Bills List: How to Edit, Search, Delete

TaxDome gives you lots of tools to manage and keep track of your client’s bills. Access all of your bills at once or just those for one client. Edit your bills, delete them, find out when a client made a prepayment, and more. 

Covered here:

How Do I Know a Client Has Paid a Bill or Made a Prepayment?

A client can either make a prepayment in any amount for upcoming bills or pay bills once they are due. Prepayments show up as credits in the client’s account to be used to pay future bills.

You’ll always receive an email notice when a client makes a prepayment for a service, pays for a bill in full, or has a bill that has become overdue. Plus, you’ll also get a notification in your Inbox+. Click the Go to... link to navigate to the client’s bills section. 

Note: You can change notification preferences when needed.

Your Bills List, Explained

To see the bills for all of your clients, go to the Billings section.

To view bills for a particular client, go to Clients, select the client, then go to the Billings tab from their profile. The Billings tab in the client’s profile is available to a firm owner or any team member who has been given access rights to view billing history.

On the Bills page, you’ll find columns for the following information:

  • #: Each bill is given a unique number.

  • STATUS: Bills are either PAID, UNPAID, or OVERDUE. Green means a bill is paid; brown, unpaid; and red, overdue. Choose the number of days before a bill becomes overdue by navigating to Settings, then selecting Payments

  • ASSIGNED TO: Click the name of the team member assigned to the client to view their contact information and access rights.

  • POSTED: This is the date the bill was issued.

  • AMOUNT: This is the amount of the bill.

  • SYNC: If you have synced TaxDome with QuickBooks, you’ll see a link to the bill in QuickBooks here.

  • CLIENT: This is the name of the billed client. Click on the name to go to their profile.

  • PAID: Once a bill is paid, the date or time (if same day) of the payment appears here.

  • DESCRIPTION: A brief description of the contents of the bill appears here if added when the bill was created.

  • LOCKED DOCS: The documents linked to the bill appear here. Click on their links to view them.

The total number of bills, the total paid, and the total unpaid are displayed on the top left of the Bills page. When the list is filtered, amounts are automatically recalculated.

When viewing a client’s billings page, you’ll see the dollar amount for their outstanding bills and their available credits.

Searching for a Bill

To find a specific bill or bills, type a keyword in the search field—the invoice number, the first/last name of the client, or the assigned team member—then press enter on your keyboard. The list is then narrowed accordingly. 

Click the x icon in the search  field to clear it.

Filtering a List of Bills

Filters are useful when you need to find a certain type of bill. For example, filtering allows you to quickly find all of your clients’ currently unpaid bills. There are four ways to filter bills:

  • By account: See only the bills issued to a specific client.

  • By time frame: See only the bills issued during the last year or a specific number of years, months, or days.

  • By amount: See only the bills in an amount greater or lesser than or equal to a specific amount. 

  • By status: See only the bills that are paid, unpaid, or overdue. 

To narrow a list of bills using filters, click the FILTER button in the top-right corner of the page, select the desired filter(s), then click APPLY

Once the filters are applied, the list of bills is narrowed accordingly. Click the RESET button to clear all filters.

Sorting a List of Bills

Sort bills by status, date posted, date paid, amount, client account name, or assigned team member. Click the up-down arrows next to the chosen column name to sort the list. The sorting option can also be applied after searching or filtering bills.

Viewing the Payment History of a Bill

To view the payment history of a paid bill, click the eye icon.

The payment history will be displayed in a pop-up window on the right. You’ll see the source, date, amount of the payment(s), and refund (if any). Click the payment link in the Source column to jump to the payment information.

If the bill was partially settled by credits, the payment history will include information about the actual payment and the credits used.

Deleting a Bill

To remove a bill:

1. Click the three-dots icon to the far right of the bill, then select Delete

2. Click the red DELETE button in the Bill Delete Confirmation pop-up.

Note: You cannot delete paid bills.

Editing a Bill Amount, Number, or Other Details

Click the three-dots icon, select Edit to make changes to the amount, set a reminder, or change other bill details.

Note: If you change the invoice number, it will automatically be updated in QuickBooks.

You cannot edit a paid bill because after a payment has posted, the bill must be kept for your records. You can, however,  issue a refund to modify a bill.

Linking Bills to Jobs

Linking bills to jobs helps make them immediately available in your workflow when needed. Plus, you can use this feature if you want jobs to move automatically through a pipeline

Bills can be linked to jobs by a firm owner or any team member who has been given access rights to view billing history. They are linked either manually or by adding automations (see above). While adding bills to a pipeline using automations involves a change in the pipeline template, manual linking allows you to track all bills within a pipeline without modifying the template.

To link bills manually:

1. Click on the job to expand the job box, click + Link at the top, then select Bills in the pull-down.

2. Choose the bill(s). You can link any bills that were previously sent to the client’s account. One job can have as many linked bills as needed.

Once bills are linked, you can see them in the Bills section in the expanded job box. Click the cross icon to unlink unnecessary bills.

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