Systemising your business, and making sure you’ve switched to WebFiling
Are your business’s day to day processes in need of an overhaul? Why systemising your business could save you time and reduce your stress levels. Plus, the deadline date for Companies House requiring all businesses to use GOV.UK One Login to access WebFiling is just around the corner – are you ready?
Why Systemising Your Business Could Be the Key to More Freedom
Many business owners we work with feel caught up in the day-to-day drudge. They’re handling customer queries, fixing problems, chasing invoices – and wondering how they’ll ever find the time to step back and think about where the business is heading.
The truth is, if your business relies heavily on you, it can feel impossible to take time out to work on strategy, growth plans, or even a long-term exit. That’s where systemising your business comes in.
What Do We Mean by “Systemising”?
Systemising simply means creating repeatable processes that don’t rely on your constant oversight. It’s about making sure the “how” of your business is written down, consistent, and easy for others to follow.
The benefits?
- More time for you – fewer fires to fight each day.
- Better customer experience – clients get the same high standards every time.
- A more valuable business – buyers pay more for a company that runs smoothly without the owner.
Here are a few areas where systemising can make a big difference:
- Onboarding new staff: Instead of spending hours explaining the same things, create a checklist or training video library. It saves time and ensures consistency.
- Sales process: Document the steps from first enquiry through to closing a sale. This helps staff handle leads in a consistent, professional way.
- Customer service: Use standard responses for common queries and a simple escalation process for problems. This reduces mistakes and keeps clients happy.
- Finance: Automate invoice reminders and set up clear procedures for credit control, so cash flow doesn’t depend on your memory.
- Marketing: Have a content calendar or email template bank so your marketing doesn’t stop when you’re busy.
Linking Systems to Your Exit Plan
If you’re thinking about selling your business in the next three to five years, systemisation is even more important. A potential buyer will ask: “Does this business depend on the owner?”, “Can it run without them?” or “Are there written processes that staff can follow?”
The more “yes” answers you can provide, the more attractive your business becomes. A buyer isn’t just buying your products or customer list – they’re buying a machine that runs smoothly without you.
First Steps to Get Started
Of course, to systemise your entire business all in one go would likely be overwhelming. So, why not pick just one repetitive task you’re always involved in and write down the process?
Other ideas you could think about include:
- Asking your team where the “bottlenecks” are – often they already know which areas could run more smoothly and could help you put together a system to overcome the problem.
- Consider using simple tools (e.g. Trello, Asana, or even shared spreadsheets) to keep processes clear and visible.
- Try to block out some time in your diary each month to work on the business, not just in it.
In short, systemising your business isn’t about bureaucracy – it’s about buying yourself time, reducing stress, and building a business that’s worth more when you eventually step away.
If you would like personalised advice on areas in your business that would benefit from systemising, or you are looking to maximise the value of your business, please feel free to get in touch. We would be happy to help you!
Companies House WebFiling to Switch to GOV.UK One Login
From 13 October 2025, Companies House will require all businesses to use GOV.UK One Login to access WebFiling. This change is part of a wider government move to introduce a single, more secure login system across all online services.
What’s Changing?
From 13 October 2025, you’ll need to connect your WebFiling account to GOV.UK One Login before you can continue filing.
If you share your WebFiling account with others, only one person will be able to connect each WebFiling account to their GOV.UK Login. Anyone who shares access will need to create their own GOV.UK One Login, using a different email address.
This is part of a wider move as the government intends for GOV.UK One Login to be increasingly used for accessing online services.
What You Can Do to Get Ready
To avoid last-minute issues, here are a few simple steps to take before October 2025:
- Check your email addresses – make sure the email you use for WebFiling is current and accessible. If you also use “Find and update company information,” use the same email address for both.
- If you don’t already have one, you could set up a GOV.UK One Login in advance, using the same email as your Companies House accounts. This will make connecting smoother.
- Check that you have the authentication code handy for each company you file for. You may need to enter it when you connect your WebFiling account to GOV.UK One Login.
- Review who has access – if your team shares a WebFiling login, each person will need their own account going forward. Start planning how to manage this.
- Think about identity verification – while not compulsory until November 2025, directors and People with Significant Control (PSCs) can verify their identity early using GOV.UK One Login.
If you try to sign into WebFiling after 13 October 2025, you’ll be redirected to connect your account with GOV.UK One Login.