Client Onboarding
Working with an accounting firm shouldn’t feel intimidating or confusing. This page is here so you know exactly what to expect when you decide to work with us – who we’re a good fit for, how we get started, and what the first few weeks look like. Our aim is to make onboarding feel like an organized, human conversation, not a maze of forms and jargon.
Who we’re a good fit for
We work best with people and organizations who:
-
Value long-term relationships over one-off transactions
-
Appreciate clear, honest advice (even when it’s not the easiest answer to hear)
-
Care about their teams, clients, and communities as much as we care about ours
-
Want advisors they can call before big decisions, not just at tax time
If this sounds like you, there’s a good chance we’ll work well together.
How we start working together
1. Initial conversation
Everything starts with a conversation – usually a call or video meeting.
In that meeting, we’ll talk about:
-
What you’re looking for (tax, year-end, bookkeeping, audit, governance, advisory, or a mix)
-
Where things are at right now (systems, deadlines, any pain points)
-
Timing – upcoming due dates, busy seasons, and your ideal start date
-
Whether we’re the right fit for your needs
You’ll also have a chance to ask us about how we work, our team, and anything else on your mind.
2. Scope, services, and proposal
If it feels like a good fit on both sides, we’ll outline:
-
The services we recommend
-
The scope of work and approximate timelines
-
Our approach to communication (who your main contacts are and how we keep in touch)
-
Fees and billing structure
For more involved engagements (audit, ongoing bookkeeping, governance work, or advisory), we’ll provide a written proposal or engagement outline so you know exactly what you’re agreeing to.
3. Engagement and information gathering
Once you’re ready to move ahead:
-
We’ll send a formal engagement letter to confirm scope and responsibilities
-
We’ll provide a tailored information checklist so you know what we need and how to send it
-
We’ll set up any secure portals or processes for exchanging information safely and efficiently
If you’re transitioning from another accountant or bookkeeper, we can coordinate with them (with your permission) to make the handover as smooth as possible.
What onboarding looks like by service
Personal tax clients
For individuals and families, the onboarding process is usually straightforward:
-
Confirm your situation (employment, self-employment, rentals, investments, cross-border issues, etc.)
-
Provide a checklist of slips, documents, and information we’ll need
-
Set expectations for timing, communication, and how we’ll review your return together
Once we’ve worked with you for a year or two, the process becomes even smoother as we get to know your patterns and preferences.
Business and corporate clients
For businesses and corporations, onboarding focuses on understanding how you operate today and where you want to go:
-
Review your existing bookkeeping system and accounting software
-
Understand your fiscal year-end, filing history, and any outstanding issues
-
Identify immediate priorities (compliance deadlines, clean-up work, or planning opportunities)
-
Clarify who does what – our team, your team, and any other advisors
From there, we build a plan so your bookkeeping, year-end, and tax work are coordinated and predictable.
Not-for-profits and charities
For NPOs and charities, we pay special attention to:
-
Your governance structure, funders, and reporting obligations
-
Audit or review requirements (if any) and key deadlines
-
The roles of staff, volunteers, and board members in financial reporting
-
Any known CRA, regulatory, or governance concerns
We then outline an approach that respects your capacity, your budget, and your busy times (like program seasons, events, or year-end campaigns).
How we communicate
We aim to be approachable and responsive, without overwhelming you.
You can expect:
-
Clear points of contact (you’ll know who your main people are)
-
Plain-language explanations – we translate the technical details into practical terms
-
Check-ins at key points in the engagement, not just silence followed by a request to sign something
-
Space to ask questions, raise concerns, or let us know if something isn’t working for you
We would rather you reach out early than worry in silence.
What we ask from new clients
To do our best work, we ask for:
-
Honest conversations – the more open you are about your situation, the more we can help
-
Timely responses to information requests, especially around deadlines
-
A shared commitment to respectful communication, with our team and yours
In return, you get a team that is committed to your success and willing to go the extra mile when it matters.
Ready to explore working together?
If you’re considering a change or starting with an accountant for the first time:
-
Take a look at our Services and Who We Serve pages to see how we can help
-
Reach out to us to book an initial conversation about your needs, timing, and next steps
There’s no pressure and no hard sell – just a chance to see if we’re the right fit for you, your organization, and the way you like to work.
Get in touch today to learn more about how we can help your business succeed.
(250) 724-5717
