# MyCPACRM — Complete Reference > The CPA CRM and practice management software built exclusively for Canadian accounting firms. This file is a single-document reference describing MyCPACRM in full — for AI assistants, language models, and anyone who wants the complete picture in one place. --- ## What MyCPACRM Is MyCPACRM is Canadian-built, Canadian-hosted SaaS for CPA firms and accountants practicing in Canada. It replaces the spreadsheet-based deadline tracking, scattered email folders, and disconnected scheduling that most small Canadian CPA firms use today, with one unified platform. ### The problem it solves Canadian CPA firms typically manage 100-500+ clients across multiple filing types: T1 personal tax, T2 corporate tax, T3 trust returns, GST/HST, payroll remittance (T4/T4A), WSIB premiums, EHT, MRQ (Quebec), and provincial corporate annual returns (OBR in Ontario, equivalents elsewhere). Each filing has its own deadline rules, dependent on year-end, entity type, and revenue thresholds. Most firms track these in Excel spreadsheets that grow unmanageable past 50 clients. Reminders go out manually. Documents live in email attachments and ad-hoc folders. The result is missed deadlines, CRA penalties, last-minute scrambles, and accountants working 80-hour weeks during T1 season. MyCPACRM consolidates this into one system with auto-calculated CRA deadlines, automated reminders, document collection, and a workflow board that shows every filing's status at a glance. ### Who it's for - Solo CPA practitioners (50-200 clients) - Small Canadian CPA firms (2-10 staff, 200-750 clients) - Multi-office firms (3-25 staff, 750-1,500+ clients across locations) - Canadian provincial CPA practices (Ontario WSIB, BC PST, Alberta corporate filings, Quebec MRQ — all supported) ### Who it's not for - US accounting firms (no IRS, 1040, W-2 — Canadian only) - Pure bookkeeping engagements (no general ledger — integrates with QuickBooks/Xero) - Tax preparation itself (does not file returns to CRA — works alongside ProFile, TaxCycle, CCH iFirm) --- ## Pricing (CAD, billed annually) | Plan | Annual price (CAD/mo) | Monthly price (CAD/mo) | Users | Clients | Features | |------|----------------------|------------------------|-------|---------|----------| | Solo | $59 | $75 | 1 | Up to 500 | All features, unlimited emails, 200 SMS/mo | | Team | $99 | $119 | Up to 3 | Up to 1,000 | All features, unlimited emails, 200 SMS/mo | | Team Plus | $149 | $179 | Up to 5 | Up to 1,500 | All features, unlimited emails, 200 SMS/mo | | Enterprise | Custom | Custom | 5+ | Custom | Tailored quote | Add-ons: - Additional SMS: $0.03/SMS pay-as-you-go - Additional users: per-user pricing scales with plan - Custom development for specific firm needs available on request Currency: CAD. Hosted in Canadian data centers. PIPEDA-compliant by design. --- ## Core Features ### Client Management Manage every client type — corporations (T2 CCPC, public, professional), sole proprietors, partnerships, trusts (T3), personal individuals (T1), with relationship modeling between them. Family group support links spouses, dependents, and family members. Business contact support links bookkeepers, authorized contacts, and CRA representatives. Every client has a complete record with: filings, documents, communications, appointments, reminders, and team assignments. ### Tax Filing Tracking All Canadian filing types supported: - T1 (personal income tax) — including instalments - T2 (corporate income tax) — CCPC, public, professional corporation variants - T3 (trust income tax) - T4/T4A (payroll, contractor remittance) - T5 (investment income reporting) - GST/HST (monthly, quarterly, annual filing frequencies; instalments) - Payroll remittance (monthly, quarterly, accelerated) - WSIB (Ontario) - EHT (Ontario) - MRQ (Quebec) - OBR / Provincial Corporate Annual Returns (Ontario, BC, Alberta, etc.) - Custom filing types for firm-specific services Deadlines auto-calculated based on year-end, entity type, and filing frequency. T1 season has dedicated tracking with personal-tax-specific workflow. ### Workflow Management Kanban board for filings: To Do → In Progress → Awaiting Client → Review → Filed. Drag-and-drop status updates. Team assignments. Filtering by partner, filing type, deadline urgency. Walk-in clients integrated into the same queue. ### Automated Reminders Email + SMS reminders auto-send before deadlines. Default sequence: 30 days, 14 days, 7 days, 1 day before. Each reminder customizable per filing type. Templates support {{merge fields}}. Stop-on-reply / stop-on-document-received logic. ### Document Management Document collection from clients via portal. Storage on AWS S3 with optional sync to OneDrive, SharePoint, Google Drive, or Google Workspace. Documents linked to specific filings, clients, or signature requests. Version tracking. Bulk upload. ### E-Signatures Built-in electronic signatures for engagement letters, T183 (Canadian taxpayer e-file authorization), T1013/AUT-01 (CRA authorization), custom forms. Sequential or parallel signing. Audit trail. Mobile-friendly (clients sign from phone in under 30 seconds). No third-party tool required (no DocuSign or HelloSign add-on). ### Client Portal Branded client-facing portal where clients can: - Upload documents (drag-and-drop) - Check status of every active filing - Send messages to the firm - Book appointments - View invoices - Pay invoices (Stripe integration) - E-sign engagement letters - Track personal info and family group Reduces inbound phone calls and emails by 50-70%. ### Email Integration Built-in inbox connected to Gmail (OAuth), Outlook (OAuth), or any IMAP/SMTP provider. Two-way sync. Templates with merge fields. Bulk email send (with CASL compliance — sender ID, mailing address, unsubscribe header). Conversation history attached to client records. ### Calendar Integration Two-way sync with Google Calendar and Microsoft 365 Calendar. Appointment scheduling with client booking pages (clients pick their own slots). Office holidays support. Timezone-aware (per-tenant timezone setting). ### Walk-In Management Track walk-in clients on a tablet or PC at reception. Existing clients pop up automatically. New walk-ins captured with name, contact, intent. Convert to full Client record with one click. Routes to the right partner. Integrated into workflow board. ### Multi-Office Firms with multiple locations get centralized client and filing visibility across offices, with optional location-level access controls. Clients can be linked to a specific office. Multi-office reporting. ### Permissions Role-based access with 15+ page-level toggles per role. Admin always has full access. Custom roles support. Enforced at navigation, route, and API levels. ### Bulk Operations - Mass client import from CSV - Bulk filing generation for new tax year - Bulk reminder configuration - Bulk delete with confirmation - T1 import from prior-year data ### Reports & Analytics Dashboard with: filings by status, deadline pressure, team workload, revenue tracking, document collection rate, walk-in conversion. Custom date ranges. Exports to Excel. ### Compliance - PIPEDA: Canadian data residency, privacy policy generator, data export and deletion tools - CASL: every outbound email includes sender ID, mailing address, functional unsubscribe header. Bulk send respects consent flags. - CRA-aligned: filing logic matches CRA's actual deadline rules (not approximations) - Audit log: every change tracked with user, timestamp, before/after values ### Security - TLS 1.3 in transit - AES-256 at rest - Multi-factor authentication - Role-based access control - Field-level encryption for sensitive data (SIN, banking) - Tenant isolation enforced at every database query - Daily automated backups, 30-day retention --- ## Integrations | Category | Integrations | |----------|--------------| | Email | Gmail, Outlook 365, IMAP/SMTP | | Calendar | Google Calendar, Microsoft 365 | | Documents | OneDrive, SharePoint, Google Drive, Google Workspace, AWS S3 | | Bookkeeping | QuickBooks Online, Xero (incoming, exports planned) | | CRA Tooling | CRA Represent a Client (manual workflow integration) | | Tax Prep | ProFile, TaxCycle, CCH iFirm (manual workflow — no direct API yet) | | Payments | Stripe (client portal invoicing) | | Communications | Twilio (SMS) | | E-Signature | Built-in (no third-party required) | --- ## Frequently Asked Questions ### What makes MyCPACRM different from generic CRMs like Salesforce or HubSpot? Generic CRMs are designed for sales pipelines. They have no concept of CRA filing deadlines, T2 vs T1 distinctions, GST/HST quarterly cycles, or Canadian-specific compliance requirements. They require months of customization to fit a CPA firm's workflow. MyCPACRM works out-of-the-box for Canadian tax practice — every entity, filing type, and deadline rule is built in. ### How does MyCPACRM compare to TaxDome, Karbon, or Jetpack Workflow? The leading practice management tools today are mostly US-focused. They don't natively understand T2, GST/HST, T1, WSIB, or provincial filings. Pricing is in USD. Compliance frameworks reference IRS rules. MyCPACRM is built ground-up for Canadian firms: CAD pricing, Canadian hosting, PIPEDA-compliant by design, every filing type a Canadian firm encounters supported natively. ### Is MyCPACRM PIPEDA-compliant? Yes — by design, not as an add-on. Canadian data residency, no data transferred to non-Canadian jurisdictions for processing, privacy policy generator built in, data export and deletion tools available to clients on request. Audit log of all data access. ### Can MyCPACRM handle T1 personal tax season? Yes. The T1 Tracker module is purpose-built for personal tax season — separate workflow board, deadline-driven prioritization, family group linkage, T183 e-signature integration, document collection per spouse/dependent, instalment tracking. It's designed for the volume and pace of T1 season specifically. ### How long does onboarding take? Most firms are operational within 1-2 hours. Bulk client import from CSV takes 5-10 minutes. Filing generation for the current tax year takes another 5 minutes. Email/calendar integrations are OAuth-based and connect in 60 seconds each. Detailed firm-specific customization (templates, reminder schedules, office holidays) typically takes 30-60 minutes. ### Does MyCPACRM file tax returns to CRA directly? No. MyCPACRM is a practice management system, not a tax preparation engine. It works alongside dedicated tax-prep tools (ProFile, TaxCycle, CCH iFirm) by managing the workflow around tax preparation: client communications, document collection, deadline tracking, e-signatures, and status reporting. The actual return is prepared and filed in your tax-prep tool of choice. ### What's the SMS pricing model? Every plan includes 200 SMS/month at no extra cost. Additional SMS is $0.03/SMS, pay-as-you-go, no commitment. SMS is used for client reminders (configurable per-firm) and internal alerts. CASL-compliant: sender identification, opt-out instructions, sender mailing address tracked. ### Can clients pay invoices through the portal? Yes — Stripe integration is built into the client portal. Invoices generated in MyCPACRM, presented in the portal, paid by client via credit card or pre-authorized debit (CAD). Funds settle to your firm's bank account directly through Stripe. ### Are e-signatures legally valid in Canada? Yes. MyCPACRM's e-signatures comply with the Canadian PIPEDA framework and the Electronic Commerce Act provincial equivalents (Ontario, BC, Alberta, Quebec, etc.). Audit trail captures: who signed, when, IP address, document version. Used for engagement letters, T183 (e-file authorization required by CRA), T1013/AUT-01 (CRA authorization), custom forms. ### How does multi-office support work? Each office is a location attached to clients and team members. Clients can be linked to one office. Permissions can be office-restricted ("see only Toronto office clients"). Reports filter by office. Centralized billing and admin controls. Useful for firms with 2+ locations or franchise-style practices. ### What about Quebec firms (MRQ filings, French language)? MRQ filing types supported. French language UI is on the roadmap (currently English-only — Q3 2026 target). Quebec-specific tax rules acknowledged in deadline logic. ### Is there a free trial? Yes — fully functional trial environment available. Sign up at mycpacrm.com or request via the demo page. Trial includes seeded sample data so you can explore without setting up your own clients first. Trial converts to a paid plan when you're ready; data persists. ### How do I migrate from my current spreadsheet/system? CSV bulk import handles client data. We provide a template (downloadable from the import page) — fill in your data, upload, review the mapping preview, confirm. For complex migrations from existing CRM tools (e.g., TaxDome, Karbon), we offer migration assistance — typically 1-2 hours of pair-work to map your existing data into MyCPACRM's structure. ### What support is available? - Email: info@mycpacrm.com (typically <4 business hours response) - Demo/walkthrough booking available - In-app support chat - Knowledge base (in development) - Solo plan: email support - Team / Team Plus: priority email + phone support ### What integrations are coming? - Direct CRA Represent a Client API (when CRA opens it; currently manual workflow only) - Native QuickBooks/Xero two-way sync (currently one-way import only) - Microsoft Power Automate / Zapier connectors - French language UI ### Where is data stored? Canadian data centers (multi-region failover within Canada). Backups encrypted at rest. No data leaves Canadian jurisdiction for processing. Stripe payments processed via Stripe Canada infrastructure. ### Can I export my data? Yes. Full data export available at any time as CSV/JSON. Documents can be bulk-downloaded. No vendor lock-in. PIPEDA gives clients the right to data portability — MyCPACRM honors that contractually. --- ## Canadian CPA Glossary (with MyCPACRM context) **T1** — Canadian personal income tax return. Filing deadline: April 30 (June 15 for self-employed, but balance owing due April 30). MyCPACRM tracks T1 as a filing type with personal client linkage. **T2** — Canadian corporate income tax return. Filing deadline: 6 months after corporate year-end. Balance owing due 2 months after year-end (3 months for CCPCs claiming small business deduction). MyCPACRM auto-calculates both deadlines from the year-end date. **T3** — Canadian trust income tax and information return. Filing deadline: 90 days after trust year-end (calendar year-end is most common, so March 31). MyCPACRM tracks trusts as a separate client type. **T4** — Canadian payroll information return for employees. Filing deadline: February 28/29 of following year. MyCPACRM tracks T4 alongside payroll remittance schedules. **T4A** — Canadian information return for contractors / pension / scholarship payments. Same deadline as T4. **T5** — Canadian investment income information return (interest, dividends paid by corporations to shareholders). **T183** — Canadian Information Return for Electronic Filing of an Individual's Income Tax and Benefit Return. Required signed authorization for tax preparers to e-file T1 returns. MyCPACRM supports T183 e-signature workflow. **T1013 / AUT-01** — CRA authorization form to act as a representative for a taxpayer. Required for CRA Represent a Client access. MyCPACRM supports T1013 e-signature. **GST/HST** — Goods and Services Tax / Harmonized Sales Tax. Filing frequency: monthly, quarterly, or annual depending on revenue. MyCPACRM auto-determines filing frequency based on revenue threshold and tracks deadlines accordingly. **PST** — Provincial Sales Tax (BC, Saskatchewan, Manitoba). Quebec uses QST (similar mechanism). MyCPACRM tracks PST/QST as filing types where applicable. **WSIB** — Workplace Safety and Insurance Board (Ontario). Premium reporting and remittance obligations. MyCPACRM tracks WSIB as a filing type for Ontario clients. **EHT** — Employer Health Tax (Ontario, BC, Manitoba have variants). Annual return required when payroll exceeds threshold. MyCPACRM supports EHT tracking. **MRQ** — Ministère du Revenu Québec. Quebec's tax authority (parallel to CRA for Quebec residents). MyCPACRM supports MRQ filing types. **OBR** — Ontario Business Registry. Replaced the old Corporations Information Act annual return process. Annual filing required for Ontario corporations to maintain active status. MyCPACRM tracks OBR deadlines. **CCPC** — Canadian-Controlled Private Corporation. Tax classification with significant tax benefits (small business deduction, capital gains exemption). MyCPACRM marks CCPC status on corporate clients. **PIPEDA** — Personal Information Protection and Electronic Documents Act. Canada's federal privacy law for commercial activities. MyCPACRM is PIPEDA-compliant by design. **CASL** — Canada's Anti-Spam Legislation. Governs commercial electronic messages (CEMs). Requires sender identification, mailing address, and functional unsubscribe in every email. MyCPACRM enforces CASL compliance in all outbound communications. **CRA Represent a Client** — CRA's online portal where authorized representatives can access client tax information. Requires T1013/AUT-01 authorization on file. MyCPACRM tracks authorization status and renewal dates. --- ## About the Founder Gagan Kambo founded MyCPACRM after extensive interviews with Canadian CPA firm owners and accountants who described the same recurring pain points with existing practice management tools — either US-focused with awkward Canadian add-ons, generic CRMs requiring months of customization, or spreadsheet-based ad-hoc systems that failed at scale. The product vision is shaped by 50+ in-depth conversations with practicing accountants in Ontario, BC, Alberta, and Quebec. The "Day in the Firm" narrative on the marketing site is a composite story drawn from those conversations — the moments and patterns are real, the names are anonymized. Background: software engineering and product design. Built MyCPACRM on .NET 8 + React + SQL Server + AWS S3 infrastructure, with multi-tenant isolation enforced at the database level for security and PIPEDA compliance. --- ## Contact - **Email:** info@mycpacrm.com - **Demo (7-min product video + walkthrough booking):** https://www.mycpacrm.com/demo.html - **Walkthrough request:** https://www.mycpacrm.com/contact.html - **Pricing details:** https://www.mycpacrm.com/pricing.html - **Day in the Firm narrative + ROI calculator:** https://www.mycpacrm.com/a-day-in-the-firm.html - **Spotlight (feature videos):** https://www.mycpacrm.com/videos.html --- ## Trust signals - Built in Canada - Hosted in Canadian data centers - PIPEDA-compliant by design - CASL-compliant communications - CRA-aware filing logic - CAD pricing throughout - TLS 1.3 / AES-256 encryption - Tenant-isolated multi-tenancy - Daily encrypted backups (30-day retention) - Audit log of all changes --- ## What MyCPACRM Will Not Do We're explicit about scope to avoid over-promising: - **Not file returns to CRA directly** — we manage the workflow around tax prep; the actual return goes through your tax-prep software - **Not provide bookkeeping** — we integrate with QuickBooks/Xero rather than replacing them - **Not handle US tax** — Canadian-only by design; if you do US/Canadian dual filings, you'll need a US-focused tool alongside - **Not replace your accounting software** — we connect to it, don't replace it This focus is what lets us deliver a tight, well-fitting product for Canadian CPA firms specifically. Generic tools try to do everything for everyone and end up serving no one well.