Terms and conditions

VATflow is operated by United Fintec Limited (Companies House registration number 10216969), a company registered in England and Wales with registered office at 3 Greer Garson Road, Denham, Uxbridge, UB9 5FP, United Kingdom.

These terms govern your access to and use of VATflow (the “service”). By creating an account or using the service you agree to these terms.

United Fintec Limited carries on two distinct activities: it operates VATflow (the software service these terms cover), and it separately provides accountancy services in a CIMA member-in-practice capacity. These terms govern the VATflow software service only. Any accountancy engagement you may have with United Fintec’s member-in-practice is a separate relationship, governed by its own engagement letter, and is not part of these terms.

VATflow is a Making Tax Digital (MTD) compatible submission tool for UK VAT-registered businesses. We facilitate the submission of VAT returns to HMRC’s MTD API and the retention of digital records associated with those submissions.

VATflow is not an accountancy service and does not provide tax advice. You are responsible for the accuracy of the data you submit. We do not verify or audit the figures you submit beyond the structural validations required by HMRC’s API.

You must provide a valid email address to register. You are responsible for keeping your account credentials confidential and for any activity that occurs under your account.

We require multi-factor authentication on accounts that initiate VAT submissions. You must promptly notify us at support@vatflow.uk if you suspect unauthorised access to your account.

You must be at least 18 years old and authorised to act on behalf of any VAT-registered business you connect to the service.

To submit VAT returns through VATflow you must authorise the service to act on your behalf via HMRC’s OAuth grant flow. This authorisation is stored as an encrypted access token and an encrypted refresh token. You can revoke authorisation at any time, either from inside VATflow (by removing the company from your workspace) or directly via your HMRC online account.

Submissions made to HMRC through VATflow are made by you. You are the taxpayer of record; VATflow is the software vendor.

If you use VATflow as an accountant to file on behalf of your clients, you are responsible for holding and maintaining valid HMRC agent authorisation for each client you file for — through your HMRC Agent Services Account and the appropriate agent–client relationship. VATflow files under that authorisation; it does not establish the agent–client relationship with HMRC on your behalf.

You confirm that you have each client’s authority to access and submit their VAT data, and that you will comply with your own professional and regulatory obligations in respect of that client. VATflow facilitates filing and record-keeping; it does not provide tax advice and is not a substitute for your professional judgement.

Where you act as an accountant, you are the data controller for your client data and United Fintec Limited acts as your processor — see our privacy policy.

VATflow is offered on a per-company pricing model, with the option to pay annually, monthly, or per filing. See our pricing page for current rates. In summary:

• Annual subscription— a graduated per-company rate that steps down as you add more companies (starting at the single-company rate). Includes unlimited filings for the companies covered.
• Monthly subscription— the annual price plus an 8% uplift, collected over twelve monthly payments.
• Pay per filing— a one-off charge per submission for occasional filers, with no ongoing subscription.

All prices, when displayed, are exclusive of VAT. VAT-registered businesses can reclaim input VAT on their VATflow subscription. During pre-launch engagement, pricing may be agreed directly with early customers.

You may cancel your subscription at any time from your account settings or by emailing support@vatflow.uk. Cancellations take effect at the end of the current billing period; we do not pro-rate refunds for partial periods.

VATflow may help you pay the VAT you owe by presenting HMRC’s payment options and, where supported, initiating a payment to HMRC. Any VAT payment is made directly to HMRC. United Fintec Limited does not collect, hold, or handle your VAT payment at any point — the money never passes through United Fintec.

Where bank-based payment initiation is offered, it is provided through an FCA-authorised payment initiation service provider. Subscription fees payable to United Fintec (section 6) are separate from, and must not be confused with, the VAT you pay to HMRC.

You remain responsible for ensuring your VAT is paid to HMRC in full and on time, including where you have an existing Direct Debit with HMRC. VATflow cannot detect a Direct Debit you hold directly with HMRC; check your HMRC account before paying manually to avoid paying twice.

You retain ownership of all VAT return data and digital records you submit to or through VATflow. We retain submitted VAT returns for six years from the end of the relevant accounting period as required by HMRC.

On account closure, personal identifiers are scrubbed. Submission records are retained for the six-year HMRC retention period as required by law. See our privacy policy for full details on how we process personal data.

For 30 days after termination, your VAT records remain available for export through your account.

You agree not to:

• Submit false or misleading VAT data to HMRC through the service.
• Use the service for any business other than the one(s) authorised on your account.
• Attempt to access another customer’s account or data, or to probe, scan, or test the vulnerability of the service.
• Use the service in a way that breaches HMRC’s terms of use or any applicable law.
• Resell or sublicense the service without our written consent.

We may suspend or terminate access if we reasonably believe you are breaching these terms.

We make reasonable efforts to keep VATflow available but do not warrant uninterrupted access. We are not liable for HMRC-side outages, planned maintenance, or events outside our reasonable control. Where HMRC service availability prevents you from filing on time, this is a matter between you and HMRC.

The VATflow service, including all software, branding, documentation, and design, is the property of United Fintec Limited or its licensors. We grant you a limited, non-exclusive, non-transferable licence to use the service in accordance with these terms. Your VAT data, submissions, and digital records remain your property.

VATflow is a submission tool. It assists you in preparing and filing VAT returns, but it does not provide accountancy services or tax advice, and it does not verify, audit, or confirm the accuracy of any figures, calculations, or returns.

You are solely responsible for:

• the accuracy and completeness of all data you enter or import;
• reviewing and verifying every figure, calculation, and output produced by the service — including any Flat Rate Scheme or other automated calculations — before you submit a VAT return; and
• the VAT return you submit to HMRC. You are the taxpayer of record.

You should not rely on VATflow’s calculations as a substitute for your own checks or professional advice. Calculations and outputs are provided on an “as is” basis to assist you, and it remains your responsibility to confirm they are correct before filing.

To the maximum extent permitted by law, we are not liable for any loss, penalty, interest, assessment, or other liability imposed by HMRC or any third party arising from or in connection with: the data you supply; your review, verification, or submission of a return; reliance on any calculation or output of the service; or any error, delay, or unavailability in filing.

To the extent permitted by law, our total aggregate liability for all claims arising from or related to the service in any 12-month period is limited to the subscription fees you paid to us in the 12 months preceding the event giving rise to the claim.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any liability that cannot lawfully be excluded or limited under English law.

You may terminate your account at any time by cancelling your subscription and emailing support@vatflow.uk to request account closure.

We may terminate or suspend your account for breach of these terms, on 30 days’ notice for any reason, or immediately if required by law or by HMRC. On termination your access ceases; data-retention rules in §8 apply.

We may update these terms from time to time. The “Last updated” date at the top of this page reflects the most recent revision. Material changes will be notified by email to the address associated with your account at least 14 days before the change takes effect.

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising from or in connection with these terms or your use of the service.

Before initiating legal proceedings, we encourage you to contact us at support@vatflow.uk to attempt to resolve any dispute informally. We aim to respond to complaints within 5 working days.

For any questions about these terms, email support@vatflow.uk.