to Companies House.

Complete the Balance Sheet page with data relevant to your accounts.

• If you do not have figures to enter in a specific box, leave it blank.
• Do not enter a zero.
• Click 'Check Figures' to ensure the figures balance. You need to repeat this if you make any changes on this page.
• Error fields will be displayed in red.
• Draft versions of the template can be emailed or printed for circulation to colleagues or the board of directors.

Note:
If you are unsure of your accounts data or your eligibility to submit this type of accounts, please consult a qualified professional.

Confirmation

After submitting data we will send 2 emails, one to confirm receipt of the data and a second to confirm if the data has been accepted or rejected

The confirmation of receipt email will be sent within 3 hours of the data being submitted. (If you do not receive confirmation you can call our contact centre for advice, quoting your envelope reference number).

The acceptance / rejection email is normally sent within 3 working days once the document has been processed (most documents are processed within 24 hours). If your data is rejected the reasons will be included in the email.