Introduction

In the dynamic world of Chartered Accountancy, the systematic collection of client documents stands as the cornerstone of every compliance activity. These essential records form the foundation of our duties ranging from the preparation or audit of financial statements to the filing of Income tax or GST returns, among countless other professional responsibilities.

The process of filing monthly GST returns is a recurring and critical compliance activity for businesses. It necessitates our timely access to a range of client documents such as Sales and Purchase Registers, Bank Statements, etc. By automating the collection of these documents using free Technological tools, Chartered accountants can significantly reduce manual intervention, ensuring that the data is gathered systematically and accurately. This not only streamlines the compliance process but also minimizes the risk of errors, enabling professionals to focus more on value-added services for their clients where actual professional insights are required.

🔍 Why Automate Document Collection?

Chartered Accountants often face following issues:

- Spending valuable time on manually procuring documents from clients.

- Tracking who has submitted and who hasn't.

- Dealing with incomplete submissions or multiple submissions.

- Filing returns late due to delayed documentation.

These issues not only disrupt workflow but also increase the risk of non-compliance and strained client relationships.

🔧 Tools Required

Before addressing the automation process, it's crucial to understand the tools that enable seamless workflow integration. These tools, along with their specific purposes, are outlined in the below table to provide clarity and ensure efficient implementation of automation solutions.

💡 Implementation Guide

1. Setting Up Client Information in Google Sheets:

Set up a Google Sheet by creating columns for Serial Number, Client Name, GSTIN, E-Mail, and Google Form Upload Link. Each row represents a client and the upload link might be general or unique to them for submitting the documents required for filing GST Returns.

1. Configuring Google Form:

The Google Form mentioned above is designed to collect response for the following:

- Client Name

- GSTIN

- Monthly Sales Register (File Upload)

- Purchase Register (File Upload)

- Bank Statement (File Upload)

- Other Relevant Documents (File Upload)

Enable file uploads in the Form Settings and ensure responses are saved to the Google Sheet created in Step 1 by linking the form to that sheet for tracking the submissions automatically.

1. Generating Code for Apps Script using GPT:

To streamline the process of automating monthly email requests for client documents, craft a precise prompt for any GPT-based AI. The prompt should instruct the AI to generate code for Google Apps Script. This code should automate the task of sending document request emails to clients efficiently and consistently each month. Ensure that the prompt specifies what we have done and what we want the GPT to accomplish and also other key details, such as the email format.

Here's an example of a well-crafted prompt:

I am in the process of automating collection of documents from clients for filing monthly GST Returns. I have already created google sheet by name 'Monthly GST Returns' and in that Sheet1 has following columns with Titles: Sl No., Client Name, GSTIN, E-Mail, Google Form Upload Link. Here, Google Form Upload Link asks 2 questions- Name, GSTIN and 4 documents- Monthly Sales Register, Purchase Register, Bank Statement and Other Relevant documents for that month.

I want you to generate code for entering in google apps script for sending automatic emails to the clients on 3rd of every month. Also, draft a formal and good professional email body highlighting the need for submission of documents within due date (5^th of the month in which return is filed) for timely filing of monthly GST returns to avoid interest & late fee and also request clients to upload documents relevant to the month immediately prior to the month of E Mail i.e. the month immediately preceding the month of Return filing through the google form link.

Here's an example of a code generated by GPT:

function sendGSTReminderEmails() {

 const sheet = SpreadsheetApp.getActiveSpreadsheet().getSheetByName("Sheet1");

 const data = sheet.getDataRange().getValues();

 const today = new Date();

 const currentMonth = today.getMonth();

 const currentYear = today.getFullYear();

 const monthNames = ["January", "February", "March", "April", "May", "June",

                     "July", "August", "September", "October", "November", "December"];

 const prevMonthIndex = currentMonth === 0 ? 11 : currentMonth - 1;

 const prevMonthYear = currentMonth === 0 ? currentYear - 1 : currentYear;

 const prevMonthName = `${monthNames[prevMonthIndex]} ${prevMonthYear}`;

 for (let i = 1; i < data.length; i++) {

   const clientName = data[i][1];

   const email = data[i][3];

   const formLink = data[i][4];

   if (email && formLink) {

     const subject = `Reminder: GST Documents Submission for ${prevMonthName}`;

     const body = `

Dear ${clientName},

This is a gentle reminder to submit the required documents for the month of **${prevMonthName}** to facilitate timely filing of your GST returns.

Please upload the following documents using the link provided below by **5th of this month**:

- Monthly Sales Register 

- Monthly Purchase Register 

- Bank Statement 

- Any Other Relevant Documents 

Timely submission will help avoid **interest and late fees** due to delays in return filing.

📅 Upload your documents here: ${formLink}

If you have already submitted the documents, please ignore this message.

     MailApp.sendEmail({

       to: email,

       subject: subject,

       htmlBody: body

     });

   }

 }

}

1. Automate Email Reminders Using Apps Script:

Access the Apps Script on the “Extension” Menu of the Google Sheet. Upon, creating new project over there, paste the code generated by GPT and save the project. Then, navigate to the "Triggers" option on the left panel, which determines when the system should automatically send emails, and configure the trigger based on your specific needs.

While, setting the trigger, ensure that the following options are set:

- Choose function: sendReminderEmails

- Event source: Time-driven

- Type: Month Timer, select "3rd", and set a preferred time (e.g., 10 AM to 11AM).

This ensures the reminder email goes out on the 3rd of every month.

✅ Benefits of the Automation

- Saves time and avoids repetitive manual work.

- Ensures consistency and professionalism.

- Improves client response rate.

- Reduces chances of late filing.

- Fully customizable and scalable.

📝Tracking Responses

The moment clients submit their responses to the Google Form, the linked Google Form Response sheet in Step 2 of the Implementation Stage is automatically updated with the provided details. Additionally, documents uploaded by the clients are securely stored in Google Drive, ensuring easy access and data integrity.

https://www.youtube.com/watch?v=NPD1tpAK7j4