If you run a UK limited company, you'll spend a fair amount of time dealing with Companies House. The good news is that most of your statutory filings - from your confirmation statement to director changes - can be handled entirely online through Companies House WebFiling. The not-so-good news is that the sign-in process is changing in 2025, and there are new identity verification rules on the horizon.
This guide walks you through everything you need to know: how to register, how the authentication code works, what the GOV.UK One Login switch means for you, and how to actually file your documents without running into problems.
Key Takeaways
Companies House WebFiling is the official online service on gov.uk for filing company information - including your confirmation statement, annual accounts, director changes and registered office updates - electronically and securely.
From 13 October 2025, you must use a GOV.UK One Login to access your Companies House WebFiling account, except when filing charges or mortgage documents.
You need both a WebFiling account and your company's 6-character authentication code to manage company details and submit filings online.
Filing online is cheaper and faster than paper - for example, an online confirmation statement costs £50 versus £110 on paper, and Companies House processes online filings within 24 hours on average compared with a week or more by post.
Identity verification for directors and people with significant control becomes a legal requirement from 18 November 2025, so preparing early avoids last-minute delays.
What Is Companies House WebFiling?
Companies House WebFiling is the secure online system on gov.uk that lets UK registered companies submit statutory documents to Companies House electronically. It replaces the old process of printing, signing and posting paper forms - and it does so with built-in validation checks, email acknowledgements and significantly faster processing times.
The service covers filings such as the confirmation statement, annual accounts, changes to directors and secretaries, changes to your registered office address, share capital updates, and other company information. Companies House WebFiling allows updating registered company details, and you can update directorship and shareholder information online through the same portal.
WebFiling is available 24/7 for document submissions, which means you can file at midnight on a Sunday if that's when you get around to it. It's worth noting that this is a different service from "Find and update company information," which is the public-facing search tool for viewing the register. WebFiling is where you actively file; the other is where anyone can look up what's been filed.
Most private companies limited by shares and LLPs can use the service. However, companies with over 1,000 shareholders cannot use WebFiling and will need to use commercial software or paper filings instead. The same applies to companies with certain complex share structures, such as those with more than 30 transfers per class in one session or multiple share classes in different currencies.
How To Register For A Companies House WebFiling Account
A Companies House WebFiling account is separate from company formation itself. Even if your company has been on the register for years, every individual who wants to file - whether a director, company secretary or accountant - needs their own login.
Here's how to register:
Visit the Companies House WebFiling page on gov.uk
Click "Register" and enter your email address
Set a password and confirm your email via the verification link sent to your inbox
Enter your company number and company details to request or confirm an authentication code
Registering requires applying for a security code via email to verify your identity as a user. This is distinct from the company-level authentication code, which is a 6-character alphanumeric code linked to a specific company. You need a company number and authentication code to register your company within the system.
If the system says "an authentication code already exists," don't panic. This usually means it has already been posted to the registered office. You should continue with registration and then retrieve the code from that address. The authentication code letter normally arrives within about five working days, so factor this into your filing deadlines.
Do You Need To Register Separately After Company Formation?
New companies are automatically added to the Companies House system on incorporation, but individuals are not automatically given WebFiling accounts. You must create a Companies House WebFiling account separately.
Even if you've been the sole director for a decade, a new co-director or your accountant will each need to create their own account. The same WebFiling account can manage multiple companies, provided the user holds the authentication code for each company.
Agents and accountants should avoid sharing login details. Instead, use separate WebFiling accounts for audit and security purposes - a practice that becomes even more important under the upcoming One Login changes.
Understanding The Authentication Code
The authentication code is a unique 6-character alphanumeric code that proves you are authorised to file on behalf of a specific company. Think of it as the company's signature for online filings.
An authentication code is sent to your registered office address by post - Companies House does this for security reasons, and there is no option for email or digital delivery. It should be stored securely by the company's officers.
If the code is lost, you can request a replacement online, but it will again be sent by post to the registered office. This can take up to 10 working days. Without a valid authentication code, you cannot submit most online filings. Companies need an authentication code to file online, so losing it close to a deadline can mean late filing penalties with no extension granted.
How GOV.UK One Login Changes WebFiling (2025 Timeline)
GOV.UK One Login is replacing older sign-in methods - including government gateway credentials and the previous WebFiling login - across gov.uk services, and Companies House is part of that transition.
From 13 October 2025, you need a GOV.UK One Login to access WebFiling. Accessing online filing services requires a GOV.UK One Login with two-factor authentication, which provides enhanced security compared with the old system. The specific exception is filing certain charge or mortgage documents, which follow a different process.
Your existing Companies House WebFiling account must be connected to a GOV.UK One Login. After that connection is made, you sign in using your One Login email and password. The change does not remove the need for each company's authentication code - you still enter the 6-character code to link each company to your account.
Using one login for multiple government services improves both security and convenience, so you're not juggling separate credentials for every gov.uk service.
Step-By-Step: Connecting Your WebFiling Account To GOV.UK One Login
Here's what the process looks like from 13 October 2025 onward:
Navigate to the normal WebFiling sign-in page - you'll be redirected to GOV.UK One Login
If you don't have a One Login, you'll be prompted to create one (email, password, two factor authentication setup)
After signing in with One Login, enter your existing Companies House WebFiling email address to connect the old account to gov.uk one login
You may then be asked to enter each company's authentication code to confirm you are authorised to file for those companies
Once connected, your account to gov.uk one login is linked and you'll use One Login going forward
Only one person can connect a particular WebFiling account to their One Login. If you previously shared a login with colleagues, those colleagues will need to create their own WebFiling and One Login accounts. Shared logins are no longer viable.
No additional identity verification (like passports or driving licences) is required solely to connect WebFiling to One Login at this stage - that comes later.
Important Exception: Filing Charges (Mortgages)
If you only need to file charge or mortgage documents using a lender authentication code, you should not connect that account to GOV.UK One Login. Connecting a charge-filing account to One Login may actually prevent you from filing those charge documents.
Lenders and their agents should follow the dedicated Companies House link for filing charges, using the lender authentication code rather than a GOV.UK One Login. This is a narrow but important exception to keep in mind.
Identity Verification Requirements From 18 November 2025
From 18 November 2025, identity verification becomes a legal requirement for all company directors and people with significant control. This applies to both new appointees and existing officers, with a 12-month transition period - meaning existing directors and PSCs must verify before their next confirmation statement deadline, and no later than mid-November 2026.
This change is driven by the Economic Crime and Corporate Transparency Act 2023 (ECCTA), which gives Companies House expanded powers to query or reject filings and improve the accuracy of the register.
Individuals can verify their identity online using the GOV.UK "Verify your identity for Companies House" service with acceptable photo ID - a passport, UK driving licence, or biometric residence permit. Alternatively, verification can be done through an Authorised Corporate Service Provider (ACSP) such as an accountant or solicitor. Once verified, individuals receive a personal code distinct from the company authentication code.
An estimated 6 to 7 million individuals will need to complete this process. Early verification is strongly recommended - the online process takes under two and a half minutes on average, but waiting until millions of people are doing it simultaneously risks delays.
Check the Companies House guidance regularly, as the details of verification processes may evolve.
Using Your Companies House WebFiling Account
Once registered and logged in (via One Login from October 2025 onward), you can manage multiple companies from a single dashboard. Submit updated details electronically through your WebFiling account, and Companies House reviews changes after submission for approval.
The main categories of tasks available include:
Filing a confirmation statement
Submitting annual accounts
Updating company details (directors, registered office, shareholders)
Event-driven forms (share allotment, accounting reference date changes, company name changes)
The system auto-saves as you work, and you can print or download copies of your submissions. Users receive immediate digital acknowledgement for online filings, followed by email confirmations after successful processing. Automated email reminders for filing deadlines can be set up for online filings, helping you stay on top of annual obligations.
One practical tip: avoid using browser back/forward buttons or double-clicking the submit button, as this can log you out or cause duplicate submissions. If you get stuck mid-filing, the Companies House telephone helpline (0303 123 4500) and online guidance are your primary support channels.
Filing Your Confirmation Statement Online
A confirmation statement is required annually for companies - at least once every 12 months - confirming that key company information on the public register is accurate. This is one set of filings where WebFiling really shines.
The core data covered includes:
Detail | What's Confirmed |
|---|---|
Registered office address | Current address is correct |
Directors and secretaries | Names, addresses, dates of birth |
People with significant control | PSC details are up to date |
Share capital | Classes, amounts, shareholders |
SIC codes | Nature of business activities |
In WebFiling, you select the company, choose the confirmation statement form, check the pre-populated details and make any updates before submitting. Changes to company details are reflected in the official register post-approval.
Filing the confirmation statement online costs £50, compared with £110 on paper. Companies House processes online filings within 24 hours, which helps avoid late filing penalties. WebFiling is best for filing confirmation statements and changes to directors - these are the most common use cases for the service.
Diarise your review period and use the WebFiling email reminders so you don't miss the annual confirmation deadline.
Submitting Annual Accounts Through WebFiling
Companies must file annual accounts with Companies House. A private company limited by shares, along with many small and micro-entities, can file most types of annual accounts using WebFiling or compatible software.
For some types of full audited accounts, or certain specialist entities (some charities, groups with complex share structures), software filing is required instead. WebFiling supports certain forms and account types but not all.
The basic process:
Choose the relevant accounts type for your company
Enter figures from your prepared accounts (balance sheet, profit and loss if required)
Upload supporting documents where applicable
Check everything and submit
Most private companies have nine months after their financial year end to file. Penalties increase the longer accounts are overdue. Prepare and file well before the deadline so that any rejection due to errors can be corrected and resubmitted without penalty.
Updating Company Details And Event-Driven Forms
Beyond annual filings, you can make a range of updates through Companies House WebFiling:
Appoint or terminate directors and secretaries
Change your registered office address
Change your accounting reference date
Record a share allotment
Apply for a company name change
These are event-driven filings - they must be submitted whenever a relevant change happens, not just at year-end. Select the relevant company, choose the appropriate online form, complete the required fields, and submit.
Once accepted, changes are usually visible on "Find and update company information" within hours, so stakeholders, banks and credit agencies see up-to-date records quickly. Always check the public register after filing to confirm that new details display correctly.
Benefits Of Filing Online With Companies House
Online WebFiling is now the default for most companies, and for good reason. Here's what makes it the better option:
Factor | Online (WebFiling) | Paper |
|---|---|---|
Confirmation statement fee | £50 | £110 |
Typical processing time | Within 24 hours | A week or more |
Validation checks | Built-in, automatic | Manual review only |
Acknowledgement | Immediate digital confirmation | None until processed |
Availability | 24/7, any day | Post office hours |
Filing online costs less than paper submissions, saving money over time - particularly if you manage multiple companies. WebFiling has built-in checks to minimize errors and rejections, catching problems like missing mandatory fields or invalid dates before you submit. Online submissions are processed faster than postal documents, and WebFiling reduces paperwork and promotes environmental sustainability.
Avoiding Rejections And Late Filing Penalties
Double-check key details - company number, names, dates and figures - before submitting. Errors can cause rejections, and if a filing is rejected close to a deadline, you may not be given any extra time.
A few tips to keep things clean:
Keep a simple internal checklist for each filing type (accounts, confirmation statement, director changes)
Submit at least a week before any deadline to leave room for corrections
If a filing is rejected, correct and resubmit quickly - no need to print and post new forms
Enter data carefully the first time; the system will flag some errors but won't catch everything
Other Ways To File With Companies House
While WebFiling covers many common forms, some documents must be filed using other ways. Options include:
Commercial software filing - often used by larger companies, groups and professional agents for bulk or complex submissions such as full audited accounts
Upload a document service - available on gov.uk, this allows certain PDFs (such as some paper-style forms and resolutions) to be uploaded rather than posted
Paper filing - still required for certain scenarios, such as companies with very large shareholder bases, foreign currency share capital, or more than 255 share listing changes in a single session
If you're unable to complete a filing via WebFiling, check the current Companies House guidance for the exact list of forms and accounts types that can be filed via WebFiling, upload service or software. Your accountant can also advise on the best option for your specific situation.
FAQ
Can I manage more than one company from a single Companies House WebFiling account?
Yes. One WebFiling account (connected to a GOV.UK One Login after October 2025) can be used to file for multiple companies, as long as you hold the 6-character authentication code for each company. Label each company clearly within your own records to avoid mixing up filings, particularly when managing many customers or group companies.
What happens if I lose my company’s authentication code?
You can request a new authentication code online via WebFiling, but for security it will be sent by post to the registered office address - not by email or phone. Waiting for a replacement can take up to 10 working days, so if deadlines are approaching for annual accounts or a confirmation statement, request a new code as early as possible to resolve the issue before penalties apply.
Can multiple directors share the same WebFiling or GOV.UK One Login account?
Each person should have their own separate GOV.UK One Login and Companies House WebFiling account. Sharing a password is discouraged and may breach security policies. The same company authentication code can be used across multiple users' WebFiling accounts, so different authorised people can file for the same company without sharing logins.
Is identity verification the same as getting an authentication code?
No. The authentication code is a company-level security code used to prove you can file on behalf of that company. Identity verification is a personal check on an individual director or PSC, resulting in a separate personal code. Identity verification becomes a legal requirement from 18 November 2025, but companies will still also need authentication codes for each entity they manage. The two serve completely different purposes.
Do I still need WebFiling if my accountant uses commercial filing software?
Many accountants use software filing for accounts and some forms, but directors may still benefit from having a WebFiling account. It lets you view the current position of your company on the register, file simple updates, or handle filings if you choose to change agent. Agree clearly with your accountant who is responsible for each filing type and date to avoid duplication or missed submissions.
