How to track filing deadlines across multiple client companies

To track filing deadlines across several client companies, define the monitored portfolio, keep each supported obligation distinct, retain trustworthy source information and label internal working dates. Then run an exception-led review at an agreed interval. The outcome should be a clear next action for matters needing attention, not simply a longer list of dates.

A weekly review is a practical starting point, with more frequent checks where urgency or uncertainty requires them. Confirm what is in scope, refresh or verify the information, review passed and approaching dates, investigate uncertain records and verify outcomes separately. This is a recommended practice routine; Obnexo does not automatically complete all of these steps.

The Obnexo examples below use its current accounts and confirmation-statement scope. Other obligations remain part of the practice's wider process and should not be assumed covered by this workbook.

A single-company check starts with a known question: when is this filing due? A portfolio review must also find the questions nobody has yet asked. It needs to reveal an internal target that has passed, an approaching source deadline and a record whose period cannot be confirmed, even when those matters belong to different clients.

Looking at every company in turn can consume the review without establishing priorities. A summary helps direct attention, but the reviewer still needs enough detail to understand each exception. A count of overdue working dates cannot tell you whether a statutory filing is late, and an empty urgency list cannot establish that uncertain records are safe.

Define the review outcome before choosing filters: identify immediate action, identify facts requiring investigation and leave a clear route for follow-up. That makes the routine useful even when the underlying tool changes.

Use Companies House company numbers as stable identifiers and retain the legal name for recognition. A familiar trading name is not enough to distinguish similar entities. Check the list against the practice's actual monitoring responsibilities, including new work, handovers and engagements that have ended.

Distinguish active responsibility from historic or reference-only records in the practice's scope register. Record when responsibility changes and where the supporting engagement or handover decision can be found. These are recommended practice controls; adding a number to Obnexo does not create or define an engagement.

At the beginning of the review, ask whether any company should have been added or removed from active monitoring. A well-refreshed list can still be incomplete. Deal with scope changes deliberately rather than allowing a remembered list or an old workbook copy to become the only record of responsibility.

One company can have both accounts and confirmation-statement work, with different periods and dates. The company list establishes identity and context; the obligation list explains the particular filing matter. A dashboard summarises those records to direct attention rather than replacing them.

The Companies, Obligations and Dashboard tabs serve those different purposes in Obnexo. The Data tab lets you inspect dates and review warnings more closely. When a company summary shows an exception, check the particular filing matter and period before acting. A visible date does not resolve an unconfirmed period.

Keep the same discipline for obligations managed elsewhere. Do not infer that a company is fully covered just because its accounts and confirmation-statement records are present in one view.

Source facts tell you what an authoritative record reports. Derived statutory dates depend on a supported rule and verified assumptions. Practice dates express when your team intends to do the work. During review, first identify which kind of date is controlling the row.

The date used to plan work, labelled Working deadline, may be your saved internal target (Practice target date). If the target has passed, check whether work has slipped, whether the Companies House deadline is at risk and whether the matter has already been completed. Negative days alone do not answer those questions.

When corrected Companies House information affects a saved decision, investigate it. An earlier target may be intentional; one later than the checked Companies House deadline needs attention. Once you understand the facts and period, use the Inspector panel to save any target or decision that needs changing.

Do not give every row equal attention. Start with known urgent matters, but keep a separate queue for uncertainty. A missing source fact or uncertain filing cycle may deserve prompt investigation even when it has no dependable due date to sort by.

Useful practice review categories include overdue internal targets and source dates, approaching obligations, source or period uncertainty, relevant corrections, source/practice differences and attempted submissions awaiting confirmation. These are operational categories, not a claim that Obnexo provides each as a filter or status.

Obnexo flags problems such as a failed source check, an unconfirmed filing period or conflicting dates. It can also flag changes that affect saved decisions. A REVIEW label can take priority over a date warning, so check the date too: a record marked REVIEW may still need urgent action.

A difference between your target and a Companies House date is not necessarily a change since last week. Obnexo does not provide a complete history of every change. Keep enough of your own review record to compare decisions and outstanding actions between meetings.

Use this sequence as an operating checklist. The practice chooses its review windows and records actions in its established work system. Obnexo supplies part of the information; the checks and decisions remain the reviewer's responsibility.

This illustrative Monday review has two overdue internal targets or source dates, four approaching obligations and three records needing investigation. Two records also have source/practice-date differences. Groups overlap: the counts are not a company total or a product-capacity claim. Company names are fictional.

Add the company numbers you monitor, then request a refresh. Obnexo brings available accounts and confirmation-statement information together with your saved internal targets. The Data tab explains which date is driving the work and what needs review; use the Inspector panel to save target changes and date decisions.

Check how recently information was successfully checked, using Source check and Last successful CH check together. The diagram distinguishes work you do in Obnexo from work your practice carries out elsewhere.

A useful review record explains the current position without a fresh oral briefing. Make the meaning of the controlling date visible, link unresolved questions to their source context and record the next action outside private memory or a personal inbox. Another authorised person should know where to resume.

Test the handover with a small mixed sample. Ask the recipient to explain an approaching obligation and an uncertain one, then find the latest action record. If they can locate dates but cannot decide what to investigate, the process needs clearer context rather than another summary count.

Complex staff allocation, detailed approvals, granular permissions, integrated communications, billing, CRM and extensive capacity planning may justify a wider practice-management system. This review can remain useful, but decide which system owns each action and avoid parallel records that disagree.

The routine does not establish every statutory obligation or replace Companies House, HMRC or professional judgement. Current Obnexo workbook scope is bounded; tax and other work require their own source facts and processes. Filing completion remains Unknown in its current output, so acceptance checks stay separate.

For a single company's legal date question, return to the relevant reviewed guide or calculator. For portfolio work, keep the focus on reliable scope, interpretable information and an explicit next action.