These lists are starting points for what to ask a client each quarter. They are not legal or tax advice. Edit them for each client. Drop what you don't need and add anything your filing software or engagement letter requires.
Paste the right list into the first request email as {{checklist}}. In reminders, list only what is still missing as {{missing_items}}.
Self-employment checklist
For a sole trader or freelancer, for the period {{period}}.
Please send these. Photos or PDFs are fine.
- Business bank statements for {{period}}, for every business account
- Sales invoices or other income raised or received in the period, or a sales export from your bookkeeping app
- Expense receipts and bills for the period, or an export of your categorised expenses
- Your mileage log for the period, if you claim vehicle costs that way
- Invoices and purchase dates for any equipment or other assets bought in the period
- Money you took out of the business for yourself, if the statements don't already show it clearly
- Any other income from the trade, such as grants, tips, platform payouts or refunds
- A short note on anything unusual this quarter, such as large one-off costs, stock or bad debts
If you use bookkeeping software such as FreeAgent, Xero or QuickBooks and we already have access, tell us. We may only need you to confirm it's up to date and to send anything that never went through the bank.
UK property checklist
For a UK landlord, for the period {{period}}.
Please send these. Photos or PDFs are fine.
- Rent received in the period, per property if you have more than one
- Letting agent statements for the period, if an agent collects the rent
- Bank statements for the property account, or personal statements with rent and costs marked
- Receipts for allowable expenses, such as repairs, maintenance, insurance, ground rent, service charges, letting fees and accountant fees for the property
- Mortgage interest statements for the period. We need the interest only, not capital repayments.
- Any periods when the property was empty
- Deposits taken or returned this period, if any
- Invoices for any improvements, with a note of what changed, kept separate from repairs
- A short note on anything unusual, such as a new tenancy, a sale or major works
If all rent and costs go through one account that we already see, tell us. We may only need the agent statements and anything missing from the feed.
Both self-employment and UK property
Send both lists in one email under two headings:
Self-employment, {{period}} (paste the self-employment checklist)
UK property, {{period}} (paste the property checklist)
On the chase sheet, set Income type to Both. Track the missing items in one cell, starting each with "SE:" or "Prop:" if that helps.
Turning a checklist into {{missing_items}}
After day 0, don't send the full list again. Send only what's left. For example:
- Business bank statement for July to September (we have August only)
- Expense receipts for September
- Mileage logOr:
- Letting agent statement for September
- Mortgage interest for Q2Keep it short. Clients reply sooner to a list they can finish today.