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How to file company accounts : A Step-by-Step Guide

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How to file company accounts : A Step-by-Step Guide

Filing company accounts can be a daunting task, and it can be hard to keep up with the ever-changing regulations. But with the right knowledge and experience, you can ensure that your company accounts are filed correctly and without any errors. In this blog post, we’ll provide you with some tips and tricks on how to file your company accounts correctly.

Statutory Accounts Overview

Filing company accounts is an important part of running a business and maintaining the company’s financial health.

As such, it’s important to understand how to file company accounts accurately and in a timely manner.

This process can vary depending on the type of business and its size, but generally requires submitting detailed financial documents to the governing authority.

It’s also important to ensure that all financial data is accurate and up to date, as this can be critical to the success of the business in the long run.

Companies must prepare and submit annual accounts to HMRC to ensure they are paying the correct amount of tax.

Enclosed is usually a record of a company’s financial activity and performance over a given period of time.

These accounts must accurately portray a company’s financial position, including its assets, liabilities, income, and expenses.

The preparation of can often be complex, requiring a deep understanding of relevant accounting regulations. Furthermore, these accounts are subject to strict external audit requirements by HMRC, making it essential that business owners take the necessary steps to ensure their company accounts are accurate and up to date.

In conclusion, filing company accounts is an essential part of record-keeping for businesses. By doing so, they can make sure they are maximising their income and growth for the company.

Step 1: Prepare Company Accounts

Companies should ensure that their accounting information is accurate and up to date in order to help them make better decisions.

This is essential for all businesses, as it helps to streamline processes, increase profitability and provide evidence of financial transactions.

With the help of company accounts, businesses can determine the current financial position of their business, budget for future growth, and accurately measure their progress.

Companies should also regularly review their accounts to ensure that the information included is up-to-date and accurate subsequently improving their decision-making.

It is also important that all financial statements are prepared in accordance with accounting standards and regulations. This includes the proper recording procedures and detailing company financials such as assets and liabilities.

The level of complexity can greatly increase depending on the nature of the business. As with any accounting procedure, there’s a big difference between preparing a document, to preparing it efficiently.

There are many rules and regulations, allowances, thresholds, and often grants that can help further the growth of the business, so it’s usually a good idea to have an expert take a look over your accounts.

The last thing you want to is to be paying an incorrect amount of tax, or even miss out on allowances that could potentially reduce that liability evenmore.

If companies are preparing their annual accounts in house it is recommended to have a designated individual or team to reconcile the accounts and check for accuracy.

It is also vital for companies to review their annual accounts regularly to make sure any decisions throughout the tax-year are well-informed ones.

Companies must also take into consideration any external factors that could influence their financial position such as changes in market prices, competition, or economic conditions. By frequently reviewing company accounts, businesses can plan for upcoming expenses and/or revenues.

Step 2: Submitting and Registering Online

Proper authentication must be in place to ensure the security of your company accounts. It is important that all employees have access to the necessary security measures to protect the company’s financial information. It is also important to have a secure system to keep a record of all the company’s transactios, as this will help detect any anomalies.

If you are submitting your accounts online you will need to create an account with HMRC and Companies House. Each of these governing bodies requires different financial documents.

Failing to deliver any one of these documents could results in fines and penalties.


Firstly, you will need to file your accounts and company tax return together over at HMRC.

After clicking the link you will navigated to a HMRC registration page where you create your ‘government gateway ID’.

This will be your login information that you can use going forward to access company documents and file various information.

When creating your online account you will be asked to input various information regarding your limited company, this is so HMRC can correctly attribute the financial documents you are submitting to the right company.

If you’re Company Tax Return and annual set of accounts are for the same accounting period you will be able to submit them both together.

Alternatively you will have to follow 2 different links within your online account to file them seperately.

Once you are logged in to HMRC, the process is fairly straight forward, you can follow onscreen instructions detailing what to upload and what format it needs to be in.


Submitting the documents is generally the easy part, making sure your set of accounts is prepared efficiently is the difficult aspect of this process as it often requires a vast amount of specialist knowledge.

Companies House

Now you have filed the relevant documents with HMRC, you will need to submit a copy of your accounts to Companies House.

To do so, you will need a Companies House password and company authentication code.

If you don’t have either, you will be able to create new details and request a new authentication code over at the link above.

Again, once you have registered and logged in to the platform, the rest of the process is fairly straight forward and will be detailed on screen.

If you are having trouble you can always reach out to Companies House via their contact page.

But remember, although they will help you with the process of filing your accounts, they’re not going to ensure they are filed efficiently, that’s a job that rests on your shoulders, and can have a big impact on the financial health of your business.

3rd Party Software

Alternatively, you can 3rd party software to submit all the information required to both HMRC and Companies House.

The software requires you to link your company details to each of these governing bodies. Each program has their own way of doing things so you may need to consult their support if you’re having trouble.

There are many tools out there available, some free (but with limited functionality) and others that may seem quite costly to a small business owner.

This includes tools such as Sage, Quickbooks, Xero, and many more.

Another benefit of using an accountant for your limited company is that they have access to all the software you need to submit your accounts.

So in addition to ensuring your documents are efficient and your tax liability has been calculated correctly, they will also relieve the burden of another expense.

Key Considerations When Filing Accounts

It is important to ensure that all information within your set of statutory accounts is up to date and accurate.

Filing company accounts should also be done on a regular basis. Not only will this ensure the accuracy of records, but it can also help to save time when it comes to completing various other paperwork.

It can also be of help to produce regular summaries of your business throughout the financial year. This will help at the end of the year as most information can be copied over and formatted without the need to type it all up.

In circumstances where the company is VAT registered, an accountant will do this regularly. As you may know, VAT registered companies need to submit value added tax returns on a periodic basis; often quarterly.

When it comes to filing your accounts, the information detailed within your VAT returns can be used to streamline the process.

Companies should also consider the different types of taxes they may be liable for when filing accounts.

This includes income tax, corporation tax, and capital gains tax, all of which should be accurately accounted for in the annual returns.

It is important to remember that any errors can lead to difficulties in dealing with HMRC, and this could result in hefty fines or penalties.

Companies should take all necessary steps to ensure that their accounts are accurate and up-to-date, and should seek the advice of an accountant or financial professional if they are unsure.

Moreover, it is vital for companies to maintain a keen eye on their company accounts in order to guarantee that they are in a secure enough financial position to meet any obligations with creditors or investors.

This could mean reviewing budget allocations, evaluating loans or looking into alternative sources of capital if necessary. It is important for companies to understand their own finances and make sure that they have the necessary funds to remain operational.

Tips for Managing the Process

Establishing clear roles and responsibilities can help ensure that the process runs smoothly when filing your company accounts.

Setting up processes and procedures that are followed consistently will help to keep the process organised and efficient.

Make sure to check that all the documentation is up to date before you start to file the company accounts to avoid any mistakes.

Additionally, if you are working in a team, make sure to delegate tasks to ensure that the task is completed in a timely manner.

By following these steps, you can make filing your company accounts a simpler process.

Keep accurate records of all transactions throughout the year and any contact information associated with each account.

This includes tracking all payments, invoices, receipts, and other important documents related to your company financials.

Can I prepare my own limited company accounts?

Yes, it is possible to prepare your own limited company accounts. However, it is important to understand the processes involved in filing and submitting your accounts to both Companies House and HMRC.

Each governing body requires different documents in slightly different formats.

If you are unaware of any allowances or benefits available to your company, you could also be unintentionally increasing your tax liability. So it is crucial that you read up on any rules and regulations in your industry before you start.

It is also important to be aware of the deadlines for filing company accounts as failure to meet them can result in costly penalties and ongoing interest.

If you have limited knowledge in the world of finance and accounting, you should consider the cost of hiring an accountant to prepare the accounts for you.

A good accountant will often pay for themselves in just the tax they save you throughout the year. Not to mention the all year round advice and genuine interest in helping you to grow your business.