GSTR-3B client chase list for CA firms: the 5 days before the 20th
Short answer: treat the five calendar days before the monthly GSTR-3B due date (usually the 20th) as a fixed chase week. Split clients into monthly vs QRMP, ask for one concrete thing per message, and keep a shared sheet so no one double-pings the same client. Re-check gst.gov.in every morning in case an extension lands.
Confirm the due date first
- Monthly filers: GSTR-3B for the previous month is commonly due on the 20th of the current month (example for Oct 2026: Sep 2026 return → typically 20 Oct 2026).
- QRMP: quarterly GSTR-3B due dates differ by state category (often the 22nd or 24th). Do not use the 20th chase week for QRMP clients without checking their category.
- If CBIC publishes an extension, rewrite the due line on your sheet and tell clients once, with the circular or portal notice named.
Day-by-day chase (count back from the 20th)
| When | Who | What to ask for | Tone tip |
|---|---|---|---|
| Day −5 (e.g. 15th) | All monthly clients still missing books or invoice packs | One line: "Please send sales + purchase summaries (or Tally/Zoho export) for [month] by [Day −3]." | Batch send; no "urgent" yet |
| Day −4 | Clients with e-invoice / e-way mismatches last month | Confirm they closed the mismatch or send the portal screenshot | Name the specific issue, not "please check GST" |
| Day −3 | Still-silent monthly clients | Same ask as Day −5, plus a firm deadline of Day −2 noon | One follow-up only if you already wrote on Day −5 |
| Day −2 | Clients who sent partial data | List only the missing fields (ITC docs, credit notes, RCM notes) | Bullet list beats a long paragraph |
| Day −1 | Anyone not filed / not confirmed "OK to file" | Yes/no: "May we file GSTR-3B for [month] with the numbers we hold?" | Short WhatsApp or email; log the reply |
| Due day (20th) | Internal only | File confirmed returns; park unconfirmed clients with a written reason | Do not invent client consent |
What belongs on the chase sheet
- Client name, GSTIN, monthly vs QRMP
- Last contact date and channel (email / WhatsApp / call)
- Documents received (Y/N) and "OK to file" (Y/N/date)
- Portal due date you are working to (and extension note if any)
- Owner on your team for that client
A one-page calendar clients can keep (with your firm name on it) cuts "when is 3B?" calls. Free national dates and a browser .ics builder are on this site; see the client deadline reminder system and the free CA due-date calendar tool.
Message templates that stay polite
Day −5: "Hello — GSTR-3B for [month] is due on [date] for monthly filers. Please send your sales and purchase summaries by [Day −3]. Reply to this thread if anything is delayed."
Day −1: "Quick confirm: may we file GSTR-3B for [month] with the figures we already have? Reply YES or send the correction today."
Do not claim a late fee amount unless you have calculated it for that client from the portal rules.
If you want branded quarterly packs
The White-Label Client Compliance Calendar for CA Firms (₹999/year) sends four quarterly packs with your firm name on the DOCX, PDF and WhatsApp image, plus national .ics/.xlsx and extension notes. Files are made after checkout (not instant). 14-day refund from when you receive the first pack. Disclosure: that is an Unadhi product. You can use this chase list without buying anything.
This guide is general information, not tax advice and not an official government publication. Due dates move when CBIC publishes extensions — always re-check the GST portal before you file or message clients. Your firm stays responsible for advice to your clients.
Sources to re-check
- GST portal (gst.gov.in) — GSTR-3B due-date guidance and any live extension notices
- Related guides: GSTR-3B due date October 2026 · Oct 2026 client documents checklist · what belongs on a white-label calendar
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