Email: Overview

With the Email feature, you won’t need to use Gmail or a third-party app while working. Email sync connects your email account with TaxDome to keep all your TaxDome business in one place and enhance your back-and-forth with clients.

What is email in TaxDome

Email in TaxDome is a secure integrated feature that allows you to send messages from your email account and view correspondence from your clients directly in the TaxDome portal. The system works by syncing your existing email provider (Gmail, Outlook, Microsoft 365, etc.) with TaxDome rather than creating a separate email system.

Once synced, all client correspondence is automatically gathered in one centralized location - you can access it either within each client’s profile or from global Communications page . This means that regardless of which team member communicates with a client, every email exchange is accessible through the client-specific inbox. This centralized system ensures complete visibility of all client communications across your entire team.

What is email sync

Email sync is the underlying technology that makes email functionality work in TaxDome. It’s a two-way connection between your email provider and TaxDome that:

• Imports client emails from your provider inbox into TaxDome
• Sends emails from TaxDome through your email account
• Maintains synchronization so emails appear in both systems
• Organizes messages automatically by client profile

Each team member syncs their individual email account with TaxDome. TaxDome supports all major email providers, with streamlined setup for Gmail, Outlook, and Microsoft 365.

Note

After synchronization, only conversations with your clients from the TaxDome contact list will be transferred to the TaxDome inbox. Other emails from employees’ mailboxes will not be accessible from the portal.

Why having email synced with TaxDome matters

Email sync transforms how accounting firms manage client communication. Here’s what changes when you sync:

How email sync works

The email sync system operates through a secure connection between your email provider and TaxDome:

For incoming emails:

1. Client sends email to your firm email address

2. Email arrives in your provider inbox (Gmail, Outlook, etc.)

3. TaxDome automatically copies the email

4. System matches the sender to a client profile

5. Email appears under that client’s Email tab

6. Team members with client access can see and interact with it

For outgoing emails:

1. Team member composes email in TaxDome using their own synced email address or on behalf of another team member (if delegated)

2. Email sends through their synced provider account

3. Email appears in client’s regular inbox

4. Copy stays in TaxDome under client profile

This architecture ensures you maintain your existing email address and infrastructure while gaining TaxDome’s organizational benefits.

Note

Archived emails and emails in your deleted items folder continue to exist in TaxDome as long as they exist in your email mailbox. Once permanently deleted, they will also be removed from TaxDome.

Who needs to sync

Email sync is required only for team members who will send emails from their own email address. If a team member will only send emails on behalf of others (using someone else’s email address), they don’t need to sync their own email—instead, the person whose email they’ll use must enable the Allow others to send from my email option.

Sync your email if you:

• Send or receive client emails from your own email address
• Want clients to see your email address as the sender
• Need to receive email notifications in TaxDome

Don’t need to sync if you:

• Only send emails on behalf of other team members
• Don’t communicate directly with clients via email

Once all team members who communicate directly with clients have synced their emails, every email exchange is accessible through the client-specific inbox inside that client’s profile, regardless of which employee communicates with a client.

Note

Each email address can be synced to only one TaxDome user. Duplicate syncs will be automatically disconnected.

Firm owner and admins can always check if email sync is set up for each team member by navigating to Settings > Team & Plans > Team members.

Tip

So that all clients emails are accurately synchronized and displayed in TaxDome, we recommend to turn on the Email sync toggle for contacts linked to client account. This ensures that the Email tab will appear in the client’s account. However, it doesn’t mean they will receive the message you sent in their TaxDome client portal. They can view emails only in their email account inbox.

Access and permissions

Email in TaxDome respects your existing access control structure. Emails can be sent by:

• Firm owners
• Firm admins
• Team members with access rights to view all accounts or assigned to the account

Team members only see emails for clients they have access to, maintaining proper information boundaries within your firm.

Email capabilities

TaxDome’s email system supports various communication workflows:

• Individual and bulk sending: You can email an individual client or many clients at once using bulk sending . Create email content from scratch or use email templates with shortcodes to personalize messages.
• Scheduled sending: Schedule emails to be sent at a future date, useful for planning communication around deadlines or business hours.
• Automation: Automate emails with TaxDome as part of your workflow. For example, in a typical 1040 (Tax return) process, automated email sending might include:
  • Welcome to the portal
  • Greeting returning clients
  • Notification that a manager is reviewing documents received
  • Successful completion of the tax return
  • Request to evaluate the quality of work

Warning

To avoid automation errors, you must allow team members to send emails on your behalf .

Email notifications

Whenever a client sends a new email to your firm or replies to an existing email thread, team members who have access to that client’s account receive a notification in their Inbox+ . To view the most recent email and respond to it, click Go to….

Note

You can receive notifications for all new messages from clients you have access to or limit them to assigned threads only. Learn more about changing your notification preferences .

Client view

From your clients’ viewpoint, nothing changes about how they use email. Clients receive emails sent from TaxDome directly in their regular email inboxes—not within the TaxDome client portal. They reply to emails as they normally would, using their preferred email application.

This transparency means clients don’t need to learn a new system or change their communication habits. The organizational benefits of TaxDome email are entirely on your firm’s side.

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