Build a practice system around your due dates, your jobs and your fee recovery.
A practice is a calendar with people attached to it. GSTR-1 and 3B every month, TDS every quarter, ITRs and tax audits in the season, ROC filings after that, and notices arriving whenever they feel like it.
The filing tools are fine. What is missing is the layer above them: which client is stuck, on what, for how long, and who is doing it. Also whether anyone ever raised a bill for the notice reply drafted in October.
That layer is what GullySystem can build around your firm. Jobs by due date. Document requests that chase themselves, working papers filed by year, a partner screen worth opening on a Monday, and fees that follow the work instead of the season.
Practices we can build for.
Two partners with four articles, or branches in three cities and an offshore arm behind them. The build follows the practice rather than the profession.
- Chartered accountant firms
- Sole practitioners
- Multi-partner practices
- Tax consultants
- GST practitioners
- Audit firms
- Company secretary practices
- Cost accountant firms
- Accounting and bookkeeping firms
- Outsourced accounting providers
- Payroll bureaus
- Virtual CFO practices
- Registration and compliance consultants
- Tax litigation and appeals practices
- Firms with several branch offices
- Firms with an offshore accounting arm
- Networks of associate firms
- Firms serving one industry deeply
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
Client masters
One record per client, so nobody opens three folders to find a GSTIN.
- Client name and constitution
- Group or family mapping
- PAN, TAN and GSTIN
- CIN and DIN where applicable
- Registered and business addresses
- Contact persons and their roles
- Accountant at the client’s end
- Financial year and books software
- Partner responsible
- Staff assigned
- Client since
- Status and risk notes
What you file for each client
The list of registrations decides the calendar, so it is the first thing worth getting right.
- GST registrations and their states
- Return type and frequency
- TDS and TCS obligations
- Income tax return type
- Tax audit applicability
- Statutory audit applicability
- ROC filings
- Professional tax and labour registrations
- Import and export registrations
- Trust and society registrations
- Registrations closed or surrendered
Engagement and scope
- Engagement letter
- Scope of work
- Retainer or per-filing basis
- Fee agreed
- Billing frequency
- Out-of-pocket expenses
- Period of engagement
- Renewal date
- Signed copy stored
The compliance calendar
Every obligation for every client, generated from the registrations rather than typed into a sheet each April.
- Statutory due date
- Internal target date
- Client
- Period
- Assigned staff
- Reviewer
- Status
- Extension notifications applied
- Filings completed
- Filings at risk
- Filings missed with reason
Due dates move when the department extends them. Somebody in the firm has to update the calendar, and the system should make that one change rather than forty.
How a job moves
- Job created
- Documents requested
- Documents received
- Preparation
- Internal review
- Partner sign-off
- Filed on the portal
- Acknowledgement stored
- Fee raised
Jobs and allocation
- Job type and period
- Client and group
- Preparer
- Reviewer
- Estimated effort
- Priority
- Start and target dates
- Current stage
- Days in the current stage
- Reassignment history
- Blocked reason
Document requests
The part of a practice that eats the most hours and produces the least record.
- Checklist by job type
- Items requested from the client
- Items received
- Items pending
- Reminders on WhatsApp and email
- Reminder frequency
- Who last chased and when
- Items marked not applicable
- Received by hand or pen drive
- Ageing of pending items
A reminder that goes out on its own is worth more than a better report. The client who ignores the first one is the reason the review happens at midnight.
The client portal
- See what the firm is waiting for
- Upload documents against each item
- View filings completed
- Download acknowledgements
- Download reports and computations
- View fee invoices and dues
- Pay online
- Raise a query
- See the due dates ahead
Some clients will never use a portal, and the front desk will still receive a pen drive. The system has to accept both without a separate process.
Document vault
- Filed by client, year and job
- Sales and purchase registers
- Bank statements
- Challans and receipts
- Computations
- Signed financial statements
- Audit reports
- Agreements and deeds
- Version history
- Retention and archival
- Download log
Queries register
The questions raised during preparation, which otherwise live in a WhatsApp thread and get lost.
- Query raised by staff
- Client and job
- Sent to the client
- Client response
- Resolved or still open
- Open queries holding up a filing
- Query history by client
Review and sign-off
- Preparer submits
- Reviewer observations
- Rework loop
- Partner approval
- Checklist before filing
- Who approved and when
- Rejected with reason
- Review time per job
Filed records
- Acknowledgement number
- Filing date
- Filed copy attached
- Challan details
- Tax paid
- Refund claimed
- Filed by whom
- Revised filings
- Late filing noted
Filing itself happens on the GST, income tax and MCA portals. This records what was filed, when, by whom, and where the proof is. It is not a filing tool.
UDIN and signature records
- UDIN against each signed report
- Signing partner
- Document type
- Date of signing
- Digital signature token holder
- DSC validity and renewal date
- Reports awaiting UDIN
The UDIN is generated on the institute’s own portal. This keeps the register so a report signed in March can be traced in December.
Notices and representations
- Notice received and date
- Authority and section
- Client and period
- Reply due date
- Person handling
- Drafts and attachments
- Reply filed
- Hearing dates
- Adjournments
- Outcome
- Fee billed for the work
Notice work is the most commonly unbilled work in a practice. Attaching a fee to the job at the point it is created is the only reliable cure.
Audit engagements
- Audit plan
- Team assigned
- Audit programme by area
- Working papers by section
- Sampling records
- Confirmations sent and received
- Observations and management responses
- Draft and final report
- Management letter
- Archival of the file
ROC and secretarial work
- Company masters
- Directors and their details
- Annual filing calendar
- Board and general meetings
- Resolutions
- Registers maintained
- Forms filed
- Director KYC due dates
- Charge records
Bookkeeping work
For firms that also write their clients’ books, rather than only audit and file.
- Books maintained per client
- Monthly closing checklist
- Bank reconciliation status
- Ledger scrutiny points
- Pending entries
- Data received from the client
- Monthly management reports
- Handover to the filing job
Payroll and labour filings
- Client payroll month
- Salary data received
- PF and ESI computation
- Professional tax
- TDS on salary
- Payslips prepared
- Returns due
- Challans and receipts
Time and effort
Not for a timesheet culture, but because next year’s fee should be set from evidence rather than from last year’s number.
- Time by client and job
- Time by staff member
- Chargeable and non-chargeable
- Effort against estimate
- Cost of a client
- Realisation against fee
- Season load by team
Fees and billing
- Fee per filing or per retainer
- Bill raised from completed jobs
- One-off and additional work
- Out-of-pocket expenses
- GST on fees
- Advance received
- Credit notes
- Bill approval by the partner
- Invoice delivered to the client
Recovery
The number a partner actually wants on a Monday morning.
- Outstanding by client
- Ageing buckets
- TDS deducted by the client
- Part payments
- Payment promises
- Reminder schedule
- Escalation to the partner
- Clients on hold for non-payment
- Write-offs with approval
Staff and articles
- Staff and article records
- Articleship dates and transfers
- Skills and client exposure
- Current allocation
- Leave
- Training attended
- Exam leave planning
- Access ends on the day they leave
The partner’s screen
So the partner meeting starts from a screen instead of a round of questions.
- Filings due this week
- Jobs stuck and why
- Clients not responding
- Jobs awaiting review
- Notices with reply dates close
- Unbilled completed work
- Outstanding fees
- Team load
- Clients at risk
- Missed due dates
Access and confidentiality
- Client visible only to the assigned team
- Partner-level access
- Download logging
- Document sharing links with expiry
- Access removed on separation
- Audit trail of changes
- Login records
Several offices
- Branch-wise clients
- Branch-wise jobs and due dates
- Staff by branch
- Billing by branch
- Partner allocation across branches
- Consolidated firm view
Client communication
- Due date reminders
- Document reminders
- Filing confirmation with acknowledgement
- Notice alerts
- Fee invoice and reminder
- Statutory update circulars
- Greeting and renewal messages
A reminder that a client has not sent bank statements is fine on WhatsApp. A computation with a tax figure in it is a different matter, and the provider approves the template either way.
What it connects to
- Tally and accounting software
- Your tax filing software
- Email and calendar
- WhatsApp and SMS
- Payment gateways
- Cloud document storage
- Digital signature tokens
Fetching data automatically from a government portal depends on what that portal officially allows. We build against permitted routes, and we do not write anything that works around a login.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Engagement
- Registrations mapped
- Calendar generated
- Job created
- Documents requested
- Documents received
- Preparation
- Review
- Sign-off
- Filed
- Acknowledgement stored
- Fee raised
- Recovery
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Clients and the calendar
Client masters, registrations, the due date calendar and jobs with names against them. The Excel tracker retires here.
- 2
Documents and review
Checklists, automatic chasing, the client portal, the queries register and the review and sign-off loop.
- 3
Fees and recovery
Billing from completed work, out-of-pocket expenses, outstanding by client and the follow-up that used to wait until June.
- 4
Audit, notices and analytics
Working papers, UDIN records, notice tracking, time against fee and the partner view of a stuck job.
How a build actually runs.
- 01
Understand
We sit with the firm in a filing week, not a quiet one. A practice under pressure shows you where it really breaks.
- 02
Map
Clients, registrations, job types, review stages, fee arrangements and every tracker somebody keeps privately.
- 03
Design
Screens for the article, the manager, the partner and the client, each carrying only that person’s part of the work.
- 04
Build
The calendar, jobs and document chasing first. Those three change a filing week on their own.
- 05
Test
One month of GST work runs through it in parallel with the old tracker, and the two are compared line by line.
- 06
Deploy
Outside the season, never inside it. Going live in September is how a practice loses a due date.
- 07
Improve
Audit files, notice workflows, time capture and the analysis of which clients are worth the hours they take.
Systems we can put together for you.
- Practice management systems
- Compliance and due date trackers
- Client document portals
- Job and workflow management systems
- Audit working paper systems
- Notice and litigation trackers
- Time and effort tracking
- Fee billing and recovery systems
- Client communication automation
- Document management systems
- Bookkeeping workflow systems
- Partner dashboards
- Multi-branch practice platforms
- Multi-tenant practice SaaS platforms
Questions owners ask before starting.
Do we need a custom build when a practice product exists?
Usually not at first. Our CA Practice Management Software already covers client masters, the filing calendar, jobs, document collection and fee recovery. Try that, and build only where your firm will not fit it.
When does building actually make sense?
When the firm has an unusual review structure, an offshore team, industry-specific engagements, or a client portal that must look and behave like your own. Also when a practice product cannot carry your fee arrangements.
Does it file returns for us?
No. Filing stays on the GST, income tax and MCA portals with the software your team trusts. This tracks the work around the filing and keeps the proof of it.
Does it replace Tally?
No. Tally stays where it is, for your clients’ books and for your own. The firm’s fee invoices can post across so your accounts sit in one place.
Can clients upload documents themselves?
Yes, against a checklist that shows exactly what is pending. Reminders keep going until each item lands, which is the part that saves a filing week.
Can we track UDINs and working papers?
Yes. The UDIN is recorded against each signed report, and working papers are filed by client, engagement and year. Generating the UDIN stays on the institute’s portal.
Who can see a client’s financial data?
Only the staff assigned to that client and the partners. Downloads are logged with a name and a time, and access ends the day an article leaves.
Can it bill from completed work?
Yes. A job marked done can raise a bill, including one-off work like a notice reply, which is the work most often forgotten at billing time.
Can it handle several branches?
Yes. Branch-wise clients, jobs, staff and billing sit under one firm view, with a partner able to see across branches.
Can the system pull data from the GST portal?
Only through routes the portal officially allows, and those change. We will tell you what is permitted today rather than build something that breaks with the next portal update.
Can we start with just the due date tracker?
Yes, and it is the sensible start. The calendar and job allocation alone retire the shared Excel sheet that three people update at three different times.
Can this be sold to other firms later?
Yes, if it is designed for that from the start. Another firm will not use your due date master or your article allocation, so the design has to keep every practice separate from the first day.
How we work with this trade.
Software we already run for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build the system your practice runs its calendar on.
The filing is rarely the hard part. Knowing which of two hundred clients has not sent a bank statement, on the twelfth, is.
Whether you need a due date tracker, a client document portal, an audit file system or a full practice platform, tell us how your firm works through a season. The first question is whether you can name, on the twelfth, the clients who have sent nothing.
Tell us how your ca and accounting firms runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
- No obligation
- We reply the same working day
- Your details stay private