6 worked Hubdoc Setup and Support case studies — the position a client typically comes to us with, what we do, and what it is worth. Each is an illustrative example built on the rules that apply to hubdoc setup and support work, not a specific client's file.
Case Study 1 · Scaling without breaking
Scaled To 76 Staff With $85,000 Of Working Capital Freed — Mobile Pet-Grooming Company, Kelowna
Client: A mobile pet-grooming company · Where: Kelowna, British Columbia · Engagement: 11 weeks, fixed fee
Headcount reached76
Working capital freed$85,000
Missed deadlinesZero
The situation — A mobile pet-grooming company, Kelowna, British Columbia
A mobile pet-grooming company in Kelowna, British Columbia was growing fast — headcount to 76 in eighteen months — and the back office had not kept up. Three years of returns filed off numbers nobody could trace back to a bank statement was the first thing to break.
What we did for A mobile pet-grooming company, Kelowna, British Columbia
We reconciled receivables and payables to source documents and wrote off the balances that were genuinely uncollectible, with support, and built the compliance calendar for the size the business was becoming rather than the size it had been.
The result — A mobile pet-grooming company, Kelowna, British Columbia
The business reached 76 staff with no missed remittance and no late filing. $85,000 of working capital was freed in the process.
Case Study 2 · Sale and succession
Intergenerational Transfer Completed With $515,000 Deferred — Dental Hygiene Clinic, Vancouver
Client: A dental hygiene clinic · Where: Vancouver, British Columbia · Engagement: 8 weeks, fixed fee
Tax deferred$515,000
TransferCompleted
RecordsReview-ready
The situation — A dental hygiene clinic, Vancouver, British Columbia
A generational transfer at a dental hygiene clinic in Vancouver, British Columbia had been discussed for years without a plan. Retained cash well above what the business needed to operate meant the transfer as contemplated would have been fully taxable.
What we did for A dental hygiene clinic, Vancouver, British Columbia
We cleared the payroll and sales tax clearing accounts every month and tied each remittance to the liability it settled, sequencing the steps so each one was complete and documented before the next depended on it.
The result — A dental hygiene clinic, Vancouver, British Columbia
$515,000 of tax was deferred through the transfer, and the successor generation took over a corporation whose records stood up to review.
Case Study 3 · Objection and relief
$102,000 Of Penalties And Interest Cancelled On Relief — Residential Cleaning Franchise, Hamilton
The situation — A residential cleaning franchise, Hamilton, Ontario
An assessment of $102,000 landed at a residential cleaning franchise in Hamilton, Ontario following a desk review. The auditor had not seen the records behind a payroll clearing account that had never been brought to zero, carrying a balance nobody could explain.
What we did for A residential cleaning franchise, Hamilton, Ontario
We rebuilt sales from the processor settlement reports so gross sales, fees and refunds each landed in an account of their own, then set out the legislative basis for the position alongside the documents supporting it.
The result — A residential cleaning franchise, Hamilton, Ontario
$102,000 of penalties and interest was cancelled under the taxpayer relief provisions, and the underlying assessment was adjusted to match the filed position.
Case Study 4 · Cash and remittance control
$64,000 Of Working Capital Freed From The Tax Cycle — Multi-Processor Online Seller, Burnaby
Client: An online seller reconciling three payment processors · Where: Burnaby, British Columbia · Engagement: 3 weeks, fixed fee
Working capital freed$64,000
On-time remittancesEvery period since
Forecast horizon13 weeks
The situation — An online seller reconciling three payment processors, Burnaby, British Columbia
An online seller reconciling three payment processors in Burnaby, British Columbia was profitable on paper and short of cash every month. Input tax credits claimed on receipts that had already been claimed once explained most of the gap.
What we did for An online seller reconciling three payment processors, Burnaby, British Columbia
We rebuilt the ledger from bank and card statements, matched every receipt to a transaction, and removed duplicated input tax credits before they became a review and built a thirteen-week cash view so tax payments stopped competing with payroll for the same dollars.
The result — An online seller reconciling three payment processors, Burnaby, British Columbia
$64,000 was released back into working capital. Remittances have been on time every period since, and the forecast shows the tax outflow before it lands.
Case Study 5 · CRA review defended
Audit Defence Closed In 3 Weeks, $82,000 Cleared — Wedding Photography Studio, Victoria
Client: A wedding photography studio · Where: Victoria, British Columbia · Engagement: 3 weeks, fixed fee
Proposed tax cleared$82,000
Review duration3 weeks
OutcomeNo change
The situation — A wedding photography studio, Victoria, British Columbia
A wedding photography studio in Victoria, British Columbia was selected for review after a receivables list that included invoices collected eleven months earlier showed up in the CRA's automated matching. The proposed adjustment on hubdoc setup and support came to $82,000.
What we did for A wedding photography studio, Victoria, British Columbia
We recoded the meals and entertainment accounts to the statutory limit and reversed the over-claimed input tax credits before the next return went in. Every figure in the response traced to a source record the auditor could verify without asking a second question.
The result — A wedding photography studio, Victoria, British Columbia
The review closed with no change. $82,000 of proposed tax came off the table, and the documentation now in place makes the next review a short one.
Case Study 6 · Backlog brought current
6 Years Filed, $122,000 Removed From The Assessed Balance — Owner-Operated Trades Business, Guelph
Client: An owner-operated trades business · Where: Guelph, Ontario · Engagement: 4 weeks, fixed fee
Years filed6
Assessed balance removed$122,000
CollectionsStopped
The situation — An owner-operated trades business, Guelph, Ontario
An owner-operated trades business in Guelph, Ontario had not filed for 6 years. The CRA had issued arbitrary assessments, and the business was carrying meals and entertainment coded at full cost with the input tax credit claimed on the whole amount on top of a growing interest balance.
What we did for An owner-operated trades business, Guelph, Ontario
We started with the oldest year and worked forward so each year's closing balances fed the next. We set up a documented chart of accounts, a receipt-capture workflow and a monthly reconciliation that closes within ten days of month-end, filing the years in sequence rather than all at once.
The result — An owner-operated trades business, Guelph, Ontario
Every year is now filed and assessed on actual figures. The notional assessments were vacated and $122,000 of the estimated balance came off, with a payment arrangement covering the rest.
Reviewed for the 2025 tax year by Udit Gupta, Founder and Tax Accountant. These case studies are illustrative worked examples composed from the CRA rules that apply to this type of work, not specific client files; figures are representative and outcomes depend on your own facts.
