The check between your invoices and your ledger
NoticeDesk reads your invoices, reconciles their totals to within 5p, checks twelve of the particulars HMRC's rules require, and cites the gov.uk reference for every rule it flags. Every result is stored, so you can show your working for the return you file.
A one-minute film: invoices checked on a working paper, from the read to the VAT period. Illustrative, with fictional suppliers. Captions available; sound optional.
Every field is read, and the doubtful ones are flagged
30+ fields from a PDF or image: supplier, dates, VAT numbers, terms, and every line down to unit price and quantity. A clean read carries no marker; a field worth a glance is marked on its own.
Fields you correct are marked as yours. A document that can't be read into a usable record goes to Manual Review, beside the original file.
16 compliance checks, in two groups
They run on every read and again on every edit. Each HMRC-rule check that fails or warns carries a named gov.uk citation, so you can read the rule a flag was raised against.
Math, format and verification 4
- Totals math
- Net plus VAT agrees with the total, within 5p. A difference is flagged for review, not failed.
- Line items sum
- The lines add up to the subtotal, same tolerance.
- VAT number format
- The country's own pattern, for every EU member state plus GB and Northern Ireland. No rule for a prefix means review, never a pass.
- VAT registration
- Looked up with HMRC for GB, VIES for the EU. A lookup that can't be completed reports as unverified, never assumed.
VAT invoice particulars, Notice 700 12
- Invoice number
- Supplier name
- Supplier address
- Supplier VAT number
- Tax point
- Customer name
- Line descriptions
- Unit prices
- Quantities
- Subtotal
- VAT amount
- Total
One more on a credit note: the invoice it corrects (VAT Notice 700 §18.2.3).
One more on a receipt: the £250 simplified-invoice limit (§16.6). The customer, per-line and ex-VAT particulars a till receipt may lawfully omit are skipped, not failed.
Registration, checked at the register
A well-formatted VAT number can still belong to nobody. NoticeDesk looks up the supplier's number with HMRC for GB and VIES for the EU, on our server, with a 24-hour cache.
Edit the number by hand and one click checks it again. No re-upload.
VAT Invoice Check · Silver plans and above
The whole period on one screen
Pick a quarter or any date range. Every stored verdict splits into no defects found and defects to review, with registration coverage on its own line and non-sterling or undated invoices counted apart.
Download the audit pack: one CSV row per invoice with its check result and the issues found. The VAT Invoice Check and audit pack are included on Silver plans and above.
Built for the month-end pile
Batch up to 50, or drop a folder
Each invoice gets its own verdict in a live summary, with VAT totals, supplier spend and the top failing check. Batch and folder upload are included on Silver plans and above.
Email invoices straight in
Every workspace has its own receiving address. Attachments are extracted, checked and filed, with a receipt back to you. On every plan; Bronze processes the first attachment of each email. Multiple receiving addresses are included on Gold plans and above.
AI Companion: re-read, then fix
A failing check offers a re-read of that one figure from your document, exactly as printed. Or type “change the PO to 200030” and only the fields you name change, with undo one click away.
Duplicate detection
An upload matching a stored invoice's supplier and number is flagged with a jump to the original. It warns rather than blocks.
Approval before export
Ask a colleague to approve an invoice's numbers before they reach your accounts package. It's advisory by design: exports warn, they don't block. Included on Gold plans and above.
Roles, audit trail & evidence
Owner, admin, member and viewer roles, and a per-invoice evidence CSV listing every change: the old and new values, and the signed-in user who made it. Under Making Tax Digital that is the evidence behind the digital record your ledger keeps; NoticeDesk doesn't file, submit or send anything to HMRC.
Five formats, each built for where it's going
Three match the file your accounting package imports, down to its columns and date format.
| Format | Columns | What it's for |
|---|---|---|
| Sage 50 UK | 9 | Nominal and tax codes picked before download; each line's own VAT rate where the invoice states one. |
| Xero bill | 22 | For Xero's bill importer, tested against a live Xero organisation. Account code remembered per supplier. |
| QuickBooks® Online bill | 10 | Laid out for QuickBooks Online's bill import. Credit notes are left out, since the import cannot take supplier credits. |
| FreeAgent bill-ready sheet | 17 | FreeAgent has no bill CSV importer, so this is a sheet of FreeAgent's own bill fields to key from or post through its API. |
| Finance-Ready CSV | 34 | The full record, one row per line item, for your own tools. Downloads straight away. |
See it on your own invoices.
Pick a plan and sign in with an email code, no passwords.
Intuit and QuickBooks are trademarks of Intuit Inc., registered in the US and other countries. NoticeDesk is not affiliated with, or approved by, Intuit Inc. FreeAgent is a trademark of FreeAgent Central Ltd; NoticeDesk is not affiliated with or endorsed by FreeAgent.