Playbook
Stop chasing clients for one DIN and a board resolution: a playbook for CS practices.
Half a week can go into follow-ups: details arrive over WhatsApp, email and phone, in pieces and often wrong.
The problem
Clients send details in pieces across channels. Associates retype the same company details into every form. Each retype is a chance for a typo the portal rejects, and each follow-up adds a day.
The playbook
- Give every client one place to raise requests, with their company already identified.
- Let them describe the change in their own words and attach documents.
- Keep a master record per company, so nothing known is ever asked again.
- Ask only for missing fields, one at a time, with format checks on each answer.
- Move each request through clear stages: new, collecting, ready, filed, done.
- Review only requests marked ready; file and record the SRN.
- Show every client’s due dates with days left on one dashboard, reviewed weekly.
How to measure it
| Measure | What it shows |
|---|---|
| Days in “collecting” | How long clients take to send what is needed |
| Requests sent back after review | How many errors reach the professional |
| Filings close to or past due | Whether the calendar is working |
| Rejections or resubmissions | Whether validation catches errors early |
How AutoROC does it
AutoROC is a filing workspace for Company Secretaries and Chartered Accountants who file ROC forms for many companies and LLPs. Each client gets a portal with their CIN and an access code, and raises requests in plain words with documents attached. An assistant maps the request to the right MCA e-Form from a catalogue of 15, pre-fills everything already known from the company record, asks the client only for what is missing, one question at a time, and validates DIN, PAN, CIN, dates and amounts as they are entered. Board resolutions, consents and sanction letters are attached to the ticket and read. The professional reviews the pre-filled e-Form, prints it to PDF or exports JSON for the MCA V3 portal, files it and records the SRN. Tickets move new → collecting → ready → filed → done, and every client’s due dates sit on one dashboard with days left. The e-Form is a pre-filled reference for transcription; always verify against the live MCA form before filing.
Questions
How can a CS firm reduce client follow-ups?
Give clients one place to raise requests with documents, keep a master record per company so known details are never asked again, and ask only for missing fields with format checks.
What stages should a ROC filing request go through?
A simple set such as new, collecting, ready, filed and done, with the SRN recorded at filing.
See it on your own data. AutoROC — MCA e-Forms, pre-filled. Book a 30-minute working session with an engineer.