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For a Canadian solo founder, useful SR&ED documentation is a dated record of what you could not yet achieve or explain, what you tried to learn, how you tested it, what happened, and what you concluded. Keep that technical trail alongside records showing who did the work, when it happened, and how claimed costs were calculated. A notebook can help, but no particular format makes work eligible.

What SR&ED documentation needs to show

The Canada Revenue Agency (CRA) assesses whether work meets SR&ED requirements; documentation supports the account of that work and the related expenditures. For work to qualify, CRA says it must be conducted in Canada, seek a scientific or technological advancement, and involve a systematic investigation or search in a field of science or technology through experiment or analysis. CRA’s SR&ED eligibility guidance describes technological uncertainty as uncertainty about achieving a result because the relevant scientific or technological knowledge base was insufficient at the outset.

A hard bug, an ambitious feature, or a product that is new to you does not by itself establish that kind of uncertainty. The useful question is whether the result could be achieved or explained using the knowledge and approaches available when you began, and what investigation was needed to resolve the gap.

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How to record a technical investigation

Write entries close to the work, in your own technical language. For each potentially relevant effort, record the following as it develops. This is a practical synthesis of CRA guidance, not a CRA-prescribed template.

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  1. Question or uncertainty: State what result you could not achieve or explain with the knowledge and approaches available at the start.
  2. Objective: Describe the technological capability or knowledge you were trying to reach.
  3. Hypothesis or approach: Record what you thought might work and why.
  4. Experiment or analysis: Explain what you changed, compared, measured, or investigated, with enough detail to make the method understandable.
  5. Observed result: Capture actual outputs, test data, failures, constraints, and unexpected obstacles—not just the intended outcome.
  6. Interpretation and next step: Note what the result showed, what it ruled out, and what you decided to try or analyze next.
  7. Timing, people, and costs: Preserve dates, activity or time records, project ownership, invoices, payment evidence, and accounting records relevant to claimed expenditures.

CRA’s T4088 Guide to Form T661 says the evidence should address the technical details requested in the form and support the expenditures claimed. Technical records explain the work; time and financial records help support the costs. Keep both, and make it possible to connect them to the project.

Use records you already create

CRA lists a range of possible evidence, including project plans, experiment designs, project records or laboratory notebooks, software design, system architecture, source code, trial-run records, progress reports, meeting minutes and virtual chats, test protocols and results, analyses and conclusions, photographs or videos, prototypes, time or activity records, invoices, payroll records, and accounting records. The examples are not exhaustive, and CRA does not expect every item for every project. Relevance depends on the content, not simply on whether an artifact exists.

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For a software product, a useful trail might connect a dated issue or design note to a specific code change, test protocol, test output, and follow-up decision. Preserve the underlying artifacts in a way that lets you identify what they relate to and when they were created. Source code alone may show that software changed; paired with records of the uncertainty, investigation, results, and conclusions, it can help make the technical story clearer.

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Choose a recordkeeping format you can sustain

CRA names project records and laboratory notebooks as examples, but does not require a physical notebook or endorse a particular product. Paper notes, digital project records, source control, issue tracking, test data, and other artifacts can all be useful depending on their content. As a practical matter, choose a system that lets you keep entries dated and specific, link tests to code or other artifacts, trace changes, and retrieve time and cost records. Those are useful organizing criteria, not an official CRA ranking of formats.

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CRA describes contemporaneous records—documents generated while SR&ED is being carried out—as the most common supporting evidence. Its guide calls dated, signed, specific documentation the best evidence. If you have limited detailed contemporaneous records, CRA says that alone should not automatically discourage a claim, particularly for a first-time claimant, and suggests consulting CRA about other evidence. That is not a promise that a claim will be accepted.

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Keep the eligibility question separate from the paperwork

A complete notebook cannot turn routine implementation or a known design method into eligible work. CRA’s description of a systematic investigation involves generating an idea or hypothesis consistent with known facts, testing it through experiment or analysis, drawing logical conclusions from findings, and keeping evidence as work progresses. Simply following a systematic process is not enough on its own.

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Use records to accurately show what happened, rather than trying to retrofit ordinary product development into an SR&ED narrative. If you are unsure how your work fits the criteria or how to document a claim, consult CRA guidance or a qualified Canadian SR&ED tax adviser. Even when another person prepares a claim, CRA says the claimant remains responsible for its accuracy.

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