> ## Documentation Index
> Fetch the complete documentation index at: https://help.pragmachartered.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage clients

> Find and add a client, find your way around its page, keep its profile, contacts and Tally map current, and control who can see it.

![Clients page showing Add client and the client search field](https://help.pragmachartered.com/images/clients/list.png)

**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.

| Column | What it tells you |
| - | - |
| **Client** | Legal name, the trade name beneath it if different, and an **Archived** badge for an archived client. |
| **GSTIN** | The GSTIN (or a dash), with the GST registration type and state code beneath. |
| **Open** | Invoices still open in the review queue for this client. |
| **Oldest** | Age of the oldest open invoice; shown in red once it is more than seven days old. |
| **Tally map** | **Complete**, or **Incomplete** when the Tally ledger map is missing a default. Fix an incomplete map before approving this client's invoices. |
| **Connector** | **Live**, **Idle**, **Stale**, **Never seen**, or **None** if no connector is enrolled. See [Tally handoff](https://help.pragmachartered.com/invoices/tally-handoff.md). |
| **Staff** | How many colleagues are assigned; shown in amber when nobody is. |

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](https://help.pragmachartered.com/gst/gstr2b-reconciliation.md).

## 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:

| Field | What to enter |
| - | - |
| **Legal entity name** | **Required**, 1–200 characters after trimming; use the entity's legal name. |
| **Trade name** | Optional trading name, up to 200 characters. |
| **Entity type** | Choose Proprietorship, Partnership, LLP, Private company (the form default), Public company, Trust, Society or Other. |
| **PAN**, **GSTIN** | Optional; PAN is 5 letters, 4 digits, 1 letter (`ABCDE1234F`); GSTIN follows the 15-character example `27ABCDE1234F1Z5`. The server uppercases these at creation. |
| **CIN / LLPIN** | Optional; 8–21 alphanumeric characters or an LLPIN such as `AAB-1234`. |
| **GST registration** | Select Regular (the form default), Composition, Unregistered, SEZ unit / developer or Exempt as recorded for this client. |
| **Registered address**, **Address line 2**, **City**, **State / UT**, **Postal code** | Optional. Address lines: up to 200 characters each; city: 120; postal code: 20. Use a state abbreviation (`KA`) or GST state number (`29`) for **State / UT**. |
| **Financial year starts** | Choose April (default) or January in this creation form. |
| **Primary contact**, **Contact phone**, **Contact email** | Optional accounting contact details; name up to 160 characters, phone up to 40, email up to 320 and an email-shaped address in the form. This profile phone can be offered as a recipient for document requests if WhatsApp can reach it. |
| **Tracking compliance from** | Optional calendar date, default today (India time), not in the future. Earlier dates include earlier filing periods; leaving it blank also records today at creation. |

**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

![Client page with grouped sections and tabs](https://help.pragmachartered.com/images/clients/detail.png)

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.

| Section | Tab | What you do there |
| - | - | - |
| **Overview** | **Profile** | Read the statutory identity, address and contacts (below). Everyone who can open the client. |
| | **Messages**, **Documents** | Message the client and request documents; see [Request documents from clients](https://help.pragmachartered.com/clients/document-requests.md). |
| | **Automation** | Set Autopilot, Assist or Manual for this client; see [Automation](https://help.pragmachartered.com/firm/automation.md). Owners and assigned Managers. |
| **Books** | **Invoices** | This client's invoice history; see [Review and approve an invoice](https://help.pragmachartered.com/invoices/review-and-approve.md). |
| | **Bank** | [Import bank statements](https://help.pragmachartered.com/books/bank-import.md). |
| | **Registers** | [Import purchase and sales registers](https://help.pragmachartered.com/books/register-import.md). |
| | **Vouchers** | [Key in vouchers](https://help.pragmachartered.com/books/manual-vouchers.md) and [close the books](https://help.pragmachartered.com/books/close-books.md). |
| **Tax** | **GST** | [GSTR-1 drafts](https://help.pragmachartered.com/gst/gstr1-draft.md), [filed GSTR-1 and amendments](https://help.pragmachartered.com/gst/gstr1-filed-and-amendments.md), [GSTR-3B and PMT-06](https://help.pragmachartered.com/gst/gstr3b-and-pmt06.md), [GSTR-2B reconciliation](https://help.pragmachartered.com/gst/gstr2b-reconciliation.md) and [reports and the GST portal](https://help.pragmachartered.com/gst/reports-and-portal.md). |
| | **TDS** | [TDS registers and returns](https://help.pragmachartered.com/compliance/tds.md). |
| | **Notices** | [GST notices](https://help.pragmachartered.com/compliance/gst-notices.md). |
| **Compliance** | **Calendar** | [Filing due dates](https://help.pragmachartered.com/compliance/calendar.md). |
| | **Directors**, **ROC** | [Directors and ROC filings](https://help.pragmachartered.com/compliance/roc-and-directors.md). **ROC** appears for companies and LLPs only. |
| | **Payroll** | [Payroll](https://help.pragmachartered.com/compliance/payroll.md). |
| **Setup** | **Tally map** | The Tally company and ledger map (below). |
| | **Zoho Books** | Where approved vouchers post (Tally or Zoho Books), the client's Zoho organization and its Zoho account, contact and tax map; see [Post approved invoices to Zoho Books](https://help.pragmachartered.com/invoices/zoho-books.md). Owners and assigned Managers edit; assigned Preparers read. |
| | **Intake** | [WhatsApp senders](https://help.pragmachartered.com/invoices/whatsapp-intake.md). Owners and assigned Managers. |
| | **Connector** | [Windows connector enrollment](https://help.pragmachartered.com/invoices/tally-handoff.md). Owners, assigned Managers and Connector admins. |

A **Connector admin** sees only **Setup → Connector**. A **Preparer** sees no **Automation** or **Intake** tab.

## Review the profile and contacts

![Client Overview Profile tab with Edit profile and the Contacts table](https://help.pragmachartered.com/images/clients/profile-contacts.png)

**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](https://help.pragmachartered.com/invoices/zoho-books.md).

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.

> [card] Still stuck?
>
> [Open a case](https://app.pragmachartered.com/support) from **Help & support** in Pragma, or [book a walkthrough](https://help.pragmachartered.com/support/book-a-walkthrough.md) and the team will show you around on a call. Can't sign in? [Contact support](https://app.pragmachartered.com/contact-support).


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