Daily OperationsManaging Clients

Managing Clients

The Clients Directory serves as your centralised database for all registered client profiles. It lists every business under management, their client classification, contact details, and links to configure integrations.

This workspace is accessible to Admin and Accountant roles. Users logged in as Client Contacts are restricted from viewing the Clients Directory.

Client Classifications & Legal Structures

Complyax supports nine official UK business entity and tax classifications, selectable during client registration:

  1. Private Limited Company (Private Ltd) — Standard UK private limited entities (ltd / limited). Governed by the Companies Act 2006.
  2. Public Limited Company (Public Ltd) — Public limited entities (plc).
  3. Limited Liability Partnership (LLP) — Registered limited liability partnerships (llp). Governed by the LLP Act 2000.
  4. Partnership — Unincorporated general business partnerships (filing SA800).
  5. Community Interest Company (CIC) — Social enterprises and non-profit corporate entities.
  6. Trust & Estate — UK trusts and estate settlements (filing SA900).
  7. Self-Employed / Sole Trader — Individual sole proprietors and freelancers (filing SA100 + SA103 / MTD for ITSA).
  8. Landlord / Property Investor — UK property owners reporting rental income (filing SA100 + SA105 / NRLS).
  9. PAYE Employee / Director — High-income individuals and company directors filing Self Assessment returns.

Adding a Client Profile (Admin & Accountant Roles)

To add a new client profile, click the + Add Client button located at the top-right of the Client Directory header. This opens the dedicated Add Client Page (/clients/add).

1. (Optional) Fetch Details from Companies House

For UK corporate entities, enter the client’s 8-digit UK Company Number (e.g., 00000006 or 10865863) in the Companies House Lookup panel and click Fetch from Companies House. Complyax will retrieve official registry records:

  • Company Name & Status (Active, Dissolved, Liquidation)
  • Legal Entity Classification (Auto-selected in the Client Type dropdown)
  • Registered Office Address
  • Date of Incorporation
  • Nature of Business (SIC Codes)
  • Next Accounts & Confirmation Statement Due Dates

2. Verify or Enter Core Business Details

Review or manually fill in the core client profile fields:

  • Client Name (e.g., Acme Tech Solutions Ltd)
  • Client Type (Select from the 9 supported UK classifications)
  • VAT Registration Number (VRN) (e.g., GB123456789) — required for HMRC MTD VAT integrations.

3. Enter Contact Information

Specify the primary client contact details:

  • Email Address — Where notifications, tax reminders, and secure client portal upload links are dispatched.
  • Phone Number — Formatted with country prefix (e.g., +447700900077), used for automated WhatsApp chaser messages.

4. Authorise via Security OTP Code

To prevent unauthorised client profile creation, Complyax dispatches a 6-digit verification code (OTP) to your registered accountant email address. Enter the verification code and click Confirm & Save Client Profile.

Searching and Filtering the Directory

Use the directory toolbar to manage large client lists:

  • Type Filter — Filter the directory list by legal structure (e.g., show only Private Limited Company or Landlord profiles).
  • Search Bar — Search instantly by client name or contact email.
  • Pagination — Navigate through client lists in pages of 10.

Client Profile Workspace (/clients/manage)

Click Manage Profile 🔌 next to any client in the directory to open their dedicated management dashboard.

1. Companies House & Official Registry Card

Displays verified registry records including:

  • Company Number with a copy button and direct link to the official Companies House registry portal (https://find-and-update.company-information.service.gov.uk/company/${companyNumber}).
  • Registry Status Badge (Active, Dissolved).
  • Registered Office Address, Incorporation Date, and SIC Codes.

2. Update Contact Records & Profile Details

Click Modify Client Details to edit the client’s name, contact email, phone number, VAT number, or Companies House address. (Requires email OTP verification).

3. Live API Integrations & Companies House Hybrid Key Model

Establish live OAuth linkages to the client’s accounting software (Xero or QuickBooks), sync their records with Companies House, and connect their HMRC gateway credentials.

Companies House API Key Resolution: Complyax operates a Hybrid Model for Companies House lookup:

  • System Default Key: By default, all client lookups use the platform default key configured by your Super Admin.
  • Custom Firm Key: Firm Admins can add their own dedicated Companies House API Key in Settings -> Companies House API to ensure high-volume dedicated query quotas.

4. Secure Client Portal Upload Tokens

Copy or regenerate passwordless client upload links. Client contacts use these links to upload requested records without needing user credentials.

Verifying Sensitive Changes via OTP Security

Because client contact records dictate where sensitive tax reports and upload links are sent, modifying client details or deleting client profiles requires two-factor email verification (OTP):

  1. Click Modify Details or Delete Profile.
  2. Complyax sends a 6-digit OTP code to your logged-in accountant email address.
  3. Enter the code in the confirmation modal to complete the operation.
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