How Do CA Firms Track GSTR-1 and GSTR-3B for Every Client?

Short answer: well-run CA firms keep one list of every GST client with their filing frequency, work back from the due dates (GSTR-1 on the 11th, or the 13th after the quarter under QRMP; GSTR-3B on the 20th, or the 22nd/24th under QRMP), collect data by a fixed day, reconcile purchases against GSTR-2B, get the client's approval, file, and record the ARN — all on one status board, with reminders going out automatically.

This guide explains the general GST rules as published by CBIC. Rates, thresholds and notifications change; confirm your own case with your CA before relying on it.

Step 1: one master list

For each client: GSTIN, monthly or quarterly (QRMP), state category for the QRMP GSTR-3B date, the person who sends data, and the team member who prepares it.

Step 2: the due dates

• GSTR-1 (monthly): 11th of the next month.
• GSTR-1 (quarterly, QRMP): 13th of the month after the quarter; IFF optional for B2B invoices in the first two months.
• GSTR-3B (monthly): 20th of the next month.
• GSTR-3B (quarterly): 22nd or 24th of the month after the quarter, depending on the state.
• GSTR-2B: generated on the 14th — reconcile before finalising GSTR-3B.

Step 3: the data calendar

Ask every client for sales and purchase data by the 3rd to 5th. Late data is the single biggest reason returns slip, so the reminder must go before the deadline, not on it.

Step 4: a status board, not a spreadsheet

Each client-month moves through: Data requested → Received → Prepared → Reconciled → Client approved → Filed (ARN). Anyone in the firm should see in one glance which returns are stuck and why.

Step 5: reconcile before filing GSTR-3B

Match purchase invoices in the books against GSTR-2B. Credit that is not in 2B is a conversation with the client's supplier, not a number to claim.

Step 6: record the ARN

Store the ARN and filing date against each client-month. It answers "did you file?" calls in seconds and is your proof if a notice arrives.

How Grovia helps a CA firm

• Compliance tasks for every client with GST, TDS and ITR due dates, assigned to staff.
• Reminders on your schedule by email, or on WhatsApp once you switch it on.
• A document vault and client portal where clients upload their data.
• GSTR-2B reconciliation tools and working papers.

Grovia does not file returns; you file on the GST portal as usual.

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Frequently Asked Questions

What is the due date for GSTR-1?

The 11th of the following month for monthly filers, and the 13th of the month after the quarter for QRMP filers.

What is the due date for GSTR-3B?

The 20th of the following month for monthly filers; the 22nd or 24th after the quarter for QRMP filers, depending on the state.

How do CA firms remind clients to send GST data?

With a fixed data date (around the 3rd to 5th) and automatic reminders before it, followed by a status board that shows who has not sent data.

Can software file GST returns for a CA firm?

Some tools connect to the portal through a GSP. Grovia does not; it prepares and tracks the work, and you file on the portal.