Stop chasing tax returns through email
Stop chasing tax returns through email
Tax documents are planning-file essentials
For holistic financial planning in Ontario, T1 generals and Notices of Assessment are among the first documents you need — and among the last to arrive when intake happens over email.
Clients forward partial PDFs. Spouses send returns in separate threads. A business owner attaches corporate financials but not personal T1s. Nobody on your team can see at a glance whether 2023 and 2024 are both on file.
OSC and CIRO exams do not care that Gmail made the chase painful. They care whether the client file shows current financial circumstances.
Put each tax year on the checklist
Hivi-X lets you list each tax year as its own checklist line: "2024 T1 General," "2024 Notice of Assessment," and so on. Clients upload through the authenticated my-id.ca portal. You approve or reject each submission.
When the planning meeting is booked, the missing-item count should be zero — or you know exactly which years are still open.
Pair tax intake with other planning documents
The same household file can hold insurance policies, pension statements, and estate documents. Export one PDF package when the intake phase is complete.
Download the free Ontario KYC checklist or start a free trial.
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 many years of tax returns do advisors typically collect?
- Many Ontario planning engagements request 2–3 years of T1 generals and matching Notices of Assessment. Your checklist can list each year as a separate line item.
- Can clients upload photos of tax slips?
- Yes, though you may reject blurry uploads and request a clearer scan through the approve/reject workflow.
- Does Hivi-X calculate tax or contribution room?
- No. Hivi-X collects documents. Tax planning and RRSP/TFSA room calculations remain in your planning tools.
Organize KYC intake documents without the email chase
Hivi-X helps Ontario financial planners and portfolio managers collect KYC documents with reusable checklists, a secure guest link (no account needed) or my-id.ca portal, self-hosted AI summaries, and exportable PDF packages for Wealthbox, Redtail, or your client file.
More Financial Planning guides
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- Principal advisor client file oversightHow managing advisors review associate intake quality before planning and exams — standardized checklists and exportable packages.