TaxZeoTaxZeoSign In

Complete User Guide — Updated Aug 2025

TaxZeo — Full Feature Documentation

Step-by-step guides for every feature — CRM, compliance, invoicing, client portal, AI chatbot, GST portal pull, Tally push, and more.

CRM & LeadsComplianceInvoicingClient PortalAI ChatbotGST Portal PullTally PushAI Document ParserMeta Ads
AI Chatbot — NewGST Pull — NewTally Push — New

Overview

What is TaxZeo?

The complete practice management platform for Indian CA firms — from capturing leads to filing compliance.

CRM & Lead Pipeline

Capture leads from Meta Ads, manual entry, CSV, or API and track from enquiry to onboarded client

Compliance Tracker

Never miss a GST, ITR, ROC, TDS, or advance tax deadline across all clients

Invoicing & Billing

Create branded GST invoices and quotations with auto tax calculation

Document Vault

Secure, year-organized document storage shared between CA and client

Website Builder

Publish your firm website in minutes — no code needed

Client Portal

Clients log in to see compliance status, documents, invoices, and tasks

AI Assistant

Instant answers on tax rules, filing procedures, and compliance deadlines

Analytics & Reports

Revenue, pipeline, team productivity, and compliance health at a glance

Meta Ads Sync

Auto-pull Facebook & Instagram leads into your CRM in real time

First-time setup checklist: (1) Complete your firm profile in Settings, (2) Add your first client, (3) Connect Meta Ads if you run Facebook/Instagram ads, (4) Add your team members via User Management.

Section 01

Dashboard — Your Practice at a Glance

Real-time KPIs: revenue, open pipeline, compliance deadlines, pending tasks, and outstanding invoices.

ca.zeohq.com/dashboard
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Dashboard

Active Clients

24

Open Pipeline

₹4.8L

Revenue (Month)

₹88,500

Compliances Due

3

Pending Tasks

7

Outstanding

₹2.03L

1
Click Dashboard in the left sidebar.
2
Six KPI cards — Active Clients, Open Pipeline (₹ value of active leads), Revenue This Month (from Paid invoices), Compliances Due, Pending Tasks, Outstanding Invoices. Amber/red values need immediate attention.
3
Revenue Trend — Monthly revenue bar chart below the cards. Hover a bar to see exact month total.
4
Service Distribution — Pie chart showing which compliance services (GST, ITR, ROC, etc.) your clients use most.
5
Recent Activity — Latest lead updates, tasks completed, and compliance changes across your team.
Revenue only counts invoices with status Paid. Mark invoices as Paid when payment is received to keep revenue accurate.

Section 02

CRM & Leads — Full Lead Management

Capture, track, assign, call, and convert leads from multiple sources — Meta Ads, manual entry, CSV upload, or API.

ca.zeohq.com/crm
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

CRM & Leads

From lead to client — all sources in one pipeline

f Import from Meta⇄ Distribute+ Add Lead

New Leads

3

Pipeline Value

₹85,000

Won This Month

₹45,000

Conversion

24%

New Lead

(3)

Rajender S.

proprietorshipFacebook
3d agoNextDND

Warm Lead

(4)

Priya T.

partnershipInstagram
3d agoNextDND

Hot Lead

(2)

Lead Close

(2)

DND

(1)

Negative

(0)

Adding Leads Manually

1
Click + Add Lead in the top-right of the CRM page.
2
Fill in: Name, Phone, Email, Service Interest (GST / ITR / ROC etc.), Lead Source (Walk-in / WhatsApp / Referral / Other).
3
Optionally assign to a team member immediately.
4
Click Add Lead. The card appears in the New Lead column.

Importing Leads from Meta Ads

Click Import from Meta in the CRM toolbar. The dialog has two tabs:

Upload File tab

1
In Meta Ads Manager → All Tools → Instant Forms. Select your form → Download Leads (exports a .xlsx or .csv).
2
In the Upload File tab, drag-and-drop or click to select the downloaded file.
3
Review the import preview (created / skipped). Duplicates with the same phone number are skipped automatically. Click Import Leads to confirm.

API Pull tab

4
Requires Meta integration setup first — go to Settings → Meta Integration and connect your Facebook Page with your App ID and Page Access Token.
5
Optionally enter a specific Form ID (leave blank to pull from all forms). Click Pull Latest Leads to import directly from the Meta Graph API.
All imported Meta leads land in the New Lead column and are tagged with their source (Facebook / Instagram) automatically.

Importing Leads via API

1
Go to Settings → API Keys. Generate an API key for your firm.
2
Use the following endpoint to push a lead programmatically:
POST https://ca.zeohq.com/api/leads/import
Authorization: Bearer YOUR_API_KEY
Content-Type: application/json
{
"name": "Ravi Kumar",
"phone": "9876543210",
"email": "ravi@example.com",
"service": "GST",
"source": "Website",
"notes": "Interested in GST registration"
}
3
The API returns the created lead object with its id. Duplicate phone numbers return a 409 conflict.
4
Use the API to connect your own website contact forms, chatbots, or third-party lead sources directly to TaxZeo CRM.

Distributing Leads to Agents

1
Select leads using the checkboxes in Table view, or click Distribute Leads button at the top.
2
Auto Mode — Choose which leads to distribute (Unassigned leads only, or All leads), select which agents to include, and TaxZeo distributes them evenly in round-robin order. Preview shows exactly who gets how many before you confirm.
3
Manual Mode — Switch to Manual tab. Select a specific agent from the pill-list on the left. Then pick individual leads using checkboxes (search or filter by status). The button updates to show exactly how many leads you're assigning. Click to confirm.
Use Auto mode for freshly imported CSV batches. Use Manual mode to hand-pick specific leads for a specialist agent.

Making Calls & Recording

1
Open any lead card. Click the phone icon next to the phone number to dial directly from your mobile browser.
2
Before dialling, click Record to start microphone recording. The recording begins before the call so you don't miss the opening.
3
After the call ends and you return to the app, recording stops automatically — no need to click Stop.
4
A timer shows call duration. Click Log Call to save the outcome, notes, follow-up date, and attach the recording.
5
All recordings for a lead are visible under the Recordings tab in the lead detail panel. Click play to listen inline.
Recordings are stored compressed (Opus codec) to save space. Only Super Admins can delete recordings — agents can only listen.

Mobile App (Android)

1
Look for the Google Play download banner at the top of the CRM page — it shows automatically when accessed on mobile.
2
Click the banner to download the taxzeo.apk Android app directly.
3
Enable Install from Unknown Sources in your Android settings, then install the APK.
4
The app connects to your same account — all data syncs in real time.

Lead Pipeline Stages (Temperature-based)

New LeadWarm LeadHot LeadLead CloseDNDNegative

Use the Next button on a lead card to advance it to the next stage. Use DND to mark a lead as Do Not Disturb (call later).

Lead Source Analytics

Scroll to the bottom of the CRM page to see a Lead Source Analytics bar chart — shows how many leads came from each source (Facebook, Instagram, Website, Walk-in, etc.). Use it to measure which channels are performing and where to invest.

Once a lead reaches Lead Close status, an Onboard Client button appears on the card. Click it to launch the onboarding wizard and create a full client record with pre-filled details from the lead.

Section 03

Client Management — Your Full Client Portfolio

Complete client profiles with GSTIN, entity type, contact details, services, compliance history, and portal access.

ca.zeohq.com/clients
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Client Management

+ Add Client
ClientGSTINEntityStatusServices
Sharma & Sons27AAPFS7...PartnershipActiveGST, ITR
Priya Traders29BBBPT1...ProprietorActiveGST
ABC Pvt Ltd06AACCA1...Pvt LtdActiveROC, ITR

Adding a Client Manually

1
Go to Clients in the sidebar. Click + Add Client.
2
Fill in: Company/Firm Name, Entity Type (Proprietor / Partnership / Pvt Ltd / LLP / Trust / Individual), GSTIN, PAN, contact phone, email, and address.
3
Select Engaged Services — the compliance types you handle for this client (GST, ITR, TDS, ROC, etc.).
4
Optionally assign a Relationship Manager (a team member responsible for this client).
5
Click Save Client. The client is now in your roster.

Converting a Lead to Client

1
Open the lead in CRM. Set Status to Onboarded.
2
A blue Convert to Client button appears. Click it.
3
Review the pre-filled form (name, phone, email from the lead). Add GSTIN and entity type.
4
Click Convert. The client record is created and linked to the original lead.

Creating Client Portal Access

1
Open a client record. Scroll to Portal Access section.
2
Click Create Portal Login. Enter the client's email address and set an initial password.
3
Share the portal URL (ca.zeohq.com) and credentials with your client.
4
The client logs in to their own dashboard showing their compliances, documents, tasks, and invoices.
Use the search bar and Entity Type / Status filters to quickly find clients. You can also export the client list to CSV from the table view.

Section 04

Service Catalog — Define Your Services

Build your firm's service menu — services listed here appear as options in quotations, leads, and client profiles.

ca.zeohq.com/catalog
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Service Catalog

+ Add Service
Service NameCategorySAC CodePriceStatus
GST RegistrationGST998231₹5,000Active
GSTR-3B Monthly FilingGST998231₹2,500Active
ITR Filing (Individual)Income Tax998232₹3,000Active
1
Go to Service Catalog in the left sidebar (under the CRM section).
2
Click + Add Service. Enter: Service Name (e.g. "GST Registration"), Category (GST / Income Tax / ROC / Advisory / Other), Description, and Default Price.
3
Set SAC Code if applicable — this pre-fills on quotations and invoices automatically.
4
Toggle Active to make it selectable. Inactive services are hidden from dropdowns.
5
Services appear as line items when you create Quotations or Invoices — prices pre-fill from the catalog.
Set up all your standard services with prices once. When creating an invoice, you just pick from the catalog — no need to type prices each time.

Section 05

Quotations — Send Professional Proposals

New

Create and send detailed service quotations to leads and clients before they commit to an engagement.

ca.zeohq.com/quotations
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Quotations

+ Create Quotation
Quote #ClientAmountValid TillStatus
QUO-001Sharma & Sons₹25,00031 AugSent
QUO-002Priya Traders₹8,50015 SepDraft
QUO-003ABC Pvt Ltd₹45,00001 AugAccepted

Creating a Quotation

1
Click Quotations in the sidebar. Click + Create Quotation.
2
Select the client or lead this quotation is for. If the client isn't in the system, you can type their name and contact directly.
3
Add line items — click + Add Item. Select from your Service Catalog (price auto-fills) or type a custom service name and price.
4
Set validity date (e.g. 30 days). Add any notes or terms of engagement in the notes field.
5
Click Save. The quotation is saved with a Quotation number (e.g. QUO-001).
6
Download PDF — The branded quotation PDF includes your firm logo, address, GSTIN, itemized services with amounts, and validity date.
7
Send to client — Share the PDF or copy the quotation link directly.

Converting Quotation to Invoice

1
Open any quotation. Click Convert to Invoice.
2
All line items, client details, and amounts carry over automatically.
3
Review and adjust if needed. Click Create Invoice — done. The invoice is created and linked to the original quotation.
Quotation statuses: Draft (not sent), Sent (shared with client), Accepted (client agreed), Declined, Converted (turned into invoice).

Section 06

Compliance Tracker — Never Miss a Deadline

Track every GST return, ITR, ROC filing, TDS, advance tax, and custom compliance across all clients in one view.

ca.zeohq.com/compliance
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Compliance Tracker

+ Add Compliance
ClientTypeDue DateStatus
Sharma & SonsGSTR-3B20 AugPending
Priya TradersITR-331 JulOverdue
ABC Pvt LtdROC Annual30 SepFiled
MNO LtdTDS Return31 OctUpcoming
1
Add a compliance — Click + Add Compliance. Select: Client, Compliance Type (GSTR-1 / GSTR-3B / ITR-3 / TDS Return / ROC Annual / MCA Form / Custom etc.), Financial Year, and Due Date.
2
Update status — Click any compliance row. Change status: Upcoming → In Progress → Pending → Filed / Completed. Add notes (e.g. acknowledgement number).
3
Overdue auto-detection — When a due date passes and status is not Filed, TaxZeo automatically marks it Overdue and shows it in red on the Dashboard.
4
Filter by type or status — Use the dropdowns to show only e.g. "Overdue GST returns" or "All ITR filings due this month".
5
Dashboard visibility — "Compliances Due" KPI counts items due within 7 days. Overdue count shows in red.

Compliance Types Supported

GSTR-1GSTR-3BGSTR-9GSTR-9CITR-1ITR-2ITR-3ITR-4ITR-5ITR-6TDS Return (24Q)TDS Return (26Q)Advance TaxROC Annual ReturnForm MGT-7Form AOC-4MSME ReturnPF ReturnESIC ReturnCustom
Best practice: add all recurring compliances (GSTR-1, GSTR-3B monthly; TDS quarterly; ITR annually) at the start of the financial year for every client. Use the bulk-add feature to add the same compliance type for multiple clients at once.

Section 07

Task Management — Organize Team Work

Create, assign, and track tasks for client work — document collection, preparation, review, filing, and follow-up.

ca.zeohq.com/tasks
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Task Management

+ Add Task

To Do (4)

Collect Form 16 — Sharma

Prepare GSTR-3B

In Progress (3)

ROC Filing — ABC Ltd

Review (2)

ITR draft — Priya

Done (8)

1
Create a task — Click + Add Task. Enter: Title (e.g. "Collect Form 16 from client"), assign to a team member, link to a Client (optional), set Priority (Low / Medium / High / Urgent) and Due Date.
2
Kanban view — Visual board with columns: To Do → In Progress → Review → Done. Drag-and-drop cards between columns.
3
List view — Switch to List for a sortable table. Filter by assignee, client, priority, or due date.
4
Task details — Click any task to open a detail panel: add description, attach files, leave comments, and see the activity log.
5
Dashboard — "Pending Tasks" KPI counts all open tasks. Red if overdue. Click the card to jump to Tasks with filters pre-applied.
Link tasks to a specific client so your team can see all open work for that client in one place when they open the client record.

Section 08

Document Vault — Secure File Management

Upload, organize, and share documents with clients. Files are organized by client and year for easy retrieval.

ca.zeohq.com/documents
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Document Vault

⬆ Upload

📄 GST Certificate.pdf

Sharma & Sons

Aug 2025

📄 ITR Acknowledgement.pdf

Priya Traders

Jul 2025

📄 Form 26AS.pdf

ABC Pvt Ltd

Jun 2025

1
Upload a document — Click ⬆ Upload. Select: Client, Document Type (GST Certificate / ITR Copy / Acknowledgement / Incorporation Certificate / Custom), Financial Year, and the file (PDF, JPG, PNG, DOCX — up to 25MB).
2
Organize by year — Documents are stored under each client with year-wise organization. Use the sidebar filters: Client → Year → Type to drill down quickly.
3
Share with client — Toggle the Visible to Client switch on any document. The client will see it in their portal's Document Vault section.
4
Client uploads — When a client uploads a document through their portal, it appears here automatically, tagged with the client name and upload date.
5
Download — Click any document to preview or download. Super Admins can delete documents; agents can only view and download.
Use Document Vault as your permanent archive. Even if a client relationship ends, their filing history, certificates, and records remain accessible anytime — critical for legal proceedings and assessments.

Section 09

Invoicing & Billing — GST-Compliant Invoices

Create professional GST invoices, track payment status, send reminders, and monitor outstanding amounts.

ca.zeohq.com/invoicing
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Invoicing

+ Create Invoice
Invoice #ClientAmountDateStatus
INV-001Sharma & Sons₹18,00001 AugPaid
INV-002Priya Traders₹12,50005 AugSent
INV-003ABC Pvt Ltd₹45,00010 AugSent

Creating an Invoice

1
Click + Create Invoice. Select the Client — their GSTIN and address auto-fill from their profile.
2
Add line items — Click + Add Item. Pick from your Service Catalog (name + price auto-fills) or enter a custom item. Add SAC/HSN code if needed.
3
Tax auto-calculation — For intrastate clients: CGST + SGST (9% + 9%); for interstate: IGST (18%). The invoice total with tax in words is generated automatically.
4
Set Invoice Date and optional Due Date.
5
Click Save Invoice. Status is Draft initially.
6
Send to client — Click Mark as Sent and share the PDF. The invoice status changes to Sent.
7
Record payment — Click Mark as Paid when payment is received. This updates the Dashboard revenue figures instantly.

Changing Invoice Design (from Profile Settings)

1
Go to Settings → Profile tab.
2
Upload your firm logo — Click the logo upload area. Logo appears on the invoice header.
3
Invoice theme / color — Under Invoice Settings in the same profile tab, select your preferred invoice color/theme. Options include classic blue, emerald green, slate, and custom hex color.
4
Invoice prefix & number — Set your prefix (e.g. INV, TZO) and starting number. All new invoices follow this sequence.
5
Bank details — Add account name, account number, IFSC, and bank name. These print at the bottom of every invoice.
6
Payment terms — Set default payment terms (e.g. "Due within 30 days") — printed as footer text on every invoice.
7
Click Save Profile. The next invoice you download will reflect all changes immediately.
Download any invoice as a professionally formatted PDF by clicking the Download PDF button on the invoice detail page. The PDF includes your logo, firm address, GSTIN, client GSTIN, itemized services, taxes, total in words, and bank details.

Section 10

Support Tickets — Handle Client Queries

New

Clients raise support tickets from their portal. Your team tracks, responds to, and resolves them here.

ca.zeohq.com/tickets
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Support Tickets

Ticket #ClientSubjectPriorityStatus
TKT-001Sharma & SonsGST certificate queryHighOpen
TKT-002Priya TradersInvoice correction neededMediumIn Progress
TKT-003ABC Pvt LtdPassword resetLowResolved
1
Click Support Tickets in the sidebar. You see all open and closed tickets from clients.
2
Ticket info — Each ticket shows: Ticket Number (e.g. TKT-001), Subject, Client name, Priority (Low / Medium / High / Urgent), Status (Open / In Progress / Resolved / Closed), and message thread.
3
Reply to a ticket — Click any ticket to open the conversation thread. Type your response and click Send Reply. The client sees your reply in their portal.
4
Change status — Set to In Progress when your team is working on it. Set to Resolved when done. The client can re-open a resolved ticket by replying.
5
Client-side — Clients see their tickets under the Support Tickets section in their Client Portal. They can track status and message history.
Assign tickets to specific team members to ensure clear ownership. Use priority levels to triage urgent client issues versus general queries.

Section 11

Website Builder — Publish Your Firm Website

New

Build a professional CA firm website in minutes — no coding, no hosting required. Fully customizable with live preview.

ca.zeohq.com/website
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings
Hero Section
About Us
Services
Testimonials
FAQ
Contact Form

Expert CA Services for Your Business

Trusted compliance partner since 2015

Get Free Consultation

GST Filing

ITR Returns

ROC Filings

1
Click Website Builder in the sidebar. The builder opens with a live preview on the right.
2
Hero section — Set your headline (e.g. "Expert CA Services for Your Business"), subheadline, and Call to Action button text.
3
About section — Write your firm's story, founding year, team size, and your mission. This builds trust with website visitors.
4
Services section — Click + Add Service. Add your services with icons and brief descriptions. Services from your Service Catalog can be imported.
5
Testimonials — Add client testimonials with name, designation, and their feedback quote. These auto-display in a scrollable carousel.
6
FAQ section — Add frequently asked questions (e.g. "What documents do I need for GST registration?"). These reduce repetitive client queries.
7
Contact form — Visitors who fill the contact form on your website appear as new leads in your CRM automatically.
8
Logo & Colors — Upload your firm logo. Set your brand primary color — all sections reflect this. The header, buttons, and accents update instantly.
9
Publish — Toggle Publish Website ON. Your site goes live at yourfirm.ca.zeohq.com or your custom domain.
10
Track enquiries — Click the Inquiries tab inside Website Builder. Contact form submissions from your website appear here.
Connect your own domain (e.g. www.yourfirm.com) by going to Publish & Domain settings and adding a CNAME record pointing to sites.ca.zeohq.com.

Section 12

Client Portal — Your Clients' Self-Service Dashboard

Preview

Give clients a window into their compliance status, documents, tasks, invoices, and support tickets — without any manual reporting.

ca.zeohq.com/portal

Client Portal

Dashboard
My Compliances
Documents
My Tasks
Invoices
Support

My Dashboard

Sharma & Sons

Pending Filings

3

Documents

12

Outstanding

₹18,000

⚠ 1 overdue filing — GSTR-3B Jul 2025

Compliance Status

Clients see all their GST, ITR, ROC filings with status and due dates

Document Vault

Files shared by the CA appear here for download; clients can also upload

Pending Tasks

Tasks assigned to the client (documents to provide, forms to sign)

Invoices

All invoices with payment status and outstanding balance banner

Support Tickets

Raise queries and track ticket replies — all in one place

Notifications

Overdue compliance bell icon alerts the client instantly

1
Set up portal access — Open a Client record in the Clients section. Scroll to Portal Access. Click Create Login and enter the client's email and a password.
2
Share credentials — Send the client their login URL (ca.zeohq.com), email, and password. They click "Client Login" to access their portal.
3
What clients see — After login: compliance dashboard, outstanding invoice banner, document vault, pending tasks, support ticket system.
4
Client uploads — When a client uploads a document in their portal, it appears in your Document Vault automatically, tagged to that client.
5
Ticket creation — Clients can click Raise Ticket in their portal. You see it in your Support Tickets section immediately.
The Client Portal is your biggest time-saver — clients stop sending documents over WhatsApp and instead upload directly. No more lost files or missing acknowledgements.

Section 13

AI Assistant — Your 24/7 Tax Knowledge Engine

Beta

Instant answers on tax rules, filing procedures, compliance requirements, and regulatory updates — for your team and your clients.

ca.zeohq.com/assistant
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

AI Assistant

Beta
What is the due date for GSTR-3B for August 2025?
The due date for GSTR-3B for August 2025 is 20th September 2025 for taxpayers with aggregate turnover above ₹5 crore...
GST deadlinesTDS ratesITR checklistSection 44AB
1
Click AI Assistant in the sidebar. A chat interface opens.
2
Ask anything tax-related — Examples:
  • "What is the due date for GSTR-3B for July 2025?"
  • "Explain Section 44AB tax audit threshold for AY 2025-26"
  • "What documents are required for GST registration for a proprietorship?"
  • "What is the penalty for late filing of TDS return?"
  • "Difference between GSTR-1 and GSTR-3B"
3
Context-aware answers — The AI understands Indian tax law and CA practice context. It gives structured answers with sections and compliance checklists.
4
Quick action buttons — Below the chat input, tap suggestion chips for common queries like "GST deadlines", "ITR filing checklist", "TDS rates".
The AI Assistant provides general guidance based on tax rules. Always verify critical compliance decisions with the latest government notifications. This is not a substitute for professional legal advice.

Section 14

Knowledge Base — Reference Library for Your Team

A curated library of compliance guides, filing checklists, and regulatory references for your team and clients.

ca.zeohq.com/knowledge
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Knowledge Base

🔍 Search articles...
GST Compliance

How to file GSTR-9 Annual Return — Step by Step

Income Tax

Section 44AB Tax Audit: Threshold & Requirements AY 2025-26

ROC / MCA

ROC Annual Return Filing for Pvt Ltd Companies

1
Click Knowledge Base in the sidebar. Articles are organized by category.
2
Browse categories — GST Compliance, Income Tax, ROC/MCA, Trademark & IP, FSSAI, Company Registration, and more.
3
Search articles — Use the search box to find specific topics (e.g. "GSTR-9", "Section 80C", "Annual Return").
4
Read an article — Click any article title to open the full content in a panel with step-by-step guidance.

Article Categories

GST Compliance12 articles
Income Tax8 articles
ROC / MCA6 articles
Trademark & IP5 articles
FSSAI3 articles
Company Registration4 articles
Knowledge Base articles are reference material for CA professionals — filing procedures, due dates, penalty rates, and compliance checklists. They are different from blog posts: these are practical how-to guides, not marketing content.

Section 15

Analytics & Reports — Data-Driven Practice Management

Revenue trends, team productivity, compliance health, client growth, and lead conversion analytics in one view.

ca.zeohq.com/analytics
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Analytics & Reports

This Month ▾⬇ Export CSV

Revenue

₹88,500

+12% vs last month

Leads Converted

4

22% conversion rate

Compliance Filed

18

3 overdue

FebMarAprMayJunJulAug
1
Click Analytics in the sidebar.
2
Revenue Reports — Monthly/quarterly/annual revenue from paid invoices. Breakdown by client, service type, and team member. Export to CSV.
3
Lead Conversion — How many leads entered the CRM, progressed through stages, and converted to clients. Conversion rate percentage by source (Meta Ads / Manual / CSV / API).
4
Compliance Health — What percentage of compliances are Filed vs Pending vs Overdue across all clients. Identify which client types have most overdue items.
5
Team Productivity — Tasks completed per team member, average time to close, and open task load per person.
6
Client Growth — New clients added per month, active vs inactive client count, and client retention over time.
7
Date range filter — Use the date picker at the top to select any period (this week / this month / this quarter / custom range).
Export any analytics report to CSV for offline analysis or to share with firm partners during monthly review meetings.

Section 16

User Management — Manage Your Team

Invite, manage, and remove team members. Assign roles to control what each person can access.

1
Go to Administration → User Management in the sidebar (visible to Super Admins only).
2
Invite a team member — Click + Invite User. Enter their name and email address. Select their Role (see Roles & Permissions section below).
3
Invitation email — They receive an email with a link to set their password and log in. Their account is created immediately.
4
Manage existing users — Click any user to edit their name, role, or active status. Deactivating a user prevents login but keeps their historical data (tasks, activities).
5
Remove a user — Click the user row → Deactivate or Remove. Deactivation is recommended over deletion to preserve audit trails.
There can be multiple Super Admins in a firm. Only Super Admins can invite other users and change roles.

Section 17

Roles & Permissions — Control Access

Define what each team member can see and do. Built-in roles cover most firms; create custom roles for special access needs.

PermissionEmployeeManagerSuper Admin
View CRM leads✓✓✓
Add / edit leads✓✓✓
Distribute leads✗✓✓
View clients✓✓✓
Add / edit clients✗✓✓
View & edit tasksOwn only✓✓
View compliance✓✓✓
Edit compliance status✓✓✓
Create invoices✗✓✓
View invoice amounts✗✓✓
Delete recordings✗✗✓
User Management✗✗✓
Settings✗✗✓
Analytics (full)✗✓✓
1
Go to Administration → Roles & Permissions.
2
Use built-in roles — Assign Super Admin to partners, Manager to senior staff, Employee to associates and juniors.
3
Create a custom role — Click + New Role. Name it (e.g. "Tax Consultant"), then toggle individual permissions on or off.
4
Apply the role — Go to User Management, edit a user, and assign them the new custom role.
Custom roles are useful when you want a team member to access Compliance and Tasks but not Invoicing — e.g. a junior article assistant who handles filings but shouldn't see billing details.

Section 18

Settings — Configure Everything

Firm profile, invoice branding, Meta Ads credentials, notifications, and integrations — all in one place.

ca.zeohq.com/settings
Dashboard
CRM & Leads
Clients
Service Catalog
Quotations
Compliance
Tasks
Documents
Invoicing
Support Tickets
Website Builder
Client Portal
AI Assistant
Knowledge Base
Analytics
Settings

Settings

ProfileInvoice SettingsMeta AdsAPI KeysPreferences
Upload
Logo
GSTIN · PAN · Address · Contact

Profile Tab

1
Firm Name & Logo — Your firm name and logo appear on all invoices, quotations, and the website. Upload a high-resolution PNG or JPG logo.
2
GSTIN & PAN — Set your firm's GSTIN. This prints on every invoice automatically.
3
Address — Complete address for invoices and your website contact page.
4
Contact details — Phone, email, and website URL — used on the firm website and invoices.

Invoice Settings Tab

1
Invoice prefix — Set to e.g. INV, TZO, FY25. New invoices are numbered INV-001, INV-002, etc.
2
Starting number — Useful when migrating from another system — start at INV-245 to continue your existing sequence.
3
Invoice color/theme — Select the color scheme for your PDF invoices. Matches your brand identity.
4
Bank details — Account holder name, account number, IFSC code, bank name, and branch. Printed at the bottom of every invoice PDF.
5
Payment terms — Default text that appears on invoices (e.g. "Payment due within 30 days of invoice date").
6
Footer notes — Additional text (e.g. "Subject to [City] jurisdiction", digital signature note).

Meta Ads Tab

1
Configure App ID, App Secret, Page ID, Page Access Token, Ad Account ID, Pixel ID, and CAPI Token for your Facebook / Instagram lead sync.
2
See Section 19 below for the complete Meta Ads setup guide.

API Keys Tab

1
Generate API keys for programmatic lead import from your own website or third-party tools.
2
Each key has a label (e.g. "Website Form") and can be revoked independently without affecting other integrations.

Preferences Tab

1
Timezone — Set to India (Asia/Kolkata) for correct due date calculations.
2
Date format — DD/MM/YYYY (Indian standard) or YYYY-MM-DD for international clients.
3
Notifications — Enable email alerts for: new leads, overdue compliances, new support tickets, invoice payments received.

Section 19

Meta Ads Integration — Auto-Sync Facebook & Instagram Leads

Connect your Facebook Page so every Instant Form submission appears as a new CRM lead automatically — no manual copy-paste.

1
Go to Settings → Meta Ads tab.
2
Create a Meta Developer App — Visit developers.facebook.com → Create App → Business type. Add the "Capture & manage ad leads" use case to unlock leads_retrieval permission.
3
Fill in App ID & App Secret — From Meta Developer Console → Your App → Settings → Basic.
4
Get your Page ID — Facebook Page → About → scroll to find the numeric Page ID.
5
Generate Page Access Token — Graph API Explorer → User Token with permissions: leads_retrieval, pages_manage_ads, pages_read_engagement. Then call /PAGE_ID?fields=access_token and copy the returned token.
6
Ad Account ID — From Meta Ads Manager → Account Overview. Enter the numeric ID only — TaxZeo adds the act_ prefix automatically.
7
Pixel ID & CAPI Token — Pixel ID from Events Manager. CAPI Token: Business Manager → System Users → Generate Token.
8
Save → Test Connection — Click Save. Then Test Connection — you should see ✅ Page connected and ✅ Instant Forms found.
9
Pull Leads Now — Click Pull Leads Now to sync all existing leads. The result shows Created / Skipped (duplicates) / Failed counts.
10
Auto-sync — After connection, new leads from Meta Ads are automatically synced to your CRM every 15 minutes via the platform's cron job.
CAPI Feedback Loop: TaxZeo automatically sends conversion events back to Meta when a lead's status changes — Quote Sent → SubmitApplication, Sales Done → Purchase, Onboarded → CompleteRegistration. This trains Meta to find better quality leads and reduces your cost per lead over time.
Page Access Tokens expire after ~60 days. If Pull Leads stops working, regenerate your Page Token in Graph API Explorer and update it in Settings → Meta Ads tab.

New Feature

AI Chatbot — 24/7 Lead Capture on Your Website

New

Embed a trained AI chatbot on your CA firm website. It answers visitor queries from your Knowledge Base and automatically captures leads into your CRM.

Why this matters for CA firms

Most enquiries happen outside business hours — at 11 PM when a business owner is worried about a GST notice or ITR deadline. The AI Chatbot answers these questions instantly, keeping the visitor engaged, and captures their contact details as a CRM lead so you can follow up the next morning.

How to Embed the Chatbot on Your Website

1
Go to Knowledge Base in TaxZeo and add articles about your firm's services, common GST questions, ITR filing process, etc. The chatbot is trained on these articles.
2
Go to Settings → Website Builder and note your firm's website slug (e.g. your-firm).
3
Copy the embed script shown in the chatbot widget section and paste it before the </body> tag of your website.
4
The chatbot widget appears as a floating bubble in the bottom-right corner. Visitors can start a conversation immediately.
5
When a visitor provides their name and email, a CRM lead is created automatically in your TaxZeo dashboard with source tagged as "Chatbot".

What the Chatbot Can Answer

GST registration process and documents required
GSTR-1 vs GSTR-3B — what to file and when
ITR filing deadlines and penalty for late filing
TDS deduction rules for salaries and contractors
ROC annual return due dates
Your firm's service packages and pricing
Documents needed for GST return filing
How to check GST notice status

Training the Chatbot

1
Knowledge Base articles — Every article you add to the Knowledge Base becomes part of the chatbot's training context. Add articles on GST, ITR, TDS, ROC, your firm's specializations.
2
Firm-specific answers — Add articles like "Our GST Filing Service" or "How We Handle Startups" so the chatbot can give personalized answers about your firm.
3
Chat sessions — All chatbot conversations are logged in your admin panel. Review them to identify questions the chatbot couldn't answer and add those as Knowledge Base articles.
The more Knowledge Base articles you add, the better the chatbot performs. Start with 5–10 articles on your most common client questions — GST registration, GSTR filing dates, and ITR documents.
The chatbot is powered by AI and may occasionally give imprecise answers on complex tax matters. Always include a disclaimer on your website that visitors should consult your CA for specific advice.

New Feature

AI Document Parser — Bank Statements, Invoices & Form 16

AI + New

Upload any financial document and Claude AI extracts every data point in seconds. Includes correction memory that learns your preferences per client.

What makes this different from other OCR tools

Standard OCR just reads text. TaxZeo's AI parser understands financial documents — it knows that "SBI NEFT REV/REC" is a bank transfer (not a vendor payment), it knows ITC eligibility rules for purchase invoices, and it knows how to map Form 16 boxes to the correct salary components. Plus: Correction Memory means each correction you make becomes a permanent rule for that client.

Supported Document Types

Bank Statement

Excel/CSV/PDF

PDF, Excel (.xlsx), CSV. Extracts: date, description, debit, credit, category, ledger head. Auto-categorizes income, expenses, transfers, bank charges, GST payments.

Purchase Invoice

PDF/Image

PDF or image (JPG, PNG). Extracts: vendor name, GSTIN, invoice no, date, line items with HSN codes, CGST/SGST/IGST, taxable amount, ITC eligibility.

Sale Invoice

PDF/Image

PDF or image. Extracts: customer name, GSTIN, invoice details, line items, tax amounts. Ready for GSTR-1 data entry.

Form 16

PDF

PDF. Extracts: employer name, PAN, salary breakup (basic, HRA, LTA, allowances, bonus), all Chapter VI-A deductions, quarterly TDS, net taxable income.

Correction Memory — AI That Gets Smarter Per Client

1
Parse a bank statement. In the results table, find a transaction categorized incorrectly (e.g. "SBI Charges" categorized as "Miscellaneous" instead of "Bank Charges").
2
Click the Category dropdown in that row and select the correct category. TaxZeo saves this as a correction rule: keyword "SBI Charges" → Category "Bank Charges" for this client.
3
Next time you parse a bank statement for the same client, any transaction containing "SBI Charges" is automatically categorized as "Bank Charges" — no manual correction needed.
4
Ledger heads work the same way — correct the ledger head assignment once and it's remembered permanently.

Exporting & Tally Push Options

Export CSV

Download transactions as CSV for manual import into Tally or spreadsheet analysis.

Download Tally XML

Download a Tally-compatible XML file (Payment/Receipt/Purchase/Sales vouchers) that you can manually import via Tally→Import Data.

Push to Tally New

One-click push to Tally via the connector script. Appears in Tally within seconds — no file download needed. Requires Tally Connector setup (see Section below).

Batch upload multiple documents in a single session. All jobs process in parallel and appear in the History tab when complete. Use filters to find documents by client, document type, or date.

New Feature

GST Portal Auto-Pull — Sync Filing Status Directly from GSTN

New

Connect your GSP credentials and pull GSTR filing status, ARN, and tax liability directly from the GST portal via OTP authentication.

How this helps a CA with 100+ clients

Instead of logging into the GST portal separately for each client to check GSTR-3B filing status, you trigger an OTP pull in TaxZeo and get the status, ARN, and filing date auto-updated in your compliance tracker. What used to take 2–3 minutes per client now takes 10 seconds.

One-Time Setup: Configure GSP Credentials

1
Go to Settings → Integrations → GSTN API.
2
Select your GSP (GST Suvidha Provider). Popular GSPs: Adaequare Info Pvt. Ltd., Masters India, Taxilla. Your firm needs a GSP account with API access.
3
Enter your GSP Base URL (e.g. https://apibeta.gst.gov.in for sandbox, or your GSP's production URL).
4
Enter your Client ID, Client Secret, Username, and Password — these are provided by your GSP when you sign up for API access.
5
Click Save Credentials, then Test Authentication. A green checkmark confirms the credentials work.

Pulling GSTR Data for a Client

1
Go to Compliance → GST Returns tab.
2
Click Pull from GST Portal button (blue, top-right).
3
Select the Client and verify the GSTIN is correct.
4
Choose Return Type: GSTR-1, GSTR-3B, or GSTR-2A.
5
Enter the Return Period in MMYYYY format (e.g. 042024 for April 2024).
6
Click Send OTP & Continue. An OTP is sent to the mobile number registered with the GSTIN.
7
Enter the OTP, click Verify & Pull Data. TaxZeo fetches the filing status, ARN, and filing date from the portal.
8
The compliance record is automatically updated. Status changes from "Pending" to "Filed" with ARN number and filing date.

What data is pulled from the portal

Filing Status

Filed / Pending

ARN

Acknowledgement Receipt Number

Filing Date

Exact date filed

Tax Liability

Total tax amount if available

Return Period

MMYYYY format

Return Type

GSTR-1 / 3B / 2A

The OTP session is valid for 6 hours. You can pull multiple returns for the same client within the session without re-verifying OTP each time.
GSP API access requires registration with a GSTN-approved GSP provider. This is separate from your GST portal login. Contact your preferred GSP (Adaequare, Masters India, etc.) for API credentials. Sandbox credentials can be used for testing before going live.

New Feature

Tally Connector — Push Parsed Data Directly to Tally

New

A lightweight connector script runs on your PC and automatically pushes parsed bank statements and invoices as vouchers into Tally.ERP 9 or Tally Prime.

Zero file download. Zero manual import. Zero errors.

Traditional workflow: parse in TaxZeo → download XML → open Tally → Import Data → select file → confirm. New workflow: parse in TaxZeo → click "Push to Tally". The voucher is in Tally within seconds. The connector runs silently in the background — you only set it up once.

Step 1: Enable Tally HTTP Server

1
Open Tally.ERP 9 or Tally Prime on the PC where you want to receive pushes.
2
Go to Gateway of Tally → F12 (Configure) → Advanced Configuration.
3
Enable Allow HTTP requests on and set the port to 9000.
4
Ensure the company you want to post to is open in Tally. Vouchers are created in the currently open company.

Step 2: Generate Connector Token in TaxZeo

1
Go to Settings → Integrations → Tally Connector.
2
Click Generate Token. A unique connector token is created and copied to your clipboard automatically.
3
The token looks like: a3f8c2d1-9b4e-... — keep it secure, it identifies your firm.

Step 3: Run the Connector Script

1
In the Tally Connector section, click Download Connector Script. This downloads tally-connector.js.
2
Ensure Node.js is installed on your PC. Download from nodejs.org if needed — use v18 or later.
3
Open Command Prompt (cmd) or Terminal on the PC where Tally is running and execute:
node tally-connector.js --token YOUR_TOKEN --server https://ca.zeohq.com
4
You should see output like:
TaxZeo Tally Connector — Started. Waiting for push jobs...
5
Back in TaxZeo Settings, the connector status badge turns ● Online within 10 seconds.

Step 4: Push Documents to Tally

1
Parse any bank statement or invoice in the AI Document Parser.
2
In the results view, click the green Push to Tally button (only active when connector is Online).
3
TaxZeo enqueues the XML. The connector picks it up within 3 seconds and delivers it to Tally's HTTP endpoint.
4
Open Tally — the voucher(s) appear in Day Book under the correct voucher type (Payment, Receipt, Purchase, or Sales).

Voucher types created per document

DocumentTally Voucher TypeLedger Mapping
Bank statement (debit)Payment VoucherDebit: Expense Ledger, Credit: Bank Account
Bank statement (credit)Receipt VoucherDebit: Bank Account, Credit: Income Ledger
Purchase invoicePurchase VoucherDebit: Purchase Ledger, Credit: Party (Vendor)
Sale invoiceSales VoucherDebit: Party (Customer), Credit: Sales Ledger
Keep the connector script running in the background using a process manager. On Windows, you can use pm2 or simply leave the command prompt open. The connector auto-reconnects if the internet drops.
The "Push to Tally" button is disabled when the connector is offline. If it shows Offline, ensure the connector script is running and the PC can reach ca.zeohq.com. Check Settings → Integrations → Tally Connector for last seen time.

FAQs

Frequently Asked Questions

Common questions from CA practitioners and their clients about TaxZeo features, integrations, and compliance.

Still have questions?

Our support team typically responds within 2 hours during business hours (9 AM – 7 PM IST, Monday–Saturday).

Email Support → support@zeohq.com

TaxZeo — Complete Feature Guide

The Practice Management Platform for Indian CA Firms

Need help? Contact us at support@zeohq.com