Use the compliance calendar

See every filing and renewal your client companies owe, remind clients before each one, and mark it filed with evidence so the next one is scheduled.

Before you start

The compliance calendar is on the Chambers and Firm plans. It works from your company records, so add the companies first. Open Compliance in the Corporate group of the sidebar.

Where obligations come from

Each obligation is a filing or renewal one company owes, with a due date. Chronica creates them from rules that match the company's type and tags, such as VAT registered, Employer (PAYE), DNFBP or data controller of major importance. Chronica ships starting rules, and every one is editable.

To see the rules, click Rules on the Compliance page, or open Settings, then Compliance rules. Click Edit on a rule to change it, turn it off with Rule is on, then save. Saving recalculates the open obligations; filed ones are kept.

Add custom rule for your own rules is on the Firm plan. For a one-off filing no rule covers, click Add obligation, choose the Company, say What has to be filed, and set the Authority, Due, Repeats and Who files.

Find what's due

Switch between List and Month.
In the list, filter by All open, Overdue, Due in 30 days, Filing in progress or Filed this month.
Narrow it by Authority or Owner, or click a line under Open by authority.
Each row shows the obligation, the company, when it is due and the Next step. Click Open for the detail.

A company's own obligations are also on the Compliance tab of its record. Edit rules there changes its tags; click Save and recalculate.

Mark a filing as filed

Open the obligation.
Under Mark as filed, set the Date filed and the authority's reference.
Under Evidence, click Choose file and upload the acknowledgement or receipt. It goes into the company's documents, and the client sees it in the portal.
Leave the box ticked to tell the client it's filed (WhatsApp and email) and to create the next period's obligation.
Click Mark as filed.

The box does two things

Unticking it stops the message to the client and also stops Chronica creating the next one. Add the next obligation yourself if you untick it.

Other actions on an obligation

Snooze pauses reminders until a date. It stays on the calendar.
Client will file records that the client files it themselves.
Create task or Turn into matter. The matter opens from the rule's template, with the filing fee on it.
Under More actions: Change who files, Change owner, Edit reminders and Waive. A waived obligation leaves the calendar and no more reminders go out. Click Reopen to bring it back.

Reminders to the client

Reminders follow the company's settings. The client gets the due date by email, and by WhatsApp or SMS on the Firm plan. Every message and reply shows under What the client saw on the obligation.

If the company has Ask "Shall we file it for you?" switched on, the reminder carries your fee and a pay link, and the client can reply to have you file it. This is on the Chambers and Firm plans. To ask now, open More actions and click Ask "Shall we file?" now.

When annual returns are due in the next 45 days and nobody has asked the client yet, Ask clients in bulk appears on the Compliance page. On the Firm plan you can send to several clients at once; other plans send one client at a time.

Questions

Why is a company missing an obligation?

No rule matches its type and tags yet. Check its tags on the Compliance tab, or add the obligation yourself.