non-employer establishments in NAICS 5412 — solo practitioners dominate
Source: ISED Ontario NAICS 5412
Incomplete packages stall every return
Every missing T-slip is prep time you cannot invoice — and a client file you cannot open yet.
Functional
T4s in email, receipt photos in texts, bank PDFs in Dropbox — no single view of what is missing. February becomes a scavenger hunt.
Emotional
Tax season burnout is a workflow problem. Clients respond a month later; you look disorganized asking for the same slip twice.
Financial
Every reminder email is prep time you cannot invoice. Hours hounding cardholders for receipts add up across 150 T1 files.
Auto-fill gap: many preparers still collect issuer copies when Represent-a-Client Auto-fill is incomplete — a checklist helps track what is still outstanding.
How Ontario firms collect client tax documents
Five steps: build a checklist, open a client file, collect via secure guest link (no account needed) or my-id.ca portal, track gaps, and export for TaxCycle.
Build a checklist
Create a T1 personal tax, monthly bookkeeping, or corporate intake checklist (blank or cloned from your firm's template).
Open a client file
Attach the checklist to the client record your firm manages in Hivi-X.
Collect documents
Share the checklist; clients can upload per item via a secure guest link (no account needed — they verify email with a one-time code) or sign in to the my-id.ca portal; your team can add files as they arrive.
Track the gaps
See completed vs outstanding items; approve or reject each client submission (client can resubmit after rejection).
Export the package
Generate a PDF summary / organized file for tax prep or working papers.
One tool, every client file
From T1 personal tax to corporate T2 intake and CRA document requests.
T1 personal tax (Jan–Apr)
T4/T4A/T5/T3, RL-1, RRSP receipts, medical expenses, rental statements, prior-year NOA, and self-employed receipts — tracked in one client file.
Monthly bookkeeping
Bank/credit card statements, receipts, invoices, payroll remittances, and government confirmations on a recurring checklist.
Sole proprietor / gig economy
Business receipts, mileage logs, home office records, HST records, and bank statements for T2125 crossover clients.
Small-business year-end
GL trial balance inputs, asset additions, shareholder loans, and HST reconciliation documents.
Corporate T2 intake
Financial statements, minute book updates, T4 summaries, and asset schedules for compilation clients.
CRA document request
Source documents organized by tax year with an exportable index for working papers.
Multi-entity family packages
T1 + spouse + corp + trust — separate checklists, one firm dashboard.
Intake and organization — not tax software
Structured document collection alongside TaxCycle, DT Max, and QuickBooks.
Reusable intake templates
Build once, reuse every season — T1, monthly close, or corporate intake checklists; clone per client (user-built, not a pre-seeded Ontario library).
Missing-item dashboard
Prep only complete files — stop opening returns for clients still missing T4s.
Item-level review
Approve, reject, or request a clearer photo of a receipt before entry.
Secure Canadian hosting
Data on Canadian servers; AES-256-GCM at rest; TLS in transit; designed for client financial document confidentiality.
Self-hosted AI
Voice notes + checklist summaries on infrastructure you can explain — not third-party AI.
Client file per taxpayer
One encrypted home per client — not scattered across email threads and WhatsApp.
Exportable PDF package
Hand off to TaxCycle / DT Max with an organized file index for working papers.
Co-agent collaboration
Loop in admin or junior staff with scoped access for 2–5 person firms.
Voice notes on file
Capture phone-call context — "Client says T4 coming from former employer" — summarized on the record.
Built for how Ontario firms actually collect source documents
Hivi-X aligns intake checklists to the artifacts Ontario accountants and bookkeepers actually chase — T-slips, HST records, and exportable packages for tax prep.
Document intake — not full practice management
Hivi-X fixes the document chase at $39–99/mo — it does not replace TaxDome, Canopy, or TaxCycle.
| Capability | Email / Dropbox | TaxDome / Canopy | Hivi-X |
|---|---|---|---|
| Structured missing-item checklist | |||
| Item-level approve / reject | varies | ||
| Reusable intake templates (user-built) | (bundled in PM) | ||
| Tracks what's still missing | |||
| Client portal (authenticated) | unsecured | guest link or portal | |
| One secure link, no login | secure link (OTP) | ||
| Voice + AI file notes (self-hosted) | third-party AI | ||
| Exportable client file package | |||
| Hosted in Canada / self-hosted AI | US-hosted options | ||
| Tax prep / e-file / GL integration | native | (by design) | |
| Time tracking / billing / CRM | native | (by design) | |
| Price (solo firm, intake-focused) | Free (chaos tax) | ~CA$1,100–1,600/seat/yr | $39–99/mo |
“We had 180 T1 clients and email chaos every February. Built a reusable checklist in one afternoon — now the missing-item dashboard shows what is outstanding before we open TaxCycle.”
Anonymized scenario based on early Ontario firm feedback.
Simple plans, free trial
Billed monthly in CAD — intake-only alternative to full practice-management stacks.
Starter
Solo CPA / bookkeeper
- 50 clients
- Unlimited checklists
- User-built intake templates
- Email support
Professional
Busy tax season (100+ T1s)
- Unlimited clients
- Voice + AI summary
- Exportable file package
- Priority support
Enterprise
3–5 staff firms
- Unlimited clients
- Co-agent workflows
- Dedicated support
See the full breakdown on the pricing page.
Accountant questions, answered
Book a 15-minute demo
15 minutes. Bring one messy February client file — we'll turn it into a reusable Hivi-X checklist live.
General information only. Not tax, accounting, or legal advice. Not affiliated with CRA, CPA Ontario, CPB Canada, or any CPA firm. Hivi-X is document-collection software — it does not prepare returns, provide tax advice, or guarantee regulatory compliance.