Problem Statement

A large number of small traders and service providers registered under GST are not equipped to maintain proper accounting records. They generally raise sales invoices manually and provide physical copies or scattered digital files to their Chartered Accountants at month-end. Often, this information is shared very close to the GST filing deadlines, leaving CAs and tax practitioners with limited time to complete accounting, reconcile data, and file GSTR-1 and GSTR-3B. This results in:

· Increased compliance burden

· Delays and errors in GST filing

· High dependency on manual data entry

· Inefficient use of CA resources

Solution

The proposed Excel-based accounting utility provides a simple, user-friendly tool for clients to record their sales and purchase transactions throughout the month. Key features include:

· Invoice generation within Excel with automatic calculations

· One-click monthly backup that exports all data in a clean, structured format

· Direct compatibility with GSTR-1 preparation, enabling CAs to upload client data quickly

· Purchase/expense recording module, allowing basic inward supply tracking

· Improved reconciliation as CAs can easily compare client-recorded purchases with GSTR-2B This system helps clients maintain accurate data independently and allows CAs to focus more on verification rather than manual accounting.

Technology Used

· Microsoft Excel

· VBA automation, enhanced and optimized using ChatGPT for code generation

· Simple UI for easy adoption by non-technical users

Impact / Conclusion

This utility eliminates the need for full-scale accounting software for small businesses and ensures that all GST-related data is captured correctly at the source. It significantly reduces the manual workload of CAs, improves filing accuracy, and ensures timely compliance for small traders and service providers.

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