The approval flow is an important checkpoint in the tax return process. It ensures your client reviews and confirms their tax return is complete and accurate before submission to HMRC.
After your client has submitted their tax data, the return moves through several stages:
Ready for review — Client data is submitted; you review it
Awaiting client approval — You've requested approval; client is reviewing and approving
Ready to submit — Client has approved; return is ready for HMRC submission
Submitted — Return has been submitted to HMRC
Note: Manual/post submissions skip stages 3 and 4, moving directly from stage 2 to stage 5 upon submission.
On the Agent Dashboard, locate the client in the "Ready for review" column.
Select the three dots (⋯) on the client card and select Impersonate. You're now in the client's account, where you prepare, manage and review their tax submission.
Go to Tax Submission → Select the tax year (e.g., 2024-25) → Tax return
You'll see the complete tax submission with all sections that have been prepared (Profile & Residency, Income from Employment, Income from Property, etc.). All data is populated from what has been entered in the account.
Please review the data included in the return before requesting your clients approval. to the bottom of the tax return page and select Request client approval.
A set email is automatically sent to the client's registered email address
The email contains a message and login link for the client to review the return
The client tile on your Agent Dashboard moves to the "Awaiting client approval" column
The client receives the email and logs into their account. They navigate to Tax Submission → Select tax year → Tax return.
On the tax return page, they'll see:
The complete tax return for review
At the bottom: a checkbox labelled "I declare this return to be complete and accurate"
Approve return button (greyed out until the checkbox is ticked)
Reject return button
The client must tick the checkbox before the approve button becomes active. Once ticked, they click Approve return.
If the client approves:
The client tile moves to the "Ready to submit" column
The return is locked (you cannot edit without cancelling approval and restarting)
You're notified that the client has approved
If the client rejects:
The return moves back to "Ready for review"
The client cannot provide a reason in the software; manage this communication outside ApariPro
If your client doesn't have an email address or prefers a paper-based approval process:
Review the tax return (navigate as above)
Download the return from the tax submission screen as a PDF
Send the PDF to the client via post with clear approval instructions
Client reviews the return, signs it, and sends it back to you
Once you receive their signed approval, submit the return to HMRC
Important: The client tile will remain in the "Ready for review" column because tiles cannot be manually moved within the system. Keep your own record that the client approved via post and note the submission date.
The approval button may be greyed out for two reasons:
Client Connect allows your clients to access their account. If it hasn't been set up for this client, the approval button will be disabled.
To resolve:
Navigate back to the Agent Dashboard
Click Manage Client Connect (link on the main dashboard)
Select the client and invite them to their account
Return to the tax submission and try again
For more information on Client Connect, see the Client Connect setup guide.
There's a mandatory field that's missing or incomplete. For example, the Business Description field in the self-employment section is empty.
The system will prompt with an error message indicating which field needs to be resolved.
To resolve:
Review the error message
Navigate to the relevant section of the tax return
Complete or correct the field
Save the changes
The "Request client approval" button will become enabled once all errors are resolved
If your client sends you additional information after you've requested approval (e.g., a P60 they forgot to mention, or an income adjustment):
Go back to the Agent Dashboard
Click impersonate on the client card
Navigate to the tax return
Update the relevant fields with the new information
Click Request client approval again
The client receives a new email with the updated return and can review and approve again
If you need to make a change to the return before the client reviews it:
Go back to the Agent Dashboard
Click impersonate on the client card
Navigate to the tax return
Click Cancel approval request
The client tile moves back to "Ready for review"
Make your changes to the tax return
Click Request client approval again
The client will receive a new approval request with the updated information.
If your client rejects the return, it moves back to the "Ready for review" stage. The client doesn't have the option to leave feedback in the software, so you'll need to contact them outside ApariPro to understand why they rejected it.
Once you've addressed their concerns and made any necessary updates, you can request approval again.
The approval checkbox is mandatory — The client must tick "I declare this return to be complete and accurate" before they can approve. This creates a compliance record.
The return is locked post-approval — Once approved, you cannot edit the return. If you need to make changes, you must cancel the approval request, make the update, and send for approval again.
Digital and manual options are available — Most clients will approve digitally via email and login. If a client can't access email or prefers paper-based approval, you can send them the return to download and return signed.
Manual submissions need manual tracking — If using the post/manual approval process, the client tile won't move automatically. Keep your own record of the approval date and when you submitted the return.
Timing matters — Request approval well before your HMRC deadline to allow time for any corrections or resubmissions if the client rejects.
Client Connect Setup
[Client-Facing Approval Guide] (for explaining the process to your clients)