Service description
Businesses that claim workspace-related deductions or manage employee health data need documentation that is organized, accurate, and defensible. We prepare workspace assessment records, employee-data handling summaries, and supporting schedules in formats aligned with CRA reporting requirements and PIPEDA obligations. This service is typically delivered as an add-on to an audit or seating-planning engagement, ensuring the consulting work you have already commissioned produces records that serve your finance and compliance teams as well as your facilities team.
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Who This Service Is For
This service is designed for Canadian businesses that claim workspace-related expenses, manage employee health or ergonomic data, or operate under compliance obligations that require organized, defensible records. Finance managers, HR directors, and facilities teams all have a stake in documentation that is accurate and audit-ready.
It is most commonly delivered as an add-on to an existing audit or seating-planning engagement with us, so the consulting work you have already commissioned produces a second layer of value: records that serve your compliance and finance contacts just as directly as they serve your operations team.
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What the Documentation Covers
Each engagement produces a workspace assessment record structured for CRA reporting, an employee-data handling summary aligned with PIPEDA obligations, and supporting schedules for workspace-related expense claims. We also provide document retention guidance so your team knows exactly how to manage these records going forward.
The final package is delivered in both editable and PDF formats, giving your accountant or tax counsel the flexibility to work with the material in whatever way their process requires. A review meeting with your finance or compliance contact is included to walk through the package before it is finalized.
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How the Process Works
Because this service is grounded in the consulting work already completed, the documentation process begins with a structured review of the assessment findings and any employee data collected during the engagement. We organize that material against CRA reporting requirements and PIPEDA obligations, identifying any gaps that need to be addressed before the records are finalized.
Once the draft package is assembled, we schedule the included review meeting with your nominated finance or compliance contact. Feedback from that meeting is incorporated, and the final document package is delivered within the engagement window of three to five business days from the point the add-on is commissioned.
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Calibrated to the Standards That Apply to You
Canadian occupational health guidelines and PIPEDA shape the way we collect and handle employee data throughout every engagement. The documentation we produce reflects those same standards — not as a formality, but as a precise alignment between the work performed and the regulatory framework your organization operates within.
We do not interpret tax law or act as your accountant. What we do is ensure that the workspace dimension of your records is thorough, consistently structured, and organized in a way that gives your tax counsel and finance team a solid, legible foundation to work from.
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Standalone and Multi-Entity Options
For organizations that need documentation without an accompanying audit, a standalone documentation engagement is available. This is suited to businesses that hold prior-year workspace records — whether prepared by us or held internally — and need those records reviewed, updated, and brought into alignment with current conditions or regulatory changes.
Organizations operating across more than one legal entity can extend the engagement to cover additional entities at a defined per-entity rate. This makes the service practical for holding companies, multi-site operators, and businesses that have recently restructured and need documentation that reflects the current corporate picture accurately.
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Why the Detail in Our Documentation Matters
A record that is vague, inconsistently structured, or missing supporting schedules is not a compliance asset — it is a liability. Our consultants approach documentation with the same methodical discipline they bring to a physical workspace audit: every element is accounted for, every figure is traceable, and the final package is organized so that someone unfamiliar with the original engagement can follow it without difficulty.
That level of precision takes more time than a template-based approach, and it is reflected in how we price this service. For organizations where the cost of a poorly documented claim or a data-jwk75 question far exceeds the cost of getting the records right the first time, the investment is straightforward to justify.
What the service includes
- Workspace assessment record structured for CRA reporting
- Employee-data handling summary aligned with PIPEDA
- Supporting schedules for workspace-related expense claims
- Document retention guidance
- One review meeting with your finance or compliance contact
- Final document package in editable and PDF formats
How an engagement unfolds
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Discovery call
We begin with a 30-minute call to understand your organization's size, current challenges, timeline, and priorities. This shapes the scope and ensures we propose only what you actually need.
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Scope and proposal
Within 3 business days we send a written proposal with a clear scope, deliverable list, timeline, and fixed fee. No hourly billing surprises.
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On-site engagement
Our senior consultant arrives on the agreed date, conducts measurements, observations, and interviews, and photographs every relevant zone. Staff disruption is kept to a minimum.
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Analysis and documentation
We analyse findings, produce annotated floor plans, specifications, and strategy documents, and apply a thorough internal review before sending anything to you.
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Delivery and walkthrough
We present findings and recommendations in a structured walkthrough meeting — in person or by video — and answer questions from your team. One revision round is included.
Price
| As add-on to any audit or planning service | $950 |
|---|---|
| Standalone documentation engagement | $1,600 |
| Multi-entity documentation (per additional entity) | $600 |
Gross prices are for guidance only. You will receive an exact quote before work begins.
Frequently asked questions
Does this replace the advice of our accountant or tax counsel?
No. We prepare the workspace documentation in a structured format; your accountant or tax counsel remains responsible for the actual tax filing and any regulatory interpretation.
How is employee data protected during this process?
All personal data collected during our engagements is handled in accordance with PIPEDA. We collect only what is necessary, store it securely, and do not retain it beyond the engagement unless you request otherwise in writing.
Can you update documentation from a previous year?
Yes. If you have prior-year workspace records we prepared or that you hold internally, we can review and update them to reflect current conditions and any regulatory changes.
