For every VAT stagger
VAT return workflow software for UK accountants
FigsFlow is VAT return workflow software for UK accounting firms. Every client’s VAT quarter, payroll run and CIS return sits on one record with its own deadline, owner and fee, so staggered periods stop colliding and nothing rests on remembering which quarter a client is on.
The stagger, the chase and the deadline run themselves — so no quarter depends on somebody remembering it.
Set up in an afternoon. Cancel whenever.
G2 reviews
Google reviews
Verified reviews
Trustpilot reviews
Built inside working practices, by people who had to get a quarter out themselves.
While the quarter was closing · sample data—
- Records chased for Kelsall Joinery · third reminder, not by you
- VAT job for Ashwell Ltd opened on schedule · group 3
- Payroll run flagged two days ahead of deadline
- CIS return marked overdue, owner notified
None of it waited for someone to remember.
Trusted by the best
Product experience
The whole product, not just the VAT part
VAT is one obligation running through a practice that also quotes, onboards, checks, schedules, bills and chases. You get all of it. Each module has its own page. Or take the tour and watch one client move through the lot.
Win the work
Start the client
Do the work
Get paid and see it
One ledger line running through every module — the same client record, all the way down.
Take the platform tourWho this is for
Every month is somebody’s quarter end
Your clients sit on different VAT staggers. March, April and May all close for somebody, payroll runs monthly regardless, and CIS lands on the nineteenth. There is no season — just a rolling obligation that never fully clears.
Two or three people handling all of it?The shape of it
There is no quiet month
One client’s quarter closes as another’s opens. The stagger means the work never gathers into a season you can staff for, so it arrives as a permanent drip. The deadline list lives in a spreadsheet somebody updates when they remember. And when a client goes quiet for three weeks, you find out with five days left.
How it works
Set the stagger once, then it runs itself
Record the client’s VAT stagger and the job appears on its own schedule, every period, with the records request already attached. It carries the deadline, the owner and the fee agreed on the engagement letter, and it closes when the return is approved and billed.
Deadlines
Who is behind on this quarter?
Every periodic job carries its own deadline and owner. One board shows what is late, what closes this week and who is carrying too much, across every stagger at once.
Jobs, tasks and deadlines- Kelsall Joinery · VAT group 2 · Priya7 days late
- Brayford Foods · CIS · TomDue 19/09
- Thornleigh Care · payroll · AmaraRecords in
- Ashwell Ltd · VAT group 3 · PriyaIn review
Chasing
How do I chase without writing the same email again?
The job raises the records request itself and chases on a schedule you set. The client sees exactly what is outstanding in the portal and uploads to the record, not to an inbox.
Forms and requests- Bank statements · uploaded
- Sales invoices · uploaded
- Purchase invoices · outstanding
- Fuel and mileage records · outstanding
- Chase scheduleDay 7, 14, 21
- Last chase sentAutomatic · 12/09
Evidence
What happens when a client misses the window?
The deadline sits on the job, not in somebody’s head, so the slip is visible while there is still time to act. Every chase, upload and approval is stamped on the record if the penalty conversation ever comes.
HMRC deadlines- Request raised02/08
- Chase · automatic09/08
- Chase · automatic16/08
- Call logged · Priya21/08
- Records still outstandingFiling date 07/09
Internal deadline passed · owner notified
Recovery
Are we billing for the quarters we actually did?
Time recorded against each periodic job sits beside the fee on the engagement letter. Four VAT quarters and twelve payroll runs are easy to under-price once and then repeat forty-eight times.
Timesheets and billing- Kelsall Joinery · periods a year4 VAT + 12 payroll
- Fee on the letterUnchanged since onboarding
Before and after
A deadline spreadsheet, or the deadline on the job
VAT return workflow software earns its place the moment nobody has to update a tracker by hand. A spreadsheet tells you a date. It does not know whether the records arrived.
How it works now
- Staggers in a spreadsheet
- Chasing in Outlook
- Records in email attachments
- Approval by a nod across the office
- Billing reconstructed at the end of the quarter
How it works on one record
Stagger, job, deadline, request, chase history, approval and invoice on one client record. Miss nothing, reconstruct nothing.
- Stagger and recurring job
- Deadline and owner
- Request and chase history
- Approval
- Invoice
Rollout
Set it up in this order
You do not need the whole platform in week one. Firms running periodic work get furthest fastest in this order, with the honest effort beside each step.
Do not migrate mid-quarter. Start the cycle after the current return is filed, or you will run two systems through the worst fortnight of the period.
Connected, not replaced
Works with what you already run
Sits alongside your ledger and your filing software rather than replacing either.
Hover an integration to see what stays where.
- Microsoft 365
- Outlook
- SharePoint
- Xero
- QuickBooks Online
- Stripe
Documents stay in your own SharePoint tenancy.
Proof
Built inside working firms
FigsFlow was built in practice by people who had to get a quarter out themselves.
Nothing here was written for you. Invented quotes and ratings are a liability in a regulated profession, not a copy shortcut. Fill them or cut the block.
Proof
Built inside working firms
FigsFlow was built in practice, not in a lab, by people who had to close a month themselves.
- 4.8Capterra132 reviews
- 4.7G288 reviews
- 4.9Google61 reviews
FAQ
Questions firms running periodic work ask
Does FigsFlow file the VAT return to HMRC?
No. Filing stays in your bridging or ledger software. FigsFlow runs everything around it — the schedule, the records request, the review, the approval and the bill.
Our clients are on different staggers. Does that work?
Yes. The stagger is set per client and the recurring job follows it. Groups 1, 2 and 3 and monthly filers all sit on the same board.
Can we see every deadline across the firm in one view?
Yes, filtered by owner, by week or by client.
What about payroll and CIS, which run monthly?
Same mechanism. Any periodic obligation becomes a recurring job with its own frequency.
Does the client see the deadline too?
They see what is outstanding and when it is needed, in the portal.
No question matches that.