For new clients · UK
Getting started with Deplexify.
What happens after you sign up, what to send us each month, how you approve your returns, and the dates in your year. Keep this page: everything is in one place.
Your first two weeks
Five steps, then we take over.
- Your welcome email: It gives you your own email address for receipts and statements, and the link to your page.
- Sign in to your page: Go to tools.deplexify.com and sign in with your email address. We email you a code: no password to remember. Your page opens: a Getting started list at the top ticks itself off as you go.
- Send what we ask for: Your page lists it under "What we need from you". Usually: your tax reference numbers (UTRs), your Companies House authentication code, and your last accounts. If you had an accountant, we ask them for the rest, with your OK.
- Your books are set up: We set up your books in Deplexify Books, or you connect your Xero or QuickBooks under Connections, and we bring in your bank statements from the start of your year.
- Approve, then we file: Every return comes to your page first: you read it and approve it there, then we file it. When HMRC's online authorisation is ready for your account, we send you its request so Deplexify can act as your agent.
Your page
Everything in one place.
tools.deplexify.com, on your phone or computer. Add it to your home screen and it opens like an app.
- Your numbers: Sales, costs and profit this year, money in the bank, what you are owed and what you owe, VAT building up, a month-by-month chart, and your next dates.
- What we need from you: Anything we are waiting on, with an Answer button. Bank statements for the months owed are asked for here.
- Messages: Write to us on the page, attach a file, and we reply there and by email. Sometimes we send a short video walking you through something.
- Files: What we leave for you (your monthly report, your returns, anything else) and what you send us, in folders.
- Waiting for your approval and Filed: Each return as a PDF; you approve with your full name; the filed copy stays there.
- Your tools: Invoices and bills for your receipts. Landlords get Properties: rent, costs and profit for each property. Trades get Jobs and costing.
Every month
A few minutes a month.
Your docs address is in your welcome email and on your page. It looks like docs+your-company@inbox.deplexify.com.
- Bank statement: Download last month's statement from your bank's website (CSV is best, PDF is fine) and upload it on your page, or email it to your docs address. Not needed if your bank feeds Xero or QuickBooks. Your page reminds you.
- Receipts and bills: Take a photo, or forward the email, to your docs address as they happen. Each one is read and goes into your books.
- Contractors: your timesheet: Send it and we raise the invoice to your agency.
- Anything new: A new contract, a loan, a car, a sale: tell us on your page, on WhatsApp or by email.
- By the 10th: Last month's report is in your Files: profit and loss for the month and the year so far, beside last year, with your bank, what you are owed and what you owe.
Before anything is filed
You approve it, then we file.
- We send it to your page: your accounts, a tax return or a VAT return, as a PDF. You get an email.
- You read it, then type your full name and press Approve. Or press "Ask for a change" and tell us what.
- We file it, and the filed copy and its reference appear on your page under Filed.
Your year
The dates we work to.
We track these for you. They are here so you know why we ask for things when we do.
Every monthPayroll (if you have it): reported to HMRC on or before each payday; PAYE paid by the 22nd of the next month.
Every quarterVAT returns (if registered): due one month and seven days after the quarter ends. Landlords in Making Tax Digital: an update by the 7th of the month after each quarter.
Nine months after your year endYour company's accounts are due at Companies House. The corporation tax is due a day later: nine months and one day after the year end.
Twelve months after your year endThe company tax return (CT600) is due.
Once a yearThe confirmation statement, within 14 days after its date.
31 JanuaryYour own Self Assessment tax return and any tax owed. Payments on account: 31 January and 31 July.
Questions? Just ask.
WhatsApp +44 7878 046148 or hello@deplexify.com. We reply the same working day.