TKA Office Management System is a complete, web-based practice management solution built specifically for T K Andharia & Co., Chartered Accountants. It runs on the firm's local area network and is accessible from any computer in the office through a web browser — no installation required on staff computers. The system is live and in daily use by the firm's staff.

1. Login & Security

Every user — admin or staff — logs in with a secure username and password. The system enforces strong security at every level:

1. Passwords are stored using Bcrypt hashing — an industry-standard method that makes them practically impossible to decode even if the database is accessed.
2. Three wrong password attempts within 10 minutes automatically locks the account for 5 minutes, protecting against unauthorised access attempts.
3. If a user remains idle for 5 minutes, staff are automatically logged out and admin sees a screen lock that requires password entry to resume — no data is lost.
4. Staff on approved leave are automatically blocked from logging in on their leave dates.
5. New staff members are prompted to set their own password on first login.

2. Admin Dashboard

The admin dashboard gives a live, at-a-glance view of the entire firm's workload:

1. Seven clickable summary cards show: Total tasks, Completed, In Process, Not Started, Re-Opened, On Hold, and Overdue — clicking any card instantly filters the task list below.
2. A colour-coded pie chart shows the distribution of tasks by status.
3. A bar chart shows how many tasks are assigned to each staff member.
4. The dashboard refreshes automatically every 30 seconds — all admin and staff screens stay current without manual refresh.

3. Task Management

The heart of the system — admin assigns tasks to staff members with complete details:

1. Each task includes: client name, work description, one of 7 standard work categories, priority (High / Medium / Low), due date, and allocated time.
2. Only one task can be actively "In Process" per staff member at any time — the system prevents confusion about what is currently being worked on.
3. Admin can view all tasks across all staff with filter options for any status.
4. Completed tasks are locked — only admin can re-open them, maintaining an accurate audit trail.
5. Staff can submit self-initiated tasks which require admin approval before appearing in the official list.

4. Real-Time Time Tracking

Staff start and stop timers directly from their task list — the system does the rest:

1. Time is recorded automatically from the moment a task is started to when it is paused or completed.
2. If a timer is accidentally left running after office hours, the system automatically caps it at the official close time (6:00 PM) — no inflated time entries.
3. The system respects the firm's lunch break (2:00 PM to 3:00 PM) and weekly Sunday off in all time calculations.

5. Work Diary

The work diary is generated in the standard format for article supervision:

1. Admin selects any staff member and date range — the diary generates instantly.
2. Columns: Sr. No., Date, Client Name, Work Category, Description of Work, Status, Time Spent.
3. The ICAI limit of 6 working hours per day per task is enforced automatically — if more time was logged, it flows to the next working day.
4. Leave days appear as "ON LEAVE" in the diary. Sundays are excluded automatically.
5. "All Staff Members" option generates a single combined diary for the entire office — useful for quick office-wide review.
6. One-click export to Excel for submission or printing.

6. Leave Management

1. Staff submit leave applications through the system — from date, to date, and reason.
2. Admin approves or rejects with a single click — the staff member receives an automatic email notification of the decision.
3. Approved leave automatically blocks that staff member's login during the leave period.
4. Admin can edit or delete past leave decisions. All decisions are exportable to Excel.

7. Invoice Generation & Delivery

A complete invoicing workflow — from creation to client delivery — within the same system:

1. Invoice number is auto-generated in NNNN/YY-YY format (e.g., 0005/26-27) following standard CA practice numbering.
2. Multiple service line items can be added — the running total updates instantly as amounts are typed.
3. The total amount is automatically converted to words using the Indian numbering system (Lakhs and Crores).
4. A professional PDF invoice is generated with: ICAI logo, firm details, client details, bank account, payment QR code, and authorised signatory image.
5. The invoice can be emailed directly from the system to the client — To, CC, and BCC fields support multiple addresses.
6. A log of all invoices is maintained with an Excel export option.

8. Staff Performance & Efficiency

1. Admin can view a staff efficiency report showing allocated time versus actual time taken for each task.
2. Completed tasks can be rated 1 to 5 stars with a remark — visible to the admin for performance review.
3. A leaderboard ranks staff members by efficiency — useful for team motivation and appraisals.
4. The full efficiency report is exportable to Excel.

9. AI Assistant — Powered by Google Gemini

Available to both admin and staff — an intelligent CA advisory tool embedded directly in the system:

1. Staff or admin select the subject area (Income Tax, GST, Companies Act, Audit, Finance, and more), choose how deep to think (Basic or Deep), how detailed the answer should be (Brief or Detailed), and whether the answer is for internal use or for client communication.
2. The question is typed in a simple text box and the system sends it to Google Gemini AI with a professionally crafted prompt specific to the selected subject and audience.
3. The answer appears on screen with a professional watermark background.
4. The answer can be downloaded instantly as a Word document or a PDF — ready to share with a client or use as a reference note.
5. Audience-aware output: selecting "Clients" produces plain-language answers without jargon; "Internal Use" produces technical answers with statute references.

10. Tools & CA Portal Quick Links

1. A curated grid of 10 essential CA portals: Income Tax e-Filing, GST Portal, TRACES, ICAI e-Learning, GSTN Taxpayer Search, PAN Verification, Aadhaar e-Sign, NSDL, ICAI Direct Taxes GPT, and ICAI GST GPT.
2. One click opens the portal in a new tab. The list is configurable by admin without touching any code.
3. Same tools are accessible to both admin and all staff members.

11. User Log & Session History

1. A complete record of every login and logout — staff name, login time, logout time, and the device or computer used.
2. Admin can view the session history for any staff member to monitor attendance and access patterns.