Add Clients
What this does
Adding a client creates their full record in your FINEXO PMS workspace. Once added, you can assign tasks, track compliance, manage documents, store portal credentials, and give the client access to their own client portal.
Before You Start
- You need permission to create clients (granted by your workspace admin).
- Have the client's Name and Type of Client ready at a minimum.
- If the client is GST-registered, keep their GSTIN handy — the system will auto-fetch their details from the GST portal.
Steps
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In the left sidebar, click Clients → Add.
The Add Client form opens on the Basic Details tab.
If the client is GST-registered, enable the GST Applicable toggle at the top before filling in any details. Enabling this adds a GST Details tab to the form and allows auto-fetching of client information.
Tab 1 — Basic Details
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Fill in the Basic Details tab:
Field Required Notes File No No Your internal reference number for this client Type of Client Yes Select the entity type (see full list below) Name Yes Legal name of the client Trade Name No Business/trading name if different from legal name Registered Address No Registered office address Date of Birth / Date of Incorporation No DOB for individuals; date of incorporation for companies PAN No Permanent Account Number TAN No Tax Deduction Account Number Tags No Assign tags for categorisation. Click + New Tag to create a new tag. Notes No Internal remarks or notes about the client Important: Name and Type of Client are the only required fields — the form will not save without them.
Type of Client — available options:
Association Of Persons, Artificial Juridical Person, Body Of Individuals, Firm, Foreign Company, Government, Government Department, Hindu Undivided Family, Individual, Limited Liability Partnership, Local Authority, One Person Company, Other, Political Party, Private Limited Company, Public Limited Company, Public Sector Undertaking, Society/Club/Trust/AOP, Trust
Tab 2 — GST Details (appears only when GST Applicable is enabled)
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Enter the client's GSTIN (required when GST is applicable).
The system automatically fetches and populates the following fields from the GST portal:
Field Auto-fetched GSTIN Yes (enter manually to trigger fetch) GSTIN Status Yes — Active / Cancelled / Suspended Registration Type Yes — Regular, Composition, Tax Deductor, Tax Collector, SEZ Unit, Input Service Distributor, Casual Taxable Person Registration Date Yes Cancellation Date Yes (if applicable) Registered Address Yes Additional Place of Business Yes — shows count with a Show button to expand State Jurisdiction Yes Central Jurisdiction Yes QRMP Preference Yes — shows Quarter, Year, Preference (Monthly/Quarterly), and Last Checked timestamp Note: All fields on the GST Details tab are auto-fetched from the GST portal. You can edit them after the fetch if needed.
Tab 3 — Tasks Applicable
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Click the Tasks Applicable tab to select which services are applicable for this client.
Tasks are organised into categories. Each task has a toggle:
- × (disabled) — task is not applicable for this client
- ✓ (enabled) — task is applicable for this client
Each category has a Select All option to enable all tasks in that category at once.
Default categories and tasks:
Category Tasks Income Tax Advance Tax, Advance Tax - One Instalment, Go-24, ITR - Income Tax Audit, ITR - Stat Audit, ITR - Unaudited, SFT, TCS Return, TDS Return - Non Resident, TDS Return - Non Salary, TDS Return - Salary GST GSTR-1/IFF, GSTR-3B, GSTR-9, GSTR-9C, PMT-06 MCA AOC-4, DPT-3, MGT-7 Note: Any custom categories and tasks created by your workspace admin will also appear here. Enabling a task here marks it as applicable for this client — it does not automatically create recurring tasks.
Tab 4 — Users
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Click the Users tab to assign team members to this client's tasks.
Click + Add Row to add an assignment. Each row has:
Column Description Task Select a specific task or a task category (e.g. All GST Tasks, All Tasks). Required. Users Select one or more team members to assign. At least one is required. Working User Select the single primary responsible person for this task/category. Only one working user can be set at a time. Click the 🗑️ delete icon to remove a row. Click + Add to add more rows.
Assignment priority logic:
When a task is created for this client, the system assigns users in the following order:
- Check if a user is assigned to the specific task (e.g. GSTR-1 Monthly)
- If not found, check if a user is assigned to the task category (e.g. All GST Tasks)
- If not found, fall back to the All Tasks assignment
Tab 5 — Contact Persons
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Click the Contact Persons tab to add the client's authorised representatives, directors, or key contacts.
Select an existing contact person from the Person dropdown, or click + New Contact Person to create one.
Add Contact Person popup fields:
Field Required Notes Name Yes Full name of the contact person Email No Supports multiple emails via + Add More. Check Primary Email for the main address. Mobile Yes Country code selector included. Supports multiple numbers via + Add More. Check Primary Mobile and/or WhatsApp for each number. PAN No Contact person's PAN DIN No Director Identification Number (for company directors) DSC Expiry Date No System generates a report and sends weekly reminders every Thursday to the registered email for expired and soon-to-expire DSCs. DSC Password No Password shown/hidden via eye icon Date of Birth No Date of Anniversary No Address No House No./Street/Area, Locality/Town, Pin Code, City, State Custom Fields No Click + Add Custom Field to add additional fields After filling in the details, click Save in the popup.
Back on the Contact Persons tab, select the Designation and check Select as Primary if this is the primary contact, then click Add.
Available designations: Individual, Proprietor, Partner, Accountant, Director, Managing Director, Karta, CFO, Other
Added contact persons appear in a table showing: Name, Email, Mobile, Designation, Is Primary, Delete.
Note: Multiple contact persons can be added to a single client. The contact person's WhatsApp number is also used to give them access to the client portal (see Attachments tab).
Tab 6 — Client Groups
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Click the Client Groups tab to assign this client to one or more groups (e.g. a family group or a business conglomerate).
Select an existing group from the Group dropdown and click Add, or click + New Client Group to create one.
Add Group popup:
- Group Names — enter one group name per line to create multiple groups at once
- Description — optional description for the group
Added groups appear in a table showing: Name, Description, Delete.
Note: A client can belong to multiple groups.
Tab 7 — Custom Fields
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Click the Custom Fields tab to fill in any additional fields configured for your workspace.
Custom fields created by your workspace admin appear here. Click — Hide Blank to hide fields with no value.
To create a new custom field, click + New Custom Field:
Field Required Notes Name Yes Label for the custom field Applicable For Yes Choose: Clients, Contact Person, or Task Field Type Yes Choose: Yes/No, Date, Long Text, or Short Text Description No Optional description of the field Note: Custom fields are global — once created, they appear for all clients (or contact persons/tasks, depending on the Applicable For setting).
Tab 8 — Login Details
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Click the Login Details tab to store the client's portal credentials securely.
Credentials are organised into three sections:
GST Login Details
Field Notes GST Username GST portal login username GST Password Hidden by default, toggle with eye icon E-way Bill Username E-way Bill portal username E-way Bill Password Hidden by default, toggle with eye icon IT Login Details
Field Notes PAN Auto-filled from Basic Details IT Portal Password Income Tax portal password TAN Tax Deduction Account Number IT Portal Deductor Password For TDS deductor login Traces Username TRACES portal username Traces Deductor Password TRACES deductor password Traces Taxpayer Password TRACES taxpayer password Other Login Details
Field Notes MCA V2 Username MCA Version 2 portal username MCA V2 Password MCA Version 2 portal password MCA V3 Username MCA Version 3 portal username MCA V3 Password MCA Version 3 portal password DGFT Username DGFT portal username DGFT Password DGFT portal password Tip — Finexo PMS Login Extension: Install the Finexo PMS Login Extension from the Chrome Web Store (2,000+ users, rated 5.0 ★). When you visit the GST, Income Tax, or TRACES portal login page, the extension opens a FINEXO popup — search for the client by name or trade name, click their name, and their credentials are filled in automatically. No copy-pasting required.
Tab 9 — Attachments
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Click the Attachments tab to upload and manage documents for this client.
Click Upload Attachment to upload a file:
Field Notes File Drag and drop or click to browse. Up to 20MB per file, maximum 20 files at a time. Upload To Choose Finexo Server (default) or your connected Google Drive (configure in Settings) Description Optional description for the file Do not show this to client Toggle on to hide this file from the client portal Uploaded files appear in a table showing: Name, Size, Storage Type, Description, Uploaded On, User, Hide From Client, Action.
Click Verify Files to check the integrity of uploaded files.
Client Portal & WhatsApp uploads: If the client portal is enabled for your workspace, clients can also upload documents themselves — either through the FINEXO client portal or directly via WhatsApp (using the mobile number added under Contact Persons). All client-uploaded documents appear here automatically.
White-label portal: By default, clients access the FINEXO-branded portal. If your firm wants the portal to display your own name and logo, this can be configured in your workspace settings.
Saving the Client
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Click Save Client (top right, blue button) at any point to save the client record.
Clicking Cancel discards all unsaved changes and returns you to the previous page.
After saving, you are redirected to the client's profile page and the client appears in the Clients List.
What Happens Next
After saving, the client record is live in your workspace. You can:
- Assign tasks and track compliance from the client's profile
- Access their portal credentials from the Login Details tab
- Share the client portal link with the client for document exchange
Validation Errors
| Error | Cause |
|---|---|
| "Name is required" | The Name field was left blank |
| "Type of Client is required" | No client type was selected |
| "Task selection is required" | A row was added in the Users tab but no task/category was selected |
| "At least one user is required" | A row was added in the Users tab but no user was selected |
| "Name is required" (Contact Person popup) | Contact person name was left blank |