Email explained

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.

Email in TaxDome at a glance

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.

Here is what you can do with email in TaxDome:

• Individual and bulk sending: Email an individual client or reach many clients at once when you need the same message to go to a wider group.
• Templates and personalization: Build email templates with shortcodes so each client receives a tailored message without you rewriting it.
• Scheduled sending: Schedule an email to go out at a future date — useful for planning around deadlines or business hours.

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.

How email integration changes your workflow

How email integration 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

Note

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

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 .

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.

Automate processes with email

Email can be automated via pipeline automations . This means that the email is automatically sent to the client the moment a job reaches the specified stage.

Common automation scenarios — for example, in a typical 1040 (tax return) process:

• 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

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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