FREQUENTLY ASKED QUESTIONS

How do I sign up?
If you would like to sign up to TaxTrex you can call us on 0203 289 9962 or use our contact form.
How do I log on to TaxTrex?
Head over to our the TaxTrex login page and enter your email address and password. If you don’t have your password then click the ‘Don’t know your password?’ link at the bottom of the page and you will be prompted to set a new one. If you’re new to TaxTrex or TaxTrex doesn’t recognise your email address simply call or email us at 0203 289 9962 or admin@swansonreed.co.uk and we’ll get you set up.
What happens if I lose or forget my password?
Head to the TaxTrex login page and click the ‘Don’t know your password?’ link at the bottom of the page. You will then be prompted to set a new one.
I've just logged in but not sure where to start. What now?
We have a page full of training and demo videos. Simply click on this link and you’ll find a huge amount of resources to get you started.
How do I add a new project?
New projects can be added at any time by selecting the ‘Add a new project’ button in the top right of the screen under the timeline. New projects will be added to your dashboard table and the system will use the project start date to determine which surveys you are required to complete.

Click here to watch a video tutorial.

How do I invite a staff member to access TaxTrex?
Staff members can be invited to TaxTrex at any time by selecting the ‘Manage R&D Staff’ button in the top right of the screen under the timeline. Then select the ‘Add new R&D staff member’ button and you will be prompted to add the staff member’s details. An email will then be automatically sent to that staff member with login instructions. This staff member can then be assigned to any project in your list and they will be notified when a survey is due.
I’ve started a survey but don’t have time to finish it. What should I do?
Each TaxTrex survey has a ‘Save & Exit’ button at the bottom right of the page. If you need to stop the survey and complete it at a more convenient time then use the ‘Save & Exit’ button to save your data and exit the survey. When you are ready to complete the survey simply click on the orange ‘Finish’ button located on your dashboard and you will be taken to the page you were last working on. All the data you previously entered will be saved.
How do I upload documentation to TaxTrex?
To store your project’s documentation in TaxTrex go to your dashboard and click on the project name. This will take you to the ‘Activities & Substantiation’ table. This is where you can upload all documents relevant to your project. If you have already completed the survey and listed your documents, simply use the upload button to save them in the correct place. If you have not yet completed a survey but still want to upload your document, simply use the plus button at the bottom right of the table and follow the prompts to upload as many documents as you wish.
How do I record the time our staff spend working on R&D projects?

On your dashboard you will see a blue button called ‘Record staff time’ above the search function on the right. Here you will find three tables which break your financial year broken into thirds. TaxTrex time tracking system allows you to easily and accurately track the amount of time your staff spend working on R&D projects. By recording this information at regular intervals throughout the year, R&D staff costs are captured, recorded and timestamped. This unique feature helps you to accurately substantiate your costs and maximise your R&D claim.

To record staff time simply enter the percentage of time your staff members worked on each R&D project for the time frame specified. For example, in the months of January to April, if Nora Jones spent 50% of her time working on Project A and 10% of her time working on Project B, then you would enter this data in the relevant fields. Use the ‘Add staff’ button to add new staff to the tables. At the end of the financial year you will be able to download a full year report which provides the average amount of time each staff member spent on R&D during the respective financial year.

Click here to watch a video tutorial.

What happens if my project has a red or orange risk profile?
TaxTrex synthesizes the information collected from the surveys and generates a risk profile for each project. Areas of risk that are identified through this algorithm include issues with eligibility, lack of substantiating documents or overdue surveys. If you notice that a project has a red or organise risk profile, it means there is an issue that needs to be addressed. It could simply be that you have a survey due or overdue.

Try completing any outstanding surveys to see if the colour changes to green. If you have completed all outstanding surveys and you still have a red risk profile then the algorithm has detected another issue. It could be a problem with eligibility, lack of substantiating documents or issues relating to feedstock. In this instance, contact Swanson Reed via phone or email on 0203 289 9962 or admin@swansonreed.co.uk and a consultant will work with you to identify and rectify the issue.

Click here to watch a video tutorial.

 

What happens if I don’t complete my surveys within the specified time?

The timeline at the top of the dashboard will show you when each of the surveys are due. If your surveys are not completed within the two month period provided then the risk profile for your project/s will change to red. This means we have not had a recent update from you about your survey which increases the risk that your project does not have adequate substantiation. To reduce your risk simply complete all outstanding surveys as soon as possible.

How do I archive a project that has been completed?
Once an R&D project has been completed it can be archived so it is removed from the dashboard and surveys are no longer required. By clicking the ‘Archive’ box in the far right of table, the project is sent to the archived list. These projects remain in the system and can be accessed in the future if required for an audit.
Will data from archived projects still be available?
All archived projects will remain in our system available for you to access at any time. When looking at the dashboard you will see an ‘Active/Archive button under the search box. By clicking on the word ‘Archive’ you can access all archived projects and project data.
How to I view survey reports?
Your survey answers are automatically timestamped saved within the TaxTrex software. To access these report click on the project name and then select ‘Survey Reports’ from the menu options on the left. Here you will find PDF copies of all survey reports completed.

Click here to watch a video tutorial.

What security protocols do you have in place to protect all uploaded data?
TaxTrex implements four security layers to ensure the confidentiality and safety of your data. Our security measures enable you to document your research progress and securely upload files, which only you can access. This information is encrypted and therefore unreadable to everyone except for authorised individuals.

1) Data Encryption Data encryption transforms electronic information into scrambled, unreadable formats which cannot be accessed except by their creators or intended recipients. This means that TaxTrex protects your private data as it is transmitted electronically, processed and stored.

2) URL Encryption URL encryption prevents unexpected behaviour and protects your data from being tampered. With this element, TaxTrex ensures your data is inaccessible to unauthorized individuals despite any attempts or forceful browsing.

3) SSL Certification Secure Sockets Layer (SSL) establishes an encrypted link between our servers and your browser, guaranteeing the privacy of the data transferred. This means you don’t have to worry about hackers and corporate spies viewing your sensitive data.

4) SQL Injection Prevention SQL injection is a common vulnerability in web applications, allowing unauthorised individuals to access confidential information through database queries. TaxTrex prevents this risk using the first three procedures as well as an innovative mechanism which prevents malicious users from injecting SQL commands.