Invoices (Basic): Offline payments, discounts & promotional credits

Learn how to manually add an offline payment on TaxDome when a client pays with a check, cash or a card-processing service such as Square. Reward clients with bonuses and add discounts either to manually created invoices or to invoice templates.

Covered here:

• Offline payment types and credits, explained
• Making offline payments
• Giving client promotional credits
• What clients see when you add offline payments
• Giving discounts
• Paying invoices with credits (fully or partly)

Offline payment types and credits, explained

A firm owner, admin or team member with access rights to manage payments can issue these offline payment types:

• payments used for revenue calculations (e.g., when your client pays invoices in your office)
• payments not used for revenue calculations (e.g., when you want to reward your client)

In both cases, offline payments are added to the client account as credits. They can be used towards paying invoices in the future. Or you can settle the existing invoices while adding the offline payment.

Making offline payments

Follow these steps to manually record a payment made outside of TaxDome (cash, check, Square, Venmo, etc.):

1. Click New at the top left of your screen, select Offline payment from the slide-out, then choose the client account.

2. Make sure the  payments used for revenue calculations option is selected, and enter the payment amount. You can autofill it with the unpaid invoices amount by selecting them below.

3. Select the payment source.

4. Add a description outlining what the payment is for.

5. That’s it! Click Save to make the offline payment. Credits are added to the client account.

Here's a bit more on other options for offline payments:

1. Link to jobs: Link your offline payment to an existing job to make it immediately available in your workflow when needed. Click Link to Jobs, then select the jobs. Once linked, the Jobs section is displayed at the bottom. You can see the job title and the pipeline it’s in (here's more on linking payments to jobs).

2. Date: This is when the client made the payment. By default, you’ll see the current date.

3.  Send client email notification: Select this if you want an email about the offline payment to go out to the client.

4.  Sync payment to QuickBooks Online: Select this option if you want to sync this payment with QuickBooks (this could lead to duplicating payments). Here's more on syncing payments with QuickBooks.

5. Settle: You’ll see the list of invoices issued for the selected account. The sum of the selected invoices will autofill the payment amount.

Giving client promotional credits

Offering promotional credits is nice perk to offer clients without you having to devalue or discount your product. You can also use them to provide a refund.

Promotional credits could be created just like regular offline payments, but be sure to select the  Do not use payment for revenue calculations option to make sure that they aren’t included in the calculation of your total revenue. They also aren’t synced with QuickBooks and you cannot select the source for them.

What clients see when you add offline payments

Your clients see their credits in the Home section of their portal and can use them to pay for their invoices.

To see TaxDome from the client’s side, access a read-only view.

Giving discounts

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viewing and learning everything you need to know about TaxDome.

Another way to encourage customer loyalty is to offer discounts. Think: a special seasonal or holiday offer or early bird deal, for instance. You can save them as a service that you quickly select and add to an invoice.

To add a discount to the invoice:

1. Click the New button at the top left of your screen, select Invoice from the slide-out.

2. Add as many line items to your invoice as needed, then click the Discount link.

3. Enter what kind of discount you are giving. Check the RATE and quantity (QTY) fields and edit them if needed. If you have commonly used discounts add them as services so that you can always quickly select them.

4. Send the invoice to the customer.