--- title: "How to Switch Accountants in Canada: Steps, Timing, Records" url: https://www.everstonecpa.com/blog/how-to-switch-accountants description: "How to switch accountants in Canada: what to ask for, who requests your file, what a handover includes and the best time of year to move. See the steps." type: guide updated: 2026-10-12 summary: "Switching accountants is far easier than most owners expect — there’s no awkward conversation, you won’t lose your tax history, and it usually takes about an hour of your time over a couple of weeks. Your new CPA requests your files, obtains CRA authorization, and handles the takeover. The hardest part is simply deciding to do it." faq_count: 8 publisher: EverStone CPA Inc., a Chartered Professional Accountant firm registered with CPA British Columbia and CPA Alberta service_area: British Columbia, Alberta, Ontario and Manitoba language: en-CA contact: info@everstonecpa.com · https://www.everstonecpa.com/book-online --- [Home](https://www.everstonecpa.com/) [Blog](https://www.everstonecpa.com/blog) How to Switch Accountants in Canada (Without the Hassle) Switching # How to switch accountants *without the hassle* By EverStone CPA · Updated September 2026 · 8 min read Most business owners stay with an accountant they’ve outgrown for one reason: they think switching will be a painful, awkward, risky ordeal. It isn’t. The hard part is deciding to do it — the mechanics are handled almost entirely by your new firm, and the whole thing is usually done in a couple of weeks. Here’s exactly how it works. If you are choosing again rather than for the first time, [what to ask an accountant in Mission](https://www.everstonecpa.com/blog/choosing-an-accountant-mission-bc) adds the questions that matter where practices change hands. **Quick answer:** Switching accountants is far easier than most owners expect — there’s no awkward conversation, you won’t lose your tax history, and it usually takes about an hour of your time over a couple of weeks. Your new CPA requests your files, obtains CRA authorization, and handles the takeover. The hardest part is simply deciding to do it. Almost all of the work sits with the new firm. **Rather have a CPA handle this?** A CPA at EverStone replies with a straight answer and a fixed fee for your situation. [Get My Fixed Quote →](https://www.everstonecpa.com/book-online) ## Signs it’s time to switch You don’t need a dramatic reason. But if a few of these sound familiar, you’re likely overpaying in money, tax or stress: - You only hear from them once a year, at filing time — never with proactive advice. - Every phone call and email seems to show up on the bill. - You’re passed around junior staff and never speak to the same person twice. - They miss deadlines, or you’re always chasing *them*. - They can’t explain your own numbers in plain English. - You’ve grown — incorporated, added payroll, started charging GST, and they haven’t kept up. An accountant should save you more than they cost and make your life simpler. If yours does neither, switching is a business decision, not a personal one. ## The 5-step switch (and who does what) Switching is more procedural than most owners expect, and almost none of it falls on you. Each step below says who does it and roughly how long it takes. - **A first conversation with the new firm.** Fit, a fixed fee, and what they take over. Your time: about 30 minutes. - **Sign an engagement letter.** Scope and fee in writing. Your time: a few minutes. - **The new firm requests your records.** A professional clearance letter to the previous accountant; you do not make the call. Your time: none. - **Authorize the new firm with the CRA.** Online or by signed form. Your time: about ten minutes. - **Hand over and go.** The new firm reconciles where it picks up. Your time: forwarding documents. ### 1. Have a first conversation with the new firm Start with a free, no-obligation consult. A good firm will confirm they’re the right fit, quote you a [fixed fee](https://www.everstonecpa.com/pricing), and explain what they’ll take over. Nothing is committed until you say go. *Your time: about 30 minutes.* ### 2. Sign an engagement letter This sets out the scope and the fixed fee in writing, so there are no surprises. *Your time: a few minutes to review and e-sign.* ### 3. The new firm requests your records Professional standards require your new accountant to send a **professional clearance letter** to your previous one, requesting your prior-year files and working papers. This is routine and expected — you don’t make the call yourself. *Your time: none.* ### 4. Authorize the new firm with the CRA You grant your new CPA access to your CRA business and personal accounts (a couple of clicks in [My Business Account](https://www.everstonecpa.com/glossary#mba), or a signed authorization form). From that moment they can see your full history, balances and any open items. *Your time: about ten minutes.* ### 5. Hand over and go The new firm reconciles where they’re picking up, and your filings carry on without a gap. *Your time: minimal — mostly forwarding documents.* **Ready to switch?** You sign one CRA authorization and we request your records from your previous accountant. You never have to make that call. [How switching works with us](https://www.everstonecpa.com/switching-accountants), or [get a fixed quote](https://www.everstonecpa.com/book-online?service=monthly-tax#enquiry-form) first. [Get My Fixed Quote](https://www.everstonecpa.com/book-online?service=monthly-tax#enquiry-form) ## “But won’t I lose my history?” This is the fear that keeps people stuck, and it’s unfounded. Your tax history is held by the **CRA**, not your accountant. Once your new CPA is authorized, they can see prior years’ returns, carryforward losses, capital cost balances, instalment payments and correspondence. The continuity is in your CRA account, and it moves with you automatically. Not sure how this applies to you? Every corporation’s situation is different. Send an enquiry to a CPA and get a straight answer, plus a fixed quote before any work starts. [Send an Enquiry →](https://www.everstonecpa.com/book-online) [See fixed fees](https://www.everstonecpa.com/pricing) ## Do I owe my old accountant an explanation? No. A brief, courteous note — “Thank you for your work; we’ve decided to move our accounting to another firm” — is more than enough. You don’t need to justify the decision or get into a debate. The professional clearance process handles the file transfer on its own. One practical note: settle any outstanding invoice with them. A firm can withhold work product it prepared if there’s an unpaid bill, though your own source documents always belong to you. Clear the balance and the handover is friction-free. ## When to make the move The tidiest time is **right after a year-end has been filed**, when the previous accountant’s work is complete and there’s a natural line to draw. But don’t let timing trap you: if you’re facing a deadline or you’ve simply had enough, a capable firm can step in mid-year and take over the next filing. Waiting another full year with the wrong accountant usually costs more than switching now. ## The bottom line Switching accountants is one of the lowest-effort, highest-return decisions a business owner can make. The new firm does the heavy lifting, the CRA preserves your history, and you end up with someone who actually answers your emails. If you’ve been putting it off, the process is genuinely easier than the year you’ll spend if you don’t. Sources - [CPABC — Chartered Professional Accountants of British Columbia](https://www.bccpa.ca/) - [Canada Revenue Agency — About the CRA](https://www.canada.ca/en/revenue-agency.html) This article is general information for Canadian business owners and is current as of July 2026. It is not tax, legal or accounting advice, and it does not create a client relationship. Tax rules change and your situation is unique, so please [speak with a CPA](https://www.everstonecpa.com/book-online) before acting on anything here. About this article **EverStone CPA** Prepared and reviewed by a Chartered Professional Accountant at EverStone CPA, a CPA firm working with small and midsized businesses in BC, Alberta, Ontario and Manitoba. [About the firm →](https://www.everstonecpa.com/about) · [Send an enquiry →](https://www.everstonecpa.com/book-online) Working through this locally? We advise owners on it as a [Mission small business accountant](https://www.everstonecpa.com/accountant-mission). If the timing points to a year-end handover, the first job a new firm takes on is usually the corporate return; [T2 preparation](https://www.everstonecpa.com/corporate-tax-return-t2) sets out what we need from the previous accountant. ### Keep reading What a virtual accountant costs → [Salary vs dividends explained →](https://www.everstonecpa.com/blog/salary-vs-dividends-2026) [See everything we handle →](https://www.everstonecpa.com/services) [Authorizing your accountant with CRA →](https://www.everstonecpa.com/blog/cra-my-business-account-setup-guide) [Switch to a CPA →](https://www.everstonecpa.com/accountant-abbotsford) [When your accounting firm is acquired or merges →](https://www.everstonecpa.com/blog/accounting-firm-merged-what-now)[How to File a T2 Return in Canada: The Six Steps, in Order →](https://www.everstonecpa.com/blog/how-to-file-t2-return-canada) Switching questions ## Frequently asked questions **Is it hard to switch accountants?** No. The new firm handles almost all of it. With your written permission they request your prior-year files and CRA access and take it from there. Most business owners are fully moved over within a couple of weeks, and it rarely takes more than an hour of your time. **Do I have to tell my old accountant I’m leaving?** You don’t have to have an awkward conversation yourself. Professional courtesy means your new accountant sends what’s called a professional clearance letter to your old one, requesting your records. A short, polite note from you saying you’re moving on is enough — no explanation required. **Will I lose my tax history if I switch?** No. Your history lives with the CRA, not your accountant. Your new CPA gets authorized on your CRA business and personal accounts and can see prior filings, carryforward balances, instalment records and correspondence. Nothing is lost in the move. **When is the best time to switch accountants?** Right after your year-end filing is the cleanest break, because the previous accountant has finished their work. But you can switch any time — even mid-year. If you’re unhappy or facing a deadline, sooner is better than waiting, because a good firm can step in and take over the upcoming filings. **What if my old accountant is holding my records?** Your firm must return your own source documents (your receipts, bank statements and records). They can hold back work they prepared if there’s an unpaid bill, but your underlying data is yours. In practice, once fees are settled the handover is routine, and your new CPA manages the request for you. **What is a professional clearance letter?** It is the routine letter your new accountant sends to your previous one requesting your prior-year files and working papers. Professional standards expect it, so it is anticipated rather than confrontational, and you do not make the call yourself. It is the mechanism that moves your file between firms with essentially no demand on your own time. **How long does switching actually take?** Usually a couple of weeks, and around an hour of your time in total. Most of the work sits with the new firm: the clearance letter, the file request, and reconciling where they are picking up. Your part is a short first conversation, e-signing an engagement letter, and granting CRA authorization, which takes only a few minutes. **How do you switch accountants in Canada?** In five steps: a first conversation with the new firm, a signed engagement letter with a fixed fee, a professional clearance letter from the new firm to your old one requesting your records, CRA authorization for the new firm through My Business Account or a signed form, and a handover. Most owners are moved over within a couple of weeks, using about an hour of their own time. ## Thinking about making the switch? Tell us your year-end and who has your file now. A CPA replies by email within one business day with the next steps and a fixed fee. [Get My Fixed Quote](https://www.everstonecpa.com/book-online)[Book a Paid Advice Call](https://www.everstonecpa.com/advice-call) **Run your own numbers with the free calculators:** [check your GST/HST math](https://www.everstonecpa.com/gst-hst-calculator) · [run the incorporate-or-not numbers](https://www.everstonecpa.com/incorporation-calculator) · [Payroll deduction calculator](https://www.everstonecpa.com/payroll-deduction-calculator) [← How much does an accountant cost in BC? (2026 fee guide)](https://www.everstonecpa.com/blog/how-much-does-an-accountant-cost-bc) [Should you incorporate in BC or stay a sole proprietor? →](https://www.everstonecpa.com/blog/incorporate-vs-sole-proprietor-bc) Unsure whether last year’s work was handled correctly? You can [an independent review of your return](https://www.everstonecpa.com/second-opinion), a fixed-fee, no-obligation review. ## Have a question about this? Ask it free through [the quick-question form](https://www.everstonecpa.com/quick-question) and a CPA replies by email within one business day. For something that needs a proper look, a one-off **Advice Call** is a paid 45-minute session with a Chartered Professional Accountant: $225 plus GST, booked by email or phone with a secure payment link. It is credited against your first invoice if you become a client within 60 days. Looking for an accountant to take this on rather than an answer? [Send an enquiry](https://www.everstonecpa.com/book-online). [Ask a Free Question](https://www.everstonecpa.com/quick-question) [Book a Paid Advice Call](https://www.everstonecpa.com/advice-call) Email info@everstonecpa.com ★★★★★ “…He is very knowledgeable and has saved me tons in taxes by restructuring my group of companies — the best accountant I've worked with in the last 10 years, after switching from three different firms.” Matt Hildebrandt · Google review --- Source: https://www.everstonecpa.com/blog/how-to-switch-accountants Prices: https://www.everstonecpa.com/pricing · Contact: info@everstonecpa.com · https://www.everstonecpa.com/book-online