Collect MTD quarterly records automatically

A quarterly Recurring document collection workflow with UK tax quarters sends each client a checklist for the quarter just ended, so their records arrive before the Making Tax Digital update is due.

GarnerDocs collects the records. Your MTD software sends the quarterly update to HMRC. GarnerDocs doesn't submit anything to HMRC.

Steps

1. 1

   Start a workflow

   Select Workflows in the sidebar, then New workflow, then Recurring document collection.

2. 2

   Pick the MTD template

   Under What to collect, choose MTD Quarterly Update – Sole Trader or MTD Quarterly Update – Landlord as the Request template. A client with both kinds of income needs both.

3. 3

   Choose UK tax quarters

   Under When to collect, choose Quarterly, then 1st month: January, April, July, October and the 8th as the Day. Under Quarters, choose UK tax quarters, and under Reporting period, Previous quarter.

4. 4

   Give clients 21 days

   Set Due after (days) to 21. A run on 8 January is due on 29 January, before HMRC's deadline on 7 February.

5. 5

   Choose clients and sending

   Choose Specific clients and pick your MTD clients. Under Sending, choose Send automatically or Save as drafts.

6. 6

   Review and activate

   Select Continue to review, then Activate workflow.

What clients get

Each request is titled with the template and tax quarter, for example "MTD Quarterly Update – Sole Trader Q3 2026–27", and shows the dates it covers: 6 October 2026 to 5 January 2027.

HMRC's deadlines are on GOV.UK: Send quarterly updates for Making Tax Digital for Income Tax (checked on 26 October 2026).

No MTD templates in your workspace?

Older workspaces don't have them. On the Templates page, Duplicate a template such as VAT / Quarterly Reporting and change its checklist to these items, or ask support to help.

• Sole trader: business bank statements, credit card statements, sales invoices or income records, payment platform reports, purchase invoices and receipts, cash expenses, mileage log, and a short answer: "Anything unusual this quarter?"
• Landlord: letting agent statements, rent received, repair and maintenance invoices, insurance, ground rent and service charge bills, other property costs, mortgage statements, and a short answer: "Any property bought, sold, newly let or left empty this quarter?"

Good to know

• Runs on the 1st to 5th of January, April, July or October can't collect the previous tax quarter, because it ends on the 5th.
• If a client's MTD software uses calendar update periods (1 April to 30 June, and so on), choose Calendar quarters for them instead.
• The checklists are what to ask for, not tax advice. Edit them to suit your clients.