Step-by-Step AoB Submission Process Using the AOB-FS Website

The Agreement of Balances (AoB) is a key financial process that NHS organizations must complete each quarter and at year-end. It ensures financial figures are matched and agreed upon between NHS bodies before being submitted for final reporting. For finance teams, completing this process accurately and on time is critical—and the AOB-FS website makes it easier to manage.

In this article, you’ll learn the full step-by-step process for completing your AoB submission, with a focus on using the resources available through the AOB-FS website.

1. Understand What the AoB Process Is

Before diving into submissions, it’s important to understand the goal. The AOB process is used to compare balances between NHS organisations. For example, if one trust records income from a service, the corresponding trust should record an equal expense. These balances must match and be agreed by both parties.

If there's a mismatch, the two organisations work together to resolve the issue. This process helps prepare accurate financial records and strengthens audit readiness.

2. Start by Visiting the AOB-FS Website

The process begins at https://aob-fs.com. This is where NHS organisations can access everything needed to complete each AoB cycle.

From the homepage, go to the NHS Organisations section to find:

• The latest guidance documents
• Templates for submissions
• Reporting schedules and deadlines
• Frequently asked questions

Bookmarking the AOB-FS website is a good idea if you’ll be working on AoB regularly.

3. Download the Latest Templates

Each submission cycle requires specific templates for reconciliation, dispute logging, and final reporting. These are updated periodically, so make sure to download the most current versions for each quarter.

Templates include:

• Inter-organisation balance confirmation forms
• Dispute resolution logs
• Summary sheets for internal review

Using outdated templates can lead to submission rejections, so always start fresh each quarter.

4. Check the Submission Calendar

The AOB-FS website includes a reporting calendar that outlines all critical dates for each AoB cycle. This includes:

When to start reconciliation

• Final submission deadlines
• Deadlines for dispute resolution
• Dates for escalations (if needed)

Add these to your calendar and share them with your internal team to ensure everyone stays on track.

5. Identify Key Contacts and Partners

Each NHS organisation must work with others to reconcile balances. Start by identifying which organisations your trust or board has financial activity with.

Reach out to the finance leads at each partner organisation early in the cycle. This gives everyone time to prepare and resolve any discrepancies.

The AOB-FS platform encourages proactive communication to avoid rushed resolutions at the last minute.

6. Begin Reviewing and Reconciling Balances

Now, begin the actual reconciliation work:

• Compare income and expenditure figures with your partner organisations
• Check that descriptions, dates, and amounts align
• Clarify anything that seems off

If balances match, both sides can mark them as agreed. If not, begin a discussion to fix the issue. This might involve revisiting invoices, re-checking ledgers, or updating accounting entries.

7. Handle Disputes the Right Way

If you can't agree on a balance before the deadline, you must document the dispute. This includes:

• The amount in question
• A clear reason for the disagreement
• Evidence or notes from both parties

Use the official dispute templates available on the AOB-FS website. These forms make sure all disputes are logged properly for audit and review purposes.

8. Finalise Your Submission

Once all balances are reconciled or disputes are logged, it's time to prepare your final submission:

• Double-check that all figures are complete
• Ensure that agreed amounts are matched
• Confirm all dispute forms are attached, if required

Upload your submission according to the instructions provided in the guidance. This usually means submitting through your designated NHS finance system and confirming receipt.

9. Record and Archive Your Work

After submitting, keep copies of:

• Your completed templates
• Email communications with partner organisations
• Any internal notes or approvals

This documentation is helpful for internal audits, future submissions, and team training.

The AOB-FS site may also provide additional instructions on post-submission activities such as verifying uploads or attending reconciliation reviews.

10. Review and Improve Each Cycle

Once the submission period ends, take time to review your performance:

• Were all balances agreed early?
• Did any disputes carry over from last cycle?
• What caused delays, if any?

Use this feedback to improve your approach for the next quarter. The guidance and templates on the AOB-FS website are updated based on system feedback, so check regularly for improvements.

Final Thoughts

Submitting your AoB data doesn’t need to be stressful. By using the step-by-step structure offered through the AOB-FS website, NHS finance teams can complete each stage with confidence.

From downloading the correct templates to handling disputes and meeting deadlines, the platform provides all the tools needed to stay compliant and consistent. As a result, the entire Agreement of Balances process becomes clearer, smoother, and more effective across the NHS.

Start your next cycle by visiting https://aob-fs.com and making use of the guidance and templates available—it’s the first step to a successful and stress-free submission.

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