Software Optimisation for Chartered Accountancy Firm
Streamlined technology stack from 9 tools to 4 integrated platforms for a CA firm, reducing IT costs by 40% and automating GST compliance workflows.
Client
Sharma & Associates
Professional Services
Duration
3 weeks
Team Size
2 specialists
Location
Ahmedabad, Gujarat
Before & After Transformation
See the dramatic improvements achieved through our strategic approach and technical expertise.
9 disconnected tools causing daily frustration
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Measurable Results Achieved
Our data-driven approach delivers tangible improvements that directly impact business growth and operational efficiency.
Why These Results Matter
These metrics represent real business impact achieved through strategic planning, technical expertise, and continuous optimization. Each improvement translates to increased revenue, reduced costs, enhanced customer satisfaction, and sustainable competitive advantage for our clients.
The Challenge
A growing CA firm handling 500+ clients was drowning in disconnected tools for accounting, tax filing, client management, and document storage. Staff spent more time switching between tools than serving clients. **Tool Overload:** - 9 separate applications for daily operations - No integration between Tally, client CRM, and tax filing tools - Document storage split across Google Drive, local servers, and email - Client communication tracked in WhatsApp, email, and spreadsheets separately **Productivity Impact:** - 2 hours daily per staff member lost to context switching and data re-entry - GST filing deadlines missed due to manual data compilation - Client queries taking 30+ minutes to resolve due to scattered information - Partner unable to track team workload or billing efficiency
Our Solution
Audited all 9 applications with detailed usage and cost analysis
Designed consolidated stack around Tally Prime with integrated CRM and document management
Identified automation opportunities for GST compliance and client reporting
Created migration plan with emphasis on tax season continuity
Delivered training roadmap for smooth team adoption
Project Overview
Sharma & Associates, a well-established CA firm in Ahmedabad serving 500+ clients across GST, income tax, and audit services, recognised that their growing tool stack was becoming a liability rather than an asset. Staff morale was declining as they spent more time managing tools than serving clients.
The Challenge
The firm's technology had grown organically over 8 years, resulting in:
- 9 separate tools including Tally, 2 CRM systems, 3 document storage solutions, and multiple communication platforms
- No single client view — information about each client scattered across tools
- Manual GST compilation requiring data from 4 different sources
- ₹3.6 lakhs annual spend on software that largely duplicated functionality
Our Approach
Rapid Assessment (Week 1)
- Shadowed 5 staff members to understand actual daily tool usage
- Discovered that 3 tools had less than 20% feature utilisation
- Mapped all client data touchpoints across the 9 applications
- Quantified time lost to context switching and manual data transfer
Consolidation Design (Week 2)
- Centred architecture around Tally Prime as the accounting backbone
- Selected Zoho CRM for unified client management replacing 2 existing tools
- Standardised on Google Workspace for all document storage and collaboration
- Integrated ClearTax for streamlined GST and ITR filing
Roadmap Delivery (Week 3)
- Phased migration plan avoiding disruption during tax filing seasons
- Data migration strategy for 5 years of client history
- Staff training calendar aligned with tool rollout schedule
- Automation blueprint for GST data compilation and client reporting
Results
- 40% reduction in annual software costs
- 2 hours daily saved per staff member from eliminated context switching
- Client query resolution improved from 30+ minutes to under 5 minutes
- 100% on-time GST filing since implementation
- Partner dashboard providing real-time visibility into team workload and billing
Client Testimonial
"The assessment was an eye-opener. We had no idea we were paying for tools nobody used properly. The consolidated stack is simpler, cheaper, and our team actually enjoys using it."
CA Vikram Sharma, Managing Partner, Sharma & Associates
Services Utilized
"As CAs, we advise clients on efficiency, but our own systems were a mess. Dhīmahi helped us practise what we preach. Our team is happier, clients get faster responses, and we haven't missed a filing deadline since."
Technology Stack
Modern, reliable technologies used in this project
Tally Prime
Accounting
Zoho CRM
Client Management
Google Workspace
Collaboration
ClearTax
Tax Compliance
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