GSTflo
User Guide

How to Use
GSTflo

Role-based instructions and step-by-step workflows. Find your role below and follow the exact steps your team uses daily.

Quick Start

Getting started for all users

01

Sign in

Use your email and password, or click the magic link sent to your inbox.

02

Select organization

Choose your company from the organization switcher in the sidebar.

03

Navigate dashboard

Your personalized dashboard shows KPIs, tasks, and alerts relevant to your role.

By Role

What can you do?

Select your role to see exactly what you have access to and the key actions you'll perform.

Organization Owner / Admin

Full dashboard access, org settings, team management, and board-level reporting.

What You See

  • Full dashboard with all KPIs and charts
  • Organization settings and member management
  • All GSTINs across every state
  • Complete filing calendar
  • Audit logs and full activity history

Key Actions

1

Create your organization

Set up your company profile during onboarding

2

Add GSTINs

Enter GSTIN numbers — system validates via Sandbox API automatically

3

Invite team members

Send email invitations with role-based GSTIN access

4

Configure notifications

Set alert preferences for deadlines, risk changes, and escalations

5

Export board-level PDFs

Generate compliance summaries for leadership reporting

End-to-End Workflow

The complete compliance journey

From onboarding to filing — every step of your GST compliance workflow.

1

Add GSTIN

Register and validate GSTINs via Sandbox API

2

Connect Portal

Verify OTP to establish GST portal session

3

Create Tasks

Assign filing and compliance tasks to team

4

Upload Docs

Upload invoices, registers, and supporting files

5

Reconcile

Auto-match purchases against GSTR-2B

6

File Returns

Validate, approve, and submit GST returns

Detailed Workflows

Step-by-step guides

Step 1

Add GSTIN + Validate

  1. 1Go to the GSTINs page from the sidebar
  2. 2Click 'Add GSTIN' button
  3. 3Enter your 15-character GSTIN number
  4. 4System validates automatically via Sandbox API
  5. 5Filing tasks are auto-generated for the period
Step 2

Connect GST Portal

  1. 1Open the GST Portal page
  2. 2Select the GSTIN you want to connect
  3. 3Click 'Request OTP' — code is sent to registered mobile
  4. 4Enter the OTP within 60 seconds
  5. 5Session status turns 'Valid' (expires in 15 min)
Step 3

Task Lifecycle

  1. 1Create a task or have it auto-generated from the calendar
  2. 2Assign to a team member with a due date
  3. 3Assignee works on it and updates status to 'In Progress'
  4. 4Submit for review — triggers maker-checker approval
  5. 5Reviewer approves or requests changes
  6. 6Task marked as 'Filed' once GST return is submitted
Step 4

Document Upload & Requests

  1. 1Navigate to the Documents page
  2. 2Upload files directly, or create a document request
  3. 3For external documents, generate a secure upload link
  4. 4Share the link with vendors or clients
  5. 5External users upload via the link — no account needed
  6. 6Uploaded documents appear in your Documents hub
Step 5

ITC Reconciliation

  1. 1Upload your purchase register (Excel/CSV/Zoho sync)
  2. 2Fetch GSTR-2B data from the GST portal
  3. 3GSTflo auto-matches invoices line by line
  4. 4Review matched, unmatched, and mismatched entries
  5. 5Take action: Claim ITC, Flag for review, or Reject
  6. 6Export results to Excel or PDF for your CA
Step 6

Alert & Escalation Setup

  1. 1Go to Settings > Escalation Rules
  2. 2Define trigger conditions (e.g., task overdue by 2 days)
  3. 3Choose notification method (email, in-app, or both)
  4. 4Set escalation chain (notify manager, then director)
  5. 5Alerts appear in the dashboard and notification center
Compliance workflow complete

FAQ

Common questions

Still have questions?

Our support team responds within 4 hours during business hours. We're here to help you get the most out of GSTflo.