Knowledge Base Article

Estate Administration Process: Step-by-Step Map

A beginner-friendly walkthrough of what to do in Estate Suite from first setup to estate closure.

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This guide is for first-time executors and administrators who want clear actions, not legal jargon.

In this article, "you" means the person managing the estate.

You will use these Estate Suite sections most often:

  • Assessment
  • Tasks
  • Assets
  • Liabilities
  • Beneficiaries
  • Documents
  • IHT
  • Probate
  • Ledger
  • Correspondence
  • Exports

Step-by-step in Estate Suite

  1. Open the estate workspace and complete Assessment so key details are recorded (for example date of death, will status, and who is applying).
  2. Go to Tasks and work from the top priority items instead of trying to do everything at once.
  3. Add all known assets and liabilities, even if some values are still estimates.
  4. Add beneficiaries from the will or intestacy position and record contact details.
  5. Upload core evidence in Documents (death certificate, will/codicils, valuation evidence, key letters).
  6. Open IHT, review the tax position, and confirm which filing route applies before probate submission.
  7. If the route is IHT400, post IHT400 to HMRC first and allow around 20 working days for HMRC to issue the probate code used in the GOV.UK probate application.
  8. Open Probate, complete application details, then submit through the official GOV.UK route and save references.
  9. After the grant is issued, use Correspondence and Ledger together to collect money in and pay debts, tax, and costs.
  10. Prepare distributions in line with the will or intestacy rules, record each payment, and keep beneficiary receipts.
  11. Complete tax closeout, generate final records in Exports, archive evidence, and then close the estate.

What each stage means in plain English

  • Setup: record who died, who is acting, and what documents exist.
  • Valuation: work out what was owned and owed at date of death values.
  • IHT: decide the tax reporting route and complete the required submission.
  • Probate: apply for legal authority to administer the estate.
  • Administration: collect assets and pay debts and taxes.
  • Distribution: pay beneficiaries correctly and keep proof.
  • Completion: finalize tax and records, then close.

Non-negotiable safety rules

  • Do not make final beneficiary payments before debts and taxes are paid or fully reserved.
  • Keep estate money separate from personal money.
  • Keep a clear evidence trail for every major decision.

When to pause and get advice

Get specialist legal or tax advice early if any of these apply:

  • disputes or family conflict
  • potential insolvency (debts may exceed assets)
  • foreign assets or foreign domicile questions
  • trusts, business assets, or complex relief claims

Estate Suite supports process and record keeping, but it is not legal advice.

FAQ

How long does this usually take?

Straightforward estates often take around 6 to 12 months. Complex estates can take longer.

Where should I spend most of my time in the product?

Start with Tasks, then complete records in Assets, Liabilities, Beneficiaries, Documents, IHT, and Probate before focusing on distribution and closeout.

Can I skip straight to probate?

Usually no. Probate is one stage in a wider flow. Missing valuation or tax work first often causes delays later.