Practice management12 September 20266 min read

Deadline tracker vs MTD software: what a UK practice actually needs

Two jobs that get confused: filing software submits to HMRC, a deadline tracker makes sure nothing is filed late. What a practice needs, and why most need both.

Ask what software a UK practice needs and you get two different answers, because there are two different jobs. One is submitting a return to HMRC. The other is knowing, across every client, what is due and what is closest to a penalty. Software that does the first does not necessarily do the second.

What HMRC actually requires

For VAT, GOV.UK is explicit: you must use compatible software to keep VAT records and file VAT returns. Practices that keep records in spreadsheets can use bridging software, which GOV.UK describes as software that connects non-compatible software, like spreadsheets, to HMRC systems. Making Tax Digital for Income Tax works the same way: quarterly updates reach HMRC from compatible software.

So filing software is not optional, and every practice already has it — often more than one product, because different clients are set up in different systems.

What filing software does not do

It knows the clients inside it. It does not know the client you onboarded last week and have not set up yet.
It tracks its own obligations. VAT sits in one product, accounts in another, confirmation statements at Companies House, payroll somewhere else.
It can tell you a return is due. It cannot tell you which of 60 clients is closest to a penalty this week.
Chasing the missing bank statement that is blocking the work is usually a separate job again.

What a deadline tracker does

A deadline tracker sits above the filing tools. It holds each client's anchors — entity type, accounting reference date, VAT stagger, payroll, Self Assessment, MTD status — derives every statutory date from them, ranks what is at risk, and reminds the practice before anything is late. Filing still happens in your filing software; the tracker makes sure it happens on time.

Do you need both?

A single business filing its own VAT: no. Its own compatible software already shows those dates.
A practice with a handful of clients: probably not yet. A spreadsheet still holds at that size.
A practice past roughly 15 clients: yes. Different year-ends and VAT staggers produce hundreds of dates a year, and no filing product sees them all.

The test is simple: can you answer "which client is closest to a penalty right now?" in ten seconds? Filing software cannot answer that. That is the question a tracker exists for.

Where FilingKeeper fits

FilingKeeper is the tracker, not the filing tool. It never submits to HMRC or Companies House: you file in whichever MTD-compatible software or bridging tool you already use, then mark the filing done and attach the confirmation as proof. That is also why it holds no financial figures and no HMRC credentials — it does not need them to do its job.

Frequently asked questions

Is FilingKeeper MTD software?

No. HMRC requires MTD-compatible software to file VAT returns and Making Tax Digital for Income Tax updates. FilingKeeper does not file: it tracks every client's deadlines, reminds the practice, and stores proof of what was filed.

Can I file VAT returns from FilingKeeper?

No. You file in your own MTD-compatible software or bridging tool, then record it in FilingKeeper with the confirmation attached.

Do I need a deadline tracker if my bookkeeping software already shows deadlines?

If every client sits in one product and you only track that product's obligations, perhaps not. Most practices have clients spread across several products, plus Companies House dates that no bookkeeping product tracks.

Is FilingKeeper useful for a single business?

Not really. It is built for practices tracking deadlines for other people. A single business filing its own returns is better served by its own filing software.

Source: GOV.UK, "Find software that's compatible with Making Tax Digital for VAT". This article is general guidance, not tax advice.

Last checked against GOV.UK on 27 October 2026

Rules can change, so confirm on GOV.UK before you rely on a date or an amount. Sources:

Companies House Accounts Deadline: When Are Your Accounts Due?
When are annual accounts due at Companies House? First accounts: 21 months after registration. Later accounts: 9 months after year end. Includes worked examples.
Companies House Late Filing Penalty: What It Costs and How to Avoid It
Late accounts at Companies House cost £150 to £1,500 for a private company, and double if late two years running. See the full scale and how to avoid it.
Confirmation Statement Deadline: When Is Yours Due?
A confirmation statement must be filed at least every 12 months, up to 14 days after the review period ends. See how the date works, the fee and the penalty.