WebFiling is an online service that Companies House provides, designed to make the submission of official paperwork easier and paper-free. This blog post is your starting point for WebFiling information, and we hope it will set you up to get the most from the online service.
You can access Companies House webfiling here.
Why use WebFiling?
The main advantage mentioned on the official gov.uk site is that WebFiling will save you time and money. It’s quicker to fill out online forms than paper forms, and instant submission means you don’t have to factor postage time into your submissions.
Another advantage is that there is a lower chance of mistakes or discrepancies leading to your form being rejected. The online system has built in checks that will help to identify any issues with the form quickly, and it will also remember data to populate the fields that you would otherwise have to fill in every time.
Companies House has also tried to address potential security concerns with PROOF (protected online filing). This system is designed to stop external agents coming in and changing details without your knowledge, and works by requiring two separate codes, one which you’ll receive in the post, and one which you’ll receive via email, which you have to enter every time you want to make any changes or submit a form.
Key functions
You can manage the vast majority of your business’s details and official paperwork through WebFiling. Some of the services - like filing your confirmation statement - are free, whilst others require a small fee. For example, you can file for a company name change for £8, or request same day service for £30.
The main forms that you will be submitting through WebFiling are your confirmation statement and your annual accounts. In the past, these would have been downloaded and sent in the post, but WebFiling moves the whole process online.
As for your details, you can change your company’s name, registered address, and director or secretary information. As mentioned in the previous section, this process is protected by PROOF, so a stranger can’t come in and fraudulently change your details.
How to register
Registering for a WebFiling account is easy as long as you have all of the details to hand. After your company has been registered with Companies House a WebFiling authentication code will be sent to your registered address. This six digit alphanumeric code is one of the two codes that you will need to keep hold of for future identification.
Along with the authentication code, you will need an email address, a password, and your company number. The majority of eligible companies will have company numbers made up entirely of digits, but there are several prefixes that are allowed:
- NI, R0 and SC for limited companies.
- OC, SO and NC for limited licensed partnerships (LLPs).
Once you have registered, an email will be sent to your chosen email address with a security code, and you will need to use this, along with your authentication code, to complete the registration process and to make future changes.
Notable exceptions
The majority of UK companies will be able to use WebFiling for their annual returns, but there are a few exceptions. We don’t have the space to discuss all of them here, but you can find a full list over on the WebFiling site.
Most of the restrictions apply to larger companies, particularly those with complex shares. For example, a company with over 1000 shareholders will not be able to use WebFiling, nor will a company with paid or unpaid capital details in a different currency from the class of share.
Companies with subsidiaries or other undertakings will also be unable to submit their annual returns online, because if you are required to submit a list of subsidiaries and other undertakings, you are ineligible.
You will run into trouble if you need to make an excessive amount of changes in one WebFiling changes. If you need to make more than 255 changes in a single session, you’re not going to be able to do it online.
In reality, these restrictions won’t affect most companies looking to use WebFiling. The system is designed to replace paper forms and to make your lives easier, not to be difficult. If you have any problems using the system, the simplest thing to do is contact Companies House, and they will be able to set you on the right track.
published under Starting a Business
