Client FAQ
Should you have any comments or queries, please do not hesitate to Contact us.
Why do you require paperwork to be sent weekly?
This is a vital part of our process – We operate weekly bookkeeping, ensuring work is completed gradually throughout the month / Management Accounts are delivered promptly. Our turnaround timescales are impacted if data is received sporadically / in larger batches, resulting in delayed delivery – We are keen to avoid this at all costs!
What do I need to include in my weekly envelope?
  • All Purchase invoices – (clearly annotated how paid – i.e. cash, cheque, card – and especially if personal funds used).
  • All Supplier statements.
  • All Debit and credit card / cash purchase receipts.
  • Bank statements Merchant card statements.
  • Credit card statement (if applicable).
  • Any correspondence from HMRC.
I need more freepost Labels, what do I do?
Email to request – Labels will be posted to you.
How long does it take for data to reach Fairmile and be scanned?
Fairmile freepost labels are first class post – Royal Mail’s Service Level Agreement for delivery is 10 working days for all first class post – The data is scanned and uploaded on the day it is received.
What do you do with my hard copy data?
Data is scanned (to BS10008 standard) and stored securely. HMRC require your data retained for six years and are more than happy with electronic form only. Our standard process is to securely destroy all paperwork after three months
When will my Fairmile direct debit be claimed?
Payment will be taken monthly on or around 16th of the month (the date will be detailed on each invoice raised).
When is my VAT due?
Fairmile will flag this as part of the monthly process, but if in doubt, you can check by using the link below –
I have received a penalty letter from HMRC (VAT, Self Assessment, Corporation Tax). What do I do?
Please include the correspondence in your weekly envelope and email to alert us – We will then review and come back to you with next steps.
When is my Year End and when does it need to be filed? (Limited Company)
A company’s annual accounts must be submitted to Companies House within 9 months of the year end date. Fairmile will alert you when this is due and prepare – You can check this information, by clicking on the link below and entering your company name –
What is a Confirmation Statement?
An annual return is a summary of your company details, including company name, registration number, details of directors and shareholders, registered address and trading activity. This document confirms company details registered with Companies House and is submitted yearly by us on your behalf. We will alert you when this is due and request details of any changes before submittal.
Who do I contact with payroll queries?
Please send all payroll queries to – – You will receive a response within one working day.
How do I know how much PAYE to pay?
This information is sent to you monthly by email with payroll and needs to be paid by 19th of each month. Please ensure you pay the exact amount specified, with the correct reference number, by the deadline to avoid penalties. Please email with queries.
Do I need to complete a Tax Return and how do I register?
Please refer to the following HMRC guidelines? Fairmile will complete on your behalf and will flag information required (with deadlines) to do so.