If there’s one thing that trips up limited company directors every year, it’s arriving at their year-end with incomplete records, missing invoices, and a vague sense that something important has been forgotten. Sound familiar?
This checklist exists to fix that. Whether you’re preparing your records to hand over to an accountant or trying to understand what the year-end process actually involves, this guide gives you everything in one place – clearly laid out, no jargon, no waffle.
What are year-end accounts for a limited company?
Year-end accounts are the formal financial statements that summarise everything your company earned, spent, and owned during its financial year. For a UK limited company, they typically include a profit and loss account, a balance sheet, and notes to the accounts.
You’re legally required to file these with Companies House every year. Your year-end date – also called your accounting reference date – is listed on your Companies House profile. It’s usually set when you first incorporate, and it’s the date everything works backwards from.
Key deadlines to know
Getting the dates wrong is one of the most avoidable mistakes a limited company director can make.
Companies House filing deadline – 9 months after your accounting period ends.
Corporation tax return deadline – 12 months after your accounting period ends. Filed with HMRC separately from your Companies House accounts.
Corporation tax payment deadline – 9 months and one day after your year-end. This is when any tax owed must actually be paid, not just filed.
Miss the Companies House deadline and you’ll receive an automatic penalty – £150 for up to one month late, rising to £1,500 for more than six months.
The earlier you get your records together, the more time your accountant has to prepare everything properly – and the less likely you are to be filing under pressure.
The year-end accounts checklist for UK limited companies
Anything missing is worth tracking down before you speak to your accountant.
Bank and cash records
- Business bank statements for the full accounting year – all accounts
- Business credit card statements if used for company expenditure
- PayPal, Stripe, or other payment processor transaction records
- Details of any bank loans, overdrafts, or finance agreements active during the year
Sales and income
- All sales invoices raised during the year
- Record of any cash sales or income not captured by invoices
- Details of any grants or government support received
- Deferred income – payments received for work not yet completed at year-end
- Credit notes issued to customers
Purchases and business expenses
- Purchase invoices and receipts for all business costs
- Receipts for any business subscriptions, software, or recurring services
- Mileage log if claiming business travel at HMRC approved rates
- Details of any assets purchased during the year – equipment, computers, machinery, vehicles
- Any disposals of assets – equipment or vehicles sold or scrapped during the year
- Home office costs if applicable and properly calculated
Payroll and employment
- Employer’s National Insurance contributions for the year
- Pension contribution records – both employer and employee amounts
- P60s issued to all employees
- Details of any staff expenses reimbursed during the year
- P11D forms if any benefits in kind were provided – company cars, private health cover, etc
Directors’ information
- Director’s salary payments for the year
- Details of any dividends declared and the dates they were paid
VAT records
- All VAT returns submitted during the year
- Confirmation of VAT payments made to HMRC
- Records of any VAT reclaimed on purchases
- Details of any VAT scheme changes during the year
Corporation tax information
- Previous year’s corporation tax return and computation for reference
- Details of any research and development expenditure if claiming R&D relief
- Capital allowances information for any qualifying asset purchases
- Details of any losses from previous years being carried forward
Other documents
- Confirmation of any changes to the company’s share structure during the year
- Updated share register if new shares were issued or transferred
- Any contracts or agreements that affect how income or costs are recognised
- Details of any related party transactions – business done with connected individuals or companies
Common mistakes that slow everything down
Even directors who are reasonably organised tend to hit the same snags every year. Here’s what to watch out for:
Missing bank reconciliation. If your accounting software doesn’t match your actual bank balance, everything else is built on shaky ground. Reconcile monthly and there’s nothing to fix at year-end.
Personal and business expenses mixed together. If personal costs have gone through the business account – or business costs through your personal account – these need to be identified and dealt with before your accountant can finalise anything.
Undocumented directors’ loans. Any money you’ve taken from the company beyond your salary and declared dividends is a director’s loan. If it’s not recorded properly, it creates a tax problem. HMRC takes a close interest in directors’ loan accounts, and an overdrawn loan account at year-end can trigger an additional tax charge under S455.
Dividends declared without proper paperwork. Dividends need a board minute and a dividend voucher to be legally valid. If you’ve been taking money from the company and treating it as dividends without the paperwork, it needs to be addressed before filing.
Receipts that have gone missing. You won’t always find every receipt, but the more you can provide, the more accurately your expenses can be accounted for. Apps like Dext or Hubdoc make capturing receipts throughout the year almost effortless.
What’s the difference between filing with Companies House and HMRC?
Companies House receives your statutory accounts – the formal financial statements. HMRC receives your corporation tax return, which includes a detailed tax computation. They’re separate filings, separate deadlines, and both are compulsory.
For a straightforward small limited company, most qualified accountants charge between £500 and £1,500 for year-end accounts and corporation tax preparation. The biggest factor in the cost is how organised your records are when you hand them over.
Ready to take year-end accounts off your to-do list?
You’ve got the checklist. Now you need a team that’ll take it from here.
At Accountant Required, we prepare year-end accounts and corporation tax returns for limited companies across the UK. Fixed pricing, no surprises, and a team of qualified accountants who’ll tell you exactly what’s needed and get it filed on time.
You’ll know the cost upfront before we start anything, and we’ll guide you through exactly what to send us so there’s no back-and-forth.
Qualified accountants. Clear pricing. Year-end accounts done properly.
