CRA document request workflow

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

How long must records be kept?

CRA generally requires six years from the end of the last tax year they relate to (IC05-1). CPA guidance may suggest longer for working papers. Not legal advice.

Does Hivi-X guarantee CRA compliance?

No. Hivi-X is a collection and organization tool. Your firm remains responsible for retention policy and professional obligations.

Can I export an index of documents?

Yes. Checklist PDF export provides an organized package for working papers or internal review.

More Accounting guides

• Email is not document collection for accountantsOntario accountants lose prep time chasing T-slips, receipts, and bank statements through email, text, and Dropbox. A checklist-first workflow keeps tax-season files cleaner.
• Missing documents cost accountants prep timeIncomplete client packages stall Ontario tax returns. Missing T4s, RRSP receipts, and bank statements create unbillable chase time every February.
• Better client document collection for accountantsClient experience matters for Ontario CPAs and bookkeepers. Clear intake checklists help clients feel guided and make your firm look prepared during tax season.
• Stop chasing T-slips in emailOntario tax preparers still chase T4, T4A, T5, T3, and RL-1 issuer copies when CRA Auto-fill is incomplete. Structured intake beats inbox threads.
• Practice management vs document collectionTaxDome and Canopy bundle intake with billing, CRM, and tax workflow. Hivi-X is intake-only for Ontario firms that only need to fix the document chase.
• Ontario T1 personal tax document checklistA practical checklist Ontario accountants can use to collect T-slips, receipts, and statements before preparing a personal tax return.
• Missing T4 and RL-1 collection workflowHow Ontario accountants chase missing T4 and RL-1 slips when CRA Auto-fill is incomplete — issuer copies, checklist tracking, and manual follow-up.
• Document collection for accountantsHow Ontario accountants collect client tax documents with reusable checklists, my-id.ca portal uploads, and exportable packages for TaxCycle.
• Small business year-end document collectionYear-end packages for Ontario small-business clients — GL inputs, HST reconciliation, T4 summaries, and shareholder loan documentation.
• Bookkeeping client onboarding documentsInitial document intake for new Ontario bookkeeping clients — bank access, prior returns, HST registration, and recurring monthly source docs.
• Monthly bookkeeping source documentsRecurring monthly document collection for Ontario bookkeeping clients — statements, receipts, invoices, and payroll remittances.
• Sole proprietor tax documents in OntarioT2125 inputs for Ontario sole proprietors — business receipts, mileage, home office, and HST crossover documentation.
• Corporate tax intake packageCorporate T2 document checklist for Ontario accountants — financial statements, minute book, T4 summaries, and related-party schedules.
• CPA Ontario record retentionCRA six-year minimum, IC05-1 electronic format, working papers, and how document collection supports retention — general information only.
• CPA Ontario Rule 208 and client portalsRule 208 confidentiality, protecting client financial information, and technical safeguards for document portals — general information only.
• Accountant secure client portal in CanadaSecure Canadian-hosted client portals for tax document upload — Canadian-hosted handling with encryption, and my-id.ca login in v1.
• Client portal vs email for accountantsComparing email, Dropbox, and structured client portals for Ontario tax document collection.
• QuickBooks complement for document intakeHivi-X collects source documents alongside QuickBooks and Xero — it does not sync the general ledger.
• TaxCycle and DT Max document handoffExportable client file packages from Hivi-X for entry in TaxCycle, DT Max, or Profile — intake before tax prep.
• GST and HST records collectionCollecting GST/HST supporting documents from Ontario clients — returns, invoices, and ITC backup.
• Voice notes for accounting client filesCapture phone-call context on client files with voice notes and self-hosted AI summaries — not upload matching.
• AI summaries for accounting client filesSelf-hosted AI checklist summaries for Ontario accounting firms — not third-party AI processing.
• Co-agent workflow for accounting firmsScoped staff access for 2–5 person Ontario accounting firms — admins and juniors on the same client files.
• Exportable PDF package for working papersGenerate organized PDF client file packages from completed checklists for working papers and tax prep handoff.
• Canadian-hosted document collection for accountantsCanadian data residency, encryption, and self-hosted AI for Ontario accounting firms collecting client financial documents.
• Principal and partner client file oversightHow managing partners review intake completeness across Ontario micro-firms before prep sign-off.
• Small accounting firm document standardizationStandardize T1, bookkeeping, and corporate intake across 2–5 staff Ontario micro-firms.
• Admin tax season document workflowHow Ontario firm admins chase missing T-slips, triage uploads, and clear intake before preparers open returns.
• Sole practitioner accounting workflowsDocument intake workflows for solo CPAs and designated bookkeepers in Ontario — 80–200 T1s and monthly clients.