Skip to main content

Batch Filing

Efficiently file VAT returns for multiple clients in a single workflow.

When to Use Batch Filing​

  • End of filing period approaching
  • Multiple clients with same deadline
  • Streamlining quarterly filing process
  • Reducing repetitive tasks

Accessing Batch Filing​

Navigate to Firm Portal > Batch Filing from the main menu.

Batch Filing Workflow​

Step 1: Select Clients​

The batch filing dashboard shows all clients with returns ready for filing:

ColumnDescription
ClientBusiness name
PeriodFiling period (e.g., Q3 2024)
StatusReady, Needs Review, Not Ready
Net VATAmount payable/refundable
ValidationPass/Warning/Error count

Filter Options:

  • By filing period
  • By status (Ready only)
  • By staff assignment
  • By compliance score

Step 2: Review Validation​

Before adding to the batch, review each client's validation status:

  • Green checkmark - All validations passed
  • Yellow warning - Review recommended
  • Red error - Must resolve before filing

Click on any client to view detailed validation results.

Step 3: Create Batch​

  1. Select clients using checkboxes
  2. Click Add to Batch
  3. Review batch summary
  4. Confirm batch creation

Step 4: Process Batch​

The batch processor:

  1. Generates each return
  2. Runs final validation
  3. Prepares filing packages
  4. Creates audit records

Progress Tracking:

  • Real-time progress bar
  • Per-client status updates
  • Error highlighting
  • Completion notification

Step 5: Review Results​

After processing:

  • View successful filings
  • Address any failures
  • Download filing confirmations
  • Generate batch report

Batch Queue Management​

Queue Status​

StatusMeaning
PendingWaiting to process
ProcessingCurrently being filed
CompletedSuccessfully filed
FailedError occurred
CancelledRemoved from queue

Managing the Queue​

  • Reorder clients in queue
  • Remove clients from batch
  • Pause/resume processing
  • Retry failed filings

Compliance Status Aggregation​

View aggregate metrics across your batch:

  • Total clients in batch
  • Total net VAT payable
  • Average compliance score
  • Validation pass rate

Best Practices​

Before Batch Filing​

  1. Run validation on all clients - Catch issues early
  2. Resolve blocking errors - Remove clients not ready
  3. Review warnings - Address where possible
  4. Confirm filing periods - Ensure correct periods selected

During Batch Filing​

  1. Monitor progress - Watch for failures
  2. Don't navigate away - Let batch complete
  3. Note any issues - For follow-up

After Batch Filing​

  1. Download confirmations - Keep records
  2. Update client files - Note filing completion
  3. Address any failures - Process individually
  4. Generate batch report - For internal records

Scheduling Batch Filing​

Set up recurring batch filing schedules:

  1. Go to Settings > Report Scheduling
  2. Create new schedule
  3. Select "Batch Filing Preparation"
  4. Set frequency and timing
  5. Configure notification preferences

Reporting​

Generate reports on batch filing activity:

  • Batch History - All batch filing sessions
  • Client Filing History - Per-client filing record
  • Staff Performance - Filings by team member
  • Compliance Trends - Batch compliance over time

Next Steps​