Systems for Accountants & Bookkeepers
A calmer tax season for your firm and your clients, with every slip in one secure place.
Every spring your team spends a lot of energy gathering paperwork. Missing T4s, a T5 from the bank, RRSP receipts tucked in a glovebox, a photo of a slip taken at an angle. We build accounting and bookkeeping firms a secure client portal where documents go in once, checklists show what's still needed and clients can see where their file stands without calling.
Common challenges
What slows down Accountants & Bookkeepers
"I emailed it to you last week"
After searching three inboxes, it turns up sent to another partner with the subject line "stuff." Email wasn't built to be a document system, or a secure one.
Waiting on the last slip
The file is nearly done and waiting on one T5008. Staff send reminders by hand while the April deadline gets closer.
"Is my return done yet?"
Status calls interrupt preparers all season. Clients aren't being difficult; they simply can't see where things are.
Unsigned authorizations
The return's ready but the T183 isn't signed, or the engagement letter came back without a signature. Filing waits while someone chases.
Receipts that arrive all at once
Monthly bookkeeping clients sometimes send several months of receipts together, then need financials quickly for the bank. It's understandable, and hard to plan around.
The solution
The system we'd build for you
Secure client logins
Each client, household or corporation gets a private portal to upload documents and download completed work, instead of emailing attachments.
Smart document checklists
Personalized checklists per client and service: T1 slips, rental income summaries, medical receipts, year-end bank statements. Items tick off as files arrive.
Automatic missing-document reminders
Reminders go out on a schedule for whatever's still outstanding, so your staff stop writing the same chase email.
File status tracking
Received, in progress, waiting on client, review, ready to sign, filed. Clients see where things stand and your phone gets quieter.
Engagement and e-sign reminders
Engagement letters and authorization forms sent for signature through the e-sign tool you use, with automatic nudges until they're back.
Staff dashboard
Files by stage, by preparer, and who's waiting on what. Partners see the bottleneck without a status meeting.
Connections to your stack
Your tax and practice management software stay put, and we can work alongside tools like QuickBooks Online or Xero, connecting where they allow it.
Recommended package
Custom Portal
Firms run on documents moving back and forth with clients all year, and most intensely at tax time. Custom Portal gives clients a secure login for uploads, checklists and status, so email attachments and chasing take up far less of your season.
Popular add-ons for Accountants & Bookkeepers
Wherever you are
Just starting, growing or decades in.
Whether you haven't opened yet or you've been at it for decades, here's how we'd help at each stage.
Starting out
Just an idea, or brand new
Hanging out your own shingle as a bookkeeper or accountant? Start Your Company covers the firm's name, website and professional email, and the client portal can come later, once your client list makes it worthwhile.
Growing
Busy and getting busier
When seasonal staff join and corporate year-ends pile up, checklists, reminders and a staff dashboard keep every file moving without status meetings.
Established
Years or decades in
Firms that have served the same families and businesses for decades have routines that work. We introduce the portal alongside them, keep folder drop-offs welcome, and move at a pace that suits your longtime clients.
An example
What it could look like in real life
An illustration of how it could work. The business and details are made up for the example.
Take a five-person accounting firm in St. John's doing personal tax, small business bookkeeping and a few dozen corporate year-ends. Every March the inbox fills up and staff spend hours chasing slips. We build a branded client portal with secure uploads, checklists per client type and automatic reminders for missing items. Clients see their file status, and signature requests are tracked until signed. Partners get a dashboard of files by stage and preparer.
Questions we get
FAQ
Is this secure enough for tax documents?
We build with security and privacy in mind: encrypted connections, private logins per client and access controls for staff. You decide retention rules and who sees what. Your professional obligations, including the standards of your provincial CPA body, still apply to how you handle files.
Do you touch our tax software or the actual returns?
No. Preparation, review and filing stay in your professional software and your hands. The portal moves documents, signatures and status updates around that work.
Will older clients actually use a portal?
Some will love it and some will still drop off a folder, and both are fine. We keep the upload screen very simple, and your team can upload on a client's behalf so everything ends up in one place.
Can we launch before tax season?
That's the ideal. Getting the portal in place before slips start arriving in February means clients learn it once, at the start of the season, not in the middle of the rush.
Free 15-minute call
Before slips start arriving, let's talk.
A free 15-minute call is enough to map out how documents could flow between your clients and your team this season.
- Secure client logins
- Smart document checklists
- Automatic missing-document reminders