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

# Client Engagements

> Set up and manage every client relationship, including registrations, billing terms, compliance profile, and portal access.

<Info>
  **Roles: CA Manager, CA Partner** - CA Managers create and manage engagements. CA Partners can use the Generate Annual Package button and review billing terms. CA Staff and CS Executives work from the engagement but cannot edit its core settings.
</Info>

**Upstream dependencies:** A CA Lead (for new clients converted from the pipeline) or no prior record (for direct creation).

**Downstream:** An Active engagement automatically generates compliance tasks, GST Return Trackers, ROC Filing records, and document requests. Everything else in the system links back to the engagement.

***

## Overview

A CA Engagement is the master record for one client relationship. It holds the client's identity details, statutory registrations, billing terms, portal access, and the complete list of statutory forms that apply to them.

Every compliance task, GST return, ROC filing, notice, time log, and invoice in the system links to an engagement. If you need to understand a client's current status at a glance, the engagement is the place to start.

Engagements are named automatically in the format **CA-ENG-YYYY-#####** (for example, CA-ENG-2025-00042). You cannot set the name manually.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-ca-engagement-overview.png" alt="CA Engagement record showing the client name, PAN, engagement status, and linked compliance tasks at a glance" />
</Frame>

***

## Who uses this feature

| Role             | What they do                                                                                          |
| ---------------- | ----------------------------------------------------------------------------------------------------- |
| **CA Manager**   | Creates and updates engagements, manages portal access, runs billing, monitors last filing dates      |
| **CA Partner**   | Runs Generate Annual Package, reviews fee structure, approves engagements for key clients             |
| **CA Staff**     | Views engagement details to understand the client's registrations and applicable forms; cannot edit   |
| **CS Executive** | Views ROC-related flags (CIN, DIN, ROC Status) to prepare ROC filings; cannot edit                    |
| **CA Client**    | Accesses the portal using the credentials set on the engagement; views filings, invoices, and notices |

***

## Before you start

* If the client was originally a lead, convert the lead from the [Leads Pipeline](/professional-services/ca-practice-management/leads-pipeline) first. The engagement will be created with scoping details pre-filled.
* If you are creating an engagement directly (for an existing client being migrated to the system), you will need the client's PAN and at minimum one of the following: GSTIN, CIN, or DIN.
* The client must exist as a Customer record in BAS before you can link them in the **Client** field.

***

## Create an engagement

**Path:** CA Practice Management → Client Engagements → CA Engagement → New

If the engagement was created automatically from a converted lead, skip to [Review and complete the record](#review-and-complete-the-record). Otherwise, fill the form section by section as described below.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-ca-engagement-new-form.png" alt="New CA Engagement form showing the Client Identity section with Client, PAN, Company Type, and Engagement Type fields" />
</Frame>

***

## Section 1: Client identity

| Field                 | Description/Purpose                                                                                                                   |
| --------------------- | ------------------------------------------------------------------------------------------------------------------------------------- |
| **Client**            | Link to the Customer record in BAS. This is what connects the engagement to invoices.                                                 |
| **PAN**               | Permanent Account Number. Mandatory for all individual and entity clients. Used for deduplication and ITR filing.                     |
| **GSTIN**             | GST Identification Number. Required if the client is GST-registered.                                                                  |
| **CIN**               | Corporate Identification Number. Required for Private Limited, Public Limited, and One Person Company clients.                        |
| **DIN**               | Director Identification Number. Required when the engagement covers director-level compliance (DIR-3 KYC, etc.).                      |
| **ROC Status**        | Current company law status as per MCA records (e.g., Active, Strike Off, Under Liquidation).                                          |
| **Company Type**      | Legal form of the entity: Proprietorship, Partnership, LLP, Private Ltd, Public Ltd, HUF, Trust, AOP, BOI, or Individual.             |
| **Engagement Type**   | Whether the firm provides CA services only, CS services only, or both. This controls which statutory forms are considered applicable. |
| **Engagement Status** | Active, Inactive, or On Hold. Only Active engagements generate obligations automatically.                                             |

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-ca-engagement-client-identity.png" alt="Client Identity section showing PAN, GSTIN, CIN, Company Type, and Engagement Status fields filled in" />
</Frame>

***

## Section 2: Registrations and compliance flags

Two checkbox fields tell the obligation engine which additional form sets to include for this client.

| Field                 | Description/Purpose                                                                                                                                      |
| --------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Is GST Registered** | Check if the client holds a GSTIN and files GST returns. This triggers inclusion of GST return forms (GSTR-1, GSTR-3B, etc.) in the applicable form set. |
| **Is TDS Deductor**   | Check if the client deducts TDS and files quarterly TDS returns. This triggers inclusion of Form 24Q, 26Q, 27Q, and 27EQ as applicable.                  |

<Tip>
  If a client registers for GST or starts deducting TDS after the engagement is created, update these flags and click **Re-derive Applicability** to refresh the form set.
</Tip>

***

## Section 3: Fee structure

| Field                   | Description/Purpose                                                                                                                                                    |
| ----------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Retainer Fee**        | Fixed monthly or quarterly professional fee charged to this client.                                                                                                    |
| **Hourly Rate**         | Rate per hour for time-and-materials work billed in addition to the retainer.                                                                                          |
| **Billing Frequency**   | How often the retainer is billed: None (one-time or ad hoc), Monthly, or Quarterly.                                                                                    |
| **Fee Structure Notes** | Free-text field for any exceptions, discounts, or special terms agreed with this client. Always fill this if the billing arrangement differs from your standard terms. |

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-ca-engagement-fee-structure.png" alt="Fee Structure section showing Retainer Fee, Hourly Rate, Billing Frequency, and Fee Structure Notes fields" />
</Frame>

***

## Section 4: Portal access

The client portal lets clients upload documents, view filings, see invoices, and e-approve their income tax returns. Portal access is optional and must be enabled explicitly per client.

| Field             | Description/Purpose                                                                                                                    |
| ----------------- | -------------------------------------------------------------------------------------------------------------------------------------- |
| **Portal Access** | Check to enable the portal login for this client. Leave unchecked if the client does not want or need portal access.                   |
| **Portal User**   | Link to the User record created for this client. Created and linked by the CA Manager after the client's login credentials are set up. |
| **Contact Email** | Email address where the portal login invitation and document request notifications are sent.                                           |
| **Contact Phone** | Phone number used for WhatsApp or SMS reminders.                                                                                       |

<Warning>
  Only enable portal access for clients who have explicitly agreed to use it. Setting up a portal login for a client who is not expecting one can create confusion and support overhead.
</Warning>

***

## Section 5: Government portal credentials

This section stores partial credential information for reference when filing. Full credentials (username and password) are kept in the **Portal Credentials Vault**, not here.

| Field                 | Description/Purpose                                                                                                                           |
| --------------------- | --------------------------------------------------------------------------------------------------------------------------------------------- |
| **GST Username**      | The client's login ID on the GST portal (gstin.gov.in).                                                                                       |
| **GST Password Hint** | A brief hint (not the full password) to identify which credential set to retrieve from the Vault. For example, "see Vault entry GST-2024-01". |

<Warning>
  Never enter the full password in the GST Password Hint field. Full credentials belong in the Portal Credentials Vault, which encrypts them and hides them from list views.
</Warning>

***

## Section 6: Last filing dates

These three date fields feed the Client Compliance Health Score report. Keep them updated after each filing to ensure the health score reflects the current state accurately.

| Field               | Description/Purpose                                               |
| ------------------- | ----------------------------------------------------------------- |
| **Last GST Filing** | Date the most recent GST return was filed for this client.        |
| **Last ROC Filing** | Date the most recent ROC/MCA form was filed for this client.      |
| **Last ITR Filing** | Date the most recent Income Tax Return was filed for this client. |

***

## Section 7: Form applicability table

The **CA Engagement Form Applicability** table lists every statutory form that applies to this client, derived from their entity type, engagement type, and registration flags.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-ca-engagement-form-applicability.png" alt="Form Applicability table showing statutory form names, their frequency, default assignee, and whether they are active for this client" />
</Frame>

| Column               | Description/Purpose                                                                               |
| -------------------- | ------------------------------------------------------------------------------------------------- |
| **Statutory Form**   | Name and number of the applicable form (e.g., GSTR-3B, Form 26Q, MGT-7)                           |
| **Frequency**        | How often this form must be filed for this client (can override the catalogue default)            |
| **Default Assignee** | The staff member assigned to this form's compliance tasks for this client by default              |
| **Active**           | Whether this form is currently applicable. Uncheck to deactivate a form without deleting the row. |

### Re-derive applicability

If the client's entity type, registrations, or engagement type changes, click **Re-derive Applicability** to refresh the table automatically. The system adds any newly applicable forms and deactivates forms that no longer apply. Existing task records linked to deactivated forms are not deleted.

***

## Section 8: Reminder settings

| Field                | Description/Purpose                                                                                                                                             |
| -------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Reminder Channel** | How deadline reminders are sent to this client: Email, WhatsApp, or SMS. The system also sends an in-app notification as a fallback regardless of this setting. |
| **Reminder Opt-out** | Check if this client does not want automated reminders. The system will still track deadlines internally; only the client-facing notifications are suppressed.  |

***

## Generate Annual Package

The **Generate Annual Package** button (visible to CA Partners and CA Managers) back-fills a full financial year of obligations for this engagement in one action. It creates:

* A compliance task for each active form in the Form Applicability table, for every period in the financial year
* A GST Return Tracker for each applicable GST return type and period
* ROC Filing records for applicable annual filings

Running this button a second time is safe. It is idempotent: it never creates duplicates for periods that already have records.

Use this button when:

* Onboarding a client mid-year and you need to create obligations for the periods already elapsed
* Migrating an existing client into the system and back-filling their obligation history

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-ca-engagement-generate-package.png" alt="CA Engagement record showing the Generate Annual Package button in the action bar" />
</Frame>

***

## Engagement lifecycle

| Status       | What it means                                                                                               | What changes                                                                                |
| ------------ | ----------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------- |
| **Active**   | Engagement is live. Obligations are generated automatically each period.                                    | Billing runs, reminders fire, tasks are created                                             |
| **On Hold**  | Engagement is temporarily paused (e.g. client is in insolvency, disputing fees, or has requested a freeze). | Automatic obligation generation and reminders are paused; existing tasks are not deleted    |
| **Inactive** | Engagement has ended (client left the firm or entity wound up).                                             | No further obligations, billing, or reminders are generated; record is retained for history |

<Tip>
  Use On Hold rather than Inactive when the pause is expected to be temporary. Reactivating an On Hold engagement resumes obligation generation from the current period forward.
</Tip>

***

## Field guide

| Field                                        | Description/Purpose                                                             |
| -------------------------------------------- | ------------------------------------------------------------------------------- |
| **Engagement ID**                            | Auto-generated name in the format CA-ENG-YYYY-##### (read-only)                 |
| **Client**                                   | Link to the Customer record in BAS                                              |
| **PAN**                                      | Permanent Account Number; used for ITR filing and PAN-level deduplication       |
| **GSTIN**                                    | GST Identification Number; required for GST-registered clients                  |
| **CIN**                                      | Corporate Identification Number for company clients                             |
| **DIN**                                      | Director Identification Number                                                  |
| **ROC Status**                               | Current MCA company status (Active, Strike Off, etc.)                           |
| **Company Type**                             | Legal form of the entity                                                        |
| **Engagement Type**                          | CA Only / CS Only / Both                                                        |
| **Engagement Status**                        | Active / On Hold / Inactive                                                     |
| **Is GST Registered**                        | Checkbox that triggers GST form inclusion in applicability                      |
| **Is TDS Deductor**                          | Checkbox that triggers TDS form inclusion in applicability                      |
| **Retainer Fee**                             | Fixed periodic professional fee                                                 |
| **Hourly Rate**                              | Per-hour rate for time-and-materials billing                                    |
| **Billing Frequency**                        | None / Monthly / Quarterly                                                      |
| **Fee Structure Notes**                      | Free text for billing exceptions and special terms                              |
| **Portal Access**                            | Enables the client portal for this client                                       |
| **Portal User**                              | Link to the User record for the client's portal login                           |
| **Contact Email**                            | Email address for portal access and notifications                               |
| **Contact Phone**                            | Phone number for WhatsApp and SMS reminders                                     |
| **GST Username**                             | Client's login ID on the GST portal (reference only; full credentials in Vault) |
| **GST Password Hint**                        | A short hint pointing to the Vault entry for the full credential                |
| **Last GST Filing**                          | Date of the most recent GST return filed                                        |
| **Last ROC Filing**                          | Date of the most recent ROC form filed                                          |
| **Last ITR Filing**                          | Date of the most recent Income Tax Return filed                                 |
| **CA Engagement Form Applicability (table)** | Per-form configuration: frequency override, default assignee, active flag       |
| **Reminder Channel**                         | Email / WhatsApp / SMS                                                          |
| **Reminder Opt-out**                         | Suppresses client-facing automated reminders when checked                       |

***

## Workflow journey

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  A[CA Lead: Won] -->|Convert| B[CA Engagement: Active]
  C[Direct Creation] --> B
  B -->|Auto-generate| D[Compliance Tasks]
  B -->|Auto-generate| E[GST Return Trackers]
  B -->|Auto-generate| F[ROC Filings]
  D --> G[Document Requests]
```

***

## Notifications and alerts

| Trigger                             | What happens                                                                                                       |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------ |
| **Engagement set to Active**        | The obligation engine runs immediately and generates the current period's tasks, GST trackers, and ROC filings     |
| **Re-derive Applicability clicked** | Form Applicability table is refreshed; any new applicable forms are added                                          |
| **Generate Annual Package clicked** | Full-year obligations are created for all active forms; a confirmation message shows how many records were created |
| **Engagement set to On Hold**       | Automatic obligation generation and client-facing reminders are paused                                             |
| **Engagement set to Inactive**      | All automatic generation and billing stops; CA Partner receives an in-app notification                             |

***

## Workspace access

**Path:** CA Practice Management → Client Engagements

The workspace section shows:

* Total active engagements (number card)
* Engagements by company type (chart)
* Engagements with portal access enabled (quick list)
* Engagements where any last filing date is more than 90 days old (quick list, visible to CA Manager and CA Partner)

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-ca-engagements-workspace.png" alt="CA Practice Management workspace showing the Client Engagements section with active engagement count and at-risk filing date list" />
</Frame>

***

## Best practices

* **Keep last filing dates current.** The Client Compliance Health Score report uses these dates to calculate risk. An engagement with a GST filing date that is 120 days old will show as high-risk even if all returns are actually filed. Update the date in the engagement each time a return is filed.
* **Fill Fee Structure Notes whenever billing differs from standard.** If you have agreed a lower retainer for the first year, or waived certain forms, write it here. This avoids disputes when the billing engine generates an invoice months later.
* **Use On Hold for temporary pauses, not Inactive.** Marking an engagement Inactive when a client is only pausing means you lose automatic obligation tracking. On Hold keeps the record warm and resumes cleanly.
* **Set Portal Access only for clients who have agreed.** Enabling portal access and then having a client who does not know their login exist creates unnecessary support calls. Enable it, then immediately send the client their credentials and a brief explanation.
* **Run Re-derive Applicability after any registration change.** If a client registers for GST or incorporates a subsidiary that changes their filing obligations, update the flags first, then click Re-derive. Do not add forms manually unless you have a specific reason to deviate from the derived set.
* **Use Generate Annual Package once per engagement per year.** Running it multiple times in the same year is safe (it will not duplicate), but running it unnecessarily clutters the confirmation log. The best time is immediately after the engagement is first set to Active.
* **Store full credentials only in the Vault.** The GST Username and GST Password Hint fields on the engagement are for quick reference only. Anyone who needs to actually log in to file should retrieve the credential from the Portal Credentials Vault, where it is encrypted.

***

## Related features

* [Leads Pipeline](/professional-services/ca-practice-management/leads-pipeline): Where a new client starts before an engagement is created
* [CA Compliance Tasks](/professional-services/ca-practice-management/compliance-tasks): Generated automatically from the engagement's form applicability
* [CA GST Return Tracker](/professional-services/ca-practice-management/gst-return-tracker): GST filing lifecycle linked to this engagement
* [CA ROC Filing](/professional-services/ca-practice-management/roc-filing): Company law filings linked to this engagement
* [CA Notice](/professional-services/ca-practice-management/notice-management): Statutory notices linked to this engagement
* [CA Document Request](/professional-services/ca-practice-management/document-requests): Document checklists linked to compliance tasks from this engagement
* [CA Time Log](/professional-services/ca-practice-management/time-log): Billable hours logged against this engagement
* [Portal Credentials Vault](/professional-services/ca-practice-management/credentials-vault): Where full government portal credentials are stored