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Interview With an Accountant: Tips for Freelancers

When we decide to be freelancers, fiscal matters can quickly become a puzzle. Between admissible deductions, tax regulations, and managing variable incomes, it is easy to feel overwhelmed.     It is for this reason that we met Rose Fréchette-Jobin, owner of Comptabilité RFJ, a passionate accountant who made helping freelancers one of her specialties. In this interview, she shares practical tips to optimize your taxes, avoid costly mistakes, and structure your business from the start. <h3>1. Who are you, and what is your occupation? What services do you offer?</h3> My name is Rose and I am the owner of Comptabilité RFJ, a young accountant and passionate entrepreneur. When I started, I had a clear objective in mind: to simplify accounting and make it more accessible. I wanted to create a space where everyone in front of me could understand their numbers and use this information to make better business decisions. I sincerely believe that an entrepreneur, even with minimal accounting knowledge, will make more informed and strategic decisions. My approach is therefore both human and educational. I am part of a generation of accountants who want to break away from the old ways, eliminate unnecessary jargon, and create an accessible language tailored to the realities of today's entrepreneurs.   I am also a mom. I then understand balancing work, family, and business challenges very well. My accounting firm, Comptabilité RFJ, is growing, and I am surrounding myself with a young, dynamic, and engaged team. We share a common mission: to make accounting more straightforward, more understandable, and closer to our clients. My services are mainly focused on individuals, freelancers, SMEs, people with rental incomes or woodlots. I offer: <ul> <li> Tax return preparation (individuals, self-employed, corporations) </li> <li> Tax reports (GST/QST) </li> <li> Bookkeeping and monthly accounting </li> <li> Business startup, support, and business plan development </li> <li> Support based on client needs  </li> </ul> Every mandate that excites me is an opportunity for me to bring concrete value.  <h3>2. You just mentioned that you worked with many freelancers. Why does this clientele interest you?</h3> Indeed, I have this clientele at heart. Working with freelancers and self-employed individuals means collaborating with passionate people who take ownership of their projects. The relationship is more direct and authentic. A genuine trust develops.  They are often individuals who manage everything themselves and require a sense of being listened to, guided, and understood. They do not want removed, cold, or complicated accounting. They want to understand and ask any questions without embarrassment. And it is precisely what I want to offer. I also notice there is a huge need for education in this field. Many self-employed individuals do not realize they're missing out on important deductions, or they make mistakes that can harm their personal tax return. Since their business and personal taxes are interconnected, any error can have a direct impact on their refund or balance owing. So this is a clientele that I find not only enriching on a human level, but also essential from a technical standpoint. <h3>3. Why would a freelancer need an accountant?</h3> In my opinion, a freelancer needs an accountant for so much more than just numbers. It is a question of vision, profitability, and trust. An accountant can optimize deductions, plan accounts, structure data, but also be a real business partner. When you are a freelancer, you often juggle multiple contracts, irregular income, invoicing, and time management. Having an accountant ensures that your methods are effective, your business model is viable, and that you are aligned with your objectives. And most importantly, having someone to ask your questions to when you're wondering: "Am I making enough profit? Am I charging the right rate? Should I invest in this tool? Am I compliant?" A good accountant does not only work with numbers: they help you propel your project. <h3>4. According to you, what should someone do first if they want to become a freelancer?</h3> When we decide to become self-employed, the first step is to gather relevant information. Too many people leap without knowing anything about their tax obligations, how to create an invoice, or how to keep their important documents. Ultimately, the actions we take at the outset can prevent many mistakes later and even help us save money in the long run.  Here are the first steps I recommend: <ul> <li> Choose the proper structure (self-employed or corporation) based on your type of activity and goals.  </li> <li> Open a separate bank account to keep your personal and business finances properly separate.  </li> <li> Set up a simple tracking system (using Excel, software, or a customized tool) to record your income and expenses from the start.  </li> <li> Be aware of which expenses are deductible so you do not miss out on essential deductions. </li> <li> Understand when and how to register for taxes, even if it's not yet mandatory.  </li> <li> Do a basic profitability calculation: how much you need to charge to cover your expenses, your time, and generate real income. </li> </ul> Something I often discuss with my clients who are starting their business is calculating the hourly rate or cost price. Too many freelancers set their rates randomly, without considering their expenses (variable or fixed) and personal situation. Yet, knowing exactly how much you must earn to reach your income goal is essential to building a viable business model. The best thing to do from the start is to quickly surround yourself with good people, even if it is only for a one-hour consultation. Having good foundations from the beginning helps you avoid unpleasant surprises, tax omissions, and fosters genuine trust to move ahead. <h3>5. What common mistakes do you see, and how can they be avoided?</h3> <ul> <li> Not knowing allowable expenses: gas, furniture, software, and phone. </li> </ul> <ul> <li> Not keeping the original receipts: they are essential if there is an audit. </li> </ul> <ul> <li> Not managing the tax on personal or professional use correctly. For example, when an item is used 30% of the time for business purposes and 70% for personal use, we need to apply this ratio to both the expense and the recoverable taxes. This mistake is common and can lead to tax return errors. </li> </ul> These mistakes can be avoided by simply making a call or scheduling a yearly appointment with an accountant. I encourage people to consult the Revenu Québec and the CRA official guides, which have clear and accessible lists. <h3>6. In your opinion, is it better to register for tax from the beginning?</h3> Yes, in many cases it is an excellent strategy. Although it's not mandatory for businesses with revenue below $30,000 for four consecutive quarters, registering allows you to recover the taxes paid on business-related purchases. It's a concrete way to improve your profitability, especially at startup when expenses are often higher.  We need to understand that when we charge taxes, we act on behalf of the government. These amounts must be given on time and well managed. Yet, the administrative burden remains minimal with the right tools or the support of an accountant.   If you are planning to make major purchases (e.g., computer equipment, office renovations, vehicles, etc.), registration allows you to claim a considerable tax refund. Many people hesitate due to fear of the obligations, but the benefits often outweigh the drawbacks, particularly if you have proper support. <h3>7. What percentage of its revenue should a freelancer put aside for taxes?</h3> I recommend putting aside 25% to 30% of its net revenues to cover taxes, QPP, QPIP, and other social contributions. It may vary depending on deductions and personal circumstances, but it's a good starting point to avoid surprises.  <h3>8. Which business expenses are deductible? And which ones are not?</h3> A business expense is a cost you incur for the sole purpose of earning business income. It is a fundamental principle. We also need to evaluate if the expense is eligible in whole or in part (in the case of the mixed personal/professional use).  Here are several examples of allowable expenses according to government categories: General business expenses: Advertising meals and entertainment (50% deductible in most cases, except specific exceptions like long-haul truck drivers), bad debts, insurance premiums, short-term interest and bank charges, long-term interest, business taxes, licenses, membership fees, office expenses, office supplies, legal fees, professional dues, accounting fees and professional fees, management and administration fees, commercial rent, maintenance and repairs, salaries and benefits (employer), property taxes on commercial property, business travel expenses, telephone, utilities (electricity, heating), fuel and oil (depending on use, except for motor vehicles already included in another category), delivery, transport, courier, commissions paid, conventions, training, professional development. Motor vehicle expenses: Gas and fuel, electricity (zero-emission vehicles), maintenance and repairs, insurance premiums, additional business insurance, registration and permits, interest (vehicle loan), short-term rental fees (100% deductible), parking (if allowable). Home office expenses (proportional to professional use): Heating, electricity, residential internet access, home insurance premiums, maintenance and repairs, mortgage interest (allowable portion), property taxes, residential telephone (professional portion only). Generally not deductible: Personal expenses, personal gifts or those not compliant with tax limits, fines or penalties. Every situation deserves individual analysis. It is for this reason that I always recommend that my client document their expenses and ask their questions. Some detailed lists are also available on the CRA and Revenu Québec websites, which I often use to ensure that no financial opportunities are omitted.  <h3>9. Which documents must I have in hand when I meet my accountant?</h3> It all depends on the type of appointment, but the more prepared you are, the more efficient the meeting will be. Here are the basic documents to have with you: <ul> <li> Bank and credit card statements (personal and business, if applicable)  </li> <li> Complete record of income and expenses (Excel, software, or notebook)  </li> <li> Purchase invoices, sales invoices, and necessary receipts  </li> <li> Tax slips  </li> <li> List of capital assets purchased during the year (e.g., computer, furniture, vehicle)  </li> <li> Your tax remittances (GST/QST), installment payments, or proof of DAS if applicable  </li> <li> A summary sheet of changes experienced during the year: moving, new family situation, parental leave, change in business status, etc. </li> </ul> But beyond technical documentation, what matters most is to come with an open mind, questions, and notes on what struck or worried you during the year. Good communication with your accountant makes all the difference: we can ask the right questions, spot forgotten credits, and provide better advice moving forward. For example, I have had a client who told me spontaneously that she had cancer two years earlier. She was unaware that some credits could be applied, yet we were able to request a retroactive application that enabled her to recover substantial sums. Without this human discussion, this credit would have been lost. So yes, come prepared, but most importantly, do not be afraid to discuss your reality. What you live influences your accounting, and it is our job to guide you through all that.  <h3>10. How often should I meet with my accountant if I own a business?</h3> The ideal frequency for consulting your accountant depends on several factors, including the size of the business, the volume of transactions, the level of complexity of operations, growth objectives, and, of course, the tax obligations to be met (such as tax reports, installment payments, and payroll). This is what I recommend to my clients: <ul> <li> At least once per year, in order to produce tax reports and make a complete annual statement. This meeting enables us to verify that all deductions have been claimed and that the accounting is up to date. We can also consider possible improvements for next year. </li> </ul> <ul> <li> Quarterly, for those who must file tax reports (GST/QST), make installment payments, or validate their profitability and adjust their strategies. This regular follow-up helps avoid errors, better plan cash flow, and maintain a clear and constant view of financial performance. </li> </ul> <ul> <li> Monthly, in cases where there is payroll, a high volume of transactions, or specific cash flow, financing, or control issues. This is often the case for growing businesses, self-employed individuals with multiple parallel projects, or incorporated companies that want close support. </li> </ul> But beyond the frequency, what makes the difference is the quality of the relationship with your accountant. Having someone you trust, who is available and understands your reality and can answer your questions quickly, is inestimable. It is what transforms a simple financial obligation into a real business strategy.   Personally, I encourage my clients to establish contact as early as the beginning of the year to implement a structure tailored to their needs. Then, they should return mid-year to conduct a review and correct the situation if necessary, to welcome tax season with serenity. This rhythm is often more profitable than rushing at the end of the year.  In summary, prevention is better than cure. An ongoing relationship with your accountant allows you not only to meet your obligations but also to grow, optimize, and move forward with confidence. <h3>11. How can we contact you? Are you taking on new clients?</h3> Yes! We have also recently increased the number of team members to better accommodate the new requests. You can contact us: 877-762-1741  Website: <a href="http://www.comptabiliterfj.com ">www.comptabiliterfj.com </a> Email: info@comptabiliterfj.com  Facebook and Instagram   We are a human, dynamic, and engaged team. Our priority is to simplify accounting, popularize what seems complicated, and guide you with clarity and benevolence.

Ariane