Locking documents to bills is a handy feature that can help you manage your billing. Once a document has been prepared by an accountant, it is uploaded to the client's TaxDome portal. If the document has not been locked to any bill, the client will be able to download the document immediately.
If the document has been locked to a bill, the client will be able to see the new file. However, they will not be able to view or download the file until the bill has been paid. Once the bill has been paid, the document is automatically unlocked.
Normally, we recommend that you lock documents to a bill when you upload them in order to facilitate the billing process. When uploading a prepared document, you’ll have the option of either locking the document to an existing bill or creating a new bill to lock the document to.
If you prefer to upload documents first and create the bill later, that’s alright because the order is flexible. You can upload a document first, then lock it to a bill later when you create the bill. You can also edit existing documents if necessary.
Locking a New Document to a Bill
To lock a new document to a bill:
- Click the +NEW button on the Sidebar, select Document, then select the client from the list. You can see the five most recent clients here. If there is no client you are searching for among them, start typing their name, ID or email. You can also change the client’s name right in the document uploading window.
Note that if you accessed the +NEW button from the client’s profile, you will go ahead to the document uploading. You will be able to select another client after selecting files for upload.
Then click the Upload documents button and locate the file you wish to upload on your computer. The permitted file types are PDF, Word, Excel, images, and ZIP achive files. For all types of files with the exception of ZIP, the maximum upload file size allowed is 25 MB. For ZIP archive files, the maximum upload file size allowed is 50 MB.
2. Select File Destination - Firm prepared document for client.
3. 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 add a new one.
4. Select a due date for the bill and enter the amount of the bill.
5. By default, the credit for the bill will be assigned to the person who created it. However, you can select another team member to receive the credit if you wish.
6. Add a text description (of up to 150 characters) to give the client an idea of what the bill includes.
7. Click Submit to create the bill.
8. Click Upload to add the locked document to the system.
Locking an Existing Document to a Bill
To lock an existing document to a bill:
- Go to Clients and click a client's name, then go to Docs > We Prepared.
2. Click on the ellipsis icon next to the existing 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 wish to lock the document to. Documents can only be tied to one bill, while a single bill can have multiple documents locked to it.
4. Click Save to save your changes.
Changing which Bill a Document is Locked to
You can change which bill a document is locked to at any time.
Simply click on Change in the Edit Document pop-up next to the bill info, then select the new bill that you wish to lock the document to and click Save.