VAT3
Bi-monthly, four-monthly or annual. Filed on ROS by the 23rd.
LiveEvery VAT client chased, four stages, from your own mailboxes.
CommSync keeps one clean client register and knows who files bi-monthly, and when their VAT3 is due. Each request and reminder goes out from the fee earner the client already deals with. Replies land in that fee earner's inbox, exactly as they always did, and your team handles the exceptions.
VAT3 · May/June period
Bi-monthly · ROS deadline 23 July
Register 104 · Active 97 · Opted out 7
- RequestPeriod closed 90sent Sent 2 Jul
- ReminderNot yet received 90sent Sent 7 Jul
- Final callBefore document cut-off 31outstanding Ready to send
- OverdueBy exception only —not scheduled Held
Batch prepared for Final call
31 recipients · 4 suppressed · 3 duplicate inboxes collapsed · all handlers resolved
A VAT cycle costs about half a day of chasing, four times over.
Someone pulls the list of bi-monthly clients. Someone works out who has already sent records in, usually by reading back through an inbox. Someone writes what is essentially the same email ninety times, watches for replies, then starts again a week later with a shorter list and less patience. On the 23rd the last few are still outstanding and the calls begin.
None of that work is skilled. All of it has to happen, on a fixed calendar, six times a year, for every client on the register.
Four stages, on the Revenue calendar
Each stage goes only to the clients who still have not sent records in. Anyone who replies, or who confirms through the link in their email, drops out of the next one automatically.
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1
Request
Goes out when the VAT period closes. Every active bi-monthly client, from their own fee earner, with the period and the deadline stated.
-
2
Reminder
About a week later, to whoever is still outstanding. Carries a confirm link so a client can say "already sent" in one click.
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3
Final call
Before your document cut-off, while there is still time to prepare the return. Most of the outstanding records arrive after this one.
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4
Overdue
After the ROS deadline, by exception and opt-in only. Most cycles never need it.
The email comes from your fee earner, not from a platform.
- Sent as your own fee earner, through Microsoft 365, from the address the client already recognises.
- It appears in that fee earner's real Sent Items, so the practice has a record where it expects one.
- Replies go straight back to them. Nothing routes through a portal the client has to learn.
- Your shared VAT inbox sits on Reply-To, so the team can see the thread.
- A client with three companies on one email address receives one email, not three.
VAT3 records for May/June — Coastline Joinery Ltd
Hi Marie,
Your VAT period for May/June has now closed. When you have a moment, could you send over the sales and purchase records for the two months so we can prepare the VAT3?
We file on ROS by 23 July, so anything with us before the 13th gives us room to query anything unusual.
I have already sent these
Thanks,
Órla
It does not replace your practice management system.
You keep Surf Accounts, Relate, Keyhouse, AccountancyManager or Bright, whichever you already run. CommSync does not do your bookkeeping, does not file to ROS and does not touch your ledger. There is no migration and no new system for your team to learn.
It takes one job off you: the repeated asking. That job sits between all of those systems today, which is why it ends up in someone's inbox and someone's memory.
The same cycle runs on everything else you chase.
The cycle is the same for anything you chase on a fixed calendar. Only the calendar and the wording change. Add a module when you want it, at €150 per month.
Corporation tax
CT1 records, on each client's own accounting period end.
AvailableIncome tax
Form 11 records, chased ahead of the ROS pay and file deadline.
AvailableAnnual return
B1 and financial statements, keyed to each company's ARD.
AvailablePayroll
Hours, starters and leavers, before each payroll submission.
AvailableRCT
Subcontractor details and payment notifications for construction.
On requestNothing sends until a person approves it.
This is the part of the product we are least willing to change. Automated sending is how practices end up apologising to ninety clients at once.
You see the batch first
Exact recipients, who has been suppressed and why, which duplicate inboxes were collapsed, and confirmation that every client has a fee earner assigned.
One deliberate approval
A person presses approve, once, for one stage. There is no scheduler and no queue that can fire on its own.
The stage then locks
You get the delivery result and an audit record, and that stage cannot be sent twice for the same period by accident.
Opt-outs are permanent
A client who asks to be left alone is invisible to every future cycle. That is a property of the register, not a list someone maintains.
Your own Microsoft 365
Sending runs through your tenant with permissions your own IT can see and withdraw. Each practice is deployed separately.
We run the cycle
Acuity operates it for you, including the register cleanup and the setup. You approve the sends and handle the replies.
Running live in an Irish practice.
One firm, roughly 100 active bi-monthly VAT clients, since July 2026. Shared email addresses collapse that register down to 90 actual inboxes, which is the kind of detail that produces duplicate emails when it is handled by a spreadsheet.
- Clients on the register
- ~100
- Inboxes after de-duplication
- 90
- Stages sent in the cycle
- 2
- Delivery errors
- 0
The practice is not named here yet. We will name it, with a quote, once they have agreed to it.
Price
€2,500 once
Setup
- Client register cleaned and configured
- Filing frequencies and Revenue calendar set up
- Fee earner and shared mailbox routing
- Four-stage sequence and branded emails
- Confirm links and suppression handling
- Microsoft 365 consent, done with your IT
€500 per month
CommSync VAT
- Cycle dashboard for the whole team
- Every stage prepared and operated for you
- Support through each filing cycle
- Your own isolated deployment
Additional modules €150 per month each.
The price is the same whether you have 100 clients or 600, and there is no annual contract. We do not discount for going first. Prices exclude VAT.
Book a 15 minute demo
You will see the register, the cycle board, an email landing in a real Sent Items folder, a client confirming receipt, and that client dropping out of the next stage. That is the whole product.
Or email hi@vatreminders.ie directly.