How an accounting firm tracks filings across dozens of clients
Inbox, Excel and calendar reminders – where this process breaks as you grow, and what a system must show: which company’s return is missing today.
An accounting firm does not need a calendar that says “VAT on the 25th”. It needs a list of which clients still have no FR0600 or GPM313. A shared office reminder does not show the gaps. A table by company and form does.
With ten clients this still fits in someone’s head and in Excel. At 30–50 companies the inbox, the sheet and the calendar start living apart – and something is always “almost ticked”.
How the process usually looks today
- VMI and i.MAS emails land in one or two mailboxes.
- The accountant reads them, opens EDS, files, then (if the next job did not interrupt) ticks Excel.
- Reminders live in a calendar or a notebook – separate from status.
Why Excel is not enough here is covered in “Why an Excel declaration tracker is no longer enough”.
Where it breaks
- Unclear which client the email is for. The subject looks the same, the sender is VMI, the company is only in the body.
- Filed but not ticked – the sheet lags behind reality.
- Cover for a colleague. They cannot see what is done and check EDS again.
- A query among dozens of confirmations looks like just another info email. What to do with it is in a separate article.
What Monday morning should show
- Which companies still have no GPM313 a few days before the 15th.
- Which still have no FR0600 and i.SAF before the 20th and the 25th.
- Which company had a document rejected or a query from VMI.
- Which client’s Centre of Registers authorisation is ending.
The monthly dates are in the filing deadline calendar. A calendar does not say which client is late – that needs status per company.
How to fix the process
- A separate notification address per client (how to forward VMI mail).
- The email must itself become a row on that client: form, period, status. No manual ticking.
- The team looks at the same table, not personal Excel files.
- A new hire learns “here you can see who is missing a document”, not “which colours we use”.
Žymeklis works that way: a unique inbox per company, automatic recognition of FR0600, GPM313, i.MAS and authorisations, one table for the whole firm. You see whose returns are missing now – not only that “someone has a deadline coming”.
This article is for general information only and is not individual tax or legal advice. For specific cases, rely on current information from VMI, Sodra and the Centre of Registers.
Read next
- How to forward VMI and i.MAS notifications to your accountantVMI sends the “new document” email to the confirmed Mano VMI address. The accountant needs that address – or a unique address per company.
- FR0600 vs i.SAF mismatch: what to do when the return is “accepted with deficiencies”VMI compares FR0600 boxes 29–31 with VAT on issued invoices in i.SAF. A mismatch usually has to be cleared within 10 days.
- FR0564 filing deadline: when to file the intra-EU supply reportThe deadline matches the FR0600, but the form is not due every month. That is why it slips among clients who only occasionally have EU supplies.