New client onboarding sheet for CA firms: 12 details that decide every due date
Short answer: a client's due dates are decided by a handful of facts: entity type, GST registration and filing frequency, state of registration, whether they deduct TDS, whether they are under tax audit, and who on their side answers messages. Collect those 12 details once, on the first day, and keep them in one row per client. Every GST, TDS, income-tax and ROC reminder can then be built from that row instead of from memory.
The 12 details to collect from every new client
| # | Detail | Which reminders it decides | How to confirm it |
|---|---|---|---|
| 1 | Legal name and entity type (individual, firm, LLP, company, trust) | Which income-tax and ROC filings apply at all | PAN card, incorporation or partnership deed |
| 2 | PAN | Income-tax, advance tax and TDS credit matching | PAN copy; check name spelling against the portal |
| 3 | GSTIN (one per state, if more than one) | Every GST return, per registration | GST registration (Form REG-06) for each state |
| 4 | GST filing frequency: monthly or quarterly (QRMP) | Whether GSTR-1 and GSTR-3B are monthly, or quarterly with IFF and monthly tax payment | Screenshot of the return dashboard on the GST portal; it can change each quarter |
| 5 | State of principal place of business | QRMP GSTR-3B is split into two due-date groups by state; professional tax rules also vary by state | Address on the GST registration (REG-06) |
| 6 | Composition scheme or regular taxpayer | Composition returns follow a different set of forms and dates | GST portal registration details |
| 7 | TAN and the kinds of payments they deduct TDS on (salary, contractors, rent, professionals) | Quarterly TDS statements and which forms (salary vs non-salary) | TAN allotment letter; last quarter's challans |
| 8 | Tax audit applicability for the current year | Which income-tax return due date and audit report date you plan against | Your firm's own assessment from turnover and the client's books |
| 9 | Advance tax liability expected (yes, no, not sure) | Whether the June, September, December and March instalment reminders go out | Last year's return and this year's estimate |
| 10 | Registrations beyond GST and income tax (professional tax, Shops and Establishments, PF/ESI, IEC) | Periodic state and labour filings that are easy to forget | Ask for each certificate; record "none" explicitly |
| 11 | One decision-maker and one documents person, with their preferred channel (WhatsApp, email, call) | Who gets the reminder, and who must say "OK to file" | Ask the client; write both names down |
| 12 | Books and data source (Tally, Zoho, Busy, Excel, accountant on site) and when data is usually ready | How many days before each due date your chase must start | Ask how last month's data was sent |
Turn the row into a reminder rhythm
- Monthly GST filer: reminders before GSTR-1 and GSTR-3B every month.
- QRMP filer: monthly tax-payment reminders plus quarterly return reminders, using the due-date group for the client's state.
- TDS deductor: a challan reminder every month and a statement reminder every quarter.
- Advance tax "yes": four instalment reminders, each about two weeks ahead.
- Tax audit "yes": an early books-closing reminder well before the audit report date.
Write the actual dates from the portals, not from this list. Due dates move through extensions and notifications, so re-check each one before you message the client.
A one-line onboarding message you can send
"Welcome aboard. To set your filing reminders correctly, please send: PAN, GST registration copy (REG-06) for each state, your GST return frequency screen, TAN letter if you deduct TDS, and the name and WhatsApp number of the person who sends us documents. We will confirm your calendar within two working days."
- All 12 details filled, or marked "not applicable" on purpose
- GST frequency re-checked at the start of each quarter
- Calendar sent to the client and acknowledged
- Owner on your team named for the client
Free options first
The free CA due date calendar tool and the guide on what belongs on a white-label client calendar cost nothing. Partner programme opening soon: join the free waitlist. Planned terms are 50% of each referred sale (75% once you have 5+ paying customers), single level, paid through Gumroad only from revenue received.
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 onboarding sheet without buying anything.
This guide is general information for CA firm operations staff, not tax advice and not an official government publication. Which returns apply to a client is your firm's call. Always re-check due dates on the GST portal, the income-tax e-filing portal, TRACES and the MCA portal before you file or message clients.
Sources to re-check
- GST portal (gst.gov.in): registration details, return dashboard and filing frequency
- Income-tax e-filing portal and TRACES: return, advance tax and TDS due dates, CBDT notices
- MCA portal: ROC filing dates for companies and LLPs
- Related guides: GSTR-3B chase list before the 20th · Q2 TDS: what to collect before 31 Oct · advance tax by 15 Dec reminder plan
Unadhi Guides are free, independent explainers. We correct errors as soon as we find them: write to mininglife7@gmail.com.