CA and Audit Firm Software · Guide
CA Firm Records in Nepal: Fiscal Year, BS Dates and Files
A Nepali CA firm lives between two calendars. Clients and government offices think in Bikram Sambat, while some documents, banks and foreign parties use the English date. The fiscal year begins in Shrawan, not in January, so everything from audit periods to fee reviews follows a different rhythm than an international template would assume. This article explains how to organise client records around these facts. It is about record keeping and not tax or audit advice.
Organise files by client and fiscal year
Create a structure that always answers two questions: which client and which fiscal year. Within each, keep sections for engagement letter, documents received, working papers, correspondence, final deliverables and billing. Use the same section names for every client so any staff member can find things without asking. Label fiscal years consistently, for example with the BS year range, and stick to one pattern.
Why consistent naming matters
When files are named in different ways by different people, searching is slow and mistakes happen. Agree on a short naming convention that includes the client, the document type and the period. Software helps by forcing the fields to be filled in, instead of leaving it to habit.
Dates in Bikram Sambat
Enter due dates, engagement periods and invoice dates in BS, with the English date shown alongside by the system. Conversion by hand is where mistakes enter, especially at month boundaries where the BS and AD months do not line up. A system with a proper BS calendar avoids that. It also lets you filter work by Nepali month, which is how the team naturally talks about the workload.
Due dates are entered, not assumed
Filing and renewal dates for VAT, income tax, company annual returns and other obligations are set by law and official notices. They can change, and extensions are sometimes announced. For this reason, a responsible system never claims to know the correct date for you. Instead, you enter the date after checking the official source, such as the Inland Revenue Department or the relevant office, and the software reminds the team ahead of time. Record the source and the date you checked it, so the next person can verify.
Client master data that pays off
The client record is the foundation. Keep the legal name in Nepali and English, PAN, VAT number if registered, company registration details, address, contact persons and the person who decides on fees. Record the fiscal year basis and any special reporting period. Note the engagement types you handle and any special conditions. Updating this record when something changes saves time every cycle.
Document requests and receipts
Create a standard document list for each engagement type and attach it to the engagement. For a VAT client, it may include sales and purchase records for the period. For an audit, it will be a longer list. Mark each item as received and keep the scanned copy with the date. If a client later says they sent something, the record shows what you actually received.
Confidentiality and access
Financial records are among the most sensitive information a client shares. Apply role based access: partners see everything, seniors see their clients, juniors see assigned engagements. Keep a log of who opened or changed a record. Use separate logins and disable the account of anyone who leaves. Take care with sharing documents over WhatsApp and email, and use passwords or a controlled upload route where possible. Follow the confidentiality rules of your professional body.
Retention and archives
When a fiscal year closes and the final papers are signed, move the file to archive and note the physical location of any paper originals. How long records must be kept is set by law and professional standards, so confirm with the relevant source instead of guessing. Make sure archived files remain searchable.
VAT on your own fees
Your firm bills clients for services, and where your practice is registered, VAT at 13% may apply to those fees. Keep the fee agreement, invoice and receipt for each engagement together, and confirm the treatment with your own adviser. Software can produce invoices in the format you need and track receivables by client.
A simple year-end routine
- Confirm every engagement for the year is marked complete or carried forward.
- Check that final deliverables and signed copies are stored.
- List unbilled engagements and raise invoices.
- Review outstanding fees by client.
- Archive closed files and record locations.
- Prepare the engagement list for the next year with fresh dates.
Our CA and audit firm software is built around client, fiscal year and BS dates, and WebsNP configures it to your firm. If your clients also need payroll processing, our payroll software may be relevant. Message us on WhatsApp at +977 9846280400 to discuss your file structure.
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