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Guide · Internal
MTD Digital Record-Keeping Requirements Explained
What counts as a digital record, what a digital link means in practice, and how to move clients off paper.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 27 September 2026
Quick answer
Making Tax Digital requires business income and expenses to be kept in digital form and transferred between systems by digital link rather than retyping. For practices, the work is moving spreadsheet and paper clients onto software and proving the data path holds together. Remindoo tracks that conversion client by client.
What counts as a digital record?
Individual income and expense transactions recorded in software or a spreadsheet, kept digitally rather than as paper summaries.
Digital records are transaction-level, not a monthly total typed into a box. Paper invoices and receipts can still exist, but the record of the transaction has to be digital. Check GOV.UK for the detail on what must be recorded for each income type.
What is a digital link and why does it matter?
A digital link is any automated transfer of data between systems — an import, an API, a linked cell — as opposed to a person reading one screen and typing into another.
The rule matters most where data hops between a client's spreadsheet, your bookkeeping system and your filing software. Every manual retype is a place errors appear and a place the link breaks. Audit the path once per client type and fix it there.
How do you move clients onto compliant records?
Segment clients by current method, set a conversion deadline for each group, and track every client's progress as a task.
Treat conversion as a project with a client list, not a conversation you have when the client next calls. A simple task per client — contacted, software chosen, bank feed live, first period tested — turns a vague worry into a countable list.
MTD Digital Record-Keeping Requirements Explained: step by step
- 1
Segment your clients
Split them into software, spreadsheet and paper groups.
- 2
Audit the data path
Map how transactions get from the client to your filing software.
- 3
Remove retyping
Replace each manual retype with an import or a direct connection.
- 4
Set conversion deadlines
Give each client group a date to be on compliant records.
- 5
Test one full period
Run a complete quarter for a sample client before the rules bite.
- 6
Record the evidence
Keep a note per client of the method and software in use.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
How do you do it in Remindoo?
- Tag clients by record type. Use custom fields to record each client's bookkeeping method.
- Create a conversion task. Add a task per client with the stages of moving to digital records.
- Chase with reminders. Automate follow-ups to clients who have not started.
- Store the evidence. Keep software details and agreements on the client record.
- Report on progress. Filter by tag to see how many clients are still on spreadsheets.
- Hand over cleanly. Keep notes on the client timeline so any team member can pick it up.
Custom fields and data tokens
Capture and reuse the data your firm needs.
See featureCentralised client information
Services, documents and notes in one record.
See featureAutomated reminders
Timely prompts before work becomes urgent.
See featureClient portal and document sharing
Share requests and documents securely, not by email.
See featureClient timeline
Full history of notes, emails and actions.
See featureWhat are the common mistakes?
- Letting summary totals stand in for transaction records
- Retyping figures between two systems
- Assuming clients will convert without chasing
- No record of which software each client uses
- Testing nothing until the first live period
“Companies House integration onboards clients in minutes; AML scoring keeps us compliant.”
Frequently asked questions
Can clients still use spreadsheets?
Spreadsheets can form part of a digital record-keeping chain where the data is digitally linked to compatible software. Check the current GOV.UK guidance before relying on it.
Do clients need to scan receipts?
The transaction record must be digital. Keeping digital copies of receipts is good practice and makes review easier, but check the specific requirements that apply.
What is not a digital link?
Reading a figure from one system and typing it into another. Copy-and-paste between systems has also been treated differently from an automated link — check the current rules.
Who is responsible if records are not compliant?
The taxpayer carries the obligation, but practices are expected to advise. Record the advice you gave and the client's decision.
Does Remindoo keep the accounting records?
No. Remindoo manages the practice workflow, documents and deadlines around the records; bookkeeping stays in your accounting software.
How long should records be kept?
Normal self assessment record-retention rules apply. Check GOV.UK for the period relevant to your client's circumstances.
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Sources
Last updated 27 September 2026. General guidance, not regulatory advice.
Why recording every task matters in an accountancy practice
Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.
Avoid penalties
HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.
Nothing depends on memory
Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.
Consistent quality
Subtask checklists make every job follow the same steps and reviews, whoever does the work.
Visibility for managers
Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.
Practical tips from UK practice
- Set an internal deadline two to four weeks before every statutory deadline.
- Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
- Break larger jobs into subtasks, including a review step.
- Comment on the task instead of by email, so the history stays with the work.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
