HMRC responses and payments are recorded manually. ThirdSectorBee does not poll HMRC or infer an outcome from downloading a schedule.

Review a submitted claim

Open the claim from Gift Aid. Compare the saved donation total, tax reclaimable, submission date and HMRC reference with the response you received. Retain the response and any payment evidence in your organisation’s records.

A submitted claim offers Mark as under review, Record payment received, and Mark as rejected to users with Gift Aid administration permission. An Under review claim offers the payment and rejection actions.

When HMRC is reviewing the claim

Choose Mark as under review and confirm. This records the status only; continue handling HMRC correspondence outside the application. Returning an Under review claim to Submitted is supported by the API, but is not offered by the current page.

When payment is received

Check the actual amount received. The current Record payment received dialog collects only an optional HMRC reference and does not send an amount. The API requires paidAmount, so this action currently returns a validation error rather than completing the update.

Ask an authorised administrator or integration maintainer to record Paid and the received amount through the Taxes API, which uses minor currency units (pence for GBP). Verify the refreshed claim shows the recorded payment.

When a claim is rejected

Keep HMRC’s reason and investigate the affected donations and declarations. Although Mark as rejected displays a reason field, the current page does not send its contents. The API requires rejectionReason, so this action currently returns a validation error.

Ask an authorised administrator or integration maintainer to record Rejected with the reason through the API. The current status workflow does not reopen Paid or Rejected claims. Do not repeatedly submit the same batch while investigating an error.

See Claim statuses and Submit a claim.