Workclave for CA and accounting firms

How Workclave fits a CA firm

This guide uses a demo firm, Credfiino (Demo), with 10 client companies. Each client has several vendors whose accounts the firm handles. Staff log time per vendor. At month end, the firm bills each client for the approved hours.

Step 1: Set the business type and add your clients

1. 1Go to Settings → Workspace.
2. 2In What kind of business are you?, choose Accounting / CA firm.
3. 3Click Save Changes. The page reloads. Projects are now called Vendors and teams are called Clients.

1. 1Go to Settings → Clients & Permissions.
2. 2Type the client name in New client name, for example “Sharma Textiles Pvt Ltd”.
3. 3Click Create.
4. 4Repeat for each client. For 10 clients, you create 10 entries.

Step 2: Add vendors for each client

1. 1Click Vendors in the left menu.
2. 2Click Add Vendor.
3. 3Type the Vendor Name, for example “Surat Yarn Traders”.
4. 4In Client, choose the client, for example “Sharma Textiles Pvt Ltd”.
5. 5Click Create.
6. 6Repeat for every vendor of every client.

Use the client filter on the Vendors page to see one client's vendors. To move a vendor to another client, open it and change the Client field.

Step 3: Invite staff and put them on vendors

1. 1Go to Team and click Invite to workspace.
2. 2Enter each staff member's firm email address.
3. 3Click Send invites ->.
4. 4Ask each person to sign up and verify their email before anything else. See Invite your team.

When your staff have joined, staff each vendor:

1. 1On the Vendors page, click ⋮ on a vendor.
2. 2Click Assign Members.
3. 3Search for and select the staff who work on this vendor.
4. 4Click Save.
5. 5Repeat for each vendor.

This shows who is staffed on each vendor. It also limits the vendors a member sees on the Vendors page.

Step 4: Staff log time per vendor

1. 1The staff member opens the Dashboard or Sessions.
2. 2In the list next to Start session, they choose the vendor, for example “Surat Yarn Traders”.
3. 3They click Start session and do the work.
4. 4They click Stop session when the work is done or when they switch vendors.
5. 5For the next vendor, they choose it and click Start session again.

Example day for Priya Sharma: 09:40 to 13:10 on Surat Yarn Traders (Sharma Textiles Pvt Ltd), then 14:10 to 18:20 on Deccan API Labs (Mehta Pharma LLP). On the Sessions page, each row shows the vendor and, below it, the client.

Step 5: Approve the time

Each finished session goes to one reviewer. Workclave first looks for a manager of the client that owns the vendor. This works only when both the manager and the staff member belong to that client. Otherwise the session goes to a manager of the person's own team, or to a workspace admin.

1. 1The partner opens Approvals.
2. 2They check each timesheet: worked time, vendor and lunch.
3. 3They click Approve timesheet, or write a note and click Send back.
4. 4To approve many at once, they tick the timesheets and click Approve N selected.

Step 6: Download the monthly timesheet per client

1. 1On the last working day of the month, clear all approvals.
2. 2Go to Reports and find Timesheet by vendor.
3. 3In the client list, choose the client, for example “Sharma Textiles Pvt Ltd”.
4. 4Check that Awaiting approval shows 0h 0m.
5. 5Click Download CSV.
6. 6Repeat for each client.

In the CSV, each vendor column is named like “Surat Yarn Traders (Sharma Textiles Pvt Ltd)”. Hours are decimals. Example: 12.50 approved hours at ₹1,500 per hour is ₹18,750 before GST.

Month-end checklist

• All sessions for the month are approved or sent back.
• Every client's Awaiting approval shows 0.
• One CSV is downloaded per client.
• The attendance register is exported for your records.
• If you run payroll in Workclave, leave is approved and payroll is calculated.