The moment their documents arrive, everything stops. Nobody gets a reminder for something they already sent.
Secure upload (demo) for
If you could attach each file to its line below — a line only turns green when a file is attached to it. A photo of a paper copy works fine.
Private link · we'll send you a list of everything we received, with our thanks
Not sure about something? Call Dave at (204) 555‑0172, or just email her back. A real person either way.
- 1
They send it through a private link
The same client portal your firm already uses — not a new link that looks like a scam. It stays open for the receipt they find three weeks later.
- 2
The file goes straight into your own folders
Right into that client's folder, in whatever you already use. It never sits on our computers.
- 3
Two receipts, right away
Your client gets a note back listing what came in. Your checklist turns green. If neither happens, it didn't arrive.
- 4
Written down, and never quietly erased
Every request, reply, bounce and upload is written to a log in the client's own folder with a real timestamp, the template that went out, and who approved it. At close, a one-page chase record goes in the working-paper file.
- 5
Nothing ticks itself
A line turns green only when a file is attached to that line, for that year. The preparer can reject a file — wrong period, illegible, duplicate — which un-ticks it and restarts the chase for that item alone. "File it" stays locked until every line is verified.
- 6
A cut-off date, and a partner who hears about it
Each client gets a documents-in cut-off (their deadline minus your turnaround). The steps are scheduled backwards from it. Anything still outstanding at cut-off lands on a partner exception report: file with what we have, extension letter, or stop chasing.
- 7
The T183 comes last, not first
The safe work certificate is requested only once the crew is assigned to the job, and is stored with the job name and date. Nothing is scheduled on site until that record exists.
- 8
Bounces and strays don't vanish
A bounced or wrong address goes straight to Dave's call list with the reason. A file that doesn't match its client and line lands in an "unsorted" folder with a same-day task for reception — never in someone else's file.
What we don't do
- We don't keep copies. Nothing is saved on our side.
- We don't open the documents. We only check that a file showed up. Your preparer checks it's the right one.
- Your files stay where they already are. The one-page data flow — every place a file can rest, where it's hosted, who holds credentials — comes with the proposal. Replies with attachments get swept into the client folder and purged from the mailbox on a schedule you set.
- You can shut it off any time. The files are still yours.
- Named in your paperwork. Your engagement letter and privacy notice name Calas Automations as a service provider under PIPEDA, and the CPA Manitoba confidentiality undertaking is signed before the build starts.
At cut-off · partner exception report
Still outstanding at the documents-in cut-off
End of the run
Nice work, Dave. You didn't write, ring or post one of those.
Made-up times for the demo. Every step can be set to wait for your OK, every note comes from your own email address, and you can pause any client whenever you like. Filing dates shown are the general CRA rules — your firm sets the real ones per client.