Frequently asked questions
Everything you need to know about FileMinder and UK company compliance tracking. Can not find your answer? Contact us.
Getting Started
What is FileMinder?
FileMinder is a UK company compliance tracking platform. It automatically calculates every filing deadline for your limited company across Companies House, HMRC, the Pensions Regulator, the ICO, and the Charity Commission. You receive timely reminders via email and SMS, with direct links to file on the relevant government portals.
How do I add a company?
After signing in, click "Add company" on your dashboard. Enter your Companies House number (e.g. 12345678) and we will automatically fetch your company details, calculate all your deadlines, and start monitoring for changes. The whole process takes less than 30 seconds.
Which regulatory bodies does FileMinder cover?
FileMinder tracks deadlines across five UK regulatory bodies: Companies House (annual accounts, confirmation statements), HMRC (corporation tax, VAT returns, PAYE RTI), The Pensions Regulator (auto-enrolment), the Information Commissioner's Office (data protection fee), and the Charity Commission (annual returns and accounts).
Can I track more than one company?
Yes. The free Watchlist plan covers one company. Paid plans let you track 5, 15, or unlimited companies. You can upgrade at any time from your billing settings.
Do I need to install anything?
No. FileMinder is a web-based platform that works in any modern browser. There is nothing to install, and you can access it from your desktop, tablet, or phone.
Deadlines & Reminders
How are deadlines calculated?
We use official rules published by each regulatory body. For example, annual accounts are due 9 months after your accounting reference date, confirmation statements are due 14 days after the review period ends, and corporation tax returns are due 12 months after the accounting period. All calculations account for weekends and bank holidays where applicable.
When will I receive reminders?
By default, you receive email reminders at 90, 60, 30, 7, and 1 day before each deadline (paid plans). The free plan includes a 30-day reminder. You can customise these intervals in your settings. If a deadline becomes overdue, you will receive escalating notifications with penalty estimates.
Can I receive SMS reminders?
Yes, SMS reminders are available on all paid plans (Director, Employer, and Practice). You can enable SMS notifications in your settings and add your UK mobile number. SMS reminders are sent alongside email reminders at your chosen intervals.
What happens when I miss a deadline?
FileMinder will continue to notify you with overdue alerts and estimated penalty amounts. The penalty calculator shows you exactly how much you may owe based on how late you are. You will also see direct links to the relevant government portal so you can file as quickly as possible.
Can I mark a deadline as completed?
Yes. Once you have filed, click the "Mark as filed" button next to the deadline on your dashboard. This stops further reminders for that deadline and records the completion date in your audit trail.
Company Data
Where does FileMinder get its data?
We source data directly from official APIs: the Companies House API for company details, filing history, officers, and PSCs; the HMRC API for VAT verification; the ICO public register for data protection registration; and the Charity Commission API for charity details. Data is synced automatically and can also be refreshed manually.
How often is company data refreshed?
Company data is automatically synced periodically to detect changes. You can also trigger a manual sync at any time by clicking the "Sync" button on your company page. Changes to officers, PSCs, charges, and insolvency events are detected and you are notified immediately.
What is the company health score?
The compliance health score is a score from 0 to 100 that reflects how well your company is keeping up with its regulatory obligations. It considers overdue deadlines, upcoming deadlines, registration status (ICO, VAT), and recent filings. A score above 80 is considered healthy, 50-79 needs attention, and below 50 is critical.
Plans & Billing
Is there a free plan?
Yes. The Watchlist plan is completely free and lets you track one company with 30-day email reminders. No credit card is required and there is no time limit on the free plan.
How does the 14-day free trial work?
When you choose a paid plan, you get 14 days of full access before any charge. You can cancel at any time during the trial and you will not be billed. Your card is collected at sign-up to ensure a seamless transition if you decide to continue.
Can I change my plan later?
Absolutely. You can upgrade, downgrade, or switch between monthly and annual billing at any time from your billing settings. Upgrades take effect immediately with prorated charges. Downgrades take effect at the end of your current billing period.
What happens if I cancel?
If you cancel a paid plan, you retain access until the end of your current billing period. After that, your account reverts to the free Watchlist plan and you keep access to your first company.
Do you offer refunds?
All payments are non-refundable. You may cancel your subscription at any time and you will retain access until the end of your billing period. See our full Refund & Cancellation Policy for details.
What payment methods do you accept?
We accept all major credit and debit cards (Visa, Mastercard, American Express) through Stripe. Payments are processed securely and we never store your full card details on our servers.
Security & Privacy
Is my data secure?
Yes. All data is encrypted in transit (TLS) and at rest. We use Supabase with row-level security policies to ensure your company data is only visible to you and your authorised team members. Payment processing is handled by Stripe, which is PCI DSS Level 1 compliant.
Can I export my data?
Yes. You can download a complete copy of your data in JSON format from Settings > Security & Account > Export Your Data. This includes your profile, companies, deadlines, notifications, and audit history. This is your right under UK GDPR Article 20 (data portability).
Can I delete my account?
Yes. You can permanently delete your account and all associated data from Settings > Security & Account > Delete Account. This action is irreversible. We comply with UK GDPR Article 17 (right to erasure).
Who can see my company data?
Only you and team members you have explicitly invited can see your company data. Team members can be given either Viewer (read-only) or Editor (can mark deadlines and sync data) permissions. You can revoke access at any time.
Team & Collaboration
Can I share access with my team?
Yes, on the Employer and Practice plans. You can invite team members by email and assign them Viewer or Editor roles. Team members can see the companies you share with them and, if they are Editors, mark deadlines as completed and sync data.
Can I manage multiple clients?
Yes. The Practice plan is designed for accountants and compliance professionals who manage companies for multiple clients. You can label companies by client, view a multi-client dashboard, and track up to unlimited companies.
Still have questions?
Our team is here to help. Get in touch and we will get back to you within one business day.