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Home/ Features/ Per-item Notes & Queries

"There is no invoice." Now what?

Half the time the answer to "where's the invoice for that?" isn't an invoice at all. It's "I paid the cleaner in cash", "that was returned for a refund", "that's my partner's expense, not the business's". A document-only system can't capture those answers — Missing Information uses freeform notes against each item so the explanation lives with the question, forever.

Notes per item — short or long Resolved without files — explanations count Searchable across all clients Persistent — survives period rollover

Not every reply is a file. Capture the explanation.

Every missing item in Missing Information has a notes field — visible to staff, optionally visible to the client. When a client replies "I paid that supplier in cash, no invoice ever issued", you write the note against the item, mark it resolved, and the explanation is permanently attached. Next year, if anyone asks "why isn't there documentation for that £180 payment?", the answer is right there.

  • Short notes — one-line summary visible inline on tables
  • Long notes — full freeform text on the item detail view
  • Status: "Responded" — distinct from "Resolved with a file"
  • Visible per role — staff-only or shared with client
Per-item notes

Bookkeeping queries, tracked properly.

Bookkeeping clients generate a constant stream of "what is this transaction?" queries — and most firms run these via email threads that get lost. With Missing Information you raise the query against the period, the client answers (with or without supporting documents), and the resolution is preserved in their record. No more "didn't I already ask about that?".

  • Query-type items — for transactions, not documents
  • Client response captured — short or long form
  • Reviewing status — "client responded, awaiting your acceptance"
  • Searchable history — find similar queries from past periods
Query thread

"Like last year, remember?" — persistent notes.

Notes don't vanish at year-end. When you roll a client into a new accounting period, last year's notes carry forward as context: "client always pays the lease in January, not over the year", "John handles the bookkeeping not Mary, write to him directly". Your firm's accumulated knowledge about each client survives every staff change, every period change, every system change.

  • Client-level notes persist across all periods
  • Period-level notes archive with the period
  • Item-level notes archive with the item
  • Visible to all staff with access to that client
Persistent notes

Coming soon: structured Q&A

Today, notes are freeform — a single text field per item where staff or client can type whatever they need to say. That's flexible but it's not always tidy. We're building a structured-query mode for later in 2026:

  • Question + Answer pairs — explicit "you asked X, client replied Y" thread per item
  • One-click answers — common shortcuts like "personal expense", "duplicate", "no invoice — cash"
  • Reviewing queue — every client response lands in a "needs your acceptance" queue for staff
  • Auto-categorise responses — flag personal/business splits, recurring queries, repeat issues

For now, freeform notes do the same job with less ceremony. Most of our pilot firms told us they prefer the flexibility — and the structure can come later without losing the data.

Related features

Per-item tracking

The status flow notes attach to.

Client portal

Where clients write their replies.

Audit trail

Every note & reply timestamped and logged.
Frequently asked

The questions everyone asks.

Quick answers to the most common questions about Missing Information. For more, see our full FAQ.

What does Missing Information actually do?

It tracks every piece of missing information your clients owe you across every UK accountancy service — Accounts, VAT, PAYE, Self Assessment and MTD ITSA. It gives you a daily chase queue with pre-built emails, lets clients upload documents through a secure portal, and shows your team what's ready to work on. It replaces spreadsheets, scattered email threads and Post-it notes with one auditable workflow. Fully-automated chase emails on a scheduled cadence are on the roadmap for later in 2026.

Will it integrate with my existing accounting software?

Yes. Missing Information sits alongside Xero, QuickBooks, FreeAgent and Sage. We don't replace your accounting software — we handle the missing-info chasing layer above it. Direct sync with Xero is available now; QuickBooks and FreeAgent integrations are on our roadmap. We also support Zapier webhooks for custom flows.

How long does setup take?

About four hours from signup to your first live chase email. Bulk-import your client list (we accept pipe-delimited, CSV, or Xero export), assign staff, set service templates, and the system is running. Truetax onboarded 88 clients in an afternoon. The Firm and Scale plans include a guided onboarding call.

Is my client data secure?

Yes — every piece of client data is encrypted at rest (AES-256) and in transit (TLS 1.3). All data is hosted in UK data centres. We're GDPR-compliant, sign DPAs as standard, virus-scan every uploaded file, and align our security controls to ISO 27001. Full details on our security page.

What does it cost?

Plans start at £29/month for sole practitioners (up to 25 clients) and go up to £349/month for unlimited clients. Pricing is by client count only — every feature is included on every plan. 14-day free trial, no credit card required. See full pricing.

Can I cancel any time?

Yes. Cancel from your account dashboard at any time. Monthly plans stop at the end of the billing month. Annual plans run to the end of the paid year. We provide full data export — your client list, status histories and audit logs — in CSV or JSON. No lock-in.

What happens if my clients don't engage with the portal?

The portal uses passwordless magic-link login — no password to remember, no app to install. Clients click a link in an email and they're in. Across 88 clients at Truetax, portal adoption hit 92% within two weeks. For the remaining 8%, you can still operate by email or phone — Missing Information tracks both.

Do you offer a demo before I commit?

Yes. Book a 30-minute demo with someone from our team and we'll walk you through the system using a sample firm. We can also give you a sandbox workspace with anonymised demo data to explore for a few days before starting your trial.

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