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Bulk Sending Forms

A step-by-step walkthrough for bulk sending forms

Bulk Sending Forms

Need to contact multiple clients for their information or capture their Self Assessment information? Then use Bulk Sending Forms.

If you're looking to do this for Self Assessment specifically, read our comprehensive guide, Self Assessment Service, Forms, Payment Reminders, Payment on Account and Automation.

Sending Forms to Clients

Once your Self Assessment Form is ready, you can send it to clients in two ways:

1. Sending Forms Individually

  • Open the client and select Form requests under Documents on the left menu.
    Client record left menu with Form requests highlighted under Documents
  • Select + new request and complete the form request as usual. Saving the request doesn't email the client, so to send it, use the bell button in the request's Actions column and choose Notify by e-mail or Send push notification.
    Client Form requests table showing a pending request, with the + new request button highlighted and the bell button in the Actions column

2. Sending Forms in Bulk

For a more time-efficient approach, send forms in bulk. Here’s how:

  1. Filter Your Client List:

    • Go to Clients and select filters.
      Client list toolbar with the filters: 0 applied button highlighted as step 1
    • Filter by Type (for example, individuals or limited companies).
      Type filter with Limited Company and Individual or Sole Trader ticked and highlighted, Limited Company marked as step 1
    • Filter by Enabled services, selecting SA100.
      Enabled services filter with SA100 ticked and highlighted as step 1

  2. Select Clients:

    • Once your filters are applied, the list will display only clients with the Self Assessment service enabled.
    • Use the top-left checkbox to select all filtered clients.
      Filtered clients list of 2 clients with the select-all checkbox ticked and highlighted as step 2

  3. Create Form Requests:

    • Click bulk actions in the top-right corner and choose Create form request. This opens the Create form requests dialog.
      Client list toolbar with the Type and Enabled services filters applied and the bulk actions button highlighted as step 3
      Bulk actions menu open with Create form request highlighted as step 3
    • In the Published form field, select the Self Assessment form you want to send.
      Published form dropdown with the 2024-25 Self Assessment Tax Return Questionnaire selected and highlighted as step 3

  4. Adjust Settings:

    • Check that Pre-populate built-in and custom fields with values from client record is set to yes (it is by default) to streamline form completion for your clients.
    • Ignore clients with a request for this form already raised after: is ticked by default, with a date one week earlier. Change the date if you need to, to avoid sending forms to clients who already received one after that date.
    • Select Submit.
      Request details with Pre-populate built-in and custom fields set to yes highlighted as step 4, and Ignore clients with a request for this form already raised after ticked with a date, highlighted

  5. Notify Clients:

    • After submitting the form requests, notify clients via email by selecting Notify clients via email (or select Send push notification).
      Create form requests progress at 100%, created for 2 out of 2 clients, with the Notify clients via email button highlighted as step 5
    • Compose your email, and you can even include instructions for uploading details about self-employed earnings, expenses, or property income. Compose e-mail opens with the Form request template already selected.
      Compose e-mail for two demo clients with the Form request template highlighted, the subject Action Required: Form Awaiting Your Response and the form link placeholder in the body

  6. Send the Emails:

    • Hit Send, and you’ve successfully emailed your entire Self Assessment client base in just minutes!

Key Takeaway: Bulk sending saves significant time, allowing you to reach all your Self Assessment clients in minutes.