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GullySystem

Client Masters for a CA Practice

The client master keeps one record per client with constitution, PAN, GSTIN, registration numbers and contacts. Related entities are linked into a group, and one partner is named as owner.

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What the master holds

Constitution and numbers

Proprietorship, partnership, LLP, private limited or trust are recorded, along with PAN, GSTIN, TAN and the registration numbers your firm files against. Each sits on the client record.

Contact people

The owner, the accountant who sends data and any other contact are listed with their roles. Staff see whom to ask for what.

Group entities linked

A trading firm, a partnership and two individuals from one family can be linked as one relationship, and the group’s work and pending fees then show together.

Owning partner

Each client has a partner named against it. Queries about that client go to one desk.

What is raised off the master

Every other part of the practice starts from this record.

  • Services agreed and the fee for each
  • Filing jobs for the year, on the frequency each service carries
  • Notices received, with the person handling the reply
  • Bills, receipts and the balance standing
  • Acknowledgements and filed copies from earlier years

Points to plan for

Data entry comes first

Existing clients can be imported from Excel where the lists are clean. Where they are not, cleaning them takes staff time before go-live. Plan for that.

Client data is hosted

PAN, GSTIN and contact details sit in a hosted system. Which staff may see which client, and what happens to the records if you leave, is set out in the proposal.

FAQ

Frequently asked questions

Can two partners share a client?

Yes. One partner owns the relationship on the master, and others can be given access to the client and its jobs.

Can some staff be blocked from certain clients?

Yes. Access can be set client by client where needed, for example for related-party work or a client connected to a staff member.

Are clients’ portal passwords stored?

No. Portal credentials are not held here. What is kept is what was filed and the proof of it.

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