CLIENT FILE RECORD / INTERNAL / NEVER SHOWN TO THE CLIENT
New client file
Open this while you are on with them and fill it as they talk. Every fact carries how you know it, so when the file changes shape later you can point at when it changed and why.
Still open
Every fact nobody has established yet. This is the agenda for the next call. Click one to go to it.
Scope changes since signing
Anything that was not yet when the letter was signed, and has changed since. This is the list you point at when the file doubles.
Nothing yet. The log starts once the letter is marked signed.
Worksheets
The sheets a client fills in. Each one opens in the browser, saves as they type, and comes back by email. Tick the ones this client needs and they go on the request list with a line saying why.
Team
Who can sign in, what they are, and which files they can see. Partners see everything. An employee sees only the clients ticked onto their list, and never a fee.
| Who | Role | On this file | Status |
|---|
What I need from you
Built from the facts nobody has established yet — only the ones the client actually has to supply. Anything the CRA will give us once we are authorised is left off, because chasing a client for it wastes their time and ours.
Authorization email
Written from this record. Read it before it goes anywhere, then copy it into your mail.
Recurring payment authorization
Print it, have them complete and sign it, and keep the signed copy in the client folder. Enter the details into the processor once; the card or account number never goes into this record.
Print to PDF, then upload it to DocHub and send it for signature. File the signed PDF in the client folder and record the date below.
Recurring Payment Authorization
| Client | |
|---|---|
| Business | |
| Address | |
| Phone | |
| Amount | , plus GST where applicable |
1. Method — tick one
☐ Pre-authorized debit (PAD) from the account below ☐ Credit card — details below
2. If pre-authorized debit
This is a ☐ Personal PAD ☐ Business PAD
| Financial institution | |
|---|---|
| Branch address | |
| Institution no. (3) | |
| Transit no. (5) | |
| Account no. | |
| Name(s) on account |
Please attach a cheque marked VOID, or a bank-issued direct deposit form.
3. If credit card
| Cardholder name | |
|---|---|
| Card number | |
| Expiry | |
| Billing postal code |
4. What you are agreeing to
- IOBTax may debit the account or charge the card above for the amount shown, on the stated frequency, until this authorization is cancelled.
- Where the amount varies, you waive the right to receive advance notice of the amount and timing of each debit. IOBTax will still give you at least ten days' notice in writing before any change to the regular amount.
- You may cancel this authorization at any time by giving IOBTax thirty days' notice in writing. Cancelling does not end your obligation to pay for work already done. For a sample cancellation form or more information, contact your financial institution or visit payments.ca.
- You have certain recourse rights if any debit does not comply with this agreement. For example, you have the right to receive reimbursement for any debit that is not authorized or is not consistent with this agreement. To obtain more information on your recourse rights, contact your financial institution or visit payments.ca.
- You confirm that all persons required to authorize payments on this account have signed below.
| Signature | Date | ||
|---|---|---|---|
| Print name | Title |
IOBTax · Richard Fonagy · www.iobtax.ca
Engagement letter
Built from this record. The scope clause is written from whatever is still not yet right now — those become the stated assumptions, and each one that later turns out false is a documented scope change rather than an argument.
Print to PDF, then send it from DocHub for signature. When it comes back signed, use Mark letter signed in the rail — that is what snapshots the assumptions.
The job
01 / 04what we are engaged to do, and how much of it we are doing ourselves
| Service | For | Period | Fee | How I know it | When | Remove |
|---|
No services yet. Add one above. A T2 for four open years is four lines.
| Fact | Value | How I know it | When |
|---|---|---|---|
| assumption | |||
The client
02 / 04the person. Always. This is the root of the file and it feeds the Personal database
| Fact | Value | How I know it | When |
|---|---|---|---|
| on the letter | — | ||
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| open | — | ||
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| $ |
The business
03 / 04one card per entity the client owns. None for a T1-only client. Each feeds the Business database
No business on this file. A T1-only client stays this way.
Access & engagement
04 / 04what we can get at ourselves, how we get paid, and what was agreed. The fee itself lives on the service lines in block 01
Form AUT-01 gives phone and mail access only, never online, and must reach the CRA within six months of signing. Use Represent a Client and have them confirm.
| Fact | Value | How I know it | When |
|---|---|---|---|
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