Retiring from my business and how to access QF at year end

Support
1

Namaste

I am retiring from my business in December 2025 and will be sending my accountant my 2025/2026 accounts in April 2026 for him to process. My question is as follows

  1. will I have to keep subscribing to QF even though I will not be adding anything to my accounts from January 2026 to April 2026

  2. How do I have access to my previous accounts ( I do have hard copies of all but just wanted to know as we need to keep records for 6/7 yrs

  3. will I be able to give my accountant access

  4. How do I Leave QF

I have looked everywhere on the help section and can not find any information about this!

Om shanti

Helen

2

Hello Helen

>will I have to keep subscribing to QF even though I will not be adding anything to my accounts from January 2026 to April 2026

As you will not be adding postings to your account, the number of nominal postings in the rolling 12 month period will fall and drop below 1000 which is the threshold required for a subscription. At this point you would revert back to the free tier.

>How do I have access to my previous accounts ( I do have hard copies of all but just wanted to know as we need to keep records for 6/7 yrs

You can rely on your hard copies or take a backup of your data until the above happens then you can access your data at any time, the account will remain open unless you do not log in within a 2 year period (accounts are deleted in line with our none usage policy if no logins are detected in 2 years)

>will I be able to give my accountant access

You can add your accountant as a user or if they use Affinity, they can connect to your data.

>How do I Leave QF

If you have downloaded what you need and wish to close your account, you can delete your account from the account settings area once logged in. Please look for the “Clear all data in your account” option.

We’ve got some more detailed instructions here:#

https://support.quickfile.co.uk/t/how-do-i-clear-my-account/8898

3

Namaste
Thanks so much for this it’s very helpful
Om shanti
H

4

I haven’t looked for a while but there used to be a (quite subtle) way to see when this is going to happen - if you look at the detailed usage report that determines your “account size” and shows the number of nominal postings added each day, you should notice that at some point the date column changes slightly, either from italic to regular type or vice versa, I can’t remember which. This is the point where you hit the 1000 threshold, so once you’re not adding any new postings you should expect to drop into the free tier 12 months after that date.