Information requests for personal tax

Monthly subscription payments must be automated. 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.

Add your firm’s name and logo to the branding section; they will appear in system-generated email notifications.

A workspace is a permission-controlled area where you can send information requests, manage the client's responses, and organise ongoing correspondence.

The most common configuration is to create a workspace for each client, giving access to any other team members who support that client or require visibility.

Each workspace must have a unique name. We recommend including a unique reference, such as the client ID assigned by your practice management system, the client's surname, the client's first name, and the tag Personal Tax, which will help with grouping and reporting.

It should look similar to this: ID1234 - Smith, Ann - Personal Tax

When you create your workspaces, several features can be enabled.

Initially, we recommend enabling only the ‘Requests’ feature (other features can be added later if required).

If you need to create workspaces in bulk rather than individually, don't hesitate to contact us.

As part of the personal tax bulk distribution process, we use a pre-populated personal tax information request designed to support and simplify the process for you. Everything is already set up with best-practice messaging, a due date, a reminder schedule, and automated reminder notifications, so you can send confidently with minimal effort and a smooth, streamlined experience from start to finish.

Initial Notification Email

Your clients will first receive an email prompting them to save their personal link. This helps ensure they can easily access it again later when uploading their personal tax information, without needing to rely on the original or reminder emails.

Due Date & Reminder Schedule

The due date is set to 30th November 2026, and you can find the reminder schedule and notification messages below:

Navigate to a workspace, create a request using the template you created, and send a request to a colleague. This will allow you to view a request from a client's perspective.

Click the New request button, and select Personal Tax request from the dropdown.

Click Next to continue.

Add an aide-memoire here to test out the AI gap analysis feature, just click Attach files. Then click Next.

Enter a team member’s email address to whom you’ll send the test request. Ideally, this should be someone who doesn’t yet have access to Glasscubes, so you can experience the full client journey from their perspective.

Then click Next.

The due by date and the reminder schedule, including the reminder notifications, have already been pre-populated for you. All you need to do is click Send!

This is an example of the email notification that the client will receive. It instructs them to save their personal link so it's easily accessible at a later date, where they're not reliant on the email itself.

When the recipient clicks the green button, they’ll be taken to the upload panel along with your instructions. They’ll also see a prompt to save the link; you can simply click “I’ve done this” to confirm.

That’s it! From there, you can test communication within the platform by sending a message and reviewing how responses come through in Glasscubes. You’ll receive both email and in-app notifications.

Recommendation: It's best not to add any additional users until your account is fully set up and ready to start sending requests.

Users are invited to the platform by navigating to Account settings > User management.

Add their email address, select the workspaces you want to grant them access to, and assign the appropriate permissions. This will typically be a Contributor. Here are some more detailed instructions.

Top Tip: As Glasscubes is a client-facing communication tool, we highly recommend that all team members upload their profile pictures. This makes the platform feel more personal and welcoming to your clients.

It is important that you introduce Glasscubes to your clients no more than seven days before you plan to send out your information requests.

This is a valuable opportunity to explain that you have implemented a new secure transfer facility that provides a direct communication channel to their trusted advisor.

This is our recommended email communication:

Subject: Important update: Tax Return - Year Ended 5 April 2026

Dear Sir/Madam

We have introduced a new secure transfer facility for sending us your personal tax information. Please do not send us your information by email. Instead, use this secure facility for all communication relating to your tax return.

You will receive an email from this facility on [Date]. If you do not receive it, please check your junk email folder and mark it as ‘not junk’. It will give you access to your tax return information checklist. The checklist contains figures from the previous tax year, if applicable, and will help you collate the information we require.

The tax return submission deadline is 31 January 2027. HM Revenue & Customs (HMRC) will impose automatic non-refundable penalties for late filing, regardless of whether there is any liability. We therefore kindly request that you provide us with the relevant information as soon as possible and no later than 30th November 2026.

We look forward to hearing from you as soon as possible.

Yours faithfully,

Information requests can be sent in bulk, up to 300 at a time, and may be increased upon request.

If you need to send personalised requests in bulk, e.g., those containing a client-specific aide-memoire, please contact your Glasscubes Customer Success Manager.

We highly recommend engaging with your Glasscubes Customer Success Manager before sending any client requests.