Solo CA Office CRM is a powerful PHP and MySQL practice management system designed for independent Chartered Accountants, tax consultants, accounting professionals, and small CA firms. Manage clients, GST, income tax returns, TDS, ROC compliance, notices, appointments, tasks, invoices, documents, communications, and client portal access from one modern dashboard.
Run your entire accounting and tax consultancy practice with one complete, secure, and professional office management solution.
Solo CA Office CRM helps Chartered Accountants and tax professionals organize client information, monitor statutory compliance, manage documents, track deadlines, issue invoices, schedule appointments, and communicate with clients more efficiently.
The application also provides clients with a secure self-service portal where they can access documents, invoices, compliance information, appointments, and profile details.
Because the application is self-hosted, you retain control of your software, database, files, client records, and business information.
Perfect For
- Solo Chartered Accountants
- Independent Tax Consultants
- Accounting Professionals
- GST Practitioners
- Income Tax Consultants
- Company Secretaries
- Bookkeeping Professionals
- Small CA Offices
- Tax Return Preparation Firms
- Financial Compliance Consultants
- Business Registration Consultants
- Accounting and Advisory Firms
Core Features
Client Management
Maintain complete client records from one centralized location.
- Client registration
- Individual and business clients
- Client contact information
- Business and company details
- PAN information
- GSTIN information
- Complete address details
- Client status management
- Client search and listing
- Secure client portal access
- Client profile management
- Unique email validation
- Client activity overview
- Client-related compliance records
- Client invoices
- Client documents
- Client appointments
- Client communication history
Client Invitation System
When a CA owner adds a new client, the application can automatically send a secure invitation email.
- Automatic client invitation email
- Secure one-time password setup link
- No default password shared with clients
- Password creation through a protected link
- Invitation link expires after 24 hours
- Secure invitation token
- Client account activation
- Resend invitation support through a new password-reset request
- Faster and safer client onboarding
This allows clients to create their own passwords without the CA owner manually generating or communicating login credentials.
Client Self-Registration
Clients may also register directly through the public registration page.
- Public client registration
- Email verification
- Secure verification token
- Verification link expiration
- Administrator notification for new registrations
- Administrator notification after email verification
- Duplicate email prevention
- Secure password storage
- Client portal activation after verification
GST Compliance Management
Track GST-related work and filing obligations for every client.
- GST compliance records
- GST return type
- Filing period
- Financial year
- Due date
- Filing date
- Acknowledgement details
- Status tracking
- Pending compliance tracking
- Filed compliance tracking
- Notes and remarks
- Client-wise GST history
- Upcoming due dates
- Overdue compliance identification
Income Tax Return Management
Manage client income tax return assignments and filing progress.
- ITR compliance records
- Assessment year
- Financial year
- Return type
- Filing due date
- Actual filing date
- Acknowledgement details
- Filing status
- Tax-related notes
- Client-wise ITR history
- Pending return tracking
- Completed filing records
- Overdue return identification
TDS Management
Organize TDS return work and important filing information.
- TDS compliance records
- TDS return type
- Quarter management
- Financial year
- Due date
- Filing date
- Acknowledgement details
- Filing status
- Notes and follow-ups
- Client-wise TDS records
- Upcoming deadline tracking
- Overdue compliance tracking
ROC Compliance Management
Track company-related Registrar of Companies obligations.
- ROC compliance records
- Form type
- Financial year
- Due dates
- Filing dates
- Acknowledgement details
- Compliance status
- Company filing history
- Notes and supporting information
- Pending filing tracking
- Completed filing records
- Overdue ROC compliance identification
Compliance Calendar
View important statutory deadlines and office activities in one calendar.
- GST due dates
- ITR due dates
- TDS due dates
- ROC due dates
- Client appointments
- Office holidays
- Upcoming compliance deadlines
- Calendar-based deadline visualization
- Client-wise compliance information
- Status-based compliance display
- Centralized schedule overview
The compliance calendar helps ensure that important client filings and statutory deadlines are not missed.
Task Management
Create and monitor internal tasks related to clients and office operations.
- Create tasks
- Assign tasks to clients
- Task title and description
- Priority management
- Status management
- Due dates
- Pending tasks
- In-progress tasks
- Completed tasks
- Overdue task identification
- Client-related task history
- Task details and notes
- Edit and update tasks
- Dashboard task summaries
Notice Management
Maintain records of notices received by clients.
- Add client notices
- Notice type
- Notice date
- Response due date
- Department or authority details
- Notice reference information
- Response status
- Notes and remarks
- Client-wise notice history
- Pending notice tracking
- Responded notice tracking
- Overdue response identification
- Edit notice information
Appointment Management
Schedule meetings and consultations with clients.
- Create appointments
- Client appointment booking
- Appointment date and time
- Appointment mode
- In-person appointments
- Online appointments
- Telephone consultations
- Appointment purpose
- Appointment notes
- Status management
- Appointment confirmation
- Rescheduling
- Cancellation
- Booked slot blocking
- Office working hours
- Holiday management
- Past slot blocking
- Client and administrator notifications
Client Portal Appointment Booking
Clients can request appointments directly from their portal.
- View available appointment slots
- Book an appointment
- Select appointment date
- Select appointment time
- Choose appointment mode
- Enter appointment purpose
- Avoid already-booked time slots
- Respect configured office hours
- Respect office holidays
- Receive appointment email notifications
- View appointment status
Document Management
Securely store and organize documents belonging to clients.
- Upload client documents
- Client-wise document organization
- Document categories
- Document titles
- Document descriptions
- Secure file storage
- Controlled document access
- Protected document downloads
- File type validation
- Document upload date
- Administrator document access
- Client portal document access
- Client-specific permission checks
- Search and filter documents
Documents may include:
- PAN documents
- Aadhaar documents
- GST certificates
- Income tax documents
- TDS documents
- Bank statements
- Financial statements
- Incorporation documents
- ROC documents
- Notices
- Agreements
- Invoices
- Supporting files
- PDFs
- Images
- Office documents
Invoice Management
Create and maintain professional invoices for accounting and consultancy services.
- Create invoices
- Client billing details
- Invoice number
- Invoice date
- Due date
- Service descriptions
- Quantity and rate
- Subtotal calculation
- Tax calculation
- Total amount
- Payment status
- Paid amount
- Outstanding amount
- Payment recording
- Invoice notes
- Printable invoice
- Professional print layout
- Client portal invoice access
- Client-wise invoice history
- Revenue reporting
Tax and Service Configuration
Configure taxes and services according to your practice.
- Create tax rates
- Tax name
- Tax percentage
- Enable or disable taxes
- Service configuration
- Accounting services
- Tax consultancy services
- GST services
- ITR filing services
- TDS services
- ROC services
- Custom services
- Service descriptions
- Service pricing
Communication Log
Maintain a complete history of communication with every client.
- Call records
- Email records
- Meeting records
- WhatsApp communication records
- Follow-up records
- Communication date and time
- Communication subject
- Detailed notes
- Follow-up dates
- Client-wise communication history
- Centralized interaction timeline
- Search and filter communication records
This helps the CA owner retain a clear record of conversations, commitments, and client follow-ups.
Reports
Access important office and compliance information through centralized reports.
- Revenue summary
- Invoice summary
- Paid invoice totals
- Outstanding invoice totals
- Compliance summary
- Pending compliance records
- Completed compliance records
- Overdue compliance records
- Client summary
- Appointment summary
- Task summary
- GST reports
- ITR reports
- TDS reports
- ROC reports
- Date-based reporting
Dashboard
View key business information immediately after login.
- Total clients
- Active clients
- Upcoming appointments
- Pending tasks
- Pending compliance
- Overdue compliance
- Recent invoices
- Revenue information
- Outstanding payments
- Recent client activity
- Upcoming deadlines
- Quick module access
Client Portal
Clients receive access to a secure portal connected to their own records.
Clients can:
- Log in securely
- Create a password through an invitation link
- Reset a forgotten password
- Manage their profile
- View compliance records
- View GST information
- View ITR information
- View TDS information
- View ROC information
- Access assigned documents
- Download permitted documents
- View invoices
- Review payment information
- Book appointments
- View appointment status
- Access office information
- Update selected personal and business details
Each client can access only their own information.
Office Settings
Configure the application according to your accounting practice without modifying the source code.
CA Profile
- CA or consultant name
- Practice name
- Registration details
- Contact information
- Office address
- Email address
- Website information
- Practice logo
- Professional invoice details
Invoice Settings
- Invoice prefix
- Invoice numbering
- Tax configuration
- Payment information
- Invoice notes
- Footer information
- Practice details
- Logo display
Service Settings
- Create custom services
- Set service prices
- Update service descriptions
- Activate or deactivate services
Document Categories
- Create document categories
- Organize uploaded files
- Activate or deactivate categories
- Use categories across client records
Appointment Settings
- Office working days
- Office opening hours
- Office closing hours
- Appointment duration
- Office holidays
- Slot availability
- Booking restrictions
Email Settings
- PHP mail mode
- SMTP mode
- Log-only testing mode
- SMTP host
- SMTP port
- SMTP username
- SMTP password
- Encryption configuration
- From name
- From email
- Email fallback options
- Email queue configuration
Email System
The application includes a centralized email delivery system.
Supported emails include:
- Client invitation emails
- Client registration emails
- Email verification emails
- Client password reset emails
- Administrator password reset emails
- New client registration notifications
- Client verification notifications
- Appointment booking emails
- Appointment confirmation emails
- Appointment mode details
- Invoice-related emails
- Administrative alerts
Queue-Based Email Delivery
Emails can be added to a queue instead of delaying form submissions.
- Faster form processing
- Background email delivery
- Cron-based queue processing
- Automatic retry support
- Email delivery logs
- Failure tracking
- SMTP support
- PHP mail fallback
- Log-only testing mode
SMTP is recommended for reliable production email delivery.
Backup and Restore
Protect important application and client information through the built-in backup module.
- Database backup
- Application-specific table backup
- Downloadable backup files
- Backup history
- Restore support
- Safer upgrade preparation
- Protection before major changes
- Prefix-aware database backup
Only tables belonging to the current application installation are included when a configurable database prefix is used.
Security Features
- Secure authentication
- Password hashing
- Secure password reset
- Secure client invitation tokens
- Secure email verification tokens
- Time-limited invitation links
- Time-limited verification links
- Role-based access
- Administrator and client separation
- Client record ownership checks
- Protected document access
- Secure file delivery
- Session regeneration
- Application-specific sessions
- Namespaced session data
- HTTP-only cookies
- SameSite cookie protection
- Prepared PDO statements
- SQL injection protection
- Form validation
- Output escaping
- Duplicate email prevention
- Upload restrictions
- Configuration file protection
- Directory access protection
- Email activity logs
Import and Export
The reporting and backup architecture supports structured business data management.
- Database backup export
- Client-related data preservation
- Application-specific table exports
- Migration-friendly database structure
- Prefix-aware data separation
- Printable invoices
- Printable reports
- Business data ownership
Installer
Solo CA Office CRM includes a guided installation wizard.
- Server compatibility checks
- PHP version verification
- PDO verification
- PDO MySQL verification
- Database connection setup
- Configurable database table prefix
- Administrator account creation
- Automatic database table creation
- Application URL configuration
- Timezone configuration
- Writable folder checks
- Installation completion screen
- Multi-application deployment support
The configurable database prefix allows multiple applications or client installations to share one database without table-name conflicts.
Technology
- PHP 8+
- MySQL 5.7+ or MariaDB 10+
- PDO
- HTML5
- CSS3
- JavaScript
- Bootstrap
- Responsive Web Design
- SMTP
- Cron Jobs
- Secure PHP Sessions
- Apache
.htaccess - Self-Hosted Architecture
Why Choose Solo CA Office CRM?
- Designed specifically for Chartered Accountants
- Suitable for solo professionals and small CA offices
- Centralized client management
- GST, ITR, TDS, and ROC tracking
- Built-in compliance calendar
- Client portal included
- Secure client invitation system
- Appointment booking
- Document management
- Invoice and payment tracking
- Communication history
- Task and notice management
- Queue-based email system
- Database backup and restore
- Configurable office settings
- Self-hosted
- One-time purchase
- Lifetime ownership
- No compulsory monthly subscription
- Full source code included
- Responsive interface
- Multi-installation compatible
- Shared database support through unique prefixes
- Cross-application session isolation
- Production-ready architecture
- Easy installation wizard
What’s Included?
- Complete PHP source code
- MySQL database structure
- Installation wizard
- Administrator dashboard
- Client portal
- Client invitation system
- Compliance management modules
- GST management
- ITR management
- TDS management
- ROC management
- Task management
- Notice management
- Appointment management
- Document management
- Invoice management
- Communication log
- Reporting module
- Backup and restore module
- Email queue processor
- Cron configuration guidance
- User guide
- Installation documentation
- Full source code ownership
- Lifetime licence
Hosting Requirements
- PHP 8.0 or later
- MySQL 5.7 or later
- MariaDB 10 or later
- PDO MySQL extension
- Apache or compatible PHP hosting
- File uploads enabled
- Cron job support recommended
- SMTP account recommended
- Writable configuration folder
- Writable uploads folder
- Writable backup folder
- SSL certificate recommended
Manage Your CA Practice from One Dashboard
Replace scattered spreadsheets, disconnected documents, manual deadline lists, and unorganized client communication with one centralized office management system.
Solo CA Office CRM brings clients, compliance, appointments, tasks, notices, documents, invoices, payments, and communications together—helping you run a more organized, professional, and efficient accounting practice.