VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Overview

Welcome

TrackKalmer
Track Kaam Calmly
One list of open tasks, with invoice status read from Tally Prime and reports for output, completed work, ageing, and billing.
✓ Tasks from the mailbox, in one list with days open
✓ Invoice created and paid status from Tally
✓ Manual override with a note
✓ Output and completed-task reports
✓ Ageing and billing reports
✓ Read-only access to Tally
Prepared by Vischari Solutions
Kochi, India
1 October 2026
Version 1.0
14 Slides
About 18 minute walkthrough
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Access

Sign in and roles

Roles and what they can do

Set by an Admin
RoleOwn tasksAll tasksOverride statusReportsEdit completion date
Employee✓NoNoOwn outputNo
Manager✓✓✓All employeesNo
Admin✓✓✓All employees✓
ViewerNoReadNoBilling onlyNo
Final role names and report visibility are open decisions. See slide 12.
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Setup

Mailbox connection

Settings · Mailbox

Connected
Stored encrypted. Never shown again after save.
✓ Signed in. Both folders opened read-only. 1,248 messages found.
For Gmail: turn on IMAP and 2-Step Verification, then create an app password for TrackKalmer. Sync runs every hour and on Sync now.
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Tasks

Task list

Tasks · info@

Sync OKLast synced 01/10 14:00 IST
Category: AllAssignee: AllReviewer: AllSource: All
IDTaskClientCategoryAssigneeReviewerDays openSource
T-198Accounting for AugustCoastal AgroAccounting ✎KeertiAayush50 dMailbox
T-214GST notice replySree Traders ✎GST ✎AartiUmang28 dFwd by Rutika
T-219GSTR-3B, INV-0912Malabar FoodsGST ✎MehekAayush6 dMailbox
T-224PT return, INV-0921Kerala Spice CoProfessional tax ✎RutikaUmang3 dMailbox
T-226TDS return Q2, INV-0915Coastal AgroTDS ✎MehekAayush2 dMailbox
T-228ROC annual filingMalabar FoodsROC ✎KeertiUmang1 dManual
TaskClientCategoryReviewerAI reasonConfidenceYour decision
Invoice copy requestCoastal AgroAccounting ✎AayushClient wrote "Received, thanks"High
Fix for portal errorMalabar FoodsOthers ✎UmangClient confirmed the fixHigh
GST return querySree TradersGST ✎AayushOur answer sent. Client silent 4 daysLow
Notice replyKerala Spice CoIncome tax ✎UmangThanks, but a reply to the notice is still promisedLow
We sentClientSent onDays waitingFollow-upsAction
Invoice and credit noteCoastal Agro28/093 d, due now0
Financials for approvalSree Traders19/0912 d, overdue2
Document requestKerala Spice Co24/097 d, overdue1
Filing reminderMalabar Foods30/091 d0
TaskClientCategoryClosed onConfirmed byAction
Registration queryCoastal AgroOthers ✎29/09Umang
Invoice INV-0897Sree TradersAccounting ✎27/09Aayush
✎ A user can change the client or category on any task, and the AI keeps that change. The AI picks the category from the Admin master list. If Gmail cannot be reached, the list stays and shows Stale beside the sync time.
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Tally

Invoices linked to tasks

Invoices · 5

Last refresh: 01/10 09:02
Link an invoice to an existing task
TaskInvoiceCustomer ledgerAmountCreatedPaidSource
T-219INV-0912Malabar Foods₹1,24,000CreatedUnpaidTally
T-226INV-0915Coastal Agro₹86,500CreatedPart paid · ₹46,500 dueTally
T-201INV-0897Sree Traders₹2,10,000CreatedPaidTally
T-224INV-0921Kerala Spice Co₹58,000Not createdUnknownTally
T-209INV-0903Coastal Agro₹35,000CreatedPaidManual
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Override

Manual override

INV-0903 · Coastal Agro · ₹35,000

Override active
Tally says
Created  Unpaid
Checked 01/10 09:02. Stored, never edited.
Shown on screen
Created  Paid
Override by Manager · 28/09 17:40
If Tally later disagrees, a Mismatch flag shows. If it agrees, the override turns Confirmed.
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Reports

Monthly output report

Output · September 2026

Export CSV · XLSX
Completed
73
counted by completion date
Opened
71
in the month
Open at month end
6
oldest 50 days
Avg days to finish
4.2
completed tasks
Completed by employee
Each category, split by employee
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Reports

Completed tasks list

Completed · 01/09/2026 to 30/09/2026

Export CSV · XLSX
From: 01/09/2026To: 30/09/2026Employee: AllClient: AllCategory: All
IDTaskClientCategoryAssigneeOpenedCompletedDays
T-220Invoice INV-0909Malabar FoodsGSTMehek22/0923/091
T-215Follow up on INV-0866Kerala Spice CoTDSAarti15/0917/092
T-211Stock reconciliationSree TradersAccountingRutika10/0916/096
T-207GST filing data packKerala Spice CoOthersKeerti05/0912/097
T-209Invoice INV-0903Coastal AgroGSTMehek08/0910/092
T-203Vendor ledger reconciliationMalabar FoodsAccountingRutika03/0909/096
T-205Payment follow-up callCoastal AgroTDSAarti04/0905/091
T-201Invoice INV-0897Sree TradersGSTMehek02/0904/092
Showing 8 of 73 tasks. Newest completion first.
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Reports

Ageing report

Ageing · as of 01/10/2026

Export CSV · XLSX
Open tasks
6
1 over 30 days
Oldest task
50 d
T-198 · Keerti
Invoices due
₹8,13,500
unpaid and part paid
Over 60 days
₹1,17,000
2 invoices
Open tasks by days open
Invoices due by days since invoice
Oldest unpaidCustomer ledgerInvoice dateDaysAmount due
INV-0790Coastal Agro05/06/2026118 d₹35,000
INV-0841Sree Traders19/07/202674 d₹82,000
INV-0866Kerala Spice Co10/08/202652 d₹1,10,000
INV-0872Malabar Foods21/08/202641 d₹1,00,000
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Reports

Monthly billing report

Invoices · April to September 2026

Export CSV · XLSX
Created · Sep
58
by invoice date
Paid · Sep
49
by payment date
Part paid
5
as of 01/10
Unpaid
17
created in Sep
Invoices created and paid per month
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Integration

How TrackKalmer reads Tally

Read-only path to Tally Prime

One call per customer ledger
TrackKalmer
Tasks, reports, overrides
→
Tally MCP server
Writes blocked
→
Tally Prime
XML port 9000
QuestionTally callWhat TrackKalmer looks for
Was it created?ledger-accountA sales voucher with the invoice number
Was it paid?bills-outstandingThe invoice missing from the receivable list
Billwise tracking offledger-accountA receipt after the invoice date, for the full amount (shown as Inferred)
Never calledledger-create-update, delete-masterWrite calls stay blocked
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Confirmation

Decisions to close

  1. Billwise tracking - is it on for customer ledgers? It decides how exactly we read Paid.
  2. Invoice numbers in Tally - we test one paid and one unpaid invoice on your data before build, and check that invoice dates come through for the ageing report.
  3. Tally companies - one company or several?
  4. Manual tasks - the mailbox is the main source. Who may add a task by hand, and for which cases?
  5. Mailbox rules - after how many days should we flag a follow-up? Which senders are noise? Please list your internal addresses and domains.
  6. Categories and reviewer - we take the 11 categories and the client list from your tracker. Who is the default reviewer for each client?
  7. Tracker clean-up - are Mohan Dubey and Mohanlal Dubey one person? What does ROF stand for?
  8. Output measure - task count, weighted points, or hours? A count treats a small task and a large task alike.
  9. Report access - who may see per-employee output?
  10. Extra reports - which candidates go in the first release? Examples: throughput, average days to pay, client scorecard.
  11. Hosting - DigitalOcean server with MySQL, or another host?
  12. AI reading of mail - is it acceptable to send mailbox thread text to an AI model to detect closed tasks? Which provider and region do you allow?
  13. Tally computer - is it on during the day, or must we read a cached copy?
Already agreed: TrackKalmer users are your staff only. The Vischari team has no user accounts. Recurring work, such as GSTR-1, GSTR-3B, TDS, and PT returns, is created by schedule.
About one hour and a half, 13 items.
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Plan

Roadmap

Phase 01
Sign-off
The Client confirms the screens, roles, and reports in this walkthrough and closes the open decisions.
Phase 02
Tally test
We read one paid and one unpaid invoice from your Tally data to prove the paid check.
Phase 03
Build
Open task list, mailbox sync, follow-ups, invoice status, manual override, and audit log.
Phase 04
Reports and handover
Output, completed-task, ageing, and billing reports, user training, and go-live.
VISCHARI SOLUTIONS  ×  CLIENT
TRACKKALMER  · 
Approval

Sign-off

Scope approval signature

By signing below, the undersigned confirm that this walkthrough describes the product to be built, and that the roles, screens, and reports shown are acceptable.

For the Client
 
Name
 
Designation
 
Date
For Vischari Solutions LLP
 
Name
 
Designation
 
Date