Client Onboarding Checklist for Canadian Tax Firms

A complete checklist for bringing new clients into your practice. Cover your bases from day one and avoid headaches during tax season.

Phase 1: Initial Client Setup

Before you do any work, get these foundational items in place. This protects both you and the client.

Engagement Letter

Get this signed before starting any work

Scope of services clearly defined (T1, T2, bookkeeping, etc.)

Fee structure and payment terms (retainer, hourly, fixed)

Document submission deadlines and late fees

Client responsibilities (provide accurate info, respond to queries)

Firm responsibilities and limitations

Confidentiality and data handling clauses

Termination conditions for both parties

Electronic signature and date

CRA Authorization

Required to access client info and file on their behalf

T1013 - Authorizing or Cancelling a Representative (for individuals)

RC59 - Business Consent Form (for corporations/GST)

Verify SIN/BN matches exactly as registered with CRA

Set appropriate access level (Level 1, 2, or 3)

Submit to CRA and confirm registration in Represent a Client

Tip: Submit T1013/RC59 forms online through Represent a Client for faster processing (usually same-day vs. 2-3 weeks for paper).

Phase 2: Client Information Gathering

Contact & Preferences

Basic info for your client file

Full legal name (as it appears on ID/CRA records)

SIN and date of birth

Current address and phone number

Email address (verify it's correct!)

Preferred contact method (email, phone, text)

Marital status (common-law counts after 12 months)

Spouse info if applicable (for T1 optimization)

Dependents (names, DOB, SIN for over 18)

Initial Document Request

Customize based on client type

For all T1 clients:

Prior year Notice of Assessment

Prior year tax return (if not prepared by you)

All T4/T4A slips

T5/T3 investment income slips

RRSP contribution receipts

For self-employed / sole proprietors:

Business income summary

Business expense receipts (organized by category)

Home office details (square footage, expenses)

Vehicle log if claiming auto expenses

HST/GST registration number if applicable

For rental property owners:

Rental income statements

Mortgage interest statement

Property tax bills

Insurance, utilities, maintenance receipts

CCA schedule from prior year

For T2 corporate clients:

Articles of Incorporation

Corporate minute book access

Shareholder register

Year-end trial balance

Bank statements (all accounts)

Prior year T2 return and GIFI schedules

Phase 3: System Setup

Technology & Access

Get them set up in your systems

Add client to practice management software

Create client portal account (if applicable)

Send portal login credentials

Set up document upload folder

Add to mailing list for firm updates

Request access to cloud accounting (QBO, Xero) if applicable

Set up recurring calendar reminders for key deadlines

Red Flags to Watch For

Some clients reveal problems during onboarding. Spot these early and decide if you want to proceed:

Proceed with caution

Fired their previous accountant mid-season
Multiple years of unfiled returns
Pushes back on engagement letter terms
Haggling on fees before you start
Vague about prior accountant issues
Wants "creative" tax strategies

Good signs

Referred by existing good client
Organized documents from day one
Responds promptly to requests
Prior accountant retired or moved
Signs engagement letter without drama
Asks good questions about the process

Trust your gut

If something feels off during onboarding, it usually doesn't get better. It's easier to decline a client now than to fire them mid-season when you're drowning in work.

Onboarding Timeline

Here's a suggested timeline for bringing on a new T1 client:

Day 1

Initial meeting/call, discuss scope, send engagement letter

Day 2-3

Receive signed engagement letter, send T1013/RC59 forms

Day 4-5

Set up in systems, create portal account, send document request

Day 7

Confirm CRA authorization is active in Represent a Client

Day 14

Follow up if documents haven't been received

Automate your onboarding

Resolve by TideSpark automates document collection, client communication, and intake tracking - so you can focus on the work instead of the admin. Book a demo

Client Onboarding Checklist for Canadian Tax Firms

This checklist covers

Phase 1: Initial Client Setup

Engagement Letter

CRA Authorization

Phase 2: Client Information Gathering

Contact & Preferences

Initial Document Request

For all T1 clients:

For self-employed / sole proprietors:

For rental property owners:

For T2 corporate clients:

Phase 3: System Setup

Technology & Access

Red Flags to Watch For

Proceed with caution

Good signs

Onboarding Timeline

Related resources

Document Request Email Kit

Shoebox Client Survival Guide