If your T4A season feels different every single year—different spreadsheets, different fire drills, different “we’ll remember next time” lessons—you don’t need more willpower. You need a repeatable process.
A repeatable T4A process turns chaotic, one‑off efforts into a set of templates, checklists, and tools your whole team can rely on.
Here’s how to build that for your practice.
Step 1: map your current reality
Before designing the ideal, document what actually happens now. Ask your team:
• How do we currently find out which clients need T4As?
• How do clients send us contractor and payment data?
• Who does what—intake, prep, review, filing?
• Where do things usually go wrong or get delayed?
Capture this in a simple flowchart or bullet list. This “as‑is” map will show you where templates and tools can help most.
Step 2: create a client‑facing T4A information kit
Start by standardizing what you send to clients. Your kit might include:
• A one‑pager explaining what T4As are and why they matter
• Clear deadlines and what happens if they’re missed
• A standardized contractor data template (for example, Excel or a form)
• Instructions for exporting payment data from common accounting systems
• Contact details for questions
By sending the same kit to every T4A client, you reduce one‑off explanations and set expectations early.
Step 3: build internal checklists for each stage
Next, create simple checklists for your team. For example:
Intake checklist:
• [ ] Confirm client is in T4A scope this year
• [ ] Send T4A information kit and templates
• [ ] Receive and log contractor and payment data
• [ ] Check for obvious gaps (missing names, zero totals, etc.)
• [ ] Assign file to preparer
Preparation checklist:
• [ ] Import contractor and payment data into T4ASlip or internal tool
• [ ] Match contractors to payments and review totals
• [ ] Flag missing SINs, addresses, or unusual amounts
• [ ] Prepare draft slips and summary
Review and filing checklist:
• [ ] Senior review of draft slips
• [ ] Resolve any questions with client
• [ ] File slips with CRA
• [ ] Send copies to recipients
• [ ] Archive records according to retention policy
These checklists don’t just reduce errors—they also make training new staff easier.
Step 4: standardize your templates
Templates reduce cognitive load. Consider creating:
• Email templates for initial outreach, reminders, and final confirmations
• A standard spreadsheet layout for contractor data (if not using online forms)
• A simple internal memo template for documenting tricky classification decisions
• A post‑season debrief template (“what worked, what needs improvement”)
Store these in a shared location labeled clearly for “T4A Season” so staff can find them quickly.
Step 5: choose tools that support the process
Once you have checklists and templates, pick tools that make them easier to execute. T4ASlip can play a central role by:
• Serving as the hub for contractor and payment data
• Automating imports and basic validations
• Generating slips and summaries with minimal manual entry
• Providing a clear view of file status across your client base
Pair T4ASlip with your practice management and document management systems, and you have a strong backbone for your T4A process.
Step 6: define roles and handoffs
Confusion about “who does what” creates delays and dropped balls. For each stage, define:
• Who owns the step (role, not just a person’s name)
• What input they need to start
• What output they must produce
• Who they hand off to next
Example:
• Client manager owns initial outreach and expectations
• Staff accountant owns data prep and T4ASlip setup
• Senior or manager owns review and sign‑off
• Admin or filing specialist handles CRA submission and record archiving
Put this into your internal playbook so everyone sees the full picture.
Step 7: schedule the process
A repeatable process also needs a repeatable calendar. Build a simple T4A timeline:
• Early fall – identify T4A clients; update contact details
• Late fall – send information kits and templates
• Early January – intake data and begin preparation
• Mid‑January – internal preparation and review
• Before CRA deadline – final filing and confirmations
Block time for these phases in your practice calendar just like you would for other recurring work.
Step 8: practice continuous improvement
After each T4A season, hold a short retrospective with the team:
• What steps worked well?
• Where did we get bogged down?
• Which checklist items were unclear or unnecessary?
• What should we change in T4ASlip or other tools?
Update your templates and playbook while the experience is still fresh.
The payoff of a repeatable process
When your T4A process is documented and supported by tools like T4ASlip, you get:
• Fewer errors and last‑minute crises
• Faster onboarding of new staff
• Less frustration for both your team and your clients
• A foundation you can refine year after year
Most importantly, T4A work stops feeling like a one‑off scramble and starts feeling like what it should be: a predictable, manageable part of running a modern practice.