You should allow an hour to complete the steps in this guide. It will walk you through the recommended way to configure Glasscubes to request and gather your client’s quarterly VAT information more efficiently.
Schedule information requests to recur automatically
It will save time by chasing outstanding items for you.
Responses and any follow-on discussions will be contained and organised, making them quick to find.
Real-time reporting monitors the progress of your client's requests in a transparent environment.
Administrators only
The following steps must be completed by a platform Administrator. You can have more than one Administrator, but we recommend they are kept to a minimum.
An administrator can change the platform’s configuration settings, add and remove users, and have full access to the account contents.
To access the account settings click on your initials in the top right corner of the screen and select ‘Account settings’ from the drop-down menu.
Now click on and follow the steps below:
1. Add a payment method
1. Add a payment method
Payment for monthly subscriptions must be automated. You can either add a payment card to the billing section of your account or contact us, and we will set up a Direct Debit for you.
2. Brand your account
2. Brand your account
Add your firm’s name and logo to the branding section, which will appear in the email notifications that are sent by the system.
3. Create your workspace structure
3. Create your workspace structure
A workspace is a permission-controlled area where you can send requests for information, manage the client's responses, and organise any ongoing correspondence.
You can create unlimited workspaces in Glasscubes. We recommend setting up a separate workspace for each request period to manage VAT requests. For example, you could name your workspaces:
VAT Quarter – Jan | Apr | Jul | Oct
VAT Quarter – Feb | May | Aug | Nov
VAT Quarter – Mar | Jun | Sep | Dec
This structure keeps your requests organised, makes it easy to track client activity by period, and ensures your team has clear visibility throughout the year.
When you create your workspaces there are several features that can be enabled.
When creating a workspace to request recurring information, we recommend enabling only the ‘Requests’ feature to start with. (Other features can always be added later, if needed.) This keeps things simple and focused for your team.
4. Set up your information request template
4. Set up your information request template
Start by creating an account-level information request template to use the recurring request feature for your VAT information requests. This ensures your team works from a unified template with a pre-set reminder schedule for consistency and efficiency.
To create a template, navigate to ‘Account settings > Advanced options’ and click the ‘Manage templates’ button. When the pop-up appears, click the blue ‘Create’ button.
Now simply enter, or copy and paste, a list of the information you require into the text box. Each line will become a single item added to the request.
Then click 'Next' to continue.
If you want to add supporting guidance, commentary, or files to any item in the request, click the pencil icon to edit the item (this step is optional).
To continue, click ‘Next’.
Start by giving your template a name. Then, add a subject line and message for the email notification that will be sent to your client.
If you're using the bulk import feature, you can include variables to personalise each client's request. Available variables include:
$recipient_id$ – Your unique Client ID
$recipient_name$ – Client's first name or preferred name
$sender_name$ – Name of the team member sending the request
$company$ – Your company name
Important: Please make sure all variables are enclosed with $ symbols (e.g., $recipient_name$) so they can be correctly pulled from your data spreadsheet.
When you're ready, click Next to continue.
As you will most likely require the information as soon as possible, you can leave the 'Response due by' blank, and we would recommend adding an advanced reminder schedule. Click 'Advanced reminder options' and add your desired schedule.
Create your own schedule of automated reminders. We recommend the frequency above to deliver the best results.
You also have the option to add a customised message to any of your reminders. This is a great way to notify clients that if they don’t return their information by a certain date, you may be unable to guarantee their return will be completed before the HMRC deadline.
Finally, click ‘Save’ to complete your template.
5. Sending a recurring information request test
5. Sending a recurring information request test
To create and schedule a recurring request, navigate to a workspace, use your saved template to create the request, and send a request to a colleague to preview how it will appear to your client.
Click the dropdown arrow next to the New request button, and select Recurring request.
This screen will be displayed and will allow you to set up the recurrence for your request.
Start by entering a name for the recurring request.
From the "Select Sent From?" dropdown, select the user you wish to send the recurring request from (only users with access to this workspace can be selected).
Then, from the "Select Template" dropdown, select your information request template.
Next, enter the email address of a colleague to whom you'd like to send the test request. Then click Edit schedule.
Here, select your When recurrence; for VAT requests, select Monthly. So the request automatically recurs every 3 months, adjust the On recurrence setting. For example, to send on the first day of every third month, complete as pictured above.
For testing purposes, it’s best to select today or tomorrow’s date to see the results quickly.
Next, set your Range of recurrence by selecting the start date and specifying how many recurrences you need.
Finally, click Update to save.
You will now have a sample of the recurring schedule for you to review.
Click Save, and your request is scheduled, and will be sent on the date you selected.
Please note, you won’t have full visibility of the complete request until it has been created and sent; it will currently sit in a scheduled status.
6. Adding team members
6. Adding team members
Users are invited to the platform by navigating to 'Account settings > User management'.
Add their email address, select the workspaces you want to give them access to, and the permission you want to allocate them. This will typically be a Contributor. Here are some more detailed instructions.
NOTE: As Glasscubes is a client facing communication tool, we highly recommend all team members upload their profile picture, which makes the platform feel more personal and welcoming to your clients.
7. Client communication
7. Client communication
We recommend introducing Glasscubes to your client before sending them their first quarterly VAT information request.
It is a good opportunity to explain that you have implemented a new transfer facility, which provides them with a secure communication channel directly to their trusted advisor. Please find our recommended template below:
Subject: Action Required: Secure Submission of Quarterly VAT Information
Dear [Client's Name],
To ensure the secure transfer of your quarterly VAT information, we have introduced a new encrypted facility for document submission. Please do not send any sensitive information via email; instead, use this secure platform for all communication related to your VAT return.
You will receive an email from this facility on [Date] with access to a list of required documents. If you do not receive it, please check your junk/spam folder and mark it as not junk.
If you have any questions or need assistance, please do not hesitate to get in touch.
Yours faithfully,
8. Sending information requests to clients
8. Sending information requests to clients
We highly recommend engaging with your Glasscubes Customer Success Manager prior to sending your first requests to clients.
If you need any assistance with your onboarding, please contact us.