Changing MTD software: prepare a records handover before cancelling

By the Quidtrail team · Facts last checked 28 October 2026

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Before cancelling your old MTD software, check how you will keep access to previous records and complete the current year's reporting. HMRC allows you to change software at any time, but the handover differs depending on when you move.

Rules checked: 28 October 2026, UK. Confirm the current HMRC and provider process for your exact arrangement.

Identify what must move

HMRC: If your circumstances change distinguishes two situations:

During the tax year: if your software creates digital records, import or recreate the current year's records in the new software. If you use bridging software, connect the new bridge to your records and remove the old bridge's link.
After the tax year: keep previous years' digital records secure and accessible. HMRC says you do not have to import those previous years into the new software.

List each business or property source, the record locations and any advisers involved. Record which periods have already been submitted and which tasks remain open.

Ask both providers which data formats and history their migration process supports. A totals export may not preserve everything needed to understand the underlying records.

Keep retention and access clear

HMRC: creating digital records explains record keeping and preservation. Ask how the necessary records remain available after cancellation and keep appropriate exports before losing access.

Check whether attachments, correction history or archived periods need a separate download. Protect personal and customer information during any transfer.

Agree one submission route

HMRC: preparing MTD software covers authorisation and accounting-period setup. Confirm how those requirements apply to the change, and coordinate with your adviser so responsibility is clear.

Do not leave two people independently submitting from different systems. Keep the old and new record cut-off points documented and compare migrated totals before the next update.

Test the handover

Open the exported files and inspect a sample of records, not just the headline total. Ask how unsupported fields or incomplete history should be dealt with.

Resolve unexplained differences before treating the new system as ready. Keep written support advice and a record of the completed move.

Only cancel services once you understand the effect on records and access. A short overlap may have a cost, but a rushed cancellation can create an avoidable gap in the information needed to check and support your ongoing reporting.

This is general information, not financial or tax advice. Rules change, so check GOV.UK or speak to a qualified adviser.

Sources

Facts last checked: 18 October 2026.