The pipeline
This board covers a bookkeeping client from the first enquiry to their monthly work, with their year end and GST dates on the card.
| Stage | Move a card here when | Needed to enter | Stale after |
|---|---|---|---|
| Enquiry | A business asks about your services | 2 days | |
| Call booked | You've arranged a call to scope the work | Next activity | 5 days |
| Quote sent | They have your monthly fee and scope in writing | Deal value, Next activity | 5 days |
| Onboarding | They've signed, and you're waiting for their records | Monthly fee, Financial year end | 7 days |
| Active client | Records are in and the monthly work is running | Records received | |
| Lost | They said no, or chose another firm |
Palby CRM counts Active client as won. Onboarding isn't counted as won on purpose: a client whose records haven't arrived isn't working yet, and the 7-day stale limit flags anyone stuck there.
The fields
| Field | Type | Options or rule | Why |
|---|---|---|---|
| Company UEN | Text | No two cards share a value | One card per company, even with two contacts |
| Monthly fee | Currency | S$ | What the work is worth each month |
| Financial year end | Date | Remind me: Every year | A week's notice before each client's year end |
| GST filing | Select | Quarterly, Monthly, Not registered | Which deadline rhythm they're on |
| Next GST return due | Date | Remind me: Once, on the date | Move it to the next due date after each filing |
| Software | Select | Xero, QuickBooks, Spreadsheet, Other | What you'll be working in |
| Transactions a month | Number | Sets the fee, and flags when it's outgrown | |
| Records received | Checkbox | Needed before a card moves to Active client | |
| Lost reason | Select | Price, Went with an accountant, Did it themselves, No reply | Moving a card to Lost asks for it |
| Amount paid | Currency | S$ | What they've paid you so far, as a running total |
| Date paid | Date | The date of the latest payment |
The GST dates
IRAS says a GST return and payment are "due 1 month after the end of your accounting period". For a client on quarterly periods running from January:
| Accounting period | File and pay by |
|---|---|
| January to March | 30 April |
| April to June | 31 July |
| July to September | 31 October |
| October to December | 31 January |
After you file a client's April return, change Next GST return due to 31 July, and its email arrives a week before, on 24 July. Date reminders run once or yearly, so each quarter's date is set by hand.
The follow-up rules
- Chase the quote in five days. Next activity is needed to enter Quote sent, and the card goes stale after five quiet days.
- Don't start without the records. Records received is needed for Active client, so an Onboarding card can't skip ahead. Seven days stuck there flags it.
- Ask for year-end documents a week early. The Financial year end email arrives seven days before each client's year end. That's also the right week to raise next year's fee.
- Keep one GST date per client. When you file, move it to the next due date.
Set it up in Palby CRM
- Pick Services and agencies when you set up your business.
- Rename the stages: Discovery call to Call booked, Proposal sent to Quote sent, Negotiating to Onboarding and Won to Active client.
- Add the eleven fields. Financial year end gets Remind me: Every year, and Next GST return due gets Once, on the date.
- Open each stage's settings for its Needed to enter fields and its Stale after days.
- Save a view called GST this quarter: GST filing is Quarterly, on the calendar by Next GST return due.
The reminder emails go to the board's owner at 8am, one 7 days before the date and one on the day. Teammates don't get them.
An example board on Monday 2 November, with made-up names
| Client | Stage | GST filing | Financial year end | Next GST return due | Next step |
|---|---|---|---|---|---|
| Kampong Glam Textiles | Active client | Quarterly | 31 Dec | 31 Jan | Year-end email on 24 Dec |
| Seng Heng Hardware | Active client | Monthly | 31 Mar | 30 Nov | File October's return |
| Bloom & Co Florist | Onboarding | Not registered | 30 Jun | Bank statements still missing | |
| Peak Fitness Studio | Quote sent | Quarterly | Chase on Thu 5 Nov |
Bloom & Co has been in Onboarding for nine days, past the 7-day limit, so it's flagged stale. The call to chase the bank statements goes first today.
The spreadsheet version
Copy these columns into Google Sheets or Excel, one row per client:
Client | UEN | Contact | Phone | Stage | Monthly fee (S$) | Financial year end | GST filing | Next GST return due | Software | Transactions a month | Records received | Next step | Next step date
On the 1st of each month, sort the sheet by Next GST return due to see that month's returns.
30 minutes. You choose the day and the time.
Book a walkthroughKeep reading
Questions about the bookkeeping CRM template
Each client's stage, monthly fee, software, financial year end, GST rhythm and next GST due date, plus whether their records are in.
IRAS says the return and payment are due one month after the end of the accounting period. For quarterly filers on calendar quarters, that's 30 April, 31 July, 31 October and 31 January.
Yes. Set the Financial year end field to remind you every year, and an email arrives a week before and on the day.
Add a Company UEN field set so no two cards share a value.
Yes, the template is free to copy into a spreadsheet or set up in Palby CRM.
Sources
- IRAS, "GST filing due dates and requests for extension" (iras.gov.sg), read 2 Nov 2026