If you’re an accountant or bookkeeper, you probably find yourself explaining T4A rules over and over:
• Who needs a T4A?
• Why do we have to collect SINs?
• What happens if we don’t file?
The information is important—but repeating it in one‑off meetings is a drain on your time and energy.
The key is to educate clients at scale, in ways that don’t require constant live conversations.
Here’s how to do that.
Step 1: define the essential messages
Start by deciding what clients really need to understand. For many firms, that’s:
• What a T4A is and when it applies
• The client’s responsibilities vs the firm’s responsibilities
• What information needs to be collected from contractors and when
• The risks of ignoring or delaying T4A work
• How your firm’s process works and what deadlines apply
Write these down in plain language. This becomes the backbone of your educational materials.
Step 2: create a simple T4A explainer document
Turn those core messages into a one‑ or two‑page PDF or web page that covers:
• A short intro: “Why you’re getting this”
• 2–3 common examples relevant to your client base (for example, leagues, trucking, tech startups)
• A clear list of the information they must collect from contractors
• Your internal deadlines and how to submit data
• A short FAQ section
You don’t need fancy design; clarity matters more than polish. You can always improve the formatting later.
Step 3: bake education into your onboarding
Instead of waiting for year‑end, make T4A education part of client onboarding:
• Include your T4A explainer in your welcome packet
• Walk through high‑level responsibilities in your kickoff call
• Point clients to where they can find the document again later
Once this is in your standard process, every new client starts from a higher level of awareness.
Step 4: use email campaigns, not one‑off reminders
When T4A season approaches, send scheduled emails rather than bespoke messages. For example:
Email 1 – Early reminder
• “T4A season is coming; here’s what it means for you.”
• Link to your explainer document and templates.
• Outline your internal deadlines.
Email 2 – Deadline nudge
• “We need your contractor data by [date].”
• Clear, bold call‑to‑action with how to submit data.
• Short FAQ link or bullet points.
Email 3 – Last call / late policy
• “If we don’t receive your information by [date], we may not be able to guarantee on‑time filing, and rush fees may apply.”
Schedule these through your email marketing or practice management system and reuse them every year with minor updates.
Step 5: record a short explainer video
Some clients prefer to watch rather than read. Consider recording a 5–10 minute video that:
• Explains T4A basics in your own voice
• Shows an example of a contractor list or T4ASlip workflow
• Clarifies exactly what you need from clients
Host it privately (for example, unlisted on YouTube or in your client portal) and link to it from your emails and documents.
Step 6: leverage your client portal or knowledge base
If you use a client portal or help‑centre, create a dedicated “T4A Hub” that contains:
• Your explainer document
• Templates for contractor and payment data
• The video walkthrough
• Key dates and how to contact support
Now, when clients ask questions, your team can point them to a single, consistent resource instead of rewriting explanations.
Step 7: turn common questions into FAQs
Keep track of the questions clients ask most often and build them into your materials. For example:
• “Do I need to issue a T4A if I only paid someone once?”
• “What if a contractor won’t give me their SIN?”
• “Do I still need T4As if I pay by e‑transfer or PayPal?”
By continually expanding your FAQ, each future client has fewer reasons to email or call with basic questions.
Step 8: show how tools like T4ASlip fit in
Education should also cover how your chosen tools work in their favour. Explain:
• That T4ASlip helps organize contractors and payments so slips are accurate
• How clean data in T4ASlip reduces last‑minute scrambling and follow‑ups
• What they’ll see or need to do (for example, approving summaries) if you choose to give them any access
Clients are more cooperative when they understand that your systems protect them from penalties and headaches.
Step 9: keep communication tone friendly, not scary
It’s important to explain the risks of non‑compliance, but constant scare tactics can backfire. Aim for a tone like:
• “Here’s what CRA expects and how we’ll help you meet it.”
• “If you do these few things on time, we’ll take care of the rest.”
That encourages clients to engage with your process instead of avoiding it.
The payoff: fewer meetings, better compliance
When you educate clients at scale:
• Your team spends less time repeating the same explanations
• Clients provide better data, earlier in the season
• T4A projects run more smoothly and profitably
• You position your firm as a proactive advisor, not just a form‑filler
T4ASlip then becomes part of a broader, well‑communicated system rather than a tool you introduce in a moment of panic.
Bottom line
You can’t remove T4A requirements—but you can remove a lot of friction around them by:
• Defining key messages
• Packaging them into reusable documents, emails, and videos
• Embedding education into onboarding and seasonal communication
Do that once, maintain it a little each year, and you’ll free up a surprising amount of time while helping clients stay safely onside with the CRA.