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Owners see every client. Managers, Preparers and Connector admins see only the clients they are assigned to; with none, the list says No clients assigned to you. An Owner or Manager can add a client (the creator is assigned automatically). An Owner, or a Manager assigned to the client, can edit its profile, contacts, Tally map and Zoho Books setup, and archive it.

Find a client

Open Clients. Type in Search name or GSTIN (press / to jump to it) to filter by legal name, trade name or GSTIN, and set Show to Including archived to list archived clients too. You can also move through rows with the arrow keys and press Enter to open one. Narrow windows hide some columns. To import GSTR-2B files for several clients at once, select Import GSTR-2B files (Owners, Managers and Preparers); see Reconcile GSTR-2B.

Add a client

1

Check for an existing client

Search for the legal name or GSTIN before selecting Add client: both must be unique within the firm (when a GSTIN is supplied).
2

Fill the statutory identity

In the Add a client panel:
3

Describe the Tally company and create

Under Tally company, Company name is optional and defaults to the legal name (up to 200 characters); Tally version is optional, up to 80 characters (for example Prime 5.0); Base currency defaults to INR and must be a three-letter code (the server uppercases it). Tick Bill-wise accounting or Cost centres only when used in that Tally company. Select Create client to create the profile, seed a Tally profile and default ledgers, assign yourself and open the new client’s page. If the panel reports a duplicate or invalid value, correct that field; no partial client is created.

Find your way around a client’s page

The header shows the client’s name, its status, its GSTIN, and No Tally profile if the Tally map has not been set up. Pick one of five sections, then a tab in the row beneath it; returning to a section reopens the tab you last used there. A tab your role cannot use is not shown. A Connector admin sees only Setup → Connector. A Preparer sees no Automation or Intake tab.

Review the profile and contacts

Overview → Profile shows Statutory identity (legal name, trade name, entity type, PAN, GSTIN, GST registration, GST return filing, Purchases booked outside Pragma, CIN / LLPIN) and Registered address and contact (address, state code, contact, email, phone, Financial year starts, Added). Not recorded means the field is blank. Below them, Contacts lists the people at the client your firm may message, with Name, Role, Number and WhatsApp (Reachable, or Opted out if they replied STOP; an opted-out contact stays listed but is never messaged). Everyone who can message the client can read it; search with Search name, role or number.
1

Add a contact

Select Add contact (Owners and assigned Managers, on an active client). Enter Name (required, up to 80 characters), optional Role (for example Accounts head, up to 60 characters) and Mobile, the 10-digit WhatsApp number requests and reminders go to. Select Add contact.
2

Edit or remove a contact

Select the contact’s row, or its actions menu then Edit…, change the details and select Save contact. To remove one, choose Remove… and confirm Remove contact: requests already sent keep the number, and reminders stop going to it.
If you see That number is already in this client’s contact book as …, edit that contact instead of adding it again.

Edit the profile

1

Edit identity and contact details

Select Edit profile in the page header (the panel is titled Edit client). Legal name remains required; Trade name blank uses the legal name. Change Entity type and GST registration only to reflect the client’s actual details. GST return filing is Monthly or Quarterly (QRMP); Purchases are also booked outside Pragma changes how unmatched 2B credit appears in the GSTR-3B draft. PAN, GSTIN, CIN / LLPIN, address, City, PIN, State / UT, Contact name, Contact email, Contact phone, and FY starts edit the details above; the edit form allows any month for FY starts. GSTIN cannot be changed once review items/invoices exist for this client. Empty optional text boxes clear their values on save.
2

Set compliance details

In Compliance, Incorporated / registered on, Tracking compliance from, GST registered on and GST registration cancelled on take dates no later than today (India time); a blank tracking date lists all filing periods. Return frequency changed from takes a financial-year quarter such as 2026-Q3, or No change; earlier quarters use the other return frequency. TAN is optional (four letters, five digits, one letter); blank means no TDS deposits or returns are listed. GST turnover (previous FY) offers Not recorded, Up to ₹2 crore, ₹2–5 crore or Above ₹5 crore. Professional tax returns offers Monthly or Annual. Set only applicable checkboxes: Longer first year (LLP only), Tax audit applicable, EPF registered, ESI registered, Professional tax registered, Labour welfare fund applicable, Has loans or deposits, including from directors (DPT-3), Owes MSME suppliers beyond 45 days (MSME-1) and Deducts TDS on salaries (Form 16). Auditor appointed at the AGM for FY takes a year from 2017 through 2100 (for example 2026 for FY 2026–27), or blank. Select Save client; if a validation error appears, amend the displayed field and save again.
If you see This client already has invoices recorded under its current GSTIN, so the GSTIN can no longer be changed., archive this client and add the new registration as a new client.

Finish the Tally map

Open Setup → Tally map (Company and ledger mapping) to check the seeded Tally company, Tally version, the purchase, sales, payment, receipt, contra, journal, debit note and credit note voucher types, Base currency, GST enabled, Bill-wise accounting and Cost centres, the default Purchases and Sales ledgers, and the ledger table, against the client’s actual Tally company. Creating a client does not guarantee a postable voucher: a missing profile or ledger can block invoice approval. If the client keeps its books in Zoho Books instead, also map those ledgers to Zoho on Setup → Zoho Books and set Posts to to Zoho Books; see Post approved invoices to Zoho Books. An Owner or assigned Manager edits the map and selects Save Tally profile; + Add ledger adds a row, and Deactivate or Reactivate retires or restores a ledger. Save the profile before pointing a default at a newly added ledger. A Preparer sees the map with a Read only badge and The owner or this client’s manager edits the Tally map. You can read it here.: ask them to correct it before the invoices are approved.

Archive or restore a client

An Owner or assigned Manager opens More client actions in the page header and selects Archive client…, then confirms Archive client in Archive this client?. The client disappears from client pickers and the assignment grid, and its open document requests are cancelled. Nothing is deleted. To bring it back, set Show to Including archived, open the client and select Restore client from the same menu; cancelled requests can then be reopened one by one.

Assign colleagues

An Owner opens Settings → Client assignments and checks the box at a colleague/client intersection to grant access; uncheck it to remove access. Each change is saved as you toggle the box, and the page shows Saving… during the update or an error if it failed. The grid lists active non-owner, non-portal members; Owners already see all clients. If a client is absent from a colleague’s list, check the assignment rather than creating a duplicate client.

When something is refused

  • Another client in this firm already uses that GSTIN or that legal name: open the existing client instead.
  • This client does not exist, or you are not assigned to it.: ask an Owner to assign you.
  • This client is archived, so nothing new can be sent or recorded for it.: restore the client first.

Still stuck?

Open a case from Help & support in Pragma, or book a walkthrough and the team will show you around on a call. Can’t sign in? Contact support.