6. Non responsive clients: Resending annual return verification extract
For details on how to send Companies office extracts to clients before filing the annual return for their company, please refer to Send annual return extract to clients for verification. In some cases, the client does not reply to the extract in time, or the extract is sent to an incorrect email address. This article outlines the process of resending the Companies Office extract to clients.
Follow up methods
There are three options for following up with your clients who have not verified their annual return extract. These are:
Send extract through email
This method is best for sending reminders to unresponsive clients, as the original extract is sent from email@example.com, which the client may be unfamiliar with and therefore may have ignored.
You can simply forward the client the company extract that you received by Bcc when you started the workflow.
Send extract through workflow
This method is best when the original extract was sent to an incorrect email address. First, update the companies contact details and enter the client's email address using the Edit profile option. Edit profile is available from either:
By hovering over the company in the Annual Returns workflow and selecting Edit which appears on the right.
Within the Company's Workspace, in the top right of the main dashboard.
Via your Clients>Companies list and selecting Edit which appears on the right.
All the above pathways will lead you to the Update client form (pictured below) where you can update the client's email address through the contact details section.
1. Type in the new email address in the appropriate field and click update and close.
2. Once the email address has been updated, navigate to the work tab and place a tick on the companyclick into the company workspace via the annual returns workflow.
3. Within the Company Workspace, the annual return workflow will appear on the right-hand side. Select the workflow step Prepare company extract section then select re-run under the Send variance report to client option:
Link to extract
You can also obtain the link to the extract and fill it out on behalf of the client or send it in a separate email. Click on Companies Office Extract (responses) under the Prepare company extract section of the company's workflow (as shown in the above screenshot). This will lead you to the Company's extract, you can either fill it out on the client's behalf or copy the URL and send it to your client in a separate email.