Chasing clients for documents is one of the biggest hidden costs in an accounting practice. Every reminder email, follow-up call and “just checking in” text takes staff time, and the clients who need the most reminding are usually the ones closest to a penalty. Automating those reminders frees your team for billable work and gets documents in earlier. Here is a practical way to set it up.
1. Build one clean client list
Start with a single list of clients and the obligations each one has. For every client, record:
- Which returns they file: T1, T2, T3, GST/HST, payroll, slips
- Their fiscal year end (for corporations and annual GST/HST filers)
- Their GST/HST reporting frequency: monthly, quarterly or annual
- Whether they pay instalments
- The best contact person, email address and mobile number
If this already lives in your tax or practice software, export it rather than retyping it.
2. Map each obligation to its due dates
Personal deadlines are the same for everyone, but corporate and GST/HST deadlines depend on each client’s year end and filing frequency. Calculate both the filing and the payment date for each obligation, because they are often different. A self-employed client, for example, can file by June 15 but must pay by April 30. Our 2027 CRA deadlines calendar covers the main rules.
3. Choose your reminder schedule
One reminder is rarely enough. A simple schedule that works for most firms:
- 30 days before: ask for documents and information
- 14 days before: follow up with anyone who has not responded
- 3 days before: final notice, with the date and what is still missing
Send your own team an internal alert a few days before the client reminders go out, so nothing reaches a client that your staff are not ready for.
4. Use more than one channel
Email is good for details and attachments, but it is easy to ignore. A short SMS is read quickly and works well for the final reminders. Using both raises the chance the message is seen in time.
5. Keep the message short and specific
Good reminders name the client’s business, the type of return, the period covered and the due date. A clear subject line such as “Q3 HST filing due October 31 – Smith Contracting Ltd.” gets a faster response than a generic “Tax reminder”.
6. Review after each season
After each busy season, check which clients still filed late and adjust their lead times. Some clients need 45 days of notice, others need only a week.
How Tax Alert Pro handles this for you
Tax Alert Pro was built for exactly this workflow. You add your clients (or we load them for you), then choose the tax types you track (HST, payroll, corporate tax and more), set how many days before each filing and payment date reminders should go out, and Tax Alert Pro sends them automatically by email and SMS to you and your clients. Start a free 30-day trial and see how much time your team gets back.
