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Gondaliya CPA

Corporate Tax Filing Experts

Tax Accountant for Private Investigators in Ontario and Across Canada

What you sell is an answer someone is going to rely on, and you bill it as time and disbursements on a file that is often funded before the work starts. That is what makes an investigative practice hard to report. A retainer received for work not yet performed is income under ITA paragraph 12(1)(a) and reserved out under ITA paragraph 20(1)(m) to the extent the service has not been rendered, so the unearned part is a liability rather than revenue. Work performed but not yet invoiced at your year-end is income, and the ITA section 34 work-in-progress election belongs only to the professions that section names, which has never included investigators. Where a disbursement is recharged, ETA section 178 and ETA section 138 decide how it is treated, read off your engagement letter invoice by invoice. And where a single licensed operator incorporates and bills substantially one insurer, one law firm or one agency, the personal services business test in ITA subsection 125(7) is live and has to be looked at. We handle the retainers, the disbursements, the unbilled time and the capital pools — with AFFORDABLE flat fees.

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AFFORDABLE Private Investigator Tax Accountant

An investigative practice is usually one licensed person, or a handful, carrying the cost base of something much larger. There is a vehicle on the road, and a vehicle that meets the automobile definition in ITA subsection 248(1) and cost more than the prescribed limit lands in Class 10.1 rather than Class 10, where it sits alone in its own class and neither recapture nor a terminal loss arises when you dispose of it. There are cameras, optics and recording and field equipment in Class 8 at 20%, computers and storage in Class 50 at 55%, application software in Class 12 at 100%, an office leasehold in Class 13, and goodwill or an acquired file base in Class 14.1 at 5%. Mileage and a logbook are the evidence behind the vehicle claim, and ITA section 67.1 cuts the food and beverage portion of an expense to 50%. On top of that sit licensing, training and renewal fees, and errors and omissions cover that a client commonly wants in place before it will retain you at all, often written on a claims-made basis so it answers to a claim made while the policy is live. Every one of those is a real recurring deductible cost, and most of them are claimed badly or pooled into the wrong class.

As a private investigators accountant, we work with sole licensed operators and small practices doing surveillance, locates, background and due diligence, insurance and claims investigation, corporate and internal investigation, process serving and litigation support work across Ontario, with year-round support rather than a once-a-year scramble. We stay inside our own lane while we do it: we will not advise you on method, on what PIPEDA or provincial privacy legislation requires of you, or on whether a file retained through counsel is privileged. Those are real questions and they belong to your lawyer. Ours are the retainer, the invoice, the pools and the return, handled on AFFORDABLE flat fees that are quoted before the work starts.

Let us handle the numbers so you can stay on the file.

Gondaliya CPA team - accounting and tax services for private investigators

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Accounting That Understands How an Investigative Practice Actually Works

Four things decide whether an investigative practice reports its year correctly, and all four come from the same place: the money and the work move on different clocks, and the invoice carries two different kinds of line. At Gondaliya CPA, we understand that reality and provide practical, industry-focused solutions across Ontario.

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The Retainer Is Not Yours Yet

Money received for work not yet performed is income under ITA paragraph 12(1)(a) and reserved out under paragraph 20(1)(m) to the extent not rendered. The unearned part is a liability.

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Time and Disbursements Differ

Hours at a rate are one thing; recharged mileage, travel and search fees are another. ETA section 178 and ETA section 138 decide the treatment, read off your engagement letter.

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No Election for Unbilled Time

Work performed but not invoiced at period end is income. The ITA section 34 election names accountants, dentists, lawyers, doctors, veterinarians and chiropractors. Investigators are not among them.

⚠

One Client, One Structural Risk

Where an incorporated operator bills substantially one insurer, law firm or agency, the personal services business test in ITA subsection 125(7) is live. The consequences are severe and the question is factual.

Stay Compliant and Minimize Your Investigative Practice Tax

For a licensed investigative practice, staying onside with CRA and paying the least legal tax are the same job. We keep every filing on schedule while claiming every vehicle, equipment, licensing and insurance dollar the T2 allows, so nothing is missed and nothing invites a reassessment.

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Licensing, Privacy and Privilege

Investigators and the businesses that employ them are licensed in Ontario under the Private Security and Investigative Services Act, 2005, administered by the Ministry of the Solicitor General. We name the Act and the ministry and we treat what it requires of you as a question for the regulator, not something we assert. The same discipline applies to PIPEDA, the Office of the Privacy Commissioner of Canada and provincial privacy legislation, and to whether any engagement or work product retained through counsel attracts legal privilege: real, consequential, and your counsel’s to answer. What we do assert is that licensing, training and renewal fees, errors and omissions and general liability premiums, and CPI Ontario, CAPI, ASIS International and ACFE dues are deductible costs that belong in the ledger.

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CRA Obligations for Private Investigators

Staying compliant with CRA means more than one return a year. We manage GST34 returns at the 13% Ontario rate with registration tracked against the $30,000 threshold over four consecutive calendar quarters, retainers reserved under ITA paragraph 20(1)(m) for work not yet rendered, unbilled time brought into income at period end, recharged disbursements analysed against ETA sections 178 and 138 engagement by engagement, vehicles tested for Class 10 against Class 10.1 with a logbook behind the claim, subcontracted investigators tested on the Form RC4110 factors with T4A slips filed, and source deductions remitted on the PD7A by the 15th of the following month. These are the areas CRA looks at first on an investigative practice file.

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Year-End Deliverables for Private Investigators

At year-end, an investigative corporation needs a trial balance and financial statements that state the unearned retainer balance as a liability rather than burying it in fees, carry work in progress on files still open, show the vehicle, the field equipment, the computers and the acquired file base in their own pools rather than one lump, and split Class 10, Class 10.1, Class 8, Class 50, Class 12, Class 13 and Class 14.1, plus a T2 with GIFI that ties to your HST returns. A lender reads the retainer liability before it reads the bank balance. Our team prepares every deliverable on time.

Accounting & Tax Experts for Private Investigators

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Why Choose Our Accounting Services for Private Investigators?

1
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Tax Planning — Retainers & Pools

We settle the unearned retainer position before the year closes, split the vehicle, Class 8 field equipment and Class 50 computer pools properly, and protect the $500,000 Small Business Deduction.

2
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Consulting — Realisation by File

Our bookkeeping shows what each file earned against the hours and disbursements in it, so you can tell a profitable engagement type from one you are effectively subsidising.

3
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CRA Representation — Timing & Status

When CRA tests your revenue timing, your disbursement recharges or your contractor line, we prepare the response and pursue relief on Form RC4288 where a prior error caused the penalties.

4
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Bookkeeping — Cash Flow & Sale

We build the cash flow that carries disbursements paid out before a file settles, produce the statements your lender reads, and model the sale of the practice years ahead.

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Private Investigator Tax and Accounting Services in Ontario

📄

Corporate Tax Filing (T2) for Private Investigators

Professional T2 preparation with retainers reserved for work not yet rendered, unbilled time brought into income, the vehicle and equipment pools split properly, and CRA compliance on every line.

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Bookkeeping & Accounting for Private Investigators

Books that carry the unearned retainer balance as a liability, show hours and disbursements separately on every file, and tell you what each engagement actually earned.

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Payroll Services for Private Investigators

Staff and subcontractor payments handled properly, with PD7A remittances, T4 and T4A slips filed on time and classification tested against the Form RC4110 factors.

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GST/HST Filing for Private Investigators

AFFORDABLE HST filing at the 13% Ontario rate with every recharged disbursement analysed against ETA sections 178 and 138 before the return is filed.

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Tax Planning for Private Investigators

Smart tax planning on retainer timing against your year-end, vehicle and equipment purchases across the classes, the Small Business Deduction, and the exit structure.

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Corporate Catch-Up Filing for Private Investigators

File overdue T2 and HST years, rebuild the retainer, work in progress and capital pools you never had, and get back into CRA compliance with accurate catch-up support.

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CRA Audit Resolution for Private Investigators

Expert support on revenue timing, disbursement recharge and contractor classification audits, handled with confidence from the first letter.

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CPA Financial Statements (Notice to Reader) for Private Investigators

CPA-compiled financial statements that lenders accept, stating the unearned retainer balance as a liability and the acquired file base separately from equipment.

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Incorporation Services for Private Investigators

Full incorporation including NUANS, articles, share structure, and the section 85 rollover of your vehicle, equipment and goodwill into the company.

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Catch-Up Bookkeeping Services for Private Investigators

Months or years of invoices, retainer deposits, disbursement receipts and vehicle costs reconstructed and reconciled, so your revenue figure is finally accurate.

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US Corporation & LLC Tax Filing for Private Investigators

Cross-border filing where clients, subcontractors, owners or shareholders sit outside Canada, covering withholding, NR4 reporting and T1135 obligations.

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Voluntary Disclosure Program for Private Investigators

Come forward on retainers never brought into income, unbilled time left out or missing T4A slips before CRA calls, cancelling penalties through a Voluntary Disclosures Program application.

Accounting & Tax Services Tailored for Private Investigators

Real, practitioner-level CPA expertise for sole licensed operators and small investigative practices across Ontario — built for a business that bills time and disbursements on files funded in advance.

  • We prepare your T2 with GIFI on Schedule 100 and Schedule 125, separating investigative fee income, fixed-fee engagements, subcontract work performed for other practices and recharged disbursements onto their correct lines so CRA reads your return properly.
  • We bring retainers into income under ITA paragraph 12(1)(a) and claim the ITA paragraph 20(1)(m) reserve for the part of each engagement not yet rendered at year-end, so you are not taxed on work you have not done.
  • We bring work performed but not yet invoiced into income at period end, because the ITA section 34 work-in-progress election names six professions and investigators are not one of them, so leaving unbilled time out is an error rather than a choice.
  • We claim capital cost allowance on Schedule 8 with the vehicle in Class 10 or Class 10.1 depending on the subsection 248(1) test, field equipment in Class 8 at 20%, computers in Class 50 at 55% and software in Class 12.
  • We apply the ITA section 67.1 limit to the food and beverage portion of travel and meeting costs, claim bad debt on a written-off client invoice under paragraph 20(1)(p), and document the reasoning behind each position.
  • We carry an unearned retainer liability per client in QuickBooks Online or Xero and draw it down as time and disbursements are actually incurred, so your balance sheet always tells you how much of the bank is still somebody else’s money.
  • We post hours at a rate and recharged costs to separate accounts on every file, because a single combined fee line makes it impossible to see what your rate earned and what you simply passed through at cost.
  • We track work in progress on open files month by month, which is the only way an accurate period end exists for a practice whose engagements routinely run across two or three fiscal quarters.
  • We report realisation by file and by engagement type, loading travel, mileage, parking and third-party search costs against what each file billed, so an engagement type you are quietly subsidising becomes visible early.
  • We capture invoices and receipts through Dext, reconcile monthly, keep the mileage log tied to the vehicle pool, and hold the six years of records that ITA section 230 requires.
  • We test any investigator you engage on the Form RC4110 factors — control, tools, chance of profit and risk of loss, and integration — because the invoice and the label the parties used decide nothing at all.
  • We file T4A slips on the subcontracted investigators who are genuinely contractors, so the fees you deducted are reported the way CRA expects instead of sitting in an unsupported subcontract total.
  • We flag separately that whether a licensed investigator may be engaged as a contractor at all under the Private Security and Investigative Services Act, 2005 is a regulatory question for the ministry, distinct from the CRA analysis and not one we answer.
  • Where you do run payroll, we withhold income tax, CPP and EI in Wagepoint and remit on the PD7A by the 15th of the following month, with WSIB registered from the first hire.
  • We file your T4 slips and T4 Summary by the last day of February, reconcile them to the PD7A remittances made, and monitor Ontario payroll against the $1,000,000 Employer Health Tax exemption.
  • Investigative services are a taxable supply at the 13% Ontario rate, and we track your taxable supplies against the $30,000 small supplier threshold measured over four consecutive calendar quarters so registration happens on time.
  • We read every recharged disbursement against ETA section 178, which deems a reimbursement part of the consideration for your own supply except to the extent the expense was incurred as agent of the client.
  • Where a fee bundles the investigation with a recharged cost, we apply ETA section 138, which asks whether that cost was supplied with the service for a single consideration and is reasonably regarded as incidental to it.
  • We reach those conclusions from your engagement letter and your invoices rather than asserting an answer in the abstract, and we document the basis so the position holds up when a reviewer asks about it.
  • We claim the input tax credits on your vehicle, equipment, software, insurance-adjacent professional fees and office costs, and reconcile the GST34 filings to the fee income reported on your T2 every year.
  • We plan retainer collection and file closure against your fiscal year-end, because the 20(1)(m) reserve and the point at which a service is rendered together decide which year an engagement is taxed in.
  • We time vehicle and equipment purchases against your year-end, weighing the 55% Class 50 rate on computers against the 20% Class 8 rate on cameras and field equipment so the deduction lands where it is worth most.
  • We set the salary-versus-dividend mix for the owner, paying enough T4 salary to build RRSP room while the balance flows as dividends, so combined tax stays near the 12.2% Ontario small-business rate instead of 53.53%.
  • We keep active income under the $500,000 Small Business Deduction limit using ITA section 125, and we raise the ITA subsection 125(7) personal services business test for review wherever the practice bills substantially one client.
  • We plan at least two years ahead so your shares qualify for the $1.25M Lifetime Capital Gains Exemption under ITA 110.6, purifying retained cash that would otherwise fail the active-business asset test.
  • We reconstruct fee income, retainer deposits and recharged disbursements from invoices, bank deposits and client ledgers across your unfiled years, rebuilding the six years of records that ITA section 230 requires.
  • Late filing costs 5% of the balance owing plus 1% per month up to twelve months, so we file your oldest unfiled T2 first to stop the penalty compounding and limit the arrears interest CRA charges.
  • We rebuild the unearned retainer position at each missing year-end, because a catch-up filing that treated every deposit as revenue on receipt overstates income in one year and understates it in the next.
  • We bring unbilled time at each missing period end into income on the correct basis, which is a correction we make on almost every investigative file we inherit from another firm.
  • We rebuild the capital pools across the missing years, move computers and software out of Class 8 into Class 50 and Class 12, and test the vehicle against Class 10.1 rather than assuming Class 10.
  • When CRA tests your fee income against bank deposits, we produce the retainer reconciliation and the paragraph 20(1)(m) reserve calculation, because a funded file sitting in the account is not income already earned.
  • When CRA questions your period-end revenue, we show the work in progress schedule and the basis on which unbilled time was brought into income, which is where an investigative practice is most often reassessed.
  • When CRA challenges your disbursement recharges, we produce the engagement letters, the invoices and the ETA section 178 and section 138 analysis for each engagement type rather than an after-the-fact explanation.
  • When CRA challenges the subcontract line, we produce the agreements, the invoices and the Form RC4110 analysis for each investigator engaged, because that line is where a small-practice audit usually begins.
  • We file the Notice of Objection within 90 days of a reassessment and pursue taxpayer relief on Form RC4288, cancelling penalties and interest that can top $15,000 where a prior accountant’s error caused them, protecting your Tax Court rights.
  • We prepare the CSRS 4200 compilation engagement financial statements a lender requires across two fiscal years, whether the request is an operating line against receivables or finance for a vehicle and equipment refresh.
  • Your compiled statement of financial position shows the unearned retainer balance as the liability it is, so cash held against files that are still open is not read by a lender as equity you already own.
  • We show work in progress on open files honestly rather than leaving it out, because a practice that bills in arrears on long engagements looks far weaker than it is once that balance disappears.
  • We state the vehicle, the field equipment, the computers and any acquired file base in their own pools, because a lender and a buyer value a Class 14.1 file base on completely different evidence from cameras.
  • We deliver the compiled statements within 30 days of receiving your records and the year’s T2 figures, because a financing or equipment decision does not wait for a slow accountant to catch up.
  • We incorporate your practice under the Ontario Business Corporations Act, giving you limited liability on the work product a client relies on and roughly the 12.2% Ontario small-business rate against 53.53% personally.
  • Before we recommend it, we put the ITA subsection 125(7) personal services business test on the table: no small business deduction, an additional tax, and almost every deduction denied beyond salary to the incorporated employee.
  • We complete the section 85 rollover on Form T2057, transferring your existing vehicle, cameras, computers, software and goodwill into the corporation at elected amounts, deferring the capital gain a straight sale would otherwise trigger.
  • We set the opening Class 10 or Class 10.1, Class 8, Class 50, Class 12 and Class 14.1 schedules from the rollover so the corporation starts with an asset base that is correct rather than rebuilt from memory.
  • We open the corporation’s CRA Business Number, HST and payroll accounts within the first 30 days and build the chart of accounts with retainers, hours and recharged disbursements separated from the first invoice onward.
  • We rebuild months or years of neglected books from invoices, retainer deposits, disbursement receipts, fuel and mileage records and bank statements, so an operator who ran hard for two years finally gets a ledger that ties.
  • We unwind retainer deposits that were posted straight to fee income across the whole backlog, which is the single correction that most often changes both the revenue figure and the tax payable in every year involved.
  • We separate hours from recharged costs retrospectively on every file we can support, so the HST position on those recharges can be reviewed properly instead of being guessed at after the fact.
  • We rebuild the vehicle, equipment and software schedule from purchase invoices and split it across Class 10 or Class 10.1, Class 8, Class 50 and Class 12, which is almost always pooled incorrectly when we inherit a file.
  • We recover the input tax credits buried in unentered vehicle, equipment, software and office invoices, because two years of unfiled purchases on an equipped practice can hide five figures of credits.
  • Where a client is outside Canada, we review the place of supply and export rules against what was actually supplied and to whom, rather than treating a foreign billing address as an automatic answer either way.
  • Where you engage a subcontractor outside Canada, we address Regulation 105 withholding on services rendered in Canada and the T4A-NR reporting that follows, rather than paying the invoice as though the border made no difference.
  • Where a non-resident owns shares in your company, we handle the Part XIII withholding on dividends paid out of Canada and the NR4 reporting that follows, so nothing is missed at 25% or at the treaty rate.
  • We file Form T1135 where the owners’ foreign property costs more than $100,000, avoiding a penalty regime CRA applies whether or not any tax was actually owing on the holding itself in that year.
  • Where a US citizen is a shareholder of the company, we coordinate the Canadian and US returns, because their reporting obligations reach into a Canadian corporation in ways most owner families discover far too late.
  • We bring your company forward on retainer deposits that were never brought into income under ITA paragraph 12(1)(a), which is a quiet and cumulative error on a practice that has been funded in advance for years.
  • We disclose unbilled time left out of income at past period ends, correcting a position that was never an election because the ITA section 34 election was not available to your practice in the first place.
  • We correct subcontracted investigator payments made for years with no T4A slips filed, because the per-slip penalties and the classification exposure both sit behind that one line on your income statement.
  • We file your VDP submission on Form RC199 with a full reconstruction from invoices, client ledgers and bank records, so an operator who outgrew their bookkeeping is not left facing an arbitrary CRA assessment.
  • We confirm your disclosure is genuinely voluntary before CRA contacts you — the single condition that makes it valid — and secure the roughly 50% interest relief on the older years, turning a prosecution risk into a managed correction.

Private Investigator Tax & Revenue Check

Six quick questions on your retainer balance, your unbilled time, your disbursement recharges, your vehicle evidence, your capital pools and whether it is time to incorporate. No fee shown.

1. Is the unearned part of your client retainers carried as a liability rather than fee income?

2. Is work performed but not yet invoiced brought into income at your year-end?

3. Are recharged disbursements shown gross and read against ETA sections 178 and 138?

4. Is your vehicle claim supported by a mileage logbook and tested for Class 10.1?

5. Are computers in Class 50 rather than pooled with field equipment in Class 8?

6. Is your investigative practice incorporated?

Free CPA Consultation for Private Investigators

Case Studies: Private Investigator Accounting & Tax

Toronto Investigative Practice — Retainers Banked as Revenue

The problem: A Toronto practice took every client retainer straight to fee income on the day it cleared. At the December 31 year-end there were eleven files still open and funded, and the corporation was paying tax on work it had not yet performed. Nothing on the balance sheet said how much of the bank belonged to clients, and the following year looked like a collapse because the income had already been reported.

What we did: We rebuilt the client ledger file by file, identified the portion of each retainer not yet rendered at year-end, claimed the ITA paragraph 20(1)(m) reserve against it, carried the balance as an unearned retainer liability, and restated the prior year on the same basis.

The result:

  • $184,000 of funded work reserved into the year it was performed
  • $22,448 of corporate tax deferred to the following year
  • Unearned retainer balance now reported monthly, not found at year-end

Mississauga Practice — Disbursements Netted Away

The problem: A Mississauga practice recharged mileage, travel, parking and third-party search fees to clients and posted every recovery against the expense account it came from. Revenue and costs were both understated by the same amount, the HST on those recoveries had never been looked at, and there was nothing on file to show how any of it had been treated or why.

What we did: We rebuilt the invoices so hours and recharged costs appear separately and gross, then worked through the engagement letters for each engagement type against ETA section 178 and ETA section 138, documenting the basis for the treatment of each category rather than applying one rule to everything.

The result:

  • $96,300 of recharged disbursements brought onto the books gross
  • Documented ETA 178 and 138 analysis for every engagement type
  • HST filings reconciled to fee income for the first time

Ottawa Sole Operator — An Election That Was Never Available

The problem: An Ottawa sole licensed operator had left work performed but not yet invoiced out of income at three consecutive year-ends, on advice that a work-in-progress election covered it. The ITA section 34 election names accountants, dentists, lawyers, medical doctors, veterinarians and chiropractors, and an investigator is none of those, so there was no election and simply unreported income.

What we did: We built a work in progress schedule for each open file at each affected year-end, restated the three years, filed a Voluntary Disclosures Program application on Form RC199 before CRA made contact, and raised the ITA subsection 125(7) personal services business question for review because one insurer accounted for most of the billings.

The result:

  • Three years restated and disclosed before any CRA contact
  • $11,700 of penalties cancelled under the general program
  • Work in progress now measured at every month end

Our Simple Process

How We Work With Private Investigators

Know Exact Fees within 2 Minutes NOW

Our clear, efficient process ensures every step is transparent, building trust and long-term client relationships.

Here’s a simplified process approach:
Step 1

Kickoff (Document Request)

Collect prior T2 returns, your engagement letter templates, the client retainer ledger, open file list with hours recorded, invoices and disbursement receipts, vehicle purchase and mileage records, insurance and licensing invoices, and bank statements.

Step 2

First 30 Days (Cleanup & Setup)

Set up QuickBooks Online or Xero with Dext, open the unearned retainer liability and work in progress accounts, rebuild the Class 10 or 10.1, 8, 50, 12 and 13 schedules, and run the RC4110 analysis.

Step 3

Monthly Close

Retainer drawdown reconciled per client, work in progress updated on open files, hours and recharged disbursements separated, realisation by engagement type, GST34 prepared, and subcontractor payments reconciled to slips.

Step 4

Quarterly Planning Review

Salary and dividend mix, file closure timing against the year-end, vehicle and equipment purchases across the classes, the personal services business question where billings concentrate, and cash flow against disbursements paid out early.

Step 5

Year-End Close & T2 Filing

Trial balance, financial statements with the unearned retainer balance stated as a liability and work in progress shown, the ITA paragraph 20(1)(m) reserve settled, T2 with GIFI, and CRA preparation.

Get Your Investigative Practice Taxes Done Right Today

Transparent Pricing for Private Investigators

Affordable Pricing for Private Investigators

Know Exact Fees within 2 Minutes NOW

We believe in clear, upfront pricing so you know exactly what to expect. All fees include HST.

  • Tax Preparation (Corporation) — From $400
  • Tax Return Filing (Corporation) — From $400
  • Tax Compliance Audit — FREE CRA audit support for our clients
  • Tax Strategy — FREE for our clients
  • Accounting Base Plan — From $100 per month
  • Bookkeeping Management — Free for our Accounting clients
  • Financial Reporting — Free for our Accounting clients
  • Business Formation — Flat $35
  • Incorporation Process — Flat $35
  • Entity Setup Assistance — Flat $35
  • Full-Service Payroll — From $125 per month

Payment is by Interac e-Transfer to info@gondaliyacpa.ca only. Security question: Not Applicable, as auto-deposit is enabled.

Meet Your Lead Private Investigator Accountant

Meet your lead private investigator accountant. As your licensed practice and corporate tax adviser, you deal with the same two people every year.

Sharad Gondaliya CPA

Sharad Gondaliya, CPA

Principal

Bio

647-212-9559
sharad@gondaliyacpa.ca

Vandana Goel CPA

Vandana Goel, CPA

Accounting Specialist

Bio

647-250-0242
vandana@gondaliyacpa.ca

What Our Clients Say

1300+ five-star reviews from private investigators, licensed practices and professional service owners across Ontario and Canada.

Serving Private Investigators Across Ontario

Our CPA team provides specialized accounting and tax solutions for private investigators and small licensed practices throughout Ontario. We understand why a funded retainer is a liability until the work is rendered, why unbilled time at period end is income with no election available, how a recharged disbursement has to be read against the engagement letter, and what CRA looks at first when it opens an investigative practice file.

Toronto (ON)

55 Queen St E Ste 1205, Toronto, ON M5C 1R6, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Mississauga (ON)

2100 Camilla Rd #716, Mississauga, ON L5A 2J8

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Brampton (ON)

4 Starhill Crescent, Brampton, ON L6R 2P9, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Scarborough (ON)

24 Clementine Square, Scarborough, ON M1G 2V7, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Vaughan (ON)

19 Cabinet Crescent, Woodbridge, ON L4L 6H9, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Oshawa (ON)

210 Durham St, Oshawa, ON L1J 5R3, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Ottawa (ON)

2090 Neepawa Ave a314, Ottawa, ON K2A 3L6, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Etobicoke (ON)

60 Stevenson Rd #1601, Etobicoke, ON M9V 2B4, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Hamilton (ON)

70 Starling Dr, Hamilton, ON L9A 0C5, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Guelph (ON)

1155 Gordon St, Guelph, ON N1L 1S8, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Windsor (ON)

4387 Guppy Ct, Windsor, ON N9G 2N8, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

North York (ON)

150 Graydon Hall Dr #912, North York, ON M3A 3B2, Canada

+1 (647) 212-9559

9:00 AM – 8:30 PM (Mon – Sun)

Private Investigator Accounting & Tax FAQs

Should I incorporate my private investigation practice?
Incorporating gives you limited liability, which matters when what you sell is an answer a client relies on, plus roughly a 12.2% Ontario combined rate on the first $500,000 of active income against a personal rate up to 53.53% when unincorporated. The decision turns on whether you earn more than you withdraw, because that surplus is what a corporation lets you defer. For a sole operator there is a prior question that has to be answered honestly first: where almost all of the billings come from one insurer, one law firm or one agency, the personal services business test in ITA subsection 125(7) is live, and if it applies the small business deduction is gone, an additional tax applies, and almost every deduction beyond salary to the incorporated employee is denied. We put that test on the table before we recommend anything. When incorporation does make sense, we handle the section 85 rollover on Form T2057.
Is a retainer income when I receive it?
Yes, and then partly reserved back out, which is the part most practices miss. An amount received for services not yet rendered is brought into income under ITA paragraph 12(1)(a) in the year you receive it, and ITA paragraph 20(1)(m) then allows a reserve for the portion of the service that has not been rendered by your year-end. The practical effect is that the unearned part of a retainer is a liability on your balance sheet rather than revenue on your income statement. Both halves of that have to be done. A practice that banks retainers as income overstates its year and pays tax early on work it has not performed, and a practice that parks retainers as a liability and never brings anything into income has missed 12(1)(a) entirely. We see both errors, and the second one is usually the more expensive when CRA finds it.
Is unbilled time at my year-end income, and can I use the section 34 election?
Work performed but not yet invoiced at your period end is brought into income, and no, the election is not available to you. ITA section 34 lets a taxpayer elect to exclude work in progress from income, but it names the professions it applies to: accountant, dentist, lawyer, medical doctor, veterinarian and chiropractor. Private investigators have never been on that list. That matters because files in this business routinely run for months, so the unbilled balance at a year-end can be a large number, and a practice leaving it out of income is not electing anything, it is simply filing an incorrect return. The fix is a work in progress schedule maintained monthly on open files rather than reconstructed under pressure in the week before a filing deadline.
Do I charge HST on investigative services?
Investigative services are a taxable supply, and in Ontario the rate is 13%. Registration becomes mandatory once your taxable supplies pass $30,000 over four consecutive calendar quarters, and many practices cross that line without noticing because the retainer deposits arrive unevenly. The place of supply follows the recipient, so a client outside Ontario or outside Canada raises a separate question that is answered on what was supplied and to whom rather than on a billing address. Registering voluntarily before you reach the threshold is often worth doing, because an equipped practice buying a vehicle, cameras, computers and software is paying a lot of recoverable tax on its inputs. We track the threshold for you and tell you when to register rather than finding it after the fact.
How do I treat a recharged disbursement for HST?
It depends on the engagement letter, and it is read invoice by invoice rather than decided once for the whole practice. ETA section 178 deems a reimbursement of an expense to be part of the consideration for your own supply, except to the extent you incurred that expense as agent of the client. Where a fee bundles the investigation together with a recharged cost for a single consideration, ETA section 138 asks whether that cost is reasonably regarded as incidental to the service and therefore part of the same supply. Those are the two frameworks, and we will not tell you in the abstract which way any particular recharge falls, because the answer sits in how your engagement was written and what you actually agreed to do. What we will do is work through each engagement type with you, document the basis, and make the invoices consistent with it.
Am I a personal services business if I bill substantially one insurer?
That is a question of fact and we will not conclude it for you from a description, but it is the single most important thing for an incorporated sole operator to have looked at. The test sits in ITA subsection 125(7) and it asks, in substance, whether the individual performing the work would reasonably be regarded as an employee of the client but for the existence of the corporation. If a corporation is a personal services business the consequences are severe: the small business deduction is not available, an additional tax applies, and almost every deduction is denied beyond salary and benefits paid to the incorporated employee. A single client providing nearly all of the revenue, working to the client’s direction and schedule, is exactly the fact pattern the provision was written for. We review it on your actual arrangement, document the analysis, and discuss what could be changed.
What CCA class is my surveillance vehicle, and do I need a logbook?
A work vehicle normally goes to Class 10. Where the vehicle meets the definition of an automobile in ITA subsection 248(1) and cost more than the prescribed limit, it falls into Class 10.1 instead, and Class 10.1 behaves differently in a way that matters: each vehicle sits in its own separate class, and on disposal there is neither recapture nor a terminal loss. Whether a given vehicle meets that definition and whether its cost exceeds the limit are both determined on the facts and on the figures for the year in question, so we check it rather than assuming, and we do not quote a limit from memory. The logbook is the other half. Mileage records are the evidence behind the business portion of every vehicle cost you claim, and a claim with no logbook behind it is the easiest adjustment a reviewer will ever make.
What CCA class are my cameras, recording equipment and computers?
Cameras, optics, recording equipment, field equipment and office furniture generally go to Class 8 at 20%. Computers, laptops and storage generally belong in Class 50 at 55%, and application software licences in Class 12 at 100%, as does equipment cheap enough to fall within that class. An office leasehold goes to Class 13 over the term of the lease, and goodwill or an acquired file base lands in Class 14.1 at 5%. The error we inherit most often is everything pooled into Class 8, which understates the deduction on exactly the computer equipment that becomes obsolete first, and leaves a vehicle sitting in the wrong class as well. Correcting it recovers real money, and the correction has to be made while the years are still open to adjustment.
Can I deduct my licensing, insurance and association costs?
Yes, where they are incurred to earn income from the practice. Licensing, training and renewal fees are ordinary recurring deductible costs of operating. Errors and omissions cover and general liability premiums are deductible, and professional cover of this kind is often written on a claims-made basis, which means it answers to a claim made while the policy is live rather than to work done while it was live. That distinction has real consequences when a policy is replaced or allowed to lapse, and the terms, limits, exclusions and dates are matters for your broker and your lawyer rather than for us. Association dues to bodies such as CPI Ontario, CAPI, ASIS International and the ACFE are deductible too. What we do not do is tell you what the licensing regime requires of you, because that is the ministry’s to state and not ours.
Do I file a T4A for a subcontracted investigator?
For the ones who are genuinely contractors, yes. First the relationship has to be tested against the factors in Form RC4110: control over how and when the work is done, who supplies the vehicle and equipment, whether the worker can subcontract, and the chance of profit against the risk of loss. Someone who works only for you, to your schedule, using your equipment, looks very different on those factors from a licensed operator who takes files from four practices and owns everything he uses. Filing slips supports the deduction you claimed and makes the classification question visible to you before a reviewer raises it. There is a separate question we flag but do not answer: whether the licensing regime independently affects how a licensed investigator may be engaged is a matter for the Ministry of the Solicitor General, not a tax conclusion.
Will you advise me on privacy law, privilege or how I run a file?
No, and we think it matters that we say so plainly. PIPEDA, the Office of the Privacy Commissioner of Canada and provincial privacy legislation are real and they bear on a practice that collects and holds information about people, but what any of them requires or permits of you is a question for your lawyer and the regulator, not for your accountant. The same goes for whether an engagement or a work product retained through counsel attracts legal privilege, and for anything to do with how a file is actually worked. We will never offer you a view on method. What we do is the tax and the accounting: the retainer, the invoice, the disbursements, the pools, the payroll and the return. Keeping that boundary clear is part of doing our side properly.
What can a private investigator write off?
Vehicle operating costs and fuel supported by a mileage logbook, travel, parking and accommodation on a file, third-party fees you absorb rather than recharge, licensing, training and renewal fees, errors and omissions and general liability premiums, subcontracted investigator fees, office rent, phone and internet, professional fees, and CPI Ontario, CAPI, ASIS International and ACFE dues. On capital, cameras and field equipment go to Class 8 at 20%, computers and storage to Class 50 at 55%, software to Class 12, the vehicle to Class 10 or Class 10.1, an office leasehold to Class 13 and acquired goodwill or a file base to Class 14.1, all on Schedule 8. ITA section 67.1 limits the food and beverage portion of an expense to 50%, and a bad debt on an unpaid client invoice is deductible under paragraph 20(1)(p).
How do I value my investigation practice if I sell it?
A buyer prices the recurring client relationships, the file base and the people, in that order, and discounts hard where the practice is one licensed person whose personal relationships are the whole business. The unearned retainer balance is deducted rather than added, because funded work still to be performed is an obligation the buyer inherits. Work in progress is negotiated separately and is worth arguing about, which is one more reason to have measured it monthly rather than estimating it during a sale. The structure decides what you keep: a share sale can access the $1.25M Lifetime Capital Gains Exemption under ITA 110.6 where the shares qualify, with purification of retained cash and a two-year runway. An asset sale triggers recapture where proceeds beat undepreciated capital cost, and goodwill and an acquired file base land in Class 14.1.

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Private Investigator Accounting & Tax Done Right.

Retainers brought into income under ITA paragraph 12(1)(a) and reserved under paragraph 20(1)(m) for work not yet rendered, the unearned balance carried as a liability rather than revenue, unbilled time brought into income at period end because the ITA section 34 election was never available to this practice, every recharged disbursement read against ETA section 178 and ETA section 138 engagement by engagement, the vehicle tested for Class 10 against Class 10.1 with a logbook behind the claim, computers in Class 50 at 55% instead of pooled in Class 8, and the ITA subsection 125(7) personal services business test raised before incorporation rather than after. AFFORDABLE flat fees, no hourly billing. Licensed CPA Ontario. 1300+ five-star reviews. 30-Day Money-Back Guarantee.



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