Official User Guide
CABot — WhatsApp Automation
for CA Firms
Step-by-step guide to set up and use every feature of your CABot admin panel.
What is CABot?
CABot is a WhatsApp automation platform built exclusively for Chartered Accountants. It connects to your firm's WhatsApp number and handles client queries, appointments, document delivery, and reminders — automatically, 24/7.
What CABot does for your firm
| Capability | How it helps you |
|---|---|
| WhatsApp Bot | Answers tax questions (ITR, GST, TDS), books appointments, delivers documents — without you lifting a finger. |
| Client Management | Maintain a full directory of clients with services, contact info, and history. |
| Lead Tracking | Every new inquiry on WhatsApp is captured as a lead and tracked through the funnel. |
| Document Delivery | Clients can request ITR, Form 16, GST certificates — the bot delivers them from Google Drive instantly. |
| Broadcast Messages | Send ITR deadline reminders, GST due-date alerts, and festive wishes to all clients in bulk. |
| Appointment Booking | Clients book meetings directly on WhatsApp. You get notified and can confirm/cancel from the panel. |
CABot works in 3 languages — English, Hindi, and Gujarati. Each client is served in their preferred language automatically.
Logging In
Your admin panel is accessible via the web URL provided by your CABot account manager.
Go to your CABot admin URL (e.g. https://cabot-production-f938.up.railway.app/admin/login) in any browser.
Use the username and password provided by your CABot account manager when you first signed up.
You will be taken to your Dashboard. Your session stays active for 8 hours — after that, log in again.
Forgot your password? Contact MageComp support on WhatsApp or email to reset it. Passwords cannot be self-reset from the panel.
Dashboard Overview
The Dashboard is your home screen. It shows a snapshot of your firm's activity.
| Widget | What it shows |
|---|---|
| Total Clients | Number of clients registered in your panel |
| Active Leads | New WhatsApp inquiries not yet converted to clients |
| Appointments Today | Meetings scheduled for today |
| Documents Delivered | Files sent via bot this month |
| Broadcast Used | Messages sent vs. your monthly quota |
Use the light/dark mode toggle (moon icon, top-left of sidebar) to switch the panel's theme to your preference.
Bot Configuration
Go to Bot Config in the sidebar. This is where you personalise everything your clients see and hear on WhatsApp.
Services Offered
Toggle which services your firm offers. Only enabled services appear in the bot's menu for clients.
₹500) in the fee field — this is shown to clients who ask about pricing.
Welcome & Closing Messages
Edit the greeting clients see when they first message your bot, and the farewell message at the end. Supports English, Hindi, and Gujarati. The placeholder {ca_name} is automatically replaced with your firm name.
Contact Info
Set your phone number and WhatsApp number for direct contact. After tax Q&A answers, the bot shows a "Talk to us directly" button with your WhatsApp link.
Business Hours
Set your working days (e.g. Mon–Sat) and open/close times. The bot displays these when clients ask about availability.
Appointment Duration
Set the default length of appointments in minutes (e.g. 30 minutes). This is used when the bot books time slots.
Custom FAQs
Add your own Q&A pairs — the bot answers these automatically when a client's question matches your keywords.
A new row appears with fields for keywords and answer.
80C, tax saving, deduction
Always click "Save Configuration" after making any changes — unsaved changes are lost if you navigate away.
Client Management
Go to Clients in the sidebar. This is your complete client directory.
Adding a New Client
The "New Client" button is at the top-right of the Clients page.
Name, WhatsApp number (with country code, e.g. 919876543210), and select which services they use.
The client is saved and will now receive broadcast messages filtered by their services.
Importing Clients from Excel / CSV
Click "CSV Template" to get the correct column format.
Open in Excel or Google Sheets. Required columns: name, whatsapp_number. Optional: services (comma-separated), notes.
Click Import, select your file. Duplicate numbers are automatically skipped.
Managing Client Services
Click on any client's row, then use the Services section to add/remove which services they use (ITR, GST, TDS, etc.). This controls which broadcasts they receive.
WhatsApp number format: Always enter numbers with country code and without the + sign. Example: 919876543210 for +91 98765 43210.
Appointments
Go to Appointments in the sidebar. Every appointment booked by a client through WhatsApp appears here.
How appointments are booked
When a client sends a message like "I want to book a meeting" or clicks the Appointment option in the WhatsApp menu, the bot asks for their preferred date and time and creates a pending appointment automatically.
Confirming or cancelling an appointment
Pending appointments appear at the top of the list. Use the date filter or search by client name.
The client's appointment status is updated immediately in the system.
| Status | Meaning |
|---|---|
| Pending | Client has booked — waiting for your confirmation |
| Confirmed | You have confirmed the appointment |
| Cancelled | Appointment was cancelled (by you or the client) |
| Completed | Meeting took place — marked by you after the meeting |
Tip: Mark appointments as Completed after the meeting. This keeps your list clean and helps track conversion rates from appointments to clients.
Document Delivery
Go to Documents in the sidebar. CABot can deliver client documents (ITR acknowledgements, Form 16, GST certificates) automatically on WhatsApp — straight from your Google Drive.
Setting up Google Drive (one-time)
Click "Connect Google Drive" and sign in with your Google account.
CABot needs read access to your Google Drive to fetch files. No files are modified or deleted.
You'll see "Google Drive connected ✓" once setup is complete.
Linking a document to a client
Right-click the file in Google Drive → "Share" → copy the link. Paste it here.
E.g. Client: Ramesh Patel, Type: ITR, Year: 2024–25
When this client next asks "Send my ITR" on WhatsApp, the bot delivers this file automatically.
Ensure every file linked on Google Drive is set to "Anyone with the link can view". Otherwise the bot cannot access and deliver it.
Leads & Inquiries
Go to Leads in the sidebar. Every new person who messages your WhatsApp bot is automatically captured as a lead — no manual entry needed.
Understanding Lead Statuses
| Status | Meaning | When to use |
|---|---|---|
| New | Just messaged your bot for the first time | Default — no action taken yet |
| Active | You are in conversation / follow-up | Mark when you've reached out to them |
| Converted | Became a paying client | Mark when they sign up for a service |
| Dormant | Hasn't responded or not interested | Mark when you've given up following up |
Working with a lead
This opens the lead detail page showing their full WhatsApp conversation history with the bot.
See exactly what they asked — tax queries, services of interest, etc. This helps you personalise your follow-up.
Use the status dropdown to track where this lead is in your pipeline.
Click "Chat on WhatsApp" to open a conversation with this person directly from your phone.
Leads are privacy-protected — phone numbers are stored with encryption. The chat history is visible only to your admin panel, not to any third party.
Broadcast Messages
Broadcast messages are available on Growth plan and above. The Starter plan includes the full bot but does not include broadcast messages.
Go to Broadcast in the sidebar. Send bulk WhatsApp messages to your entire client list or specific segments.
Automated Reminders (Recommended)
CABot automatically sends compliance deadline reminders to your clients — you don't need to do anything. These include:
| Reminder Type | When it fires |
|---|---|
| ITR Filing Reminder | Before ITR due dates (advance notice) |
| GST Return Reminder | Before GSTR-3B and GSTR-1 due dates |
| TDS Deposit Reminder | Before quarterly TDS due dates |
| Advance Tax Reminder | 15 June, 15 September, 15 December, 15 March |
You can enable/disable individual reminders from the Broadcast page's Reminders tab.
Manual Broadcast (Send Now)
Use the Send Broadcast tab to send a message right away.
Choose from pre-approved templates (ITR reminder, GST reminder, custom message, etc.).
Send only to clients who use a specific service — e.g. "only send to GST clients".
Review the message and confirm. Messages are sent in the background — you can navigate away.
Broadcast Quota
Your monthly quota is based on your plan:
Broadcast quota resets on the 1st of every month. Unused quota does not carry over. Monitor your usage on the dashboard to avoid running out before month-end.
Billing & Plans
Go to Billing in the sidebar to view your current plan, compare all plans, and upgrade or downgrade at any time.
Upgrading your plan
On the plan card you want, click the upgrade button.
A secure payment window opens. Pay using UPI, net banking, credit/debit card, or wallet.
No waiting — your new quota and features are unlocked the moment payment succeeds.
Downgrading your plan
Click "Downgrade to [Plan Name]" on any lower-tier plan card. Confirm the dialog — the change is immediate. Note that broadcast quota drops to your new plan's limit from the next send.
All payments are monthly, starting at ₹499/month for Starter. No annual contracts. GST is charged extra. Receipts are sent to your registered email address.
Referral Program
Every CABot account comes with a unique referral code. When you refer another CA to CABot, both of you get free months added to your subscription.
How it works
Your personal referral code (e.g. CA-GAURAV-X7K2) is available from your account manager. Share it with any CA colleague who doesn't use CABot yet.
When MageComp sets up their CABot account, they enter your referral code. The new CA automatically gets 1 free month added to their subscription.
Once the referred CA completes their payment setup, 2 free months are added to your subscription end date. No limit on how many CAs you can refer.
Free months are added to your existing subscription — they don't replace it. If you refer 3 CAs, you get 6 extra months free.
Promo / coupon codes
MageComp occasionally provides promo codes for special campaigns (e.g. LAUNCH2026). If you have a coupon code, share it with your account manager when signing up — they will apply it and your subscription will be extended by the coupon's free months.
Each coupon code can only be used once per account. Codes may have expiry dates — check with MageComp for details.
FAQ & Troubleshooting
Contact Support
| Channel | Contact | Response Time |
|---|---|---|
| WhatsApp (Fastest) | +91 98765 43210 | Within 4 hours (business hours) |
| support@magecomp.com | Within 24 hours | |
| Website | magecomp.com/cabot | — |
CABot by MageComp · User Guide v1.0 · support@magecomp.com
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