Uploading a Spreadsheet
What this is
The upload page is where you provide your quarterly income and expense data to Aligned. You upload an Excel spreadsheet (XLSX) containing your figures, and Aligned processes it ready for mapping to HMRC fields and submission. This is the starting point of every quarterly filing.
What you see on screen
The upload page is a multi-step wizard. The first steps involve selecting an obligation and uploading your file:
- Obligation selector - choose which quarterly period you are filing for
- Upload mode selector - choose between using the Aligned template or your own spreadsheet with Smart Map
- File upload area - drag and drop your file or click to browse
- Supported format - Excel files (.xlsx) are accepted
If you’re an accountant
You will see a client selector at the top of the page. You must select which client you are filing for before you can proceed with the upload. The obligation list then shows that client’s open obligations.
If you’re filing for yourself
You go straight to selecting an obligation and uploading your file. There is no client selector because the data is linked to your own tax record.
How to upload
Option A: Use the Aligned template
- Select the obligation (quarterly period) you want to file for
- Choose Use Template as your upload mode
- Download the template - it is pre-formatted with the correct columns for your income type (self-employment, UK property, or foreign property)
- Fill in your income and expense figures in the template
- Save the file and upload it using the drag-and-drop area or the file browser
Option B: Use your own spreadsheet with Smart Map
- Select the obligation (quarterly period) you want to file for
- Choose Smart Map as your upload mode
- Upload your own spreadsheet file - it can have any column structure
- Aligned’s AI will analyse your column headers and suggest mappings to HMRC fields
- Review and adjust the mappings in the Smart Map step
Things to know
If you’re an accountant
- Always select the correct client first. The client selector at the top of the page determines whose data you are uploading. Double-check before proceeding.
- Each client’s obligations are shown separately. After selecting a client, only their open obligations appear in the obligation list.
- You can save mapping profiles to reuse when a client’s spreadsheet format stays the same from quarter to quarter.
If you’re filing for yourself
- Your file is linked to your own tax record. There is no client selection step - the upload is always for your own obligations.
- If you use the same spreadsheet format each quarter, save your Smart Map mapping profile to speed up future uploads.
If something goes wrong
| Error | Cause | How to fix |
|---|---|---|
| ”File too large” | The uploaded file exceeds the size limit | Reduce the file size or remove unnecessary sheets/data |
| ”Unsupported file format” | The file is not an Excel (.xlsx) file | Save your spreadsheet as an XLSX file from your spreadsheet application |
| ”Empty spreadsheet” | The file contains no data rows | Check that your data is in the first sheet and has at least one data row |
| ”Could not parse file” | The file is corrupted or has an unusual structure | Try saving it as a fresh XLSX file from your spreadsheet application |
| ”No open obligations” | All obligations for the selected period are fulfilled | Check the tax year selector in the header and ensure you are looking at the correct year |
Related
- Smart Map - AI Column Mapping - how AI maps your spreadsheet columns to HMRC fields
- Reviewing Before You Submit - checking your data before sending to HMRC
FAQ
What file formats are supported?
Aligned accepts Excel files in XLSX format. If your spreadsheet is in a different format, save it as XLSX from your spreadsheet application before uploading.
I use Google Sheets, not Excel. Can I still use Aligned?
Yes. In Google Sheets, go to File > Download > Microsoft Excel (.xlsx) and upload the downloaded file. The same applies to other spreadsheet applications:
- Apple Numbers - File > Export To > Excel
- LibreOffice Calc - Save As > .xlsx format
- Any other app - look for an “Export” or “Save As” option and choose the Excel (.xlsx) format
Your column structure and data will be preserved in the export. If you use your own layout rather than the Aligned template, Smart Map will handle the column mapping for you.
Do I have to use the Aligned template?
No. You can use any spreadsheet with any column structure. If you use your own format, Smart Map will help map your columns to HMRC fields. The template is provided as a convenience if you prefer a pre-structured format.
Can I upload data for multiple quarters at once?
Each upload is for a single quarterly period. Select the obligation you want to file for, then upload the data for that specific quarter.
What if I have already submitted data for this quarter?
You can resubmit for a quarter that has already been filed. The new submission will replace the previous one with HMRC.