Help Centre

Getting Started

1. Create your account

Sign up at cyfuture.co.uk/signup. You'll receive a verification email — click the link to activate your account.

2. Set up your practice

Complete your practice profile with your firm name, logo, and contact details. This information appears on engagement letters and client communications.

3. Add your first client

Go to Clients > Add Client and choose the entity type: - Company — for limited companies (auto-imports from Companies House) - Sole Trader — for self-employed individuals - Partnership — for general partnerships and LLPs

4. Run the onboarding flow

Each new client goes through a 10-step onboarding flow covering: - Personal and company information - Tax registration (UTR, NINO, VRN) - Document collection - AML/CDD verification - Engagement letter signing - Payment setup

---

Client Management

Adding a company

1. Go to Clients > Companies > Add Company
2. Enter the company number (e.g., 12345678)
3. CyFuture auto-imports data from Companies House
4. Review and confirm the company details
5. Add additional contacts (directors, accountant contact)

Adding a sole trader

1. Go to Clients > Sole Traders > Add Sole Trader
2. Enter personal details and trading name
3. Add tax identifiers (NINO, UTR)
4. Link to an existing contact or create new

Linking contacts to entities

Every company needs at least one linked contact. Go to the company's detail page and use Add Contact to link existing contacts or create new ones with their role (Director, Secretary, Accountant, PSC).

---

Compliance

Running an AML check

1. Go to Compliance > AML Checks > New Check
2. Select the entity (individual contact)
3. Choose verification type (Standard, Enhanced, PEP)
4. The check progresses automatically: - Pending → verification initiated - In Progress → awaiting provider response - Completed or Failed → final outcome

Customer Due Diligence (CDD)

Each client entity needs a CDD record tracking: - Risk rating (Low, Medium, High) - Verification status - Beneficial owners - Source of funds/wealth - Next review date

MLRO Flags

Suspicious activity automatically triggers MLRO flags. View all flags at Compliance > MLRO Flags. Each flag requires Manager review and disposition (Report SAR, No Action, Monitor).

---

Deadlines

How deadlines work

CyFuture automatically creates compliance deadlines when you set up: - Company year-end dates (triggers Accounts, CT600, Confirmation Statement) - VAT registration (triggers quarterly VAT returns) - Self-assessment registration (triggers SA100 deadline)

Viewing deadlines

Go to Compliance > Deadlines to see all upcoming deadlines. Filter by: - Client - Deadline type - Due date range - Status (Pending, Overdue, Complete)

Automatic task creation

14 days before each deadline, CyFuture creates a task assigned to the client's account manager. Overdue deadlines escalate to the practice manager.

---

Tasks

Task workflow

Tasks follow a simple workflow: - To Do → not yet started - In Progress → being worked on - Blocked → waiting for client/third party - Complete → finished

Finding your tasks

• My Tasks: Tasks assigned to you
• Team Tasks: All tasks (for managers)
• Overdue: Tasks past their due date

Creating tasks manually

Go to Tasks > Add Task and fill in: - Task type (AML Review, Document Chase, Deadline Prep, etc.) - Client entity - Assignee - Due date - Priority

---

Engagement Letters

Creating an engagement letter

1. Go to the client's detail page
2. Click New Engagement Letter
3. Select template (Standard, Tax Only, Bookkeeping Only, Custom)
4. Choose the signatory (must be a linked contact)
5. Review and send

E-signature workflow

Letters are sent via DocuSeal for e-signature: - Draft → created but not sent - Sent → email delivered to signatory - Viewed → signatory opened the document - Signed → legally binding signature captured - Declined → signatory rejected - Expired → 14-day signing window elapsed

Re-issuing letters

If a letter expires or is declined, create a new one. The old letter is marked as superseded.

---

Billing

Service packages

Set up your service packages at Billing > Service Packages: - Package name and description - Monthly price - Included services (flags for bookkeeping, VAT, SA, etc.)

Client subscriptions

Assign a service package to each client. CyFuture tracks: - Start date and billing cycle - Next invoice date - Payment status

Xero integration

Connect Xero at Settings > Xero Integration: 1. Click Connect to Xero 2. Authorise CyFuture in Xero 3. Select the Xero organisation 4. Enable invoice sync

Invoices are automatically created in Xero when a subscription renews.

---

HMRC Integration

Agent authorisation

Before filing VAT or SA returns, you need HMRC agent authorisation: 1. Go to Practice Management > HMRC Authorisations 2. Create a new authorisation request 3. Your client receives an HMRC invitation 4. Once accepted, the status updates to Authorised

VAT returns

1. Go to Practice Management > VAT Returns
2. Pull obligations from HMRC
3. Prepare the return (cross-check with Xero VAT report)
4. Submit for review (four-eye check)
5. File to HMRC via MTD

Self Assessment

1. Go to Practice Management > SA Returns
2. Pull obligations from HMRC
3. Gather income and expenses from Xero
4. Prepare the SA return
5. Submit for review
6. File and crystallise

---

Settings

User management

Add team members at Settings > Users: - Admin: full access to all features - Manager: team management, MLRO, quality checks - Agent: day-to-day client work - Viewer: read-only access

Agent capacity

Track team workload at Settings > Agent Capacity. Set maximum clients per agent and CyFuture will warn when capacity is exceeded.

Audit log

Every action in CyFuture is logged. View the audit trail at Settings > Audit Log — useful for compliance reviews and troubleshooting.

---

Need More Help?

• Email: support@cyfuture.co.uk
• In-app chat: Click the help icon when logged in
• Knowledge base: Coming soon

We aim to respond to all support requests within 4 hours during business hours.