Sending and Receiving Emails on TaxDome

TaxDome offers its own secure integrated email. Sync your email account with TaxDome to save you time keeping all of your TaxDome business in one place. Enhance effectively the back-and-forth between you and your clients. You won’t need to use Gmail or any other third-party app.

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Sending Emails

An email can be sent by a firm owner or any team member who has either been assigned to the account or been given access rights to view all accounts .

You can send email several ways: 

Send an Email to One Client Account

To send an email to one client, click the + NEW button in the left sidebar menu, select Email from the slide-out menu, then write the email. That’s it! Click the SEND button, and your email will be sent.

Note: You can’t send an email to a client who doesn’t have any linked contacts with the EMAIL SYNC toggle turned on (read more on this in the article)

Plus, you can also...

  • ...attach files to emails.
  • ...select a template, which is especially useful for messages you frequently send out to TaxDome clients that require little to no change in content.
  • ...send an email on behalf of another team member by selecting their name in the From field. Note: The team member will need to enable their Allow others to send from my email toggle in their TaxDome account settings first.

Sending an Email to Multiple Client Accounts (Bulk Send Emails)

While your inbox on TaxDome is client-specific, you may need to send the same email to lots of clients at one time. For example, notify all of your clients about an upcoming deadline or an update at your firm. 

To send personalized emails to multiple recipients, go to the Clients section from your left sidebar menu, select the checkboxes next to the client accounts, click on the @Send Email button, then write the email. That’s it! Click the SEND TO ALL button.

Note:

  • Use tags to filter the account list to specific recipients. For example, your payroll clients may need to receive different emails than your corporate clients.
  • The email will be sent from the email account you have synced with TaxDome, and you’ll be able to see it under Email in the Sent subtab of each recipient’s profile.
  • You can send only 400 emails per day. If more than 400 recipients are selected, all the emails will not go out on the same day. TaxDome will split the queue and send 400 at a time. You’ll receive a notification letting you know how many days it will take to send out the entirety. 
  • If some of the client accounts you’ve selected have several linked email addresses with notifications enabled, the message will be sent to all of those addresses as well.
  • If some of the client accounts you’ve selected don’t have any emails in their linked contacts with the EMAIL SYNC toggle turned on, you won’t be able to add them as recipients; you’ll first need to turn this toggle on (see the article).
  • Clients won’t be able to see the other recipients in the To or CC fields.

Plus, you can also...

  • ...attach files to emails.
  • ...select a template, which is especially useful for messages you frequently send to clients that require little to no change in content.
  • ...send an email on behalf of another team member by selecting their name in the From field. Note: The team member will need to enable their Allow others to send from my email toggle in their TaxDome account settings first.
  • ...click Add shortcode to include the recipient’s name within the email.

  • ...click Send preview to me to see what the message looks like before hitting send.

Sending Emails to Client Accounts as Automations

You can add a Send Email automation inside a pipeline, so that an email automatically goes out to the client when a job for them moves to a new stage. To send an automated email to a client, you’ll first need to create a template. For more details, go to Custom Email Templates. Once you have a template, follow these steps:

1. Go to Settings, select Pipelines, then click on the pipeline name or the CREATE PIPELINE button.

2. Choose the stage you want to link the automation to, click + Add automation, then select Create Email in the pull-down menu.

3. Select the template for the Send Email automation.

4. Click the SAVE button to save your changes.

Once a job that has a Send Email automation assigned to it moves to a new stage in a pipeline, a pop-up with the automation will be displayed. If you don’t want an automatic email to be sent, deselect the automation, then click MOVE.

How Do I Know That a Client Has Sent an Email?

You or team members assigned to the client will receive a notification in Inbox+ whenever a client sends a new email to your firm or replies to an existing thread. When they reply to a thread, the corresponding notification is updated. When there’s a new email in a thread, the notification is updated and moved to the top. If it’s archived, it moves to the To Do items. To view the most recent email and respond to it, click on the Go to... link.

Note: You can change notification preferences or mute email threads whenever you need to.

You can also access a client-specific inbox by navigating to Clients from the left sidebar menu, clicking on the client’s name, then navigating to the Email tab. If there are unread emails from the client, the notification is displayed on the Email tab. 

Emails are automatically threaded to prevent clutter. To view a conversation, click on the email subject line to see all the replies in a thread.

Sent emails are stored in the Sent tab.

Replying to Emails

To reply to an email you’ve received:

  1. Click on the email to expand the conversation, then click on the reply-arrow icon.
  2. Click inside the From field if you want to change the email’s sender name. Your team members will need to enable the Allow others to send from my email toggle in their TaxDome account settings to make their email addresses appear in the list.
  3. Click inside the To field to add additional recipients.
  4. Write the body of the email. You can use different styles, formatting, and bulleted or numbered lists. 
  5. Click SEND. If the email was sent on behalf of another team member, a new thread will be created.

Adding Attachments

There are two options for attaching files to emails sent from TaxDome:

  • To add files from your computer, click ATTACH FILE, select the From My Computer option, then locate the file you want to upload. Learn about disallowed file types here.
  • To add files from TaxDome, click ATTACH FILE, select the From TaxDome option, click the folder, then choose the file(s). You can add any files already uploaded to TaxDome from the the Public section.

Note: If you’re sending a message containing a file from TaxDome to a recipient who is not a TaxDome user, they will not require a login to access it. To keep the file secure, you can set an expiration date on the link. Read more about email attachment security.

Searching Email

To search for a specific message, type a keyword into the search  field, then click enter on your keyboard. The email list will be narrowed to your specifications.

You can search for an email by using a client’s name or a keyword from the email subject line or body.

Click the cross icon in the search field to clear the search.

Save Attachments Directly to Client Documents

This section was moved. You can find it here.

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