Onboarding Step-By-Step Instructions

Onboarding Phase I

Name Reservation (If applicable) Skip to next step if not reserving a name.
a. Request a copy of Driver’s License (For name and address accuracy)
b. Register Account with MYMC (You may not be able to add all information e.g. Incorporation date, or Business Number, or add the direction since it requires the incorporation date, skip these for now).
c. Document the date the name reservation was filed in communications.
Incorporate: This is done once name reservation is approved.
a. If you did not apply for a name reservation, please follow steps a and b in section 1.
b. If you had already registered the account due to a name reservation, please enter the information you skipped the first time, e.g. Incorporation Date, Business Number, and add the director.)

Onboarding Phase II

Incorporation Completed
a. MYMC will receive an email from Companies Office with the following: Articles of Incorporation, Business Number Document, and Invoice. Download these onto your computer and upload them to the client’s MYMC account.
b. Create the Corporate Binder in MYMC (See Instructions: Setting up the Corporate Binder on MYMC. )
c. Email the client to inform them that the incorporation is complete and their next step is to open a corporate bank account. The email includes:
– PDFs of Articles of Incorporation, Business Number Document, Invoice, Shareholder’s Register, and Director’s Register.
– Explanation of the purchase of shares. For example, if they have 100 shares, they may purchase those for $100.00, in which case they may put $100.00 into their corporate bank account.
– Ask the client to print corporate cheques for taxes on salary and accounting fee purposes.
– Let the client know to contact us when the bank account is made to set up an onboarding meeting.
d. Schedule onboarding meeting. Send email with the following:
– Appointment date and time confirmation.
– Salary document (This will speed things up during the onboarding meeting if the client has already decided upon a salary) Find the Salary Document Here
– Reminder to bring cheques, most recently filed personal income tax return and social insurance number.
– Inform them of what will happen at the onboarding meeting. (Set up GST account, My Business Account and authorize MYMC. Discuss salary and source deductions, Accounting fees, MYMC app, and paperwork training.
Onboarding Meeting with MYMC
(Download/Print Onboarding documents for this meeting Onboarding Documents)
a. Open GST account (Instructions For Opening a GST/HST Account) – Do this first to ensure the corporation is linked to the client’s SIN# – This will ensure we do not have to call CRA to request they link it when making My Business Account. Confirm Year End date and quarterly GST filing with client.
b. Make My Business Account. (Instructions for Creating a My Business Account) (Email client instructions if onboarding remotely. Walk through the process in person if they come in to the office)
c. Authorize MYMC on their my business account (Instructions For Authorizing Representatives) – If account set up is complete. If they needed to request access code, we arrange to meet again when that comes in the mail
d. Set up accounting fees. Make a copy of one of their cheques to create a VOID cheque and agree on fees. Sign paperwork.
e. Go over the service agreement and company policies with the client, get them to sign the form. Find Service Agreement Here
f. App set up and training. You May Find All App Training Videos/Articles Here
– Send an invitation to our app. (You may do this by going to the client’s account, go under “Authorized Representative” and click the green “Send Invitation Email” button found on the menu bar on the right. )
– Have the client create an account
– Ask the client to download the MYMC app from app/play store.
– Explain Per Diem/PVL and teach the client how to use these features.
– Teach the client how to take photos of paperwork. Get them to take a photo of the accounting fee form and void cheque then upload to the app.
– Explain how to upload files stored in their phone (e.g. pay statements, cell phone bills, etc.)
g. Paperwork checklist. Find the Checklist Here
– Give the client a printed copy of our monthly paperwork checklist to keep in their truck or office as a reminder.
– Inform the client that if they force MYMC to claim expenses that do not meet CRA guidelines, we will require them to sign a waiver stating that MYMC is not liable to defend this expense.
h. Salary Discussion Salary Document Found Here
– As the client how much money they need to pay their bills.
– Go over average Per Diem and PVL then arrange a salary based on how much money they still need after the Per Diem/PVL payment.
– Explain paying Source Deductions on the 15th of every month. Account managers will contact the client on the first month of paying source deductions but the client will be responsible for remembering that the fee will come out on the 15th of all the following months.

Onboarding Phase III

Office Manager Introduction
a. Introducing the client to our office manager.
b. Assign the client to an office manager in MYMC. ***ADD TUTORIAL FOR THIS***
c. The office manager will assign the client to a work station.
d. The account manager will be responsible to end the onboarding contract, add the new contract, and add the preauthorized payment information. How to Add Contracts and Preauthorized Payment in MYMC
e. The account manager will call the client to confirm the first accounting fee and salary start date.

Maria Thiessen