How To Upload a Document to Companies House: Understanding the Online Filing Process

In the United Kingdom, Companies House is the official company registry. In England, Wales, Scotland, and Northern Ireland, it is in charge of keeping up with and updating the records of every registered company. Businesses can engage with Companies House and complete numerous duties, such as document filing, in a simple manner by utilising the online platform.

The “Upload a document” function, which Companies House recently launched, enables business owners or anyone acting on their behalf to electronically transmit certain documents rather than mailing them.

In this article, we will be addressing any queries you might have regarding this feature and offer a detailed step-by-step guide on how to upload documents to Companies House. Now let’s get started.

What sort of documents can I upload to Companies House?

The “Upload a document to Companies House” feature and Companies House WebFiling do not mix. You won’t be able to upload a document that can be filed online through WebFiling, and vice versa.

Certain situations also call for the mailing of actual documents, such as when a company name change involves a word that is sensitive or when it has to do with community interest companies (CICs).

There are five categories that comprise what you can upload, and each one covers a variety of formats associated with the following areas:

1. Share capital
2. Scottish limited partnership
3. Registrar’s powers
4. Scottish qualifying partnership
5. Change of constitution

What do I Need Before Uploading a Document?

You should have the following to hand in order to upload a document:

1. The business registration number
2. Your Companies House account information (which differs from your WebFiling information; if you don’t already have an account, register here).
3. A filled-out digital copy of the form you want to upload, in a PDF file no larger than 4MB.
4. The company’s code of authentication (applicable to certain documents only)
5. An online payment option (for certain documents, but not all of them)
6. Corresponding documentation to serve as proof (for certain documents, but not all of them)

How to Upload a Document to Companies House

Once you have the necessary information, as outlined above:

1. Sign- in on the Portal –

The first step in safely sending your papers to Companies House is to log in on the portal. Make sure your login information is prepared, which usually consists of a username and password.

Visit the official Companies House website here-

enter your login information in the designated boxes, and then utilize the upload tool. Taking this step guarantees that documents can only be uploaded by authorized users with active Companies House accounts.

2. Verify that you are at the correct company, then click “Confirm.” If the incorrect company appears, click “Back,” then enter the company registration number again.

Before continuing, please confirm that you have accessed the correct company profile after entering your registration number. Examine the company information on the screen for a moment, noting the name of the company and its registration number.

Click the “Confirm” button to continue if the information provided matches the right company. Nevertheless, you can go back to the previous screen by using the ‘Back’ option if you discover that you’ve accessed the incorrect company

3. Choose “Continue” after clicking on the document category that you wish to upload.

The next step is to choose the category of the document you wish to upload from the available selections after making sure the company is the correct one. A variety of categories, including Share Capital, Registrar’s powers, and Change of Constitution, are available through Companies House for different kinds of documents.

Select the appropriate category with care so that it matches the file you are submitting. To move on to the next step, select the appropriate category and then click the “Continue” button. This classification guarantees that the document is submitted under the appropriate division and simplifies Companies House’s processing.

4. Select the type of document to upload, click “Continue.”

The next step is to select from the dropdown menu whatever particular document type you are uploading after choosing the document’s category. You may be able to select from a variety of document kinds depending on the category you have chosen, such as “Reduction of capital shares.” Examine the selections carefully and choose the document type that most closely resembles the one you are uploading. After making your choice, click “Continue” to move on to the following stage of the document upload procedure.

5. Click on the particular document you are uploading and then click on ‘Continue’

Just find the exact document you want to upload and click on it to get started. For example, you could see SH04 or SH05. After making your choice, click “Continue” to carry out the upload process without any problems. By making sure the right document is selected before moving on, this step preserves accuracy and productivity all the way through the process.

6. Type in your company’s authentication code and click on ‘Authenticate’

You must input your company’s authentication code in the designated field in order to safely access your company’s services. Click “Authenticate” to confirm your login information and get access to the system after inputting the code. This measure improves security and safeguards private information by guaranteeing that only individuals with permission can access sensitive company information.

7. Upload your document

To upload your document, start by selecting the ‘Browse’ option. Find the desired document in the storage of your device, then pick it by clicking “Open.” Make sure the file is in PDF format and meets the requirements by being less than 4MB. After making your selection, click “Continue” to start the uploading procedure. This guarantees a smooth and effective transition of the document to the assigned platform, satisfying the file format and size requirements for an effective submission.

8. Double-check the uploaded document

Double-checking the document you are going to upload to Companies House is essential. Ensuring the correctness guarantees that the information you submit is accurate and preserves the integrity of your data. Don’t freak out if you discover you uploaded the incorrect document after reviewing it. Companies House offers a way to quickly fix the mistake. Just click “Continue” to move forward confidently, or use the “Remove” tool to remove the wrong document before moving forward.

9. Submit the document

It is important that you carefully verify the document type and content before submitting your work to Companies House. Verifying that the document corresponds with the intended submission guarantees precision and adherence to legal and regulatory standards. To make sure there are no inconsistencies, take a moment to cross-reference the document type with your data. Once you are convinced that the accuracy is correct, click “Submit document.”

10. An email confirming that the document has been successfully submitted and will be reviewed by a “examiner” will be sent to you right away.

You will immediately receive an email confirming that your document has been successfully submitted to Companies House after finishing the upload process. This email confirmation acts as a receipt acknowledgement and gives you peace of mind that your submission has been received and is currently being processed by a professional “examiner.”

This email correspondence will serve as a fast means of communicating any necessary follow-up steps.

11. Confirmation Via Email

After submitting your document to Companies House, you should expect to receive an email confirmation in about a week or so, telling you whether it was approved or denied. Although this timeline is generally accurate, there could be occasional discrepancies that lead to longer processing delays.

You can be confident that you will receive detailed advice through email that will walk you through the process of resolving any problems. During this time, keep a look out for any correspondence from Companies House, as it can contain important details about the progress of your request and any actions that need to be taken next.

How Many Documents Can I Upload at a Time?

You can only upload a particular type of document at a time using this portal. You will be able to upload the subsequent document once the previous one has been submitted if you need to upload other related papers. If numerous distinct document formats are needed, you might have to go through this step more than once. After uploading the prior document, do this right away; otherwise, Companies House may reject the upload(s).

Can I Get Assistance from Companies in Filling the Form?

Generally no. As seen, the tool is quite helpful in sending documents to Companies House in a rapid and easy manner. It is not, however, a “assistance” service that provides guidance on how to finish the document that is being uploaded. Companies House won’t get into specifics, but they might be able to offer some general advice. If you need help finishing a paper, we advise you to get our professional counsel.

How do I Get the Form Ready for Upload?

The form can be filled out on paper or by uploading it online.

To prepare the document online:

1. Fill out the form by typing straight into it.
2. Use a signature that is “typed directly into the form” or one that is “digitally generated” to sign the document.
3. Save the file to the device you intend to use for the upload.

To prepare the document to the paper form:

1. Print the form you intend to submit
2. Fill out the form with black ink.
3. Sign your signature on the form
4. Scan the document and store it on the device you’ll be using to upload it

Final Thoughts

In conclusion, understanding the specifics of submitting documents to Companies House is essential to the success of any enterprise. Although our guide has given you the necessary information, you should consider consulting Incorpuk for individualised help and knowledgeable guidance.

We can help ease the submission process while guaranteeing correctness and compliance at every stage. Your company could easily manage regulatory obligations by entrusting us with it, giving you important time to concentrate on growth and innovation. Together, we’ll give your company the tools it needs to succeed in the fast-paced business world of today. Contact us here today.