Switching Accountants in Ottawa Without the Headache
What actually happens when you move to a new accountant or bookkeeper: CRA authorization, records transfer, and timing.
Why owners usually make the switch
Almost every month, a client comes to us switching from another accountant. It is rarely one dramatic reason. Most often, the previous accountant is simply no longer a good fit for where the business is now. The setup that worked when the business was smaller, or simpler, stops working as it grows or changes, and the owner is left without the kind of guidance the business actually needs at its current size.
When we ask why they chose us, the answer is usually some combination of experience, clarity, and honesty, and the way we take the time to explain things rather than just handing over a number. Clients tell us that is what makes them comfortable trusting someone new with their books and their filings, especially after a previous experience where questions went unanswered or explanations felt out of reach.
What the switch actually involves
Here is what the process looks like on our end. We ask your previous accountant for the full set of documents and records they hold for you, and transfer everything into your own service folder, so you have a complete copy, not just what happens to be on hand. We also advise you to keep your own backup of everything, so your records are never dependent on any one accountant.
We then review the prior work, checking for anything that may have been missed and flagging anywhere we need an explanation from the previous accountant before we rely on it. The one step that is yours to handle is removing your previous accountant's access to your CRA account, since that authorization has to be revoked by you directly, usually through your CRA My Account or My Business Account portal.
Records worth gathering before you switch
- Prior year tax returns and notices of assessment. Personal, corporate, or both.
- Bookkeeping file or accounting software access. QuickBooks Online, spreadsheets, whatever you currently use.
- Any open CRA correspondence. Letters, review requests, or payment arrangements still in progress.
- Payroll and GST/HST filing history, if either applies to your business.
What to expect in the first few weeks
The first step on our side is simply requesting your file from the previous accountant and getting your records into your own service folder. How quickly that happens depends on how responsive your previous accountant is, but it does not hold up much else. While that is in progress, we start reviewing whatever you can provide directly, so the process is not sitting idle waiting on one document.
Once we have the full picture, we walk you through what we found: anything that looks off, anything we need clarified, and what your ongoing bookkeeping or tax schedule will look like with us. Most clients are surprised by how little is actually required of them beyond the initial handover and removing their previous accountant's CRA access.
What if the previous accountant missed something
It happens, and it is one of the main reasons the review step matters. Sometimes it is a missed deduction, a filing that was never completed, or a classification error that has been quietly repeating year after year. We flag anything like that as part of the handover, and where it is not clear why something was done a certain way, we reach out to the previous accountant directly for an explanation before assuming it was a mistake.
Finding an issue during a switch is not unusual, and it is far easier to correct early than to discover it later during a CRA review. If you want a sense of what that kind of correction can look like in practice, see a real clean up example we have written about.
Is there a right time to do it
It is cleanest right after a filing deadline or fiscal year end, once returns are in and there is a natural break point, since it avoids splitting a single tax year across two accountants. But that is a preference, not a requirement. If your current setup is costing you missed deductions, late filings, or just peace of mind, waiting months for the "right" moment usually costs more than switching mid year does.
If your books need a clean up first, see how much a clean up project typically costs and what clean books actually look like before you make the move.
Common Questions
Frequently asked questions
Not tax advice. This is general information. Your situation can differ. Ask us if you are unsure.
Thinking about switching?
Let's talk about what a handoff would look like for you.
A free 30 minute call is enough to tell you what is involved.