Kinvoy is here to help you manage the practical responsibilities that follow the loss of someone you love — gently, clearly, and at your own pace.
There is no rush. You do not need to do everything at once.
This guide walks you through every feature of Kinvoy, from creating your first estate to closing the administration. Read it in order, or jump to the section you need right now.
Creating your account and setting up your first estate
Understanding the overview and navigating the portal
The three phases: Immediate, Administration, Distribution
Uploading, organising, and sharing important documents
Estimating inheritance tax with the built-in calculator
Inviting family members, solicitors, and advisers
Logging expenses, payments, and financial records
Probate, IHT returns, and trusts — step-by-step
Expert guidance to help you stay organised
Answers to the questions we hear most often
Creating your account, choosing a subscription, and setting up your first estate.
Visit kinvoy.co.uk and click Start Free Trial. You will be guided through a short sign-up process using your email address. No payment details are required during the 7-day trial period.
Click "Start Free Trial" on the homepage. Enter your name and email address to create your account.
Check your inbox for a welcome email from Kinvoy. Click the link inside to confirm your address and activate your account.
Select the plan that suits your situation. The 7-day free trial gives you full access to all features — no commitment required.
Enter the name of the person who has passed away. This creates your estate workspace where all records will be kept.
You can create more than one estate if you are administering multiple estates simultaneously. Each estate is kept entirely separate with its own documents, tasks, and records.
Kinvoy offers three plans to suit different situations. All plans include the full feature set — the difference is the level of support and the number of collaborators you can invite.
Your 7-day trial includes all Professional features. No credit card is required to start. You will be reminded before the trial ends.
Understanding the overview panel and navigating between sections of the portal.
When you log in, you will arrive at your Estate Dashboard — a single overview of everything related to the estate. It is designed to give you a clear picture of where things stand without overwhelming you with detail.
The top of the dashboard shows the estate name, the date of death, and a progress indicator showing how many responsibilities have been completed across all three phases.
A prioritised list of the next actions that need your attention, sorted by urgency. Time-sensitive items — such as registering the death or notifying HMRC — appear at the top.
A log of recent changes made to the estate — useful when multiple collaborators are involved, so everyone can see what has been done and by whom.
Shortcut buttons to the most-used sections: Responsibilities, Document Vault, IHT Calculator, and Estate Accounting.
The left-hand sidebar gives you access to every section of the portal at any time. Click the Kinvoy logo to return to the dashboard from anywhere.
You can switch between multiple estates using the estate selector at the top of the sidebar. Each estate is completely separate — documents, tasks, and records do not cross over.
Kinvoy saves your work automatically as you go. You do not need to click a save button. If you close your browser mid-task, everything will be exactly as you left it when you return.
The three phases of estate administration and how to manage each task.
Each responsibility in Kinvoy is presented as a task card with a plain-English description, a suggested timeframe, and links to any relevant guidance or documents. Tasks move through four statuses:
To update a task, click on it to open the detail panel. You can add notes, attach documents, set a reminder date, and mark it complete. Every change is logged with a timestamp.
Some responsibilities have legal deadlines — for example, the IHT return must be submitted within 12 months of the date of death, and probate must be applied for before assets can be distributed. Kinvoy flags these tasks in amber so they are easy to spot.
Securely storing, organising, and sharing the documents you need throughout administration.
The Document Vault is your secure, central store for every important document related to the estate. All files are encrypted at rest and in transit. You can upload, organise, search, and share documents with collaborators directly from within Kinvoy.
Click "Documents" in the left-hand navigation menu, or use the quick-access button on your dashboard.
Drag and drop files into the upload area, or click to browse your device. Supported formats: PDF, JPG, PNG, DOCX, XLSX.
Select the document type from the list. This helps keep everything organised and makes documents easy to find later.
A short note about the document — for example, "Bank statement Jan–Mar 2024" — makes searching much easier later.
To share a document with a collaborator, open it and click "Share". You can choose which collaborators can view it. Documents are never shared outside your estate without your explicit permission.
You will typically need 10–15 certified copies of the death certificate. Kinvoy's task guidance tells you exactly how many to order and where to send them.
Estimating the estate's inheritance tax liability using the built-in calculator.
The IHT Calculator helps you estimate whether the estate is likely to be subject to inheritance tax, and if so, roughly how much. It takes into account the main allowances available under current UK law.
The standard £325,000 threshold below which no IHT is payable. Unused NRB from a deceased spouse can be transferred.
An additional £175,000 allowance when a family home passes to direct descendants. Subject to tapering for larger estates.
Assets passing to a surviving spouse or civil partner are generally exempt from IHT, regardless of value.
Gifts made within 7 years of death may be included in the estate value. The calculator helps you account for these.
Navigate to IHT Calculator in the sidebar. Work through each section in order — the calculator will guide you through entering asset values, liabilities, and available allowances. The estimated liability updates in real time as you enter figures.
The Kinvoy IHT Calculator provides an estimate only. For estates that are likely to be subject to IHT, you should seek advice from a qualified solicitor or tax adviser before submitting the IHT400 return to HMRC. Kinvoy's guidance includes a checklist of when professional advice is strongly recommended.
Once complete, you can save your calculation and export it as a PDF to share with your solicitor or accountant. The calculation is also linked to the relevant tasks in your Responsibilities section.
Inviting family members, solicitors, and professional advisers to work with you.
Collaborators are people you invite to access the estate in Kinvoy. Each collaborator has a defined role that controls what they can see and do. You remain in full control at all times.
You can change a collaborator's role or remove their access at any time from the Collaborators section. Changes take effect immediately.
When inviting a solicitor, use the Professional role and select only the sections they need. This keeps sensitive financial information private.
Click "Collaborators" in the left-hand navigation menu.
Enter the person's email address and select their role from the dropdown.
Kinvoy sends them a secure invitation email. They will need to create a free Kinvoy account (or log in if they already have one) to accept.
Once accepted, they appear in your Collaborators list. You will see their activity in the Recent Activity log on your dashboard.
Logging expenses, payments, and financial records throughout the administration.
The Estate Accounting section is your financial record for the administration. It helps you track every penny that comes in and goes out — from funeral costs to legal fees to distributions to beneficiaries. These records form the basis of the formal estate accounts you will need to produce at the end of the administration.
Debts owed to the estate — outstanding invoices, refunds, or money owed by third parties. Log these as they are identified.
Costs you have incurred during the administration — travel, postage, professional fees, and other out-of-pocket expenses.
Payments made to settle estate debts, pay legacies, or distribute assets to beneficiaries. Each payment is logged with a date and reference.
Upload a bill or invoice and Kinvoy will automatically extract the amount and add it to your records. No manual entry required.
Click "Add Transaction" and select the transaction type. Enter the amount, date, and a brief description. You can attach a receipt or invoice directly to the transaction record. All transactions are stored securely and can be exported at any time.
As executor, you are entitled to be reimbursed for reasonable out-of-pocket expenses from the estate. Log these carefully as you go — it is much harder to reconstruct them later. Common expenses include travel to the property, postage, and professional fees.
At the end of the administration, you will need to produce formal estate accounts showing all income, expenditure, and distributions. Kinvoy generates a draft estate accounts summary from your transaction records — ready to review with your solicitor or share with beneficiaries.
Step-by-step guidance for probate, IHT returns, and trust administration.
Probate is the legal process of proving that a Will is valid and giving the executor the authority to deal with the estate. In England and Wales, you apply to the Probate Registry for a Grant of Probate.
Probate applications currently take 8–16 weeks to process. Kinvoy tracks this deadline and reminds you of any follow-up actions required.
If the estate is subject to inheritance tax, you must submit an IHT400 return to HMRC before applying for probate. Kinvoy's IHT Calculator feeds directly into this process.
IHT must be paid within 6 months of the date of death to avoid interest charges. The return must be submitted within 12 months.
If the estate includes assets held in trust — for example, a life interest trust or a discretionary trust — these must be administered separately from the main estate. Kinvoy provides a dedicated Trust section with its own task list, document vault, and accounting records. Seek legal advice if you are unsure whether a trust exists or how it should be administered.
Trust administration is one of the most legally complex areas of estate administration. If a trust is involved, we strongly recommend engaging a solicitor or chartered accountant with trust experience. Kinvoy helps you track the process and store documents, but it does not replace specialist legal advice.
Practical guidance from people who have been through this process before you.
Most organisations require an original certified copy, not a photocopy. Order at least 10–15 at registration — it is cheaper than ordering them later and avoids delays.
Write down the date, time, and name of every person you speak to at banks, HMRC, and other organisations. Upload correspondence to the Document Vault as you go.
Travel to the property, solicitors, and banks is a legitimate executor expense. Log it in Estate Accounting as you go — it is almost impossible to reconstruct later.
Wait until you have received the Grant of Probate, paid all debts and taxes, and obtained beneficiary sign-off before distributing assets. Distributing early can create personal liability for the executor.
The government's Tell Us Once service allows you to notify multiple government departments of a death in a single step. Kinvoy's task guidance links directly to this service.
Many people hold significant value in online accounts — PayPal, investment platforms, cryptocurrency, and loyalty points. Check email inboxes for statements and notifications.
Estate administration is emotionally as well as practically demanding. It is entirely normal to find it difficult. Take breaks, ask for help, and do not put pressure on yourself to move faster than feels right.
Consider professional help if: the estate is subject to IHT; there is no Will; the estate includes business assets or overseas property; or there is a dispute between beneficiaries.
Plain-English answers to the questions we hear most often.
"The practical responsibilities of bereavement are real and often urgent. Kinvoy is here to help you carry them — one step at a time."
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Kinvoy Ltd · Registered in England & Wales · hello@kinvoy.co.uk · kinvoy.co.uk
This guide is for informational purposes only and does not constitute legal, financial, or tax advice. Always seek professional advice for your specific circumstances.
© 2025 Kinvoy Ltd. All rights reserved. · Version 1.0 · March 2025