Frequently Asked Questions

Using hardhatadmin

Who should use hardhatadmin?

hardhatadmin is suitable for any UK based sole-trader, partnership or limited company working in construction.
This includes: builders, carpenters, plumbers, electricians, joiners, bricklayers, roof & flooring specialists, tilers, plasterers, welders, glazers, painters & decorators, stone masons, insulators, drainage specialists, asbestos removers, demolition workers, gardeners etc.

Why use hardhatadmin?

hardhatadmin ensures quick, simple, professional and stylish business administration and analysis, secure storage & flexible access.
Our software is unique because it was created to meet the needs of the UK construction industry. It is the only online application available that can file VAT, Employer, CIS & Tax returns with HMRC.
This software covers you for all your administration needs, from the first estimate to end of year accounts & tax return.

How does hardhatadmin work?

Web pages have been created so that information necessary or useful for the administration of a business can be recorded, maintained and used. Every time the business makes a transaction, gets or needs to create/send a document or information needs recording or a transaction/document/information needs amending, simply navigate to the necessary page and easily perform the task.
Data & documents are then stored and can be updated, viewed or deleted, until the end of year accounts are concluded.
Any useful and necessary data and documents are then transferred to the next financial year and a new financial year begins.
Send HMRC returns when notified and follow any applicable instructions that arise.
Mistakes are difficult to make and can be quickly and easily corrected.

Does hardhatadmin meet all my business administation and accounting needs?

We certainly hope so.
The application provides the functionality to record, save, make available and send all the information and documents required to administer, for UK purposes, any business that builds, develops, maintains, repairs or rents premises/property/infrastructure anywhere in the world.
Every time the business makes a transaction, gets or needs to create/send a document or information needs recording or a transaction/document/information needs amending, simply navigate to the necessary page and easily perform the task.
The application makes this information available for insightful business analysis, HMRC returns or further use.
The application lets you know when HMRC returns and invoices are due, prepares HMRC returns and can send them.

At the end of a financial year, a set of accounts and tax return are created and useful and necessary data and documents are carried over and a new financial year can begin.
Mistakes are difficult to make and can be quickly and easily corrected.

The application provides comprehensive access to all recorded data in a variety of ways. The user has permanent access to a cash, profit and loss and tax account, cash flow statement and balance sheet, all of which can be found using the Facts & Figures menu. The Facts & Figures menu also leads to a selection of breakdowns of wages, invoices, costs and incomes by e.g. job, property/land type, employee, time period or type.

All documents and data are safely and securely stored and available for download at any time.

The application makes no provision for credit notes.
For some business's, the off-setting of losses may not be the most tax efficient.
The default financial statements prepared by the application may not contain all the appropriate or necessary information to satisfy the business's requirements (legal and otherwise), in which case the businesss can opt to make it's own arrangements to further prepare and file the tax return and financial statements and make any applicable amendments.

Which HMRC returns are created and filed using hardhatadmin?

Quarterly VAT Returns (inc EC Sales List), CIS verification, CIS Monthly Returns (CIS300), Employer Full Payment Submissions and Employer Payment Summaries and Tax Return.
Tax Returns include Trade, UK Rental Property, Foreign Rental Property Abroad and Capital Gains supplementary parts.
Tax Returns can be prepared and filed using the application but if the user wishes to include more supplementary parts, the return is incomplete and should not be filed using the application. Even if the return is complete the user can decline to file their tax return using the application, make any necessary adjustments to the return, file it independently and if applicable amend their accounts in the application.
To complete the filing of the sole-trader tax return, the application includes the facility for sole-traders to prepare and include an SA100.
Tax Returns Summary
Sole traders: SA100, SA103, SA105, SA106, SA108 and SA110
Partnerships: SA800, SA801, SA802 and SA803 (SA104 and SA108 are prepared for individual partners to distribute to each partner but cannot be filed using the application)
Companies: CT600 and Annual Report inc ixbrl Accounts and Computations

Can I be confident that hardhatadmin does not lose, compromise, sell or allow the theft of my data?

Yes. hardhatadmin guarantees that it will never be sold and only use best practice to keep your data safe & secure.
Please note: To maintain account security, you must ensure that your user name & password are known only to people authorised to access your account.
hardhatadmin does not hold or require any bank details (except for your and an employee's sort code if you pay an employee using BACS) and will never ask you for any bank details other than sort codes required for BACS payments.
hardhatadmin does not use cookies.

What level of support does hardhatadmin provide?

hardhatadmin is happy to answer any questions you may have; there is no additional charge.
The application includes live chat, a comprehensive help section and video tutorials, which explain anything you might need to know, in plain English.
To contact our customer support team:
email: support@hardhatadmin.co.uk (guaranteed response within 24 hours)
telephone: 0203 6329841 (lines open daily between 10am - 8pm)

Getting Started

When should I start using hardhatadmin?

Ideally at the start of a financial year.
The application requires a record of the transactions during a financial year in order to fully complete a set of accounts. If the user wants to start part way through a financial year they can summarise and record the transactions made up to the point the user starts using hardhatadmin or individually record each transaction as if starting at the beginning of the financial year.

What information do I need to start using hardhatadmin?

A new business can begin straight away.
An existing business is required to catalog the business's position at the start of the financial year and the user is taken through a few easy stages to record assets, liabilities, losses to carry forward, jobs in progress, capital introduced and revaluation reserve.
If payroll is being transferred, the user will be required to record pay and wage cycle dates, upload an employer FPS (Full Payment Submission) and record any applicable statutory leave and periods of incapacity for work.

Do I have to install any software?

No, but A PDF Reader is necessary to view any documents created such as financial statements, wageslips, CIS payment and deduction statements, invoices and estimates.

Pricing & Payment

How much does hardhatadmin cost?

Between £5 and £20 a month (see Plans, Pricing and Features), hardhatadmin will add their quarterly invoice to your accounts. You pay this as you would any other invoice.

How does the free 60 day trial work?

You simply create a new user account, with your own password & begin. No credit card or bank details are necessary & you are under no obligation to continue past the free 60 day period.
The free 60 day period begins on the first financial year start date.

What happens at the end of the free 60 day trial?

hardhatadmin will add their quarterly invoice to your accounts; You pay this as you would any other invoice. hardhatadmin costs only between £5 and £20 a month (inc VAT).

What happens if I forget to pay?

If you don't pay your quarterly invoice, you will be sent a reminder. If you don't pay the reminder you will be removed from our system, with no obligations.
The easiest option to avoid accidentally closing your account is to set up a direct debit for payment, after testing the product on a 60 day free trial.
There is no ongoing contract & you are free to download your data & leave, at any point.

Payroll

Can I transfer an existing payroll to hardhatadmin?

Yes, transferring payroll is easy, the user will be required to record pay and wage cycle dates, upload an employer FPS (Full Payment Submission) and record any applicable statutory leave and periods of incapacity for work.
Transferring payroll part way through a financial year is possible on request, and sending hardhatadmin an employer FPS (Full Payment Submission) before starting the new payroll. The new payroll will be available within 24 hours.

The application is fully RTI compliant and supports:
  • Weekly and monthly payroll schemes
  • part-time employees
  • Additional payments between paydays
  • Payments after leaving
  • Overtime
  • Bonuses
  • Flexible non PAYE deductions
  • Costing to jobs
  • Breakdowns of wages in a variety of ways (deductions and contributions, employee, job, tax and financial year etc)
  • BACS (Standard 18) Payment Instruction Information

The application does not support irregular, fortnightly and four weekly pay periods, BACS (Standard 18) Payment Instruction Information reporting, pension schemes not under the "net pay arrangement" and pension reporting to pension providers.

Weekly employees can be paid an hourly or weekly rate and monthly employees are paid a monthly rate.
The Weekly Wage Cycle is Saturday to Friday. Employees are paid for a wage cycle on a regular weekly wage pay day on the Friday the wage cycle ends or any day up to and including the subsequent Friday.
The Monthly Wage Cycle is a calendar month. Employees are paid for a wage cycle on a regular monthly wage pay date. The regular monthly wage pay date can be the last day of the same month as the wage cycle, any date up to the 28th, the last working day or the last day of the subsequent month.
Weekly and monthly regular pay days and employee pay periods can be changed. Wage cyles cannot be changed.
New employees join existing weekly or monthly pay schemes or a new pay scheme is created.
Regular wages must be recorded for each employee in a pay scheme and pay schemes must be reported consecutively.