01
One chat
Each client opts in once, then WhatsApps the receipt. A voice note is transcribed into the same pipeline as a photo. Email remains for anyone who will not use the chat. There is no app and no password.
Making Tax Digital for Income Tax
Clients just WhatsApp their receipts.
The chase follows each client’s Making Tax Digital quarter. The next statutory deadlines are 7 November 2026, then 7 February 2027. Clients send a photo, a PDF or a voice note. If a spend might be personal, they get one clarifying question in the same chat. Email still works when they will not use WhatsApp.
Clients never get a login. You still file the update.
WhatsApp · Priya Shah
+44 7700 900111
QuarterClose · chase
Q2 is due 7 November 2026. Send anything still outstanding. The next update after that is 7 February 2027.
Priya Shah · voice note
Shell, 18 August, diesel for the van, sixty-four pounds.
QuarterClose · clarifying question
Was the £42.18 Tesco spend on 3 September 2026 business? Reply YES and say what it was for, or NO if it was personal.
Priya Shah · 4 Sep
Yes, cleaning wipes and bin bags for the van after the Kingsthorpe rewire.
Next statutory deadlines
7 November 2026
Then 7 February 2027. Q2 · 6 July 2026 to 5 October 2026 · Saturday, so file by 9 November 2026
- Q17 August
- Q27 November
- Q37 February
- Q47 May
Four touches. No portal password.
02
Read
OCR and a model pull the date, supplier, amount and VAT. QuarterClose then maps the line to the HMRC self-employment or property category.
03
Ask
If Tesco, Amazon or a lunch looks personal, the client gets one clarifying question on WhatsApp: was the £42 spend business? They reply in the same chat.
04
You approve
Nothing is exported until you accept or edit it. Then a CSV for Xero, QuickBooks or FreeAgent, or a working-papers pack.
Chases follow the statutory 7th.
Each client is chased against their own quarter: a note when it opens, a midpoint nudge if nothing has arrived, then reminders 14 days and 3 days before the statutory deadline, and an overdue note on the next working day. The next statutory date is 7 November 2026, then 7 February 2027. 7 November 2026 is a Saturday, so the working-day deadline is 9 November 2026. A voice note is transcribed and read like a photo. A spend that might be personal gets one clarifying question, and the answer stays in the thread.
You still file.
This is not HMRC-recognised software and it does not submit the quarterly update. That is deliberate. The accountant reviews every line, exports the pack, and files in the software they already use. Extraction mistakes stay on your desk instead of in a return.
Chases and clarifying questions go out as WhatsApp templates you submit to Meta. Until that number is live, the desk runs in mock mode and the thread looks the same. Reply STOP and the WhatsApp messages stop.
Flat bands. A paper invoice.
A receipt-capture seat for 50 clients is often about £391 a month. Practice is £149.00 and the chasing is included. Each plan includes a monthly allowance of WhatsApp template messages. Meta’s UK utility list rate is £0.0159 per template, including messages sent while a chat is still open. Once that allowance is used, the same reminder is emailed. UBL HOLDINGS LTD invoices by bank transfer. Card payments through Square can be switched on later. There is no Stripe account.
Pilot
£0
Up to 25 clients while you try it on real work. 100 WhatsApp template messages a month are included, about four per client. After that, the same reminder is emailed.
Request a pilotPractice
£149
Per month, up to 50 sole traders and landlords. 400 WhatsApp template messages a month are included, about eight per client. After that, reminders are emailed.
Choose PracticePractice Plus
£349
Per month, up to 150 clients. 1,200 WhatsApp template messages a month are included, about eight per client. After that, reminders are emailed.
Choose Practice PlusQuestions practices actually ask
Do clients install anything?
No. They WhatsApp the photo, the PDF or a voice note to the practice number, or they email it. They reply STOP to leave the chat. There is no password to forget.
What is included for WhatsApp?
Pilot includes 100 template messages a month, Practice 400, and Practice Plus 1,200. Meta charges about £0.0159 for each UK utility template, including inside an open chat. Past the allowance, the reminder is emailed. A STOP confirmation does not use the allowance.
What if the category is wrong?
You approve or edit every line. Personal spend is excluded from the export. Entertainment is flagged because it is not allowable.
Which categories?
The Making Tax Digital sets: self-employment expenses such as cost of goods, car and van, and office costs, and UK property expenses such as repairs, residential finance costs and management fees.
Where does the file go?
Xero, QuickBooks and FreeAgent bank-statement CSVs, plus a working-papers file with the HMRC category code. You map it to your chart of accounts.
Who holds the data?
UBL HOLDINGS LTD (company 11940647) is the processor for client receipts and the controller for your practice account. Files are encrypted at rest. You set the retention period.