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How to use DigitSparx — SOP

Step-by-step standard operating procedures for each type of user.

Signing in

1
Open https://caoffice.digitsparx.com (live) or http://localhost/digitsparx_ca_software (local) in Chrome or Edge.
Login page
2
Choose WHO is signing in using the four boxes at the top: Super Admin, CA / Admin, Team (Manager or Staff) or Client. If you choose the wrong box the system tells you which one to pick.
Login page → role boxes
3
Enter your email and password. Click the eye icon to show/hide the password while typing.
Login page
4
First login (or after a password reset): you must set a new password — at least 8 characters with a capital letter, a small letter and a number.
Set a new password screen
5
After 5 wrong passwords the account is locked for 15 minutes. An admin can unlock it immediately.
Admin → Team & Roles → Unlock

Finding your way around

1
The dark top bar shows: your firm name, the search box, Help (?), notifications (bell) and your name with a coloured ROLE badge so you always know which login is active.
Top bar
2
The white menu bar below it holds all modules in groups: Dashboard · Clients · Work · Billing · Admin. Hover or click a group to open it. You only see what your role is allowed to use.
Menu bar
3
Use the search box for anything: client name, PAN, GSTIN, mobile, case number, invoice number or task.
Top bar → Search
4
The bell shows new work for you (assigned tasks, client uploads, queries, reminders). Click one to open it.
Top bar → Bell
5
Your name (top right) → My profile, Change password, Help & SOP, Sign out.
Top bar → your name

Super Admin Super Admin

The owner of the installation. Sets up the system once, creates firms and administrators, controls permissions and monitors security. Day-to-day client work is normally done by the CA / Admin and team.

Day 1 — first-time setup (do in this order)

1
Sign in with the Super Admin box (superadmin@digitsparx.com) and change the starter password from your name → Change password.
Top bar → your name → Change password
2
Enter your firm details: legal name, GSTIN, PAN, address, STATE (decides CGST/SGST vs IGST) and logo.
Admin → Settings → Firm profile
3
Set invoice/receipt prefixes, financial-year start month, GST rates, default SAC, payment terms and bank details.
Admin → Settings → Billing & numbering
4
Add your team: one or more CA / Firm Admins, Managers and Staff. A temporary password is shown once — share it privately.
Admin → Team & Roles → Add team member
5
Review the SAMPLE compliance templates and correct due days/months to current official dates.
Work → Compliance → Templates
6
Review document checklists (e.g. Private Limited Incorporation) and categories.
Work → Documents → Checklists & categories
7
Change the passwords of the starter accounts (ca@, manager@, staff@, client@digitsparx.com) or disable the ones you do not need. Rename or archive "Portal Test Client" once real clients are added.
Admin → Team & Roles / Clients
8
Optional: set up email (SMTP), WhatsApp Business API and the AI assistant.
Admin → Settings → Email / Integrations

Managing firms (multi-firm)

1
Create a new firm with its first admin login; default templates are created automatically.
Admin → Firms → Add firm
2
Switch to a firm to work inside it — the firm name in the top bar always shows where you are.
Admin → Firms → Switch to
3
Suspend a firm to block all of its users from signing in.
Admin → Firms → Suspend

Users, roles and security

1
Change what each role may do (applies to all firms). Only Super Admin can edit this matrix.
Admin → Team & Roles → Roles & permissions
2
Reset a forgotten password (generates a temporary password) or unlock a locked account.
Admin → Team & Roles → key icon / Unlock
3
Check who did what and failed login attempts.
Admin → Audit Logs (Activity / Login history)
4
Allow or restrict Staff to only their assigned clients; set upload size and file types.
Admin → Settings → Security & storage

Email (firm mailbox)

1
All emails are sent from caoffice@digitsparx.com; the mailbox settings are in config/config.php. Check status and send a test email.
Admin → Settings → Email
2
Make sure the mail-check cron (cron/fetch_mail.php, every 10 minutes) and reminders cron (cron/reminders.php, daily) are scheduled in Hostinger.
hPanel → Advanced → Cron Jobs
3
Every email shows who sent it — see the Sent by column.
Admin → Email & WhatsApp → History

Weekly checklist

1
Review Audit Logs → Login history for repeated failures.
Admin → Audit Logs
2
Take a database + uploads backup and store it off the computer.
Admin → Settings → Backup & restore
3
Check Email & WhatsApp → History for failed messages.
Admin → Email & WhatsApp → History

CA / Firm Admin CA / Firm Admin

Runs the firm. Sets up firm details and the team, onboards clients, oversees incorporation and compliance, and controls billing.

One-time firm setup

1
Complete Firm profile and Billing & numbering (see Super Admin Day 1, steps 2–3).
Admin → Settings
2
Add Managers and Staff; give each a role.
Admin → Team & Roles → Add team member
3
Verify compliance template due dates for your practice.
Work → Compliance → Templates

Onboarding a new client (standard flow)

1
Create the client: type, name, PAN/GSTIN/CIN, contact, address, and assign CA, Manager and Staff. A Client ID (CL-0001) is generated.
Clients → Clients → New client
2
Add extra contact persons if needed.
Client page → Overview → Add contact
3
Create the client portal login (email). Copy the temporary password shown once and share it securely.
Client page → Overview → Create portal login
4
Request documents by applying a checklist; the client sees each item in the portal.
Client page → Documents tab → Request documents
5
Add recurring compliance deadlines (GST, TDS, ROC, ITR) from templates.
Client page → + Compliance
6
If incorporating a company: start an incorporation case.
Client page → Companies & cases → New case

Billing

1
Create an invoice: choose client, add service lines (SAC, qty, rate, discount, GST %). The tax split (CGST+SGST or IGST) is automatic from the place of supply.
Billing → Invoices → New invoice
2
Save draft to review; click Issue invoice to assign the number and notify the client.
Invoice page → Issue invoice
3
When money arrives, Record payment (amount, date, method, UTR/cheque no.). Part payments are allowed; a receipt PDF is created.
Invoice page → Record payment
4
Send a payment reminder for overdue invoices.
Invoice page → Payment reminder
5
To cancel an issued invoice, first reverse its payments, then Cancel with a reason.
Invoice page → Cancel invoice

Emailing clients (from caoffice@digitsparx.com)

1
Open the client → click Send email. Choose the address, write the subject and message, click Send email. It goes from the firm mailbox in the branded layout with YOUR name as sender.
Client page → Send email
2
The email becomes a conversation in Client Queries. When the client replies, the reply is added to the same conversation automatically and you get a bell notification.
Clients → Client Queries
3
To answer, open the conversation, type the reply and keep "Also email this reply to the client" ticked.
Client Queries → conversation → Respond
4
Emails from unknown addresses wait in the Email Inbox — link them to a client (and save the address as a contact) or ignore them.
Clients → Email Inbox

Daily / weekly review

1
Check the red overdue banner and KPI cards; click any card to drill down.
Dashboard
2
Check team load and overdue work.
Work → Tasks → Workload
3
Review receivables ageing, revenue and compliance reports; export CSV if needed.
Billing → Reports

Manager Manager

Leads the team: distributes work, reviews client documents, keeps compliance and incorporation on track, and handles billing.

Every morning

1
Open the Dashboard: overdue compliance banner, Today's tasks, Upcoming deadlines.
Dashboard
2
See who is overloaded or has overdue tasks.
Work → Tasks → Workload
3
Assign new work: title, assignee, priority, due date and link to client/case/compliance. The assignee is notified.
Work → Tasks → New task

Reviewing client documents

1
Filter documents with status "Uploaded (needs review)".
Work → Documents → Status filter
2
Open each document → View it → click Verify, or write a reason and Send back (Resubmission required). The client sees the reason in the portal.
Document page → Review
3
Remind clients who still have pending documents.
Documents → client folder → Remind

Compliance & incorporation

1
Check the Overdue and Due-today tabs; reassign or remind the client.
Work → Compliance
2
Use the Calendar view for the month plan.
Work → Compliance → Calendar
3
Move incorporation cases to the next stage with notes after each real-world step (name approval, filing, COI…).
Work → Incorporation → case → Update stage

Emailing clients (from caoffice@digitsparx.com)

1
Open the client → click Send email. Choose the address, write the subject and message, click Send email. It goes from the firm mailbox in the branded layout with YOUR name as sender.
Client page → Send email
2
The email becomes a conversation in Client Queries. When the client replies, the reply is added to the same conversation automatically and you get a bell notification.
Clients → Client Queries
3
To answer, open the conversation, type the reply and keep "Also email this reply to the client" ticked.
Client Queries → conversation → Respond
4
Emails from unknown addresses wait in the Email Inbox — link them to a client (and save the address as a contact) or ignore them.
Clients → Email Inbox

Client queries & billing

1
Answer client questions; use "Internal note" for team-only comments.
Clients → Client Queries
2
Create invoices and record payments (see CA / Admin → Billing).
Billing → Invoices

Staff Staff

Does the day-to-day work on the clients assigned to you. You only see your assigned clients and your own tasks.

Start of day

1
Check Today's tasks and Upcoming deadlines.
Dashboard
2
Open your task list; work on Urgent/High first.
Work → Tasks (My tasks)
3
Check the bell for new assignments and client uploads.
Top bar → Bell

Working on a task

1
Open the task, update Status and Progress %, and add comments as you go.
Task page → Update progress / Comments
2
When finished, set status to Completed (or tick ✓ in the list). The person who assigned it is notified.
Work → Tasks → ✓
3
You can create tasks for yourself only; ask your Manager to assign work to others.
Work → Tasks → New task

Documents

1
Request a missing document from the client (single item or checklist).
Work → Documents → client folder → Request
2
Upload a document received by email/WhatsApp on the client's behalf.
Work → Documents → Upload
3
Send the client a reminder listing everything still pending.
Documents → client folder → Remind

Compliance filing

1
Open the compliance item, file it on the government portal, then click Complete with the filing date and acknowledgement number.
Work → Compliance → item → Mark completed
2
Attach the filed return / acknowledgement PDF.
Compliance item → Attach file
3
Recurring items (monthly/quarterly/annual) create the next period automatically.

Emailing clients (from caoffice@digitsparx.com)

1
Open the client → click Send email. Choose the address, write the subject and message, click Send email. It goes from the firm mailbox in the branded layout with YOUR name as sender.
Client page → Send email
2
The email becomes a conversation in Client Queries. When the client replies, the reply is added to the same conversation automatically and you get a bell notification.
Clients → Client Queries
3
To answer, open the conversation, type the reply and keep "Also email this reply to the client" ticked.
Client Queries → conversation → Respond
4
Emails from unknown addresses wait in the Email Inbox — link them to a client (and save the address as a contact) or ignore them.
Clients → Email Inbox

Incorporation & calendar

1
After every real step (documents received, SRN generated, COI received…) update the case stage and next pending action. Stages are manual — the software does not check MCA.
Work → Incorporation → case → Update stage
2
Add client meetings and calls.
Work → Calendar → New appointment

Client (portal) Client

For your firm's clients. Upload requested documents, track progress and invoices, and ask questions.

Signing in

1
On the login page choose the "Client" box, then enter the email and temporary password given by your CA firm.
Login → Client
2
Set your own password when asked.
Set a new password

Uploading documents

1
On Overview, the Document checklist shows what is needed. Click Upload next to an item.
Overview → Document checklist
2
Choose the document from the list, select the file (PDF/JPG/PNG…), add a note if needed and click Upload securely.
Documents → Upload a document
3
If a document shows "Resubmission required", read the red reason and upload a corrected copy.
Documents
4
To send something not in the list, choose "Something else…" and type its name.
Documents → Upload

Tracking your work

1
See each incorporation case with its progress bar, next step and history; download a summary PDF.
Cases
2
See upcoming and completed compliance with filing/acknowledgement details.
Compliance

Invoices & payments

1
View and download invoices; bank details for payment are shown when an amount is due.
Invoices
2
After the firm records your payment, download the receipt.
Invoices → Payments received → Receipt

Getting help

1
Ask a question; the team replies in the same thread and you get a notification.
Support → New query
2
You can also simply reply to any email from the firm (caoffice@digitsparx.com) — your reply reaches the team and appears under Support.
Your email app

Document status

PendingRequested from the client, not yet uploaded
Uploaded / Under reviewFile received, waiting for the team to check
VerifiedChecked and accepted
Resubmission required / RejectedProblem found — reason shown; upload again

Compliance status

UpcomingDue in future
Due todayDue date is today
OverduePast due and not completed
CompletedFiled (with filing date / acknowledgement)
WaivedNot applicable for this period (reason recorded)

Invoice status

DraftBeing prepared, no number, not visible to client
IssuedNumbered and sent, unpaid
Partially paidSome amount received
PaidFully received
OverdueUnpaid after the due date
CancelledVoid (number kept for records)

Roles

Super AdminWhole system, all firms
CA / Firm AdminEverything inside one firm
ManagerTeam work, reviews, billing
StaffAssigned clients and own tasks
ClientOwn records in the portal only