Locking a Document to a Bill

You can lock a document to a bill so that the client sees it’s available but won’t be able to view or download it until the work has been paid for. Once the bill is paid, the document automatically unlocks for the client.

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Locking a Document to a Bill, Explained

TaxDome allows you to lock any document to a bill for the work that went into preparing it, a handy feature that helps manage billing altogether.

Once you’ve finished preparing a document, you upload it to the client account TaxDome portal. Uploaded files are not visible to the client until you make them public. If you don’t lock a document to a bill while making it public, the client can immediately download it—but you also have the choice to lock it to a bill.

We recommend locking documents to bills when uploading them to the Public section—or when making private documents public—to facilitate the billing process. When making any prepared document public, either lock it to an existing bill or create a new bill to lock it to.

Of course, if you want to make the document visible to the client first, and then create the bill, you have that option. The order of how you do it is completely flexible; e.g., upload the document to Public first, then lock it to a bill later when creating the bill. And you can also edit public documents when needed.

Locking a Public Document to a Bill While Uploading

To lock a document to a bill when you upload it to the Public section:

1. Click +NEW in the left sidebar menu, select Document, find the client account the document is for, drag-and-drop it to any folder in the Public section, then click the UPLOAD button.

2. In the pop-up, click the EDIT & UPLOAD button.

3. Turn on the Lock this document to an unpaid bill toggle, then select the bill that you want to lock the document to. Multiple documents can be locked to the same bill. 

4. Click UPLOAD to upload the file you’re locking to the bill.

Locking a Document to a Bill in the Desktop App

If you’re using the TaxDome desktop app (for Windows or Mac) to upload a file, you can also lock it to a bill: 

1. Select the Public section for the file.

2. Turn on the Lock this document to an unpaid bill toggle, then select the bill you want to lock the document to from the list, or click CREATE NEW BILL to create a new one, then сlick CHOOSE

3. Click UPLOAD FILES to upload the document you are locking to the bill.

Locking a Private Document to a Bill

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

1. Go to the Docs tab of the client account. In the Private subtab, select the checkbox(es) next to the document(s) you want to lock to a bill, click the Move button, then select a folder in the Public section. 

2. Turn on the Lock this document to an unpaid bill toggle, then select an existing bill or click Create New Bill to make a new one.

3. Select a due date and enter the amount of the bill.

4. By default, the bill will be assigned to the person who created it, but you can select another team member.

5. Add a description (150 characters max) to let the client know what services the bill is for.

6. Click Submit to create the bill.

7. Click Upload to move the locked document to the Public section.

Locking an Existing Public Document to a Bill

If you haven’t selected a bill when uploading or moving a document to Public, you can lock it to a bill at any time:

1. Click on Clients in the left sidebar menu, select the client account, go to Docs, then open the Public subtab.

2. Click on the three-dots icon to the far right of the document, then click Edit.

3. Turn on the Lock this document to an unpaid bill toggle, then select the bill you want to lock the document to. Multiple documents can be locked to the same bill. 

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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