Detailed instructions for every part of CAFirmHQ — from your first login to advanced team management.
Open the app in your browser. You will see the login screen with two options: Google Sign-In and Magic Link.
Google Sign-In: Click "Continue with Google" and select your Google account. You will be logged in immediately.
Magic Link: Enter your email address and click "Send Login Link". Check your inbox for an email from noreply@mail.cafirmhq.com and click the link inside. Check your spam folder if it does not arrive within 2 minutes.
First-time users land on the Dashboard. Your trial begins from the moment you log in. No credit card is required.
The button is in the top-right of the company list on your Dashboard.
Fill in the GSTIN (15-character format), company name, state, and optionally an address, mobile, and email. The GSTIN is validated for format — make sure it is correct before saving.
The company appears on your Dashboard. Click on it to start adding reconciliation data.
In TallyPrime, go to Gateway of Tally → Display More Reports → GST Reports → GSTR-2A Reconciliation. Export the Inwards sheet as Excel (.xlsx or .xls). This is the "Inwards Register" file you will upload to CAFirmHQ.
Log in to the GST portal → Returns → GSTR-2B. Select the period and click "Download". Choose the Excel format (not JSON). Save the file to your computer.
From the Dashboard, click the company. Select the financial year, then click the month you want to reconcile (e.g. January 2026).
You will see two upload zones side by side — "Inwards Register" and "GSTR-2B". Drag and drop or click to browse. Both files must be uploaded before you can run reconciliation.
The engine processes your files. For a typical month with 100–200 invoices, this takes a few seconds. Results appear immediately in the Inwards grid below.
The grid shows every invoice with its reconciliation status colour-coded. Green = Matched. Amber = Timing Difference. Red = Not Reflecting. Filter by status, add remarks inline, and resolve exceptions. Check the 2B Reco tab for the summary, and the Pending ITC tab for carry-forward items.
Click the download icon in the Month View to export the full reconciliation output as a formatted Excel file — ready for filing reference or client review.
The cell becomes editable inline. Type your remark directly in the grid.
The remark is saved immediately. Remarks are keyed to the company + period + invoice number, so they survive if you re-upload and re-run the reconciliation for the same month.
The button appears in the left sidebar above Settings, but only if the Vault is not yet activated on your account. Click it to see the Vault plans and pricing.
Three tiers are available: Vault Starter (10 GB, ₹499/month), Vault Growth (25 GB, ₹999/month), Vault Pro (100 GB, ₹2,499/month). Select the one that fits your document volume.
Once activated, the Vault becomes available for every company in your account. Clicking on a company will now show a Company Home Screen with two options: GST Reconciliation and File Exchange (the Vault).
From the Company Home Screen, click the File Exchange card to open the Vault panel.
The Inward tab is for documents coming from the company to the CA (invoices, bank statements, Tally exports). The Outward tab is for documents going from the CA to the company (reports, notices). Click a folder to open it.
Select your file. An upload form appears asking for: File Name (pre-filled from the file, editable), Description (optional — e.g. "March 2026 bank statement"), and Period (optional — e.g. "March 2026").
A progress bar shows the upload status. Once complete, the file appears in the folder list with its size, period, and the uploader's name. The upload goes directly to secure cloud storage — the file never passes through our servers.
Open the company → File Exchange → correct tab and folder.
The file opens in a new browser tab and downloads automatically with the original filename. Alternatively, click the "..." menu on the file row and choose "Download".
Click "Admin" in the left sidebar. This is available to CA Admins only.
The invited person receives an email with a one-click login link. They do not need to set a password.
Once they accept the invite and appear in the Admin Panel user list, click "Assign Companies" next to their name and tick the companies they should have access to. They will only see the companies you assign — not your full client list.
From the Dashboard, click the company, then click "Edit Company". Toggle on "Company Login Access" and save. This step must be done before the accountant can log in and see data.
From Admin Panel → Invite User, enter the accountant's email. They receive a login link.
In the Admin Panel, click "Assign Companies" for that user and select their company. They will see only that company when they log in — no other CA clients are visible to them.
Check your spam / junk folder first. Magic link emails come from noreply@mail.cafirmhq.com and are sometimes filtered by spam systems, especially on corporate email domains.
If it is not in spam:
If you still cannot receive the email, try Google Sign-In instead (if your email is a Gmail / Google Workspace account). Or contact support.
Most common cause: wrong file uploaded.
If the period matches and the files are correct: Some suppliers are simply late filers. Invoices they have not yet filed in GSTR-1 will not appear in your 2B. These will auto-resolve in a future month when the supplier files. They are correctly placed in the Pending ITC Register.
This is a known Tally behavior that CAFirmHQ's engine handles automatically. When a purchase is entered in Tally as a Journal entry (rather than a Purchase voucher), Tally stores its own sequential number (e.g. "52") in the invoice number field — not the supplier's actual invoice number.
CAFirmHQ uses a fallback matching strategy (Strategy 2: supplier name + taxable amount) to resolve Journal entries correctly. If you are still seeing Journal entries as Missing in 2B, verify that:
If the issue persists, submit a ticket with the invoice details and we will investigate.
Two things to check in order:
After assigning companies, the user may need to refresh their browser for the assignment to appear.
If the upload progress bar completed without an error: Refresh the page — the file list may not have auto-refreshed.
If the upload appeared to complete but the file is not there: The upload may not have been confirmed. This can happen if the browser tab was closed before the upload finished, or if there was a network interruption. Try uploading again.
If you get a file type error: Only the following extensions are accepted: PDF, DOC, DOCX, XLS, XLSX, XLSM, JPG, JPEG, PNG, GIF, TXT, CSV, XML, ZIP. Files outside this list will be rejected before upload starts.
If you get a size error: The maximum file size is 100 MB. Compress or split the file if needed.
CAFirmHQ validates GSTINs against the standard 15-character format: 2-digit state code + 10-character PAN + 1-digit entity number + "Z" + 1 check digit.
Common issues:
If your GSTIN is definitely correct but CAFirmHQ still rejects it, submit a support ticket.
Our team responds to every ticket within 1 business day. Or browse the FAQ for common questions about reconciliation, the Vault, and billing.