For accounting & bookkeeping
On FileBY CALAS AUTOMATIONSOn File: chasing client documents, set up with you in early access.
Early access: we set it up with you and run the first 30 days side by side with how you chase documents today. You see it on your own files before you pay anything.
Already a customer? Sign in →C$500/mo, flat all year · no setup fee · free for 30 days · cancel with 30 days’ notice · prices in CAD. Nothing is charged during the 30-day pilot. If you keep it, C$500 a month plus tax starts on day 31.
Step-by-step narrated tour: the cursor shows you exactly where to look as a friendly voice walks through On File.
On File for accounting, plainly
What it does, what it does not do, what it costs, and how to start.
What it does
- Keeps a list of what each client still owes and which documents are missing.
- Sends request and reminder emails in your firm's name when you press the button, or on a schedule once daily chasing is switched on.
- Keeps a record of who was asked for what, and when.
What it does not do
- Not live yet: the mailbox reader that files replies and attachments. Not built: folder sync. Cara drafts replies for a person to send; she never sends one herself.
- No link to QuickBooks, Xero, TaxDome or Karbon. You bring lists in and take records out as CSV spreadsheets; there is also a calendar link and a simple API.
- Not tax or legal advice.
- Hours saved shown in On File are an estimate built from what it actually did, not a measurement. They are not promised in advance.
Price
C$500 a month, flat, no setup fee. The first 30 days run side by side with how you chase today, free. If you keep On File, C$500 a month plus tax starts on day 31; there is no charge before that. Monthly plans are cancelled with 30 days’ notice.
How to start
Sign-up is manual: call (431) 244-9026 or ask Cara, and we set up your account by hand with you. The free 30-day pilot starts once your list is loaded.
Ask about the free 30-day pilotEstimate — illustrative figures, no external source
This is an estimate, not a measurement. The sliders are your inputs; the arithmetic assumes 85% of those hours come back over 46 working weeks — our assumption, with no external source behind it. Every figure here is an illustrative figure — On File’s own hours-saved figure is an estimate built from what it actually did, not a measurement.
The problem, counted
Most of a firm's admin week is the same four things.
A typical week inside a six-person accounting practice.
| Recurring task | Handled by | Before → After |
|---|---|---|
| Admin staff | 6.0 → 0.4 | |
| Admin staff | 3.5 → 0.0 | |
| Admin staff | 2.0 → 0.0 | |
| Reviewing the file | Partner | 4.0 |
| Talking to the client about their business | Partner | 3.0 |
Every hour in this table is an illustrative figure — not a real client's, not from a study, and we're a new firm and won't pretend otherwise. Count your own staff hours before and after the pilot; On File's own hours-saved figure is an estimate built from what it actually did, not a measurement.
On File — document chase
For accounting & bookkeeping firms in Winnipeg
Keeps a list of who has sent what (engagement letters, receipts, T183s) and which documents are still missing. The request and reminder emails go out when you press the button, or on a schedule once daily chasing is switched on for you, in your firm's name.
"Every February we lose two people to sending the same email over and over."
— close to what I hear from firm owners about February. Not a named client — I'm too new for those yet.
- Setup
- $0
- Monthly
- $500, flat, all year — $6,000. Runs in season, stays maintained through the quiet months.
- What it's worth
- We do not quote a savings figure, because we have none we can source. Use the calculator above with your own hours: at C$500 a month and a $30/hr admin rate, On File pays for itself if it saves about 3.9 staff hours a week. Its own hours-saved figure is an estimate, not a measurement.
- If we disappear
- The workflow is documented and the credentials live in your own vault, so another provider can take it over.
- Early access
- We set it up with you and run the first 30 days side by side with how you chase today. Sign-up is manual, by phone. Reminders go out when you press Chase now, or on a schedule once daily chasing is switched on for you (the request, then up to three reminders, on weekdays in office hours; then a person is asked to phone). The mailbox reader is not live yet, there is no folder sync, and Cara only drafts replies.
Fit
We'd rather tell you no than sell you the wrong thing.
Worth a conversation
- Accounting or bookkeeping firm, 3–30 people, no IT department.
- A task someone does every week that nobody enjoys.
- You'd rather fix one thing properly than buy a platform.
Probably not us
- You want a computer making judgement calls a partner should make.
- The process changes every time and nobody can describe it.
- You want it for less than C$500 a month — that price is what keeps it maintained all year, and we won't cut corners to go lower.
Process
Four steps, about three weeks to start.
We watch the task.
One hour with whoever does it — in person in Winnipeg, or a screen-share.
We build it.
Off-site, on our time. You get a working version to try first.
It runs beside you, free, for 30 days.
Next to the old way, so you see it's right before you trust it.
We keep it running.
Your systems change; the monthly fee is us keeping it working.
About
Based in Winnipeg, upfront about how we work.
We're Calas Automations, a new Winnipeg company with no customers yet. You deal directly with the people who do the work. Fixed price before we start — no hourly billing. Monthly plans are cancelled with 30 days’ notice, and the workflow stays yours if you do.
Questions
Five things people ask.
Do I need an app?
On File runs in your web browser; you sign in at onfile.calasautomations.com. Your clients need nothing installed: the requests and reminders reach them as emails.
What if a client never sends the documents?
On File keeps showing it as missing, with who was asked and when. Reminders go out when you press the button. Daily chasing is off until you and we switch it on; once it is on, On File sends the request and up to three reminders on weekdays in office hours, then marks the client as needing a phone call. The conversation with the client is still yours.
Who sees my data?
We act as your service provider for the receipts, statements and signed forms and contact details you put in: we keep them confidential, use them only to run On File for you, let only our staff and the providers who need it see them, and delete them on request when you close your account, usually within 30 days. On File is stored on our own server, hosted with DigitalOcean; we have not yet confirmed which region, so please do not assume it is in Canada. Reminder emails are sent through Resend (United States) by way of Cloudflare, and replies arrive in a Google mailbox (Gmail / Google Workspace). Details are in our Privacy Policy.
What if it gets something wrong?
On File does not check whether a document is valid or enough. It tracks and chases. A person at your firm still reviews and accepts what comes in. Reminders go out only when someone presses the button or daily chasing has been switched on.
How do I cancel?
Monthly plans are cancelled with 30 days’ notice, by phone or email. Nothing is charged during the 30-day pilot. Call (431) 244-9026 or email [email protected]. The workflow stays yours if you leave.
How we handle your data
- We act as your service provider: your clients' documents and contact details are used only to run On File for you.
- Only our staff and the providers who need it to run the service can see them. We do not use your content to train AI models.
- On File is stored on our own server, hosted with DigitalOcean; we have not yet confirmed which region, so please do not assume it is in Canada. Reminder emails go through Resend (United States) by way of Cloudflare, and replies arrive in a Google mailbox (Gmail / Google Workspace).
- When you close your account, we delete your data on request, usually within 30 days, unless the law requires us to keep it. We keep one thing: the email address of anyone who asked us to stop emailing them, so we can honour that. Copies in backups are deleted as the backups expire.
Full detail: Privacy Policy and Terms. We are a new company and do not claim any security certification.
Get in touch
Watch the demo. Then talk to us.
The demo uses made-up data. The free 30-day pilot on your own files tells you plainly whether On File makes sense for you.