CA practice management software shows every client’s pending filing before the due date, not after it.
CA Practice Management Software gives a chartered accountant’s firm one list of clients, filings and fees. Each client master holds its GSTIN, PAN, constitution and the registrations you file for, and every filing becomes a job with a due date and a name against it. Papers you are waiting on get chased from the same screen. Fees raised, received and pending sit beside the work, so recovery stops living in a separate diary.
- Your service list, due-date rules and fee terms loaded before the first job opens
- Client masters and pending work brought over from your existing sheets
- Set up and supported by the same Nagarbhavi team through your busy season
What goes wrong before the software.
The due-date list lives in one senior’s head
He knows which client files monthly, which one is quarterly, and which one has a notice pending. When he is in a hearing or on leave, the office guesses. A return goes late, and the client hears about the interest before you do.
Half the month goes in asking clients for papers
The bank statement, the purchase bills, the salary sheet. Each is asked for on WhatsApp, agreed to, and never sent. Nobody counts how many times a client has been chased, so the same article asks a fourth time, politely.
Two articles worked on the same return, and neither finished it
One started it on Tuesday, the other opened it on Friday, and both assumed the other had filed. Work was duplicated and the filing still slipped. Allocation was never written anywhere.
We filed it, but nobody kept the acknowledgement
The return went through and the screen was closed. Months later a notice arrives asking for proof. Somebody now opens the portal client by client, hunting for a number that should have been saved the day it was generated.
Fees are billed in March for work done in July
Filings, certificates, registrations and a dozen small clarifications pile up unbilled. At year end the partner writes a round figure, knowing it is less than the work. The client still argues it down.
A client asks what is pending for him and we open four files
His GST is done, his TDS return is waiting on a challan, and his audit has not started. Three different people know one piece each. Putting the answer together takes longer than the work would have.
How the work flows through it, step by step.
- 01
Taking on a new client
Name, constitution, PAN, GSTIN, registrations and the services you have agreed to handle go into one master, with the fee for each. Contact people are recorded separately from the proprietor, because the accountant sends the papers and the owner pays the bill.
- 02
The year’s filings appear as jobs
From the services on the master, the software raises the recurring jobs for the year with their due dates, monthly, quarterly or annual. Each job gets a preparer and a reviewer. One-off work such as a registration or a notice reply is added by hand.
- 03
Papers are asked for, and chased
A document request goes to the client listing exactly what is wanted for that job. Every reminder is counted against it. Clients chased three times surface on the partner’s screen, not just in an article’s frustration.
- 04
Prepared, reviewed, signed
The article moves the job from pending to in progress to review. The manager checks and either returns it with a query or passes it to the partner. Queries raised with the client sit on the same job, with the answer underneath.
- 05
Filed, and the proof saved
Once the return goes through on the portal, the acknowledgement or ARN number and the filed copy go onto the job, which then closes with a date. A late filing is marked late, with the reason, because that conversation comes up again.
- 06
The bill, and the money behind it
Work done for a client through the period becomes a fee bill, with GST and the agreed rates. Receipts are recorded against it. Anything outstanding past your own limit appears on a recovery list your office actually works from.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Client masters
One record per client with constitution, PAN, GSTIN, registration numbers, group name, contact people and the partner who owns the relationship. Related entities of one family or group are linked.
Services and fee terms
The services you have agreed for each client, their frequency and the fee for each, whether monthly retainer, per filing or per assignment. What gets billed later comes from here.
Filing calendar and due dates
Recurring jobs raised for the year against each client, on the due-date rules your firm follows. The calendar can be read by date, by client, by service or by the staff member holding it.
Jobs and allocation
Every piece of work is a job with a preparer, a reviewer, a due date and a status. Reallocating work when someone is on leave takes a minute, and the new person sees the history.
Document collection
A request lists the papers wanted for a job. Uploads land against that request, and each reminder sent is counted, so the number of chases is a fact rather than a complaint.
Queries register
Questions to the client, and questions from the reviewer to the article, are kept on the job with the answer. An unanswered query old enough to delay a filing is flagged.
Acknowledgements and filed copies
The acknowledgement number, the filed return and the challan are stored on the job. Two years later the proof is found by opening the client, not the portal.
Notices and representations
Departmental notices are recorded against the client with the date received, the reply due date and who is handling it. The reply and its proof of submission are attached.
Time and effort
Hours can be logged against a job by whoever did the work. Over a year it shows which clients absorb far more effort than their fee suggests.
Fee billing and receipts
Bills raised from the agreed fees and the work actually done, with GST. Receipts are recorded against them, and part payments leave a visible balance.
Recovery follow-up
Outstanding fees by client and by age, with a note against each of what was last said and when to ask again. The partner sees it without asking the accounts assistant.
Client portal
Clients log in to upload the papers asked for and to see what is pending with them. They see their own filings and bills, and nothing belonging to anyone else.
One system, each person sees their part.
Partner
Sees what is due this week across every client, what is stuck and with whom, and where the fees stand. Signs off jobs before they are filed.
Manager
Allocates jobs, reviews what the articles prepare, raises queries and pushes the ones that are slipping. Reallocates work when somebody does not turn up.
Article assistant
Opens a list of jobs that belong to him, asks the client for papers, prepares the return and moves it to review. Records the acknowledgement once it is filed.
Office and accounts staff
Maintains the client masters, raises fee bills, records receipts and works the recovery list.
Client
Uploads the bank statement and the bills that were asked for, and sees what is pending from his side. No other client is visible to him.
The numbers the owner asks for.
- Filings due in the next seven, fifteen and thirty days, by client and by staff member
- Jobs pending with each article and each manager
- Clients whose papers are still awaited, with the number of chases against each
- Filings completed this month, with acknowledgement numbers
- Fees billed, received and outstanding, client by client and by age
- Work done for a client against the fee agreed for it
- Clients who have been billed nothing this year
Who this is built for.
- CA firms handling GST, TDS and income tax work for a few hundred clients
- Practices with articles, where work has to be allocated, reviewed and signed
- Partners who want to know what is pending without ringing three people
- Practices whose client list runs from traders and builders to chit companies and co-operative societies
- Firms that do the work first and remember the bill much later
- Offices where client papers arrive on WhatsApp and get lost in it
When it is not the right choice.
- A single practitioner with twenty clients. A due-date spreadsheet is honestly enough, and it is free.
- Anyone expecting returns to be filed from here. Filing still happens on the portal; this records what was filed and keeps the proof.
- Firms looking for software to write their clients’ books. This runs the practice, not the client’s accounting.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Your services and your due-date rules
Service names, frequencies, the dates your firm works to and your fee terms are loaded first. Job and bill numbering follows what your office already uses.
Client list and pending work moved across
Your client masters arrive from Excel or your existing sheets, along with the work already running so that nothing due next month disappears in the move. Opening fee balances come across too.
Reminders on WhatsApp and email
Document requests and fee reminders open with the client’s name, the papers wanted and your firm’s name on them. An article reads each one before it goes.
Training between the deadlines
Nobody learns software in the week returns go out. Articles and managers are trained in the quiet fortnight, on real jobs from your own client list.
Hosting, backups and support
We keep it running, take backups and restore them when they are needed. During the filing season you reach a number that is answered, not a form.
Works alongside
- WhatsApp click-to-chat
- Email reminders
- Tally, through an export agreed at set-up
- Excel imports of your client list
- UPI and bank transfer records
Questions owners ask before a demo.
Is this CA practice management software meant for small and mid-sized firms in India?
Yes. It is written for a practice with a few partners, some managers and articles, carrying GST, TDS, income tax and audit work for a long client list. Due dates, allocation and fee recovery are the three things it takes off people’s memories.
Does it file returns on the GST or income tax portal?
No. Filing still happens on the portal, as it does now. What this does is raise the job, hold the papers, record who prepared and reviewed it, and store the acknowledgement number and the filed copy afterwards. If a specific portal download would save your office real hours, it is looked at during set-up and written into the proposal only if it can be done properly.
How does it chase a client who never sends his bank statement?
Every request lists the papers by name against the job, and each reminder is counted. After three chases the client appears on the partner’s screen with the dates, so the conversation is about facts rather than about who forgot. The client can also upload straight into the request from his own login.
Can articles update their jobs from a phone at a client’s office?
Yes, it runs in the browser on a phone. An article can move a job to review, note a query or record an acknowledgement from wherever he is sitting. Preparing and reviewing is still easier on a laptop.
Does this CA office management software work with Tally?
Your books stay in Tally. Fee bills, receipts and outstandings are kept here against each client, and no Tally link comes as standard. Where the retyping is heavy, we write an export at set-up, once whoever keeps your books has agreed the ledger names.
Can we move our client list and pending work from Excel?
Yes, and both matter. Client masters, GSTINs, PANs, services and fees come in from your sheets, and so does the work already open, with its due dates. We check one month of your calendar against your own list before go-live.
Does it make our firm ICAI compliant?
No software can do that, and none should claim it. What this keeps is the record of what the firm did: the job, who prepared it, who reviewed it, the acknowledgement number and the fee raised. What the Institute’s guidance asks of your practice is for your partners to decide, and the records are ready when a question comes.
Who owns the client data?
Your firm does. Masters, documents and filing records belong to the practice, not to us. How the whole set comes back to you, and what happens if you move on, is spelled out in the proposal.
What will practice management software for a CA firm cost?
No price is published. It is priced after we see your client count, your service list and how many people will log in. Nothing starts until the written proposal is agreed.
We already keep a due-date Excel that works. Why change?
If it genuinely works, do not change it. The sheet usually holds only until the firm crosses a size where allocation, chasing papers and billing stop fitting in one person’s head. The free technology audit was made for questions like this one, and its report costs you nothing.
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