Terms of service

Who you’re contracting with

Fileyear is a trading name of Ismail Software Ltd, company number 17515047, registered in England and Wales, registered office Flat 22, Burghley Tower, Trinity Way, London, W3 7HR. Contact us at team@ismailsoftware.co.uk. See also our privacy notice, refund policy and complaints and contact page.

What Fileyear is

Fileyear is software, not an accountant or tax adviser. It prepares company accounts, Company Tax Returns, Companies House filings and the director’s Self Assessment from your bank statements, your bookkeeping software and your answers, for you to check. It is not a substitute for professional advice, and using it does not create an accountant-client or adviser-client relationship.

You are responsible for the accuracy of what you file. Fileyear shows its working and asks you to confirm every section before anything is submitted; the declaration you sign before submitting, “to the best of my knowledge the information is correct”, reflects that you, as director, are approving it, not Fileyear.

Who can use Fileyear

You must be 18 or over, and a director of the company you’re filing for or someone the directors have authorised to file for it. For the director’s Self Assessment, you file only your own return.

Your account

Keep access to your email and your passkey safe: they are how you sign in and how you approve a filing. Tell us straight away if you think someone else has used your account.

Filing on your instruction

Nothing is sent to Companies House or HMRC until you approve it. When you approve a filing, you instruct Fileyear to send it, under your own Companies House authentication code and HMRC Government Gateway details, which you enter for that submission. Fileyear uses them for that one submission and does not store them (see our privacy notice). Companies House and HMRC decide whether to accept a filing; if a part is rejected, you can correct it and send it again free of charge.

AI suggestions

Where our own rules can’t place a bank transaction with confidence, an AI model suggests a category. Every suggestion is shown to you and you can change it before anything is filed. A suggestion is a starting point, not advice: what you approve is your decision.

Prices and paying

You see the full price, including any government filing fee Fileyear pays for you, before you pay or approve. Card payments are taken by our payment provider, Stripe; Fileyear never sees your card number.

Paying per filing

For directors, Fileyear has no subscription: each filing is paid for on its own, at the price shown. Every filing is free to prepare: you only pay when you choose to submit. If you change your mind after paying but before you press submit to Companies House or HMRC, you get a full refund. Once a filing has been submitted, it can’t be unsubmitted, so a refund is no longer possible for that filing; a rejected part of a filing can be corrected and resubmitted free of charge. A paid filing left untouched for 90 days is closed: we email you 14 days before, refund it in full if it hasn’t been submitted, and delete its prepared figures (see our privacy notice). Our refund policy has the details.

Autopilot

Autopilot is free. When you turn it on, Fileyear prepares each filing your company owes as it falls due, from the sources you connected, and asks you to approve it. Nothing is paid or sent until you approve: your saved card is charged that filing’s price when you approve it, and the filing is then sent as above. You can turn Autopilot off at any time.

Fileyear for accountants

A practice pays one yearly price for its client book, shown before you start: £96 a year including 10 clients, then £9.60 a client. Adding clients costs nothing until your year starts, which is the first time you prepare, send for approval or file for a client; every client on your books is then charged for the year. A client added during a paid year is charged £9.60 then, on the practice’s card.

Your year renews only if you choose automatic renewal. We email the practice’s owners 30 days before it renews, and you can turn renewal off at any time before then. If you close your practice, the year already paid for isn’t refunded.

You must have each client’s authority to act for it, and to file for it with Companies House and HMRC.

Fileyear Rewards and discount codes

Your Fileyear Rewards code gives another director £10 off our fee for their company’s first filing with Fileyear. When that filing is accepted, you get £20 of Fileyear credit, which is used against our fees on future filings. Credit is not cash, can’t be exchanged for cash, and never pays a government fee.

A code can’t be used by its owner, or for a company that shares a director or a person with significant control with the code owner’s own companies on the Companies House register. A discount code applies only to the filings and dates it was issued for. We may withdraw a code that is being misused, and cancel credit earned through misuse.

Buying as a consumer

Most things Fileyear sells are bought by, or for, a company (business to business). The director’s Self Assessment is different: you buy it for yourself, personally, as an individual, so you’re a consumer for that purchase, and UK consumer law applies to it.

Your 14-day right to cancel

As a consumer, you normally have 14 days from buying a service to cancel it for any reason, under the Consumer Contracts Regulations 2013. Because preparing and filing a Self Assessment return is a service we can only usefully perform if we start straight away (tax years and filing deadlines don’t wait), we ask you, at checkout, to expressly agree that we start preparing it immediately, and to acknowledge that once it’s filed, you lose the right to cancel (because the service is then fully performed). Until it’s filed, the ordinary refund promise above still applies in full: a free refund any time before you submit.

Acceptable use

Use Fileyear only for your own company’s (or, for the Self Assessment, your own personal) filings, with information you believe to be accurate. Don’t try to use Fileyear to file for a company you’re not authorised to act for, to interfere with the service, or to misuse the credentials you enter.

Availability and other services

We work to keep Fileyear running, but it relies on services we don’t control: Companies House, HMRC, your bookkeeping software and our payment provider. If one of them is unavailable, a step may have to wait; we tell you if that puts a deadline at risk. We may improve or change features; if a change takes away something you have paid for, we tell you first and you can cancel for a refund of the unused part.

Liability

Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow us to exclude or limit. That includes your statutory rights as a consumer, if you are buying as one (see “Buying as a consumer”, above): as a consumer, we are responsible for loss you suffer that was a foreseeable result of our breaking these terms or failing to use reasonable care and skill.

Subject to that, our liability to a business for any filing is capped at the amount paid to Fileyear for it. We are not liable for penalties, interest or other costs caused by information you gave us being wrong or incomplete, by a deadline that had passed before you started the filing, or by Companies House or HMRC rejecting a filing for a reason outside our control.

Ending

You can stop using Fileyear at any time, and delete your data from your account or by asking us. We may suspend or close an account if these terms are broken or the law requires it, and we tell you why where the law allows. What we keep after that, and for how long, is in our privacy notice.

Complaints

If something goes wrong, tell us: our complaints and contact page explains how we handle it and where you can go if you’re not happy with our answer.

Changes to these terms

If we make an important change to these terms, we email you at least 30 days before it takes effect, and update the date above. Smaller changes, such as clearer wording, apply when we publish them.

Law and courts

These terms are governed by the law of England and Wales, and the courts of England and Wales can hear any dispute. If you are a consumer living in Scotland or Northern Ireland, you can also bring a claim in your local courts.