CRM (Advanced): Custom Fields

TaxDome provides a whole set of custom fields, but you may want to create some of your own too. Custom fields allow you to add details about your accounts and contacts. Some examples of custom fields for accounts would include Address, City and Type; examples of custom fields for contacts could include Birthday and Best Time to Call.

A custom field can be created by a firm owner, an admin or a team member who has access rights to manage custom fields.

Covered here:

Account Custom Fields

You get to include specific details about an account by filling in custom fields. Inside a client account, go to the Info tab, then click on the Edit link. Under Account info, fill in the custom fields you want to see added to the Account Details page, click on the Continue button and then click Save.

Adding Account Custom Fields While Importing

Create new custom fields for accounts while importing your client data to TaxDome:

1. Once you’ve reached the Map Accounts stage of the import, you might see that there’s no custom field to pair with a column header name you used on your spreadsheet. Don’t worry! Create a new custom field by selecting New field from the drop-down menu.

2. Under Field name, enter what you would like to call it; for example, City, Size or Website.

3. Click Save.

Once the import is complete, the new custom field is available for all your accounts.

Adding Account Custom Fields from Settings

You can also add account custom fields whenever you want from your settings:

1. Go to Settings, select Custom Fields, then click on + Add field.

2. Enter a name for the field (for example, EIN, SSN or Best Time to Call), then click Save.

Fill in the new custom field by going to the Create client account page or to the account's Info tab.

Adding Custom Fields from a Client's Profile

Inside a client’s account, go to the  Info tab, click on the Edit link, then click on the three dots to the right of Account info and select Add account custom field. Fill in the name for your new custom field, then click Save.

 You can also add custom fields when creating a new account.

Adding Custom Fields for Existing Accounts

If you want to add custom fields to all of your existing accounts, follow these steps:

1. First, export all your accounts by going to the Clients page and clicking Export Accounts. You’ll receive an email with an attached zip CSV file with all your accounts.

2. Open the CSV file and delete all columns from the spreadsheet except for the account name column. Add columns for the custom fields you want to add and fill in the data.

3. Save your spreadsheet as a CSV file.

4. Upload the spreadsheet to TaxDome by clicking the Import button on the Clients page.

5. Map the account fields. Create corresponding custom fields in TaxDome by selecting New field in the drop-down menu. More on adding account custom fields while importing.

6. Skip the other steps and click on the last step,  Start Import. No new accounts will be created. Instead, the new custom fields will be added to your existing accounts.

Contact Custom Fields

Contact custom fields allow you to add details about your contacts. There are two types of contact custom fields in TaxDome:

  • Text: Any additional info you need to have about your clients. For example, you may want to add a Job Title or a Birthday custom field.
  • Email: You may want to use these to add email addresses for your contact -- for example, a secondary email address such as work or personal. Portal access, notifications and email sync settings could be toggled on and off for each of the contact's email addresses. 

tip

Tip! Email addresses entered in custom fields will show up in a contact search.

Adding Contact Fields While Importing

Add custom fields to your contacts when you import your client data to TaxDome:

1. Once you’ve reached the Map Contacts stage of your import, you might notice that there is no contact property name to pair with a column header name you used on your spreadsheet. Don’t worry! Create a new contact property name or custom field by selecting New field from the drop-down menu.

2. Select the field type: Text or Email, then enter the name for your field. For example, for a text field, you might want a Daytime Phone or a Birthday contact field.

3. Click Save.

Once the import is done, the new custom field will be available for all your contacts.

Adding Contact Custom Fields from Settings

Add new custom fields to your contacts whenever you want:

1. Go to Settings, select Custom Fields, then Contacts, and then click on + Add Field.

2. Select the field type: Text or Email.

3. Enter a name for the new custom field under Field name—for example, Birthday, EIN, SSN or Best Time to Call—then click Save.

Once you've created the new custom field, it will be available for all of your contacts.

Adding Custom Fields for Existing Contacts

If you want to add custom fields to all of your existing contacts, follow these steps:

1. First, export all your accounts: Go to your Clients page. In the Contacts section, click Export Contacts. You’ll then receive an email with an attached zip CSV file of your contacts.

2. Open the CSV file and delete all columns from the spreadsheet except for the contact name column. Add columns for the custom fields you want to create, then fill in the data.

3. Save the spreadsheet as a CSV file.

4. To upload the spreadsheet to TaxDome, go to your Clients page. In the Contacts section, click Import

5. Skip the steps to map contacts fields. Create corresponding custom fields in TaxDome by selecting  New field from the drop-down menu. More on adding contact fields while importing.

6. Click Continue and then Start Import on the last step.

7. Click Merge duplicates to add the new data to your existing contacts.

Editing/Deleting Custom Fields

You can always edit the custom fields you’ve created. Go to Settings, select Custom Fields, then choose Contacts or Accounts.

  • To rename: Click the pencil icon to the far right of the field you want to edit, make your changes, then click Save.

  • To change the order: Click and hold the move icon to the far right of the field, drag-and-drop it, then click Save.

  • To delete: Click on the trash can icon to the far right of the field you want to remove, then confirm. Once a field has been deleted, it will no longer be available in your contacts or accounts. Also, this affects all templates in which the custom field was used as a shortcode.

Searching Custom Field Content

You can search for specific contact or account custom-field content by using a keyword in the slide-out search field on the left:

  • Type in the search field within the Contacts or Accounts section. Press enter on your keyboard to view your search results. Click the x in the search field to clear it.
  • Click the search button on the left sidebar on any page, type in the search field, then review the results in the Accounts and Contacts tabs.

Using Custom Fields as Shortcodes

Custom fields are also used as shortcodes, or dynamic data, to add recipient-specific text, such as a person’s birthday or phone number. In the chart below, find out where to use account and contact custom fields as shortcodes:

Account custom fields Bulk email (in the subject line and/or body text)
Email templates (in the subject line and/or body text)
Invoice templates
Bulk invoices
PDF Invoices
Chat templates
Job templates
Contract templates
Contact custom fields Bulk emails
Email templates
tip

Tip! For your individual clients, we recommend adding each client's first name, last name and address as account custom fields during import. This will allow using this info as shortcodes in message and contract templates where contact fields are not supported.

For example, if you use the custom field Estimated tax payment in an email template, the recipient will receive an email with their estimated tax payment (if that custom field has been filled out in their contact details).

Using Account Custom Fields in PDF Invoices

You can have account custom fields in PDF invoices

Go to the Firm Details subtab of the Firm Settings tab from Settings. In the Invoice customization section, toggle on the account custom fields that you want to include in your PDF invoices. Click Show more to see all available account custom fields.

Using contact custom fields when requesting IRS transcripts

You can use contact custom fields to simplify requesting IRS transcripts. Once you have custom fields added to contacts and filled in, this info can automatically be transferred to the corresponding fields when you request transcripts. 

Custom field A corresponding field in requesting transcripts
SSN  Taxpayer ID Number 
First name Legal first name
Last name Legal last name
Company name Business name

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