Never miss a deadline: set up your HMRC and Companies House accounts properly
Most penalties we see aren’t caused by complicated tax. They’re caused by a missed letter or an email that went to the wrong person. Here’s how to make sure you always know what’s due, and when.
1. Have your own HMRC business account
Every limited company should have its own HMRC online account (a Government Gateway login for the business tax account) that the company controls, not just your accountant. It’s where HMRC shows what you owe for corporation tax, VAT and PAYE, and where many of its messages now arrive.
Keep the login details somewhere safe that more than one director can reach, such as your company password manager, so the account doesn’t disappear when someone leaves.
2. Your accountant should have their own agent access
A good accountant uses their own HMRC agent services account, authorised by you, rather than logging in as you. It means they see your deadlines and letters too, you both have a record, and you can remove their access at any time. If your accountant is using your login, ask them to set up agent authorisation instead.
3. Check both regularly, and switch on reminders
Log in to your business tax account at least once a month, and turn on email notifications so you know when a new message arrives. Don’t rely on post alone: HMRC increasingly sends things online.
4. Do the same with Companies House
Sign up to Companies House email reminders for your company. They warn you before your annual accounts and confirmation statement are due. Make sure the registered email address is one that’s actually read, and keep your company authentication code secure.
Remember that directors, and people with significant control, now also need to verify their identity with Companies House. That’s a separate step, covered in our guide to Companies House ID checks.
The key deadlines to know
- Annual accounts: filed at Companies House within 9 months of your year end (private companies).
- Confirmation statement: at least once every 12 months, within 14 days of the review date.
- Corporation tax: usually paid 9 months and 1 day after your year end; the return is due 12 months after it.
- VAT: returns and payment normally due 1 month and 7 days after the end of each VAT period.
- PAYE: paid to HMRC by the 22nd of the following month when paying electronically.
These are the usual rules. Your own dates can differ, so check your accounts or ask us.
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