Requesting Client Records
What this is
You can ask a client for the XLSX records needed for one income source and one quarterly obligation. The client receives a private link to a single upload page. They do not need an aligned.tax account or password.
When spreadsheets arrive, each file is listed on that client’s Files tab, against the business and quarterly filing period the request was made for. Open the file there and inspect its worksheets. The format chosen for that request determines whether the upload is prepared as category totals or individual transactions.
The Clients screen is a directory for looking a client up, so records requests and filing progress live on Work and on each client’s Filing tab. The client’s Files tab brings together spreadsheets sent through records links and files added by your practice. If you change the tax year while preparing a file, choose an obligation in the new year before continuing.
Add a file from the client record
- Open the client record and select Files.
- Choose the business and quarterly filing period.
- Select one or more XLSX spreadsheets, then choose Add files.
- Choose View file for each spreadsheet. Its preview opens directly below that file. Choose a worksheet to see its populated cell range and inspect its cells (hidden worksheets, such as a template’s settings sheet, are not listed), then choose Prepare as summary or Prepare as transactions. Foreign Property files offer Upload the Foreign Property template instead, and a file held against a period HMRC no longer lists can only be viewed and downloaded.
You can add files before sending a records request. Each file is retained separately and labelled Practice upload or Client upload. The tab shows files for the tax year selected in the app header. Adding a file does not post transactions to the cashbook or submit figures to HMRC.
Edit a received spreadsheet in Excel
- In the client’s Files tab, choose View file, then Download original XLSX.
- Open the download in Excel, make your changes and save it as an XLSX workbook.
- Choose Upload edited copy. The same business and filing period are selected for you. Add the saved workbook.
- The new copy opens in Files. Check it, then choose Prepare as summary or Prepare as transactions to continue the normal filing journey.
The original remains available alongside the edited copy. Downloading or editing a workbook does not change the version already held by aligned.tax.
Upload edited copy is not offered when HMRC no longer lists that quarterly period for the client. You can still view the file and download the original.
Request records
Each request is for one business filing: one income source in one quarter.
- On Work, choose the client’s business filing for the quarter. Its details open beside the list, or in a panel from the bottom of the screen on a phone. You can also open the client’s page and select the Filing tab.
- Select Request records. On Work you can press R instead.
- Choose whether to request Category totals or Individual transactions. The records method already set for the client is selected for you, and Foreign Property always starts at Category totals. If no records method is set for the client, you can leave the choice unmade: the link then uses the method the client’s other businesses use, or category totals. This choice stays with the link and tells the client which spreadsheet to upload. For another document or a question, open Secure files instead.
- Review the recipient, subject and message. You can edit the email before it is sent.
- Add a Bcc address if the practice wants a copy.
- Select Send request.
To ask several clients at once, tick their filings on Work and choose Send records requests in the bar that appears. You are asked to confirm first, because emails cannot be unsent. Each client gets the standard records email, and filings that cannot be requested are left out with the reason shown.
The suggested records deadline is set before the HMRC filing deadline so there is time to review and correct the spreadsheet. Check the proposed date and message before sending.
What the client receives
The email greets the client by first name when the client name reads like a person’s name, and opens with “Hello,” when it is a business name, a joint name or missing. It includes the practice name, income source, quarter, records period and requested deadline. The practice sign-off appears after the fixed request details and private-link safety notice.
Its private link opens a simple upload page. If the practice has saved a logo in Settings, the page shows that logo. Otherwise, it shows the practice name. The page displays only:
- Practice name
- Client name
- Income source name
- Quarter and records period
- Requested records deadline
- HMRC filing deadline
The page does not show the client’s NINO, email address, other clients, earlier filenames or financial values.
The client can choose or drag and drop one or more XLSX workbooks, add an optional note and send them together. A confirmation screen lists the files received. If one file fails, the page keeps the remaining files ready to retry. aligned.tax also attempts to send a confirmation email for each file.
Chase an outstanding request
For a filing at Waiting, select Chase records on the filing in Work or on the client’s Filing tab, then Send reminder. You can edit the reminder before it is sent.
A chase sends the same private link. It does not extend the original 30-day expiry. Once the link has expired, the button reads Request records again: sending it creates a new link and invalidates the old one.
Request and chase emails are recorded in the client’s activity log, including when each message was sent.
Send a spreadsheet back for changes
When a received spreadsheet needs correcting, select Send back on that filing in Work or on the client’s Filing tab.
- Add a clear note explaining what the client needs to change. The message cannot be sent with only the suggested template text.
- Review the subject, recipient and optional Bcc address.
- Select Send back.
The client receives the same private upload link and sees your message on the upload page. The filing returns to Waiting until a new spreadsheet arrives. The returned message is kept in the client’s activity log. If the link has expired, create a new request instead.
Work with received versions
Each file is retained as a separate, timestamped version. New files appear first and never silently overwrite an earlier file.
For Self Employment and UK Property records:
- Open the client’s Files tab, or select View received files on the filing.
- Find the required version.
- Choose View file to inspect its worksheets, then choose Prepare as summary or Prepare as transactions for that workbook.
- Confirm which worksheets belong to the selected income source.
- Review the suggested mappings or transactions before continuing to the submission review.
The received workbook and quarterly obligation are selected for you. You do not need to upload the file again.
Foreign Property updates are filed from the official Foreign Property template, not from a mapped or transaction spreadsheet. Every received version is kept, and View file opens it so you can inspect and download it. Choose Upload the Foreign Property template to open that update’s upload step, then copy the figures into the official template and upload the completed template for the update. Copy the figures into a fresh copy of the template without changing its layout: a foreign property template whose layout has been changed is stopped with “This doesn’t match our foreign property template” and nothing is read from it.
Understand the records states
| State | Meaning | What to do |
|---|---|---|
| Not requested | No request has been sent for this income source and quarter | Send a request when you are ready |
| Waiting | The link was sent, or a spreadsheet was sent back, and nothing new has arrived | Wait, or send a chase |
| Arrived | At least one spreadsheet has arrived | View each file, then choose how to prepare it |
| Filed | HMRC shows the quarterly obligation as fulfilled | No records action is required for that obligation |
These are the stages shown on Work and on the client’s Filing tab. Link expiry affects which action is available. It is not a separate stage.
After you send a received spreadsheet back, the filing is shown as Waiting again. Earlier versions remain available for the audit trail.
Security and file rules
- Each link is limited to one client, one income source and one quarterly obligation.
- Links expire 30 days after the original request.
- The client can choose several spreadsheets at once, add more during the same visit, or use a valid link again to send more or corrected files. Each file is retained separately.
- Financial records must be XLSX workbooks no larger than 20 MB each.
- aligned.tax checks the workbook before storing it.
- Repeating the same upload attempt does not create duplicate versions.
If something goes wrong
| Problem | What it means | What to do |
|---|---|---|
| Request records is unavailable | The client has no email address, HMRC has not authorised you, or you do not have permission to send requests | Add the client email, complete authorisation, or ask a preparer or main agent to send it |
| The client sees “This link is not available” | The link is invalid, expired or has been replaced | Select Request records to send a new link |
| The spreadsheet is rejected | It is not a valid XLSX workbook, is empty, is damaged or exceeds 20 MB | Ask the client to save a clean XLSX copy and try again |
| The upload confirmation email was not sent | The file arrived, but the confirmation email could not be delivered | Open the client’s Files tab to check that the spreadsheet is listed, and confirm receipt with the client if needed |
| There is no option to prepare the file | The records are for Foreign Property, which is filed from the official template | Choose Upload the Foreign Property template, then copy the figures from the received file into it |
| HMRC no longer lists this period | The quarterly obligation has gone from the client’s HMRC obligations, so the file cannot be used to file an update | View or download the file for your records, and check the client’s current obligations |
Related
- Managing Your Clients - finding a client on the Clients screen
- Uploading a Spreadsheet - XLSX upload rules and the quarterly filing journey
- Smart Map - AI Column Mapping - checking and adjusting spreadsheet mappings
FAQ
Does the client need an account?
No. The request link opens one upload page and does not create a portal or login.
Can I edit the email?
Yes. Review and edit the subject, message and optional Bcc address before confirming the request or chase. The request details, private link, safety notice and practice sign-off are added automatically.
Which records format is chosen for a new request?
The client’s existing records method is selected for you. If the client has no records method yet, leaving the choice unmade lets the link follow the method the client’s other businesses use, or category totals. Foreign Property always starts at Category totals.
How do I add our logo to the upload page?
Open Settings, find Practice logo, and save a PNG, JPEG or WebP image no larger than 2 MB. The next records link a client opens will show the saved logo.
Can the client replace a file?
They can send more or corrected files while the link remains valid. Every file is retained, timestamped and shown latest first. Earlier files are not deleted.
Does Chase create a new link?
No. It resends the current link and keeps its original expiry date.
Does Send back create a new link?
No. It sends your correction note with the current link. The client uploads a new version through that link, and earlier versions remain recorded.
Does opening a received file submit anything to HMRC?
No. View file opens the workbook for inspection. Choosing a preparation route starts review; nothing is sent to HMRC until you complete the normal review and submission steps.