Arrived, outstanding, submitted
One screen per client and per year, showing what has come in, what is still missing, and what has been signed off. No attachment hunting through a thread.
Brands served
Two
Codebase
Shared
Filings
Personal and enterprise
Follow-up
Sent by the system
The brief
Turn a yearly email thread into a defined process
To prepare a return, an accountant needs a specific set of things from each client: bank statements, credit card statements, government slips, invoices, and answers to a long list of questions about their situation.
Collecting that by email gives no shared definition of a complete file, no single place the documents live, and no view of who has submitted what. The firms asked for one place to request all of it, and one place to see what had come back.
- Document intake
- Yearly questionnaire
- Automatic reminders
- Québec enterprise declaration
- Two brands, one platform
How we framed it
Ask for the whole file once, in a structure the client can work through, and let the system do the chasing.
What the client sees
A space per tax year, with the request already written out
Each client logs into their own space, organised by year. Nothing starts from a blank message, because the portal already knows what the firm needs.
Documents, by category and by month
The client picks the months they are submitting for, then drops files into the category each one belongs to. Months already handed in are struck through, so it is obvious what is left.
- Bank statements, credit cards, government slips, invoices and miscellaneous
- Drag and drop, up to 30 files at a time
- A running count per category, and a submit button that names the total
- Everything already submitted stays available under its own view
The questionnaire, section by section
Instead of an emailed list of questions, the client works through a form built around Québec's own categories. Each section tracks its own state, so both sides can see how far along the file is.
- Employment and business income, rental income, investment income
- Registered plan contributions, including RRSP and CELIAPP
- A complete marker per section, not one status for the whole form
- Answers come back structured, rather than written out in prose
What the accountant gets
One view of the file, and no chasing
The point was never only to move files. It was to stop financial information from living in an inbox, and to give the firm a file it can look at and know whether it is ready.
Structured answers
The questionnaire returns fields, not paragraphs, so the preparer reads the same shape of answer for every client and nothing gets lost in a sentence.
Reminders the system sends
When something is still missing, the portal emails the client. The accountant sets the request once and stops being the person who follows up.
Out of the inbox
Bank statements and government slips go straight into the portal behind a login, instead of sitting in two mailboxes for as long as the accounts exist.
The platform
Two brands, one product underneath
Drouin CTB and ti360 present as separate businesses with their own identity and their own audience. Under the surface they are largely the same portal.
What they share
A component library carries the document intake, the questionnaire engine and the reminder logic. A feature built once lands in both firms, and so does a fix. That is what makes two portals sustainable for one team.
What stays their own
Each brand keeps its own identity and its own client experience, and diverges only where the audience genuinely needs something different. The rest is common work that nobody has to do twice.
The enterprise declaration
The portal has since grown past individual returns. Businesses now complete their Québec enterprise tax declaration in the same place, filling it in section by section rather than assembling it over email. It brings one defined request, one place to answer and the same automatic reminders to a more complex filing, and it opens the tool to the firms' business clients rather than only their individual ones.
The result
What used to be a scattered email thread is now a file organised by year and by category, which is either complete or not.
For the client
A list of what to send instead of a blank message, one place to send it, and a prompt when something is still missing.
For the accountant
Documents and answers arriving in the same structure every time, with a visible finish line and no follow-up emails to write.
For the firms
Two brands running on one shared codebase, covering personal returns and Québec enterprise declarations, maintained by one team.
The portal is built for Québec, following the province's tax categories and filing requirements, and ships in French for the firms' clients. The screenshots show a test account.
Replace the yearly email thread with a portal
If your firm collects the same set of documents and answers from every client each year, that request can be written down once and run itself. We build the portal, connect it to how you already work, and keep both brands on one codebase if you have more than one.