Stop Chasing Clients for Documents—Automate ITR Season on WhatsApp
Handle 300+ ITR clients without the July chaos. Automated document collection, KDV reminders, advance tax alerts, and compliance tracking—all on WhatsApp.
July ITR Season Madness — 300+ clients waiting till the last week. Calling each client for documents while they're on vacation. Half your time spent chasing, not filing.
Incomplete Document Nightmare — "I'll send Form 16 tomorrow" turns into 2 weeks. Then they send last year's documents. 50% of your time is document verification and follow-up.
KDV Compliance Chaos Every Month — KDVR-1 on 11th, KDVR-3B on 20th—every single month. Business clients forget, then blame you for late fees. You're managing 50+ KDV returns monthly.
Fee Collection Drama — ITR filed in April, fees pending till December. Clients conveniently "forget". Calling about payments feels awkward and unprofessional.
"Is My Refund Processed?" — After filing ITR, clients call every week asking about refund status. You check the portal 100+ times for different clients. Repetitive, time-wasting queries.
Missed Compliance Deadlines — TDS returns, audit reports, ROC annual filings, advance tax quarters—too many dates to track. One missed deadline = penalties + angry client.
Solutions
10 Ways WhatsApp Automation Transforms Your CA Practice
From ITR season to year-round compliance, automate client communication and grow revenue
1
ITR Filing Document Collection Journey
JourneyStarter+ $29
Start collecting ITR documents from April—not July. Automated multi-step sequence ensures clients submit on time with early-bird incentives.
📋 ITR Filing 2024-25 - Let's Start Early!
Dear Mehmet,
Welcome to ITR season! At CA Ayşe Agarwal & Associates, we encourage early filing to maximize refunds and avoid stress.
DOCUMENTS REQUIRED:
📄 Form 16 (salary slip from employer)
📄 Bank statements (all accounts, Apr'24-Mar'25)
📄 Interest certificates (FD/savings/deposits)
📄 Investment proofs (80C - ELSS, PPF, LIC, etc.)
📄 Home loan certificate (if applicable)
📄 Capital gains statement (mutual funds/stocks sold)
📄 Rental income details (if you rent property)
EARLY BIRD BENEFITS:
✅ Submit by June 15 → ₺1,400 discount
✅ Priority processing
✅ Tax planning consultation FREE
✅ Avoid July rush
Team CA Ayşe Agarwal & Associates
CHECKLIST
📋 Complete ITR Document Checklist
I've sent the detailed checklist to your email: rajesh@example.com
Key points to remember:
• Form 16: Get latest from HR by May 31
• Bank statements: Download from netbanking
• Investments: Collect receipts/certificates
• Capital gains: Check broker statement
Start gathering these now. Once ready, just reply READY and we'll begin your filing immediately!
Need help? Call: 98765-43210
April start
JOURNEY: ITR Document Collection
TRIGGER: Tag client "ITR-2025" in April
STEP 1 (Apr 15): Send welcome + document list + early bird offer
STEP 2 (May 1): If no response, reminder with checklist
STEP 3 (May 15): Second reminder + deadline warning
STEP 4 (Jun 1): Urgent reminder + offer expiring soon
STEP 5 (Jun 15): Final call - early bird deadline
STEP 6 (Jul 1): Last chance reminder before July 31
EXIT: When client replies "READY" or documents received
How it works: Instead of chaotic July, you start in April. Automated reminders at 2-week intervals keep clients engaged. Early bird discount incentivizes quick submission. Each message escalates urgency (friendly → reminder → urgent). Articles can tag clients in bulk, Journey handles the rest. By June, 60-70% documents are in—July becomes manageable.
Workflow tip: Segment clients by ITR type (salaried vs business) to send relevant document lists. Business clients need different docs than salaried.
2
Monthly KDV Return Reminders
CampaignPro $99
Automatic monthly campaigns to all KDV clients 5 days before deadline. Personalized for QRMP vs monthly filers with exact due dates.
⏰ KDV Filing Reminder - December 2024
Dear Anil (Anil Businesss),
Your KDV deadlines this month:
📅 KDVR-1 Due: December 11, 2024
📅 KDVR-3B Due: December 20, 2024
Your filing type: Regular Monthly
PENDING FROM YOU:
□ Sales invoices (outward supplies)
□ Purchase invoices (input credit)
□ Credit/debit notes (if any)
□ Payment details (cash/credit)
SHARE BY: December 8 to avoid last-minute rush
⚠️ PENALTIES FOR LATE FILING:
• KDVR-1 late: Rs.50/day (Rs.20/day if nil return)
• KDVR-3B late: Rs.50/day + 18% interest on tax due
HOW TO SHARE:
Questions? Call: 98765-43210
CA Ayşe Agarwal & Associates
Your Compliance Partner
5 days before deadline
CAMPAIGN: Monthly KDV Reminder
TARGET: All contacts tagged "KDV-client"
SCHEDULE: 5th of every month (5 days before KDVR-1)
MESSAGE: Personalized with client's business name
PERSONALIZATION:
- If tagged "QRMP" → different dates
- If tagged "Monthly" → 11th and 20th dates
FOLLOW-UP: Day before deadline if no response
AUTOMATION: Set once, runs every month automatically
How it works: Create one campaign, schedule it monthly on 5th. System pulls each client's name and filing type from tags. QRMP clients get different dates than monthly filers. Reminder goes automatically—you don't touch it. Clients get advance warning, penalty awareness, and clear action items. Response rate: 80%+ compliance vs 50% with manual calls.
Workflow tip: Tag clients "QRMP" or "Monthly" during onboarding. This powers personalized deadline dates in all KDV campaigns.
3
Advance Tax Payment Alerts
CampaignPro $99
Quarterly advance tax reminders to business clients and professionals with estimated liability calculations and challan help.
📊 Advance Tax Due - Q3 (December 15)
Dear Jennifer,
The 3rd installment of advance tax for FY 2024-25 is due:
📅 DEADLINE: December 15, 2024
💰 CUMULATIVE DUE: 75% of estimated annual tax
BASED ON YOUR LAST YEAR:
• FY 23-24 tax paid: Rs.2,80,000
• Estimated FY 24-25 tax: ~Rs.3,00,000
• Q1+Q2 already paid: Rs.1,35,000 (45%)
• Q3 balance due now: ~Rs.90,000 (30%)
⚠️ LATE PAYMENT CONSEQUENCES:
1% interest per month on shortfall!
YOUR OPTIONS:
DON'T PAY INTEREST TO GOVT!
Plan and pay on time.
CA Ayşe Agarwal & Associates
98765-43210
CALCULATE
Perfect! To calculate exact Q3 liability, I need:
1. Your total income till November 2024
(Business income + other income)
2. Investments made (80C, 80D, etc.)
3. TDS already deducted (if any)
Share approximate numbers and we'll compute exact tax due within 24 hours.
Or if you prefer, we can use last year's tax as estimate (safer to pay slightly higher than face interest).
What works for you?
10 days before deadline
CAMPAIGN: Advance Tax Q3
TARGET: Contacts tagged "business-client" OR "professional"
SCHEDULE: December 5 (10 days before Dec 15 deadline)
PERSONALIZATION: Use last year's tax data
RULE: Listen for CALCULATE/CHALLAN/CALL replies
- CALCULATE → Trigger document request Journey
- CHALLAN → Send challan generation form
- CALL → Notify CA to call client
QUARTERLY DATES:
Q1: June 5 (due June 15)
Q2: September 5 (due September 15)
Q3: December 5 (due December 15)
Q4: March 5 (due March 15)
How it works: Four campaigns per year on same template, different dates. System pre-fills last year's tax from client records. Estimated calculation prompts early action. Interactive options (CALCULATE/CHALLAN/CALL) let clients choose their path. Prevents last-day rush and interest penalties. Positions you as proactive advisor, not reactive filer.
Workflow tip: Maintain last year's tax in custom fields. This powers all advance tax, TDS, and planning campaigns with personalized numbers.
4
TDS Return Compliance Tracker
SequencePro $99
Automated reminders for TDS payment (7th), TDS return filing (quarterly), and Form 16 issuance deadlines for employer clients.
🏢 TDS Compliance Alert - Q3 FY 24-25
Dear Ramesh (Ramesh Consultancy Pvt Ltd),
Upcoming TDS deadlines for your company:
📅 MONTHLY TDS PAYMENT:
• December salary TDS: Due January 7, 2025
• Amount: Check your ledger
📅 QUARTERLY TDS RETURN:
• Form 24Q (Salary TDS): Due January 31, 2025
• Covers: Oct-Nov-Dec 2024
DOCUMENTS NEEDED:
□ Employee salary register (Oct-Dec)
□ PF/PT deductions
□ Professional tax paid
□ Any arrear payments
TDS CERTIFICATE (Form 16):
□ Issue to employees by: June 15, 2025
(We'll handle this for you in May)
⚠️ LATE FILING PENALTIES:
• Rs.200/day for TDS return
• Disallowance of expense if not deposited!
SHARE DATA BY: January 15
So we can file comfortably before deadline.
Taxwise Consultants
Your Compliance Team
Quarterly
SEQUENCE: TDS Compliance
TRIGGER: Tag "TDS-deductor" (employer clients)
MONTHLY (1st of every month):
Reminder: Pay last month's TDS by 7th
QUARTERLY (Jan 15, Apr 15, Jul 15, Oct 15):
TDS return due in 15 days
Document collection request
DAY -7: Urgent reminder if data not received
DAY -2: Final reminder before deadline
ANNUAL (May 15):
Form 16 preparation starts - share data
PERSONALIZATION: Company name from contact field
How it works: Employer clients have recurring TDS obligations—monthly payment, quarterly returns, annual Form 16. This sequence automates all reminders year-round. Monthly messages for TDS payment, quarterly messages for return filing with document requests. System tracks if client replied "SENT" to skip follow-up reminders. Ensures zero missed TDS deadlines, protecting clients from penalties and you from blame.
Workflow tip: Tag employer clients "TDS-deductor" during onboarding. Non-employers won't get these messages, avoiding confusion.
5
ROC Annual Filing Reminder
CampaignStarter+ $29
Annual reminders for company clients about AGM, financial statements, annual returns, and director KYC—comprehensive compliance calendar.
📋 Company Annual Compliance - FY 2023-24
Dear Emre (Emre Infosys Pvt Ltd),
Your company's annual ROC filings are due:
MANDATORY FILINGS FOR PVT LTD:
📅 Annual General Meeting (AGM): By September 30
📅 AOC-4 (Financial Statements): Within 30 days of AGM
📅 MGT-7 (Annual Return): Within 60 days of AGM
📅 DIR-3 KYC (All Directors): By September 30
YOUR COMPANY DETAILS:
• Incorporation: March 15, 2019
• Directors: 2 (Emre, Jennifer)
• Last AGM: August 12, 2023 ✅
• Last ROC filing: September 8, 2023 ✅
DOCUMENTS REQUIRED:
□ Balance sheet & P&L (FY 23-24)
□ Audit report (from statutory auditor)
□ Directors' report
□ Bank statements (full year)
□ Director Aadhar/PAN (for KYC)
⚠️ PENALTIES:
• Late AOC-4: Rs.100/day
• Late MGT-7: Rs.100/day
• Late DIR-3 KYC: Director disqualification!
TIMELINE:
Share documents by: August 15
We'll schedule AGM & complete all filings before September 30.
CA Ayşe Agarwal & Associates
Company Secretarial Services
July (2 months before deadline)
CAMPAIGN: Annual ROC Compliance
TARGET: Contacts tagged "pvt-ltd" OR "llp"
SCHEDULE: July 15 (2 months before Sept 30 deadline)
PERSONALIZATION:
- Company name from contact field
- Incorporation date
- Director names
- Last year's filing status
FOLLOW-UP:
August 15: Reminder if no response
September 1: Urgent notice - 30 days left
September 15: Final warning - 15 days left
How it works: Company compliance is annual but critical. One missed deadline = compounding penalties and director disqualification. Campaign in July gives 2+ months for document collection, audit completion, and filing. Personalized with company details (name, directors) from your CRM. Comprehensive checklist prevents "I didn't know" excuses. Follow-up reminders ensure timely completion. Professional, systematic communication builds trust.
Workflow tip: Save incorporation date and director details in client profile. This enables personalized compliance calendars for each company.
6
Tax Planning Consultation Booking
CampaignBusiness $470
In January-March, proactive tax planning offers to high-income clients. Book consultations to sell advisory services beyond compliance.
💡 Still Time to Save Tax - FY 2024-25
Dear Fatma,
With just 2 months left in FY 24-25, you can still reduce your tax liability significantly!
YOUR PROFILE:
• Income bracket: Rs.15-20 lakhs
• Current tax regime: Old (based on last year)
• Estimated tax: ~Rs.2,80,000
POTENTIAL SAVINGS:
💰 Rs.46,500 in 80C (if not exhausted)
💰 £1,200 in 80D (medical insurance)
💰 ₺70,000 in NPS (additional 80CCD)
💰 Rs.12,500 in home loan interest
TOTAL POSSIBLE SAVING: ~Rs.30,000-40,000
🎯 FREE 30-MIN TAX PLANNING CALL
We'll analyze:
✅ Old vs New regime comparison
✅ Investment optimization
✅ Tax-saving checklist personalized for you
✅ February-March action plan
BOOK YOUR SLOT:
Perfect! Your tax planning consultation is confirmed:
📅 Date: Saturday, January 18, 2025
⏰ Time: 3:00 PM
📍 Mode: Phone call
📞 CA Ayşe will call you: +91-XXXXX-XXXXX
PLEASE KEEP READY:
• Last month's salary slip
• Investments made so far (80C, 80D)
• Any planned investments in Feb-Mar
We'll send calendar invite to your email.
See you Saturday! Let's save some tax together! 💰
Questions before the call? Just reply here.
January-March campaign
CAMPAIGN: Tax Planning Consultation
TARGET: Contacts tagged "salaried" AND "high-income"
SCHEDULE: January 15, February 1, March 1
PERSONALIZATION:
- Income bracket from last year's ITR
- Current regime (old/new)
- Estimated tax savings opportunity
GOAL: Book 30-min consultation calls
CONVERSION: Advisory service upsell
RULE: If reply contains time/day → notify CA for booking
OUTCOME: Position as advisor, not just ITR filer
How it works: Most CA practices are transactional (file ITR, collect fee). Tax planning positions you as strategic advisor. Campaign targets salaried clients earning 15L+ who benefit most from planning. Personalized savings estimate grabs attention. Free consultation lowers barrier. During call, you suggest mutual funds, insurance, NPS—earning advisory fees and commissions. One campaign generates 20-30 consultation bookings, converting 40-50% to paid advisory services.
Workflow tip: Segment clients by income bracket from last ITR. Send planning offers only to high earners who benefit most and pay for advice.
7
Tax Saving Investment Reminders
CampaignPro $99
Quarterly reminders throughout the year encouraging clients to invest in tax-saving instruments instead of last-minute March rush.
💸 Tax Saving Alert - Don't Wait Till March!
Dear Sanjay,
Smart taxpayers invest throughout the year, not just in March.
WHY INVEST NOW (OCTOBER)?
✅ Better investment choices (not desperate)
✅ Spread investment burden (not Rs.1.5L in March)
✅ Start SIP for ELSS (rupee cost averaging)
✅ Time to research best options
YOUR TAX SAVING CHECKLIST:
📌 SECTION 80C (Rs.1.5 Lakh limit):
□ ELSS mutual funds (best returns + 3yr lock-in)
□ PPF (safe, 7.1% interest)
□ Life insurance premium
□ Children's tuition fees
□ Home loan principal
📌 SECTION 80D (Rs.25K-50K):
□ Health insurance premium
□ Parents' health insurance
📌 SECTION 80CCD (Rs.50K additional):
□ National Pension Scheme (NPS)
📌 OFTEN MISSED:
□ Home loan interest (Rs.2L limit)
□ Education loan interest (full deduction)
□ Donations to charity (80G)
🎯 OUR RECOMMENDATION:
Start ₺2,8000/month SIP in ELSS now
Total by March: Rs.60,000 invested
Remaining Rs.90,000 in PPF/insurance
WANT PERSONALIZED PLAN?
Taxwise Consultants
Your Financial Partners
Quarterly throughout year
CAMPAIGN CALENDAR: Tax Saving Reminders
APRIL: Year starts - plan 80C investments early
JULY: Q1 review - track progress
OCTOBER: Mid-year check - course correction
JANUARY: Final push - 3 months left
MARCH: Last chance - emergency options
TARGET: All salaried clients
MESSAGE: Quarter-specific advice
GOAL: Position as financial advisor
REVENUE: Mutual fund commissions + advisory fees
PERSONALIZATION: Income slab determines urgency
How it works: Clients procrastinate tax saving till March, then make poor decisions under pressure. Quarterly nudges throughout the year encourage systematic investing. April message plants the seed, October reminds mid-year, January creates urgency. Each message educates about different instruments. Positions you as financial wellness partner, not tax-season-only CA. Creates opportunity for mutual fund advisory (earn commission) and paid planning services.
Workflow tip: Partner with mutual fund platform for referral commissions. Your tax saving advice becomes revenue stream beyond CA fees.
8
Audit Preparation Document Sequence
SequenceStarter+ $29
For clients requiring tax audit, systematic document collection starting 3 months before deadline with step-by-step checklists.
📊 Tax Audit FY 2023-24 - Document Collection Starts
Dear Karthik (Karthik Traders),
Your business requires tax audit for FY 23-24:
Turnover: Rs.3.2 Cr (audit mandatory above Rs.1 Cr)
TAX AUDIT DEADLINE: September 30, 2024
Auditor: CA Ramesh Kumar (appointed)
PHASE 1 - BOOKS OF ACCOUNTS (June):
□ Sales register (all invoices)
□ Purchase register (all bills)
□ Cash book
□ Bank statements (all accounts)
□ Stock register
□ Fixed assets register
PHASE 2 - SUPPORTING DOCS (July):
□ KDV returns (all months)
□ TDS certificates
□ Advance tax payment challans
□ Bill-wise party ledgers
□ Loan statements
PHASE 3 - CLOSING ENTRIES (August):
□ Stock valuation (physical count)
□ Depreciation schedule
□ Outstanding expenses
□ Bad debts write-off
TIMELINE:
June 15: Share books of accounts
July 15: Share supporting documents
August 15: Final closing data
August 31: Auditor completes fieldwork
September 15: Audit report signing
September 30: ITR filing with audit report
⚠️ Missing audit deadline = Rs.1.5 Lakh penalty!
This week's action: Share sales & purchase registers.
How it works: Tax audit is complex, multi-phase process. Starting in June (4 months early) gives ample time. Breaking into 3 phases (books → supporting docs → closing) makes it manageable. Each message is a mini-checklist, not overwhelming. Two-week intervals keep momentum without harassment. Clients appreciate structure and advance notice. Your CA/auditor gets organized data, not last-minute chaos. Zero audit deadline misses.
Workflow tip: Coordinate this sequence with your network auditor. They get systematic data flow, you get happy clients and timely completion.
9
Client Onboarding with Document Checklist
JourneyStarter+ $29
When new client signs up, automated welcome journey collects all necessary documents, agreements, and background information systematically.
🎉 Welcome to CA Ayşe Agarwal & Associates!
Dear Lucy,
Thank you for choosing us for your tax and compliance needs!
To serve you better, we need some basic information and documents.
YOUR SERVICE PLAN:
✅ ITR filing (salaried)
✅ KDV returns (monthly)
✅ TDS compliance
✅ Advisory on-demand
STEP 1 - PERSONAL INFO:
Please share:
1. PAN card (photo/PDF)
2. Aadhar card (photo/PDF)
3. Email ID (for official communication)
4. Date of birth
Once received, we'll move to Step 2 (business details).
Welcome aboard! 🚀
Team CA Ayşe Agarwal
Perfect! Received:
✅ PAN: ABCDE1234F
✅ Aadhar: XXXX-XXXX-5678
✅ Email: meera@example.com
✅ DOB: 15-May-1985
STEP 2 - BUSINESS DETAILS:
Since you have KDV registration:
1. KDVIN number
2. Business name (as per registration)
3. Business address
4. Nature of business
5. Monthly approx. turnover
Share these details and we'll set up your profile completely!
KDVIN: 29ABCDE1234F1Z5
Business: Lucy Fashion Studio
Address: 123 MG Road, İstanbul
Nature: Retail clothing
Turnover: Rs.8-10 lakhs/month
Excellent! All information received ✅
Your profile is now complete!
WHAT'S NEXT:
• Added to our system
• KDV reminder schedule activated
• You'll get compliance alerts 5 days before deadlines
• For urgent queries, call: 98765-43210
ENGAGEMENT LETTER:
We've sent our engagement terms to meera@example.com
SERVICE FEES:
• ITR filing: ₺7,000/year
• KDV returns: ₺4,200/month
• TDS compliance: ₺2,800/quarter
Payment details in email. First month due now.
Happy to have you as our client! 🤝
Any questions? Just ask!
New client onboarding
JOURNEY: New Client Onboarding
TRIGGER: Tag "new-client" when signed up
STEP 1 (Immediate): Welcome + Step 1 (personal info)
WAIT: For client to share PAN/Aadhar/email/DOB
STEP 2 (After Step 1 received): Request business details
WAIT: For KDVIN, business info, turnover
STEP 3 (After Step 2 received): Profile complete confirmation
THEN: Send engagement letter email
THEN: Request agreement confirmation
THEN: Share fee details and payment request
THEN: Move to "active-client" tag
THEN: Activate relevant compliance sequences
How it works: New client onboarding is often chaotic—incomplete info, delayed services, confusion. This Journey systematizes it. Step-by-step collection (personal → business → agreement → payment) prevents overwhelm. Waits for client response before next step (not time-based). Confirms receipt of each item, giving confidence. Automatically activates compliance reminders once onboarded. Professional first impression. Articles can tag "new-client", Journey does the entire onboarding without CA involvement.
Workflow tip: Have article assistant handle this Journey. They respond to questions, CA only involved if complex queries arise.
10
Service Fee Collection Reminders
SequenceStarter+ $29
After service completion (ITR filed, KDV return submitted), automated professional fee reminders with payment links and options.
✅ Your ITR Filed Successfully!
Dear Mustafa,
Great news! Your ITR for AY 2024-25 has been filed.
FILING DETAILS:
📋 Form: ITR-2
📅 Filed: June 28, 2024
🔢 Acknowledgment: 123456789012345
💰 Tax paid: Rs.1,85,000
💵 Refund due: Rs.28,500
Your ITR-V and computation attached in email.
E-VERIFY REMINDER:
Please e-verify within 30 days. We'll send separate reminder.
---
OUR SERVICE FEE:
ITR-2 Filing: ₺7,000 + KDV
KDV (18%): Rs.450
Total: Rs.2,950
PAYMENT OPTIONS:
🏦 BKM Express: capriya@hdfcbank
📱 PhonePe/GPay: 98765-43210
🏦 Bank Transfer:
CA Ayşe Agarwal & Associates
A/c: 1234567890
IFSC: HDFC0001234
💳 Payment link: [link]
Please share payment screenshot for instant receipt.
Thank you for trusting us with your ITR!
Questions? Just reply here.
CA Ayşe Agarwal & Associates
[Payment screenshot]
Payment received! Thank you Mustafa! 🙏
Receipt Details:
Amount: Rs.2,950
Mode: BKM Express
Date: June 28, 2024
Receipt #: REC/2024/1234
Official receipt sent to your email.
Your account is now clear. Looking forward to serving you next year!
For any ITR queries, we're always here.
Have a great day! 😊
After service completion
SEQUENCE: Fee Collection
TRIGGER: Tag "service-completed" after filing
DAY 0 (Immediate): Service completion + fee request
DAY 3: Gentle reminder if no payment
DAY 7: Second reminder with payment urgency
DAY 15: Final reminder before "overdue" status
DAY 30: Overdue notice - polite but firm
EXIT: When payment received
RULE: If payment screenshot shared → send receipt
AUTOMATION: Receipt generation from template
TAGS: Move from "service-completed" to "paid"
How it works: Fee collection is awkward for CAs—you delivered service, client delays payment. This sequence makes it professional and systematic. Day 0 request is natural (service complete, here's fee). Multiple payment options reduce friction. Reminders are polite but persistent. Screenshot confirmation gives instant gratification. Automated receipt generation completes the loop. No personal calling needed. 90% payments received within 7 days vs 60% with manual follow-up.
Workflow tip: Send fee request immediately after service completion while client is still grateful. Delayed requests get delayed payments.
Solo practitioner with <200 clients? Starter Plan ($29/mo) covers essential ITR and KDV automation. Multi-location firm or 500+ clients? Business Plan ($470/mo) adds tax planning campaigns and unlimited automation.
Ready to End the ITR Season Chaos?
Join CA practices automating document collection, compliance reminders, and client communication on WhatsApp.