Use Case — Client Onboarding for Accounting Firms
Client Onboarding for Accounting Firms: Run Tax Season Without Document Chasing
From engagement letter to filed return — checklists built from each client's tax situation, self-service booking, and status updates that run themselves. Taxvisory handles 300 clients solo with 80% less document chasing.
Free 30-min audit. Written report in 48 hours.
Chasing T4s, T5s, and receipts across every client file
Each client gets a portal checklist built from their own tax situation. Salaried clients see T4s, RRSP receipts, donation slips, and medical expenses; rental clients also see rental records, expense receipts, mortgage interest, and property tax. Reminders fire on day 7, day 14, and day 21, and you're pulled in only for exceptions.
- 80% less time chasing documents across the client book
- Most clients upload everything before their appointment
- Documents arrive labelled by category, ready to prepare
Booking season turns into four months of phone tag
A booking page tied to your live calendar lets clients pick a slot, reschedule, or cancel without a callback. Confirmations send immediately with a checklist reminder, then reminder emails go out 48 hours and 24 hours before the appointment. Phone-tag scheduling that used to run 75 to 100 hours a season now runs near zero.
- 15+ hours a week returned during the January-to-April rush
- No hold times, no callbacks, no back-and-forth
- The appointment itself stays a personal consultation
"Is my return done yet?" breaks concentration all day
Status notifications go out as each return moves through preparation: documents received, preparation in progress, under review, and filed with CRA. A client portal shows the same information around the clock, so clients answer their own question. The calls that still come in are genuine questions, not status checks.
- 90% fewer status update calls
- Fewer interruptions during complex return preparation
- Clients know where their return stands without asking
How This Automation Works
Here's the exact workflow we build, from trigger to result.
Season Opens
A portal invitation and booking link go out with a personalized checklist
Documents Uploaded
Clients upload by category, and reminders fire on day 7, 14, and 21
Appointment Self-Booked
Clients pick a live calendar slot and reschedule without calling
Status Through Filing
Received, in preparation, under review, filed with CRA — sent automatically
Proof
Read the Taxvisory case study"I'm actually thinking about expanding into corporate tax next year. Six months ago I was considering closing the practice. Now I'm planning to grow it. That tells you everything."
Works with your stack
We build on the tools you already run. No rip-and-replace.
- Client portal
- Online booking
- Tax software
- SMS
- E-signature
- CRM
FAQ
Frequently Asked Questions
Replace the generic document request with a checklist built from each client's history. Taxvisory shows salaried clients T4s and RRSP receipts, and rental clients their property expenses, then reminders fire on day 7, 14, and 21. Document chasing dropped 80%, and most clients now upload before their appointment.
Priya Chitkara does. Her Ontario practice, Taxvisory, runs 300 client returns a season on three systems: a document portal, self-service booking, and return status notifications. Together those cover roughly 80% of the administrative work she used to do by hand between January and April, with no hire.
Taxvisory was spending 75 to 100 hours a season on scheduling phone tag, roughly 15 to 20 minutes per booking across 300 clients. A booking page tied to the live calendar cut that to near zero and returned 15+ hours a week during the January-to-April rush.
The opposite, in practice. Clients told Taxvisory the process felt more organized and professional than firms with much larger teams. Automation takes out the phone tag and the document chasing. The appointment itself is still a one-on-one consultation with the practitioner who prepares the return.
Four stages cover it: documents received, preparation in progress, return under review, and filed with CRA. Taxvisory sends each one automatically and keeps a portal open for anytime checks. Status calls fell 90%, which mattered less for the minutes saved than for the concentration protected.
Between seasons, one system at a time. Taxvisory launched the document portal first, then self-booking, then status notifications, testing each on a subset of clients before full rollout. Nothing went live mid-rush, and the first fully automated January-to-April cycle produced measurable results.
Make Your Next Filing Season the Smoothest One Yet
Free 30-minute call. Written report in 48 hours.