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Locking a Document to a Bill

By Mary Cooper

updated 1 day ago

You can lock the document to bill, so that the client can see that a new file is available, but they will not be able to view or download it until the bill for the work has been paid. Once it has been paid, the document automatically unlocks for the client.

Covered here:

Locking a Document to a Bill Overview

TaxDome allows you to lock any document to a bill for the work you put into preparing it—a handy feature that helps you better manage your billing altogether.

Once you have finished preparing a particular form or tax return, you next upload it to the client’s TaxDome portal. If you do not choose to lock the document to a its bill, the client will be able to immediately download it. You do have that option. However, you can instead lock the document to its bill.

In general, we recommend locking documents to bills when you upload to facilitate your billing process. When uploading any prepared document, you’ll have the option of either locking it to an existing bill or creating a new bill to lock the document to.

If you prefer to upload a document first, then create the bill later, that works too—the order in which you do this is flexible. You can upload a document first, then lock it to a bill later when you create the bill. And you can always edit existing documents if necessary.

Locking a New Document to a Bill

To lock a new document to a bill, follow these steps:

1. Click +NEW on the left sidebar, select Document, find the name of the client whose document you are uploading. You’ll see a list containing your five most recent clients. If the one you are looking for does not appear there, type their name, ID, or email into the search field. Please note: If the document you’ve selected is for a different client than the one you originally chose, you can always specify another in the document uploading window that follows (see here).

2. Click the UPLOAD DOCUMENTS button and locate the file on your computer. 

Permitted file types: PDF, MS Office, QuickBooks Desktop, images, and zip archive files. With all file types, the maximum upload size is 100 Mb.

3.  Select the file’s destination: In this case, you would choose Firm prepared document for client.

4. Enable the Do you want to lock this document to an unpaid bill? option, then select an existing bill or click Create New Bill to make a new one.

5. Select a due date for the bill and enter the amount of the bill.

6. By default, the bill will be assigned to the person who created it. However, you can select another team member to assign the bill to if you need to.

7. Add a text description (up to 150 characters) to give the client an idea of what services the bill is for and includes.

8. Click Submit to create the bill.

9. Click Upload to add the locked document to your client’s TaxDome portal.

Locking an Existing Document to a Bill

To lock an existing document to a bill, follow these steps:

1. Click on Clients in the left sidebar, select the client’s name, go to the Docs tab, then open the We Prepared subtab.
2. Click on the sideways ellipsis to the far right of the document, then click Edit.
3. Enable the Do you want to lock this document to an unpaid bill? option, then select the bill that you want to lock the document to. A document can only be tied to one bill, while a single bill can have multiple documents locked to it.
4. Click Save to keep your changes.

Changing the Bill a Document is Locked to

You can change the bill a document is locked to at any time.

Click on Change in the Edit Document pop-up, select the new bill you want to lock the document to, then click Save.

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