Deadline and job tracking for a company secretarial firm.
How a secretarial and tax firm in Sandakan moved 450 companies’ deadlines out of one person’s spreadsheet.
November deadlines
MonthWeekBy staffAnnual return 2026
Permatalaut Marine Services · due Tue 10 Nov
On screen: Every client deadline worked out and tracked.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Company secretarial and tax firm, Sandakan
- Team
- About 18 staff, 2 partners
- Companies
- About 450 on retainer
- Works with
- Google Workspace, WhatsApp
- First version
- 4–5 weeks
- Project size
- Business system, from RM 15k
How deadlines were kept before.
450 companies, one spreadsheet, and one senior secretary who knew how it worked.
Every deadline lived in one big spreadsheet, kept up by one senior staff member.
Each company has its own dates: incorporation, financial year end, SST period. Working out every deadline was done by hand.
Nobody could see who was overloaded until a job was nearly late.
Four screens between a company’s dates and a filed return.
The team kept filing the way it always had. Keeping track of it all stopped being one person’s memory.
Every company’s deadlines, worked out from its own dates.
Enter incorporation date, financial year end and SST period once, and each job also gets the firm’s earlier due date.
Deadline rules
Statutory7Your own3| Job | Statutory date | Our due date | Companies |
|---|---|---|---|
| Annual return | 30 days after the incorporation anniversary | 5 working days before | 452 |
| Accounts circulated | 6 months after the financial year end | 2 weeks before | 452 |
| Accounts filed | 30 days after the accounts are circulated | 5 working days before | 452 |
| Tax estimate | 30 days before the new basis period | 2 weeks before | 431 |
| Tax return | 7 months after the financial year end | 2 weeks before | 431 |
| SST return | End of the month after each 2-month period | 3 days before | 58 |
| EA forms | 28 February every year | 2 weeks before | 312 |
Directors sign on their phone.
Resolutions arrive by WhatsApp or email link, and the signed copy is filed with the job.
Please sign
Sinarpadu Hardware Sdn Bhd
Every job, its stage and who is on it.
Each deadline becomes a job with stages, jobs at risk are flagged early, and clients are reminded what is missing.
Jobs · next 30 days
All86At risk4Waiting for client12| Company and job | Stage | Staff | Due | Status |
|---|---|---|---|---|
| Permatalaut Marine ServicesAnnual return | Info in | ZA | Tue 10 Nov | Details not confirmed |
| Bungasari TextilesAnnual return | Signed | ZA | Wed 11 Nov | Ready to file |
| Delimawangi BakeryAccounts filed | Reviewed | RS | Thu 12 Nov | Partner review today |
| Sinarpadu HardwareAccounts filed | Prepared | FZ | Fri 13 Nov | 1 director to sign |
| Klinik HarmoniaAnnual return | Info in | FZ | Fri 13 Nov | Reminded twice |
| Mahkotasari DentalTax return | Prepared | SQ | Mon 16 Nov | On track |
| Rimbaloka FurnitureTax return | Info in | SQ | Mon 16 Nov | Waiting for client |
| Kencanawira LogisticsSST return | Filed | SQ | Fri 27 Nov | Filed Fri 6 Nov |
| + 78 more jobs in the next 30 days | ||||
Every Monday, what is at risk this week.
Partners see who is overloaded and can move a job to someone else in one tap.
This week
14 jobs due · 4 at risk
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Secretaries, tax team, directors and partners.
Each person sees only their own jobs and companies.
- Company secretaries
See their jobs by due date, and send resolutions for signing.
- Tax team
Work through tax estimates and returns in deadline order.
- WJAdmin · Wen Jing
Adds new companies and checks the reminders that went out.
- Client directors
Confirm details and sign resolutions on their phone, wherever they are.
- PLPartner · Pn. Latifah
Sees what is at risk every Monday, and balances the workload.
- No more deadlines living in one person’s spreadsheet.
- Late jobs seen days early, not on the day.
- No more couriering papers for a signature.
The spreadsheet first, then the signatures.
In two phases, starting with getting every deadline out of the spreadsheet.
Every deadline in one place
Signed and followed up
Want deadline tracking like this for your firm?
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
Does the system file the returns for us?
No. Your team still prepares and files them the way it does today. The system works out the dates, tracks each job and shows who is doing what.
How does it know each company’s deadlines?
We set the rules with your team, based on each company’s own dates. When a rule or a date changes, the deadlines are worked out again, and a partner approves the change.
Who owns the system?
You do. You get the source code, your data, the documentation and admin access.
Another question? 
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