Before you can file RTI submissions from Clear Books you need to enter your correct PAYE reference and Accounts office reference. This will allow you submit Full Payment Submissions, which generate each time payroll is calculated for an employee, and Employment Payment Summary, which will allow you to recover statutory pay. 

Step 1.

Head to Employer > Details and update the PAYE reference and Accounts office reference


The accounts office reference is of 13 digits' length, in the format 123AB12345678. The PAYE reference is somewhat shorter, but has no defined format. These references can be obtained from correspondence with HMRC.


Step 2.


Next head to the Settings > General  menu.


Update the payday for each payroll frequency operated - monthly, weekly, fortnightly, 4 weekly, quarterly and annually.

If you pay employees on the 31st, 30th or 29th day of the month, or on no fixed day of the month, you can enter the payment date by manually running the payroll for each employee and editing the payment date field.


Step 3.


Head to Employees > view and click on the employee name. 



Run through the check list below to make sure all employee details are up to date:

  • Check spelling of names to official documentation such as passport, driving licenses, birth certificates, deed polls, or HMRC correspondence.
  • Only first two forenames are submitted to HMRC.
  • Clear Books doesn't support the use of initials.
  • National insurance number - fixed format AB123456A (check for valid prefixes here.
  • Gender
  • Date of birth - check to official documentation
  • Working hours
  • Irregular employment indicator


Reviewing and filing FPS


An FPS is generated each time you process payroll and needs to be submitted on or before every pay day.

At the top of every pay run is a message stating the number of employees with for which an FPS needs to be made.




Clicking on this link will take you to the review submission page.



Any starter and leaver information will be automatically picked up - you can change the leaving and starting date at this stage by clicking on the link

You should carefully review all information before clicking on the Send to HMRC button.

You will be notified if there are any errors which have led to your submission being rejected. You can check the submission on the Payroll>RTI>Submission menu.


Reviewing and filing EPS


EPS submissions are filed from the Payroll> RTI > File EPS menu.


An Employer Payment Summary allows you to reclaim statutory maternity, paternity, adoption or shared parental payments, Employment Allowance,  Construction Industry Scheme (CIS) deductions as a limited company. You must also report any periods of inactivity. 



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