Balaaji User Guide

Getting started

Balaaji runs in your browser at app.balaaji.ca. Your firm signs in once, and every client business you add is reached from the same account.

Sign in

1. Open app.balaaji.ca. Type your Login ID (your email, or name@firmcode) and your Password, and click Login. Tick Remember Me to stay signed in on this computer.
2. If your login belongs to more than one business, pick your firm in the list.
3. Balaaji opens on the Dashboard. The first time in a session, a welcome box shows the support email. Click Sure to close it.

Find your way around

The menu on the left holds Dashboard, Client, Connect, Tasks, Accounting, Reports, Billing and Settings. Click a menu to open its pages. The button at the top left hides or shows the menu.

The top bar shows your firm's name, the display currency, the language, the transaction bell, full screen, notifications, contact support and log out. See Top bar.

Who sees what

Each user has a role. The role decides which menu pages they see.

Only administrators can change the display currency, turn sending to Tally on or off, and push vouchers to Tally.

Dashboard

The Dashboard shows your whole firm at a glance: clients, their transactions today, open tasks and who is working.

Key figures

The tiles at the top show Total clients, Connected clients, Transactions today, Amount today in your firm's currency, Open tasks and Overdue items. Click Task board at the top right to open the live task board.

The three dashboard pages

Below the tiles, the Dashboard turns between three pages every 15 seconds: Transactions, Tasks and People and places. It stops turning while your mouse is over it. Use the arrows, or the left and right arrow keys, to change page yourself.

• Transactions ranks your clients by the number of transactions for Today, 7 days or 30 days. Each bar is split by voucher type. Next to it, the live feed shows each new transaction as it arrives.
• Tasks shows how much of the work is done, by client, and the tasks in progress on a timeline or as a list. Click a task to open it in Task Manager.
• People and places shows which users are working or idle, and a map of where your clients do business.

Operators see their own work: the tile reads My open items, and the people panel is hidden.

Clients

The Client menu is where you add client businesses, see whether they are connected, group them, and read their books.

Add a new client

Each client you add gets its own licence key. The client uses the key in TallyPrime (through TallyPlug), Billy or Fusion to send its books to you.

1. Open Client > Provision. The bar at the top shows how many clients you have and how many your package allows.
2. In Add New Manually, fill in Business Name, User Name, Business Address and App (TallyPrime, Billy or Fusion). Add Tags if you like.
3. Click Provision Client. Balaaji checks the address and finds the city and country, then creates the client.
4. When you see Provisioned Successfully, click View clients to find the new client and its licence key, or Add another.

Add many clients from a spreadsheet

1. In Client > Provision, open Provision by XLS.
2. Click Download Template, or Download Filled Sample to see an example. Fill in up to 25 clients, one per row.
3. Drop the file on the page. Each row is checked and gets a badge: Ready, Needs attention or Already set up.
4. Click Provision. The rows are created one by one. If some fail, click Retry failed.

See your linked clients

Client > Linked lists every client with its code, app, address, country, currency, connection status and groups.

• Use the Connected and Disconnected tabs to see which clients are sending their books right now.
• Narrow the list by country, state, city and app, or type in Search clients. Click Clear filters to show everyone again.
• Click Details on a card to see the client's IDs, owner, dates, address, licence period and tags.
• Click Export to XLS to download the clients you ticked, or all of them if none is ticked.

Send a client its licence key

1. On the client's card in Client > Linked, click the arrow next to License to see the licence options.
2. Click Show License to see the app, the licence period and the key, with a Copy button.
3. Or click Share License to get a link and a code for the client, with Copy link, Copy key, Copy message and WhatsApp. The link works for a set number of days. Sharing again makes a new link.

Tip: Regenerate License makes a new key, and the old key stops working. Use it only if a key has been shared with the wrong person.

Edit a client

Click Edit on a card to change the client's details in three parts: Client, Setup and Location. Some fields are locked once the client has a licence. Changing the app gives the client a new licence key.

Remove a client

1. Click Remove on the card. Balaaji first explains what will happen to the link and the client's data.
2. Type the client's name to confirm. If the client's business will be deleted for good, you also tick I understand this cannot be undone and click Delete permanently.

Put clients in a group

Tick one or more cards (or Select all), click Add to Group, pick the group and click Add. Groups are made under Client > Groups.

What the connection status means

The Dashboard also counts a client as connected if a transaction arrived in the last 15 minutes, so its count can be higher than the Connected tab.

Client groups

Groups let you sort clients, for example by city, industry or the partner in charge. You can add a whole group to a task at once.

Groups list

Client > Groups shows each group with its picture, its name and the number of clients in it. Use Search groups to find one.

Make or edit a group

1. Click New, or click a group's name to edit it.
2. Fill in Group name and Description, and pick a picture with Change image.
3. Click Create group or Save changes.

Clients in a group

Click the client count on a group to see its members, with each client's address, phone and balances. Click Add Clients to add more, or the cross on a card to take a client out. Duplicate Group makes a copy with the same members.

Deleting a group only removes the tag: the clients keep their data, and you can restore the group later.

Client books

Client > Ledgers, Stock Items, Transactions, Tax Returns and Balance Sheet show one client's books, read only, as synced from the client's own app.

Pick a client

Each of these pages starts with Pick a client. Click it, type part of the name in Search clients and click the client. A dot shows whether the client is connected. The client you pick stays picked as you move between these pages.

Ledgers

Client > Ledgers lists the client's ledger accounts with opening and closing balances. You can read them but not change them.

Stock Items

Client > Stock Items lists the client's stock items as they are in its books.

Transactions and the activity chart

Client > Transactions shows a chart of the client's activity above the list of its vouchers. The chart and the list always show the same period.

1. Choose Month, Week or Day at the top of the chart. Use the arrows next to the period name to go back or forward.
2. In Month and Week, each bar is one day, split by voucher type (Sales, Purchase, Receipt, Payment, Journal and the rest), with the count on top. Click a bar to see that day's transactions. The chart switches to Day.
3. In Day, each bar is one voucher type.
4. Click the period name to go back to the whole month or week. The bar and period that match the list are shown in gold.

The list shows Num, Date, Type, Account and Amt. Click a number to open the voucher. The Type column also shows whether the voucher was sent to the client's Tally.

Tax Returns

1. Open Client > Tax Returns and pick a client.
2. Choose the Return period type (monthly or quarterly) and the month or quarter.
3. For an Indian client, use the GSTR-1 and GSTR-3B tabs. GSTR-1 shows B2B invoices, B2C large and small, credit and debit notes, exports, the HSN summary and documents issued. GSTR-3B shows the outward supplies, eligible ITC, exempt supplies and the tax payable.
4. Click Download PDF to save the figures. The PDF says it is prepared from the books and is not an official filing format.

A value Balaaji cannot work out from the synced data shows as Not in synced data. For clients in other countries, the page shows output, input and net tax, by rate and by ledger.

Balance Sheet

1. Open Client > Balance Sheet and pick a client.
2. Set As on date and the month the financial year starts in.
3. Read Liabilities and Assets side by side. Click a group to open it, or use Expand all and Collapse all.

If the two sides do not match, Balaaji tells you by how much. Groups it could not place are marked Needs sync fix. Click Download PDF to save it.

Connect

Connect holds the keys that link Tally and the Balaaji apps to your firm.

Connect your own Tally

1. Open Connect > Tally and click Download TallyPlug Desktop.
2. Install it on the computer that runs Tally.
3. Click Show and Copy key, and paste the key on TallyPlug's licence screen. Keep Tally open.

Keep the key private. Anyone with it can connect a Tally to your firm.

Admin keys

Connect > Admin lists the keys the Balaaji apps use to sign in to your account, with the app, scope, user, status, and when each was created and last used. You can Show, Copy or Share a key, and Revoke one you no longer need. Revoking first tells you how many apps will be signed out.

Keys for a group

Connect > Groups makes access codes for the Balaaji Controller app, each for one client group or for all clients.

1. Click Add key, pick the Group (or All groups) and give the key a name if you like.
2. Balaaji makes the key and a user behind it, then shows Send access with Copy and WhatsApp.
3. The person opens Balaaji Controller and chooses Sign in with access code.

Tasks

Tasks track filing work across clients: what is due, who is doing it and what is late.

Operators

Tasks are done by operators: users with the Operator role. Only operators can be made responsible for a task or a client item. Add them in Settings > Users. In the users list they are marked Task-eligible.

A task has one responsible operator overall, and one item per client. Each item can go to a different operator. A task is Draft, Pending, In progress, Completed or Cancelled. Its due date is its End Date.

Task Manager

Tasks > Task Manager lists your tasks in tabs: Active, Overdue, Completed, Cancelled and Drafts. Each row shows the status, how many items are done, the period, and how many days it is overdue.

Click a task to see its client items and who has each one. Use Edit on an item to change its status or operator. Cancel task stops a task and cancels every unfinished item in it.

Create a task

1. In Task Manager, click Create Task.
2. Task Type: choose Collect Client Information to gather documents and data from clients, or Submit Filing to file the return once you have them.
3. Task Details: type a Name such as GST Filing - September 2026, set the Start Date and End Date, and pick the Overall Responsible User. Click Next. The task is saved as a draft.
4. Task Items: pick a client and click Add task item, or pick a group and click Add group to add all its clients. Choose the operator for each item in its Choose staff list. Click Next.
5. Ready to Go: click Put Task In Motion to start it, or Leave as Draft to finish later.

Tip: from the Task Items step on, your work is saved as you go. A draft you started can be picked up again with Resume in the Drafts tab.

My Tasks

Tasks > My Tasks shows everything assigned to you, with the task, the client and the status. Click Edit, choose the new status and click Save as you work.

Task Board

Tasks > Task Board is a live board for the office screen. It checks for changes every 30 seconds. It shows open, in progress, pending, overdue, due today and done today, then tasks by client and by operator, the timeline, the overdue items and the last 48 hours of activity. Operators see only their own items.

Accounting

Accounting is for your firm's own books: the services you bill, your ledgers, your vouchers and your invoices to clients. Your clients' books are under the Client menu.

Services

Accounting > Services lists what you bill clients for, with a name, description and rate. Click Add service to add one. Deleting a service takes it off new invoices; invoices that already use it keep it.

Ledgers

Accounting > Ledgers shows your ledger accounts with opening balance, limit and closing balance. Pick a category or search by name. On a card you can open its latest transactions, a timeline, its items and its details. Click New ledger to add one.

Transactions

Accounting > Transactions lists your own vouchers. Filter by type (Sales, Purchase, Receipt, Payment, Journal and more), search, and pick a date or a range. Click a number to see the voucher.

Create an invoice for a client

1. Open Accounting > Create Invoice.
2. In Bill to, search for the client and pick it. Its address, phone and balance show below.
3. Add the Services, with quantity and rate. Click Add line for more.
4. Click Create invoice. The invoice is saved as a sales voucher, and you can see it in Transactions.

Enter a voucher

Accounting > Entry is a voucher entry form. Choose the type and date, add a narration, and enter the ledger lines with amounts (+ for credit, - for debit) until the balance is zero. For sales, purchases and notes you can add items. Click Save Transaction. Linked Tally companies receive the voucher through TallyPlug.

Reports and Insights

The Reports menu shows deeper reports for the client you picked: Insights, Business reports, Answers, Balance Sheet, Tax returns and Finance.

The menu only shows the reports that are turned on for that client, and it is hidden until you pick a client on one of the Client pages. Each report has a Client list at the top to switch to another client.

Billing

Billing is your firm's own account with Balaaji.

Pay your balance

Billing > Payment shows your Outstanding Balance. Enter the Amount to Pay (the full balance is filled in) and click Pay Now to pay securely through Razorpay.

Invoices

Billing > Invoices lists the invoices and payments on your Balaaji account for a date or a range, with the outstanding balance at the top. Click a row to see the details.

Settings and users

Settings holds your package, your currency and Tally settings, and your users.

Package

Settings > Package shows each plan with the number of clients it allows and the price per month, and marks your current plan. Click Upgrade to move up (you pay through Razorpay), or Downgrade if you have few enough clients for the smaller plan. For the largest plans, Balaaji opens the contact form.

Config

Settings > Config sets your Business Currency, the one your own books are kept in, and the Display Currency that amounts from clients are shown in. Click Save Currency.

The Tally part turns on sending incoming client transactions to your Tally, shows whether your TallyPlug agent is connected and which Tally companies it sees, and has Send pending to Tally. Only administrators can change these.

Users

Settings > Users lists your users with their role and their sign-in ID. Use Copy to copy a sign-in ID, and Remove to take away a user's access at once.

Add a user

1. In Settings > Users, click New User.
2. Fill in Name, Login ID (a full email address or a short login name), Password and Mobile No.
3. Choose the Role: Auditor, Operator, Administrator or Viewer. Choose Operator for staff who will do filing tasks.
4. Click Save. The user signs in with the sign-in ID shown on their card.

Top bar

The bar at the top of every page.

• Firm name: if your login has more than one business, click it to switch.
• Display currency: the currency amounts are shown in. Only an administrator can change it.
• Language: changes the language on this device.
• Transaction bell: rings when a new client transaction arrives. When it is off, new transactions still show in the bar.
• Full screen: shows the page on the whole screen.
• Notifications: updates from your clients and tasks. Tick one to mark it read, or click Clear All.
• Contact support: send a message to the Closebee team, with up to 5 files attached.
• Log out: signs you out on this device.

Need more help? Write to us from Contact, or see the screens in the Gallery.