Tags explained

The TaxDome tagging system helps you organize your workflow.

Tags at a glance

Tags are labels that help you organize and quickly find client accounts, contacts, time entries, documents, and tasks. Think of tags as a flexible way to categorize your data based on criteria that matter to your firm—whether it’s client type, service offered, deadline status, or any other classification.

Before you start using tags, note the following:

You can use the same tags across all entities (e.g., accounts, contacts and more). 

• You can create tags manually or automatically (for documents only). 

• You can manage and view all your tags in one place. 

  

How tags work

Tags follow a consistent lifecycle across all entity types in TaxDome. In general, the tagging workflow is:

1. Plan your tag system — before creating tags, establish consistent naming rules. Use prefixes to group related tags (for example, “Status:”, “Service:”, or “Tax2024:”) and start with only the most critical tags, expanding as your needs grow.

2. Create your tags — build your tag library manually, or let TaxDome AI tag uploaded client documents automatically. See Manage tags to get started.

3. Apply tags to entities — assign tags to accounts, contacts, time entries, documents, or tasks as you work.

4. Use tags to filter and find — filter any entity list by tag to quickly locate the items you need.

Best practices

To get the most out of TaxDome’s tagging system, consider these best practices:

• Start with essential tags — Begin with just the most critical tags and expand as needed rather than creating too many at once.

• Establish a consistent naming system — Use clear, consistent naming patterns for your tags (e.g., “Status:”, “Location:”, “Service:”).

• Group related tags — Keep your tag system organized by using prefixes for similar tags (e.g., “Tax2024:”, “Type:”).

• Regularly audit your tags — Periodically review your tags to remove redundant or obsolete ones.

• Document your tag system — Create internal documentation of your firm’s tagging conventions for staff reference.

Common tag schemes

Here are some examples of effective tag schemes used by accounting firms:

• Client Type Tags: Individual, Business, Trust, Estate, Non-Profit

• Service Tags: Tax Prep, Bookkeeping, Payroll, Advisory, Audit

• Status Tags: New Client, Current, Inactive, Prospect

• Tax Form Tags: 1040, 1065, 1120, 1120S, 990

• Deadline Tags: Q1 Deadline, April 15, Extension, Priority

• Industry Tags: Healthcare, Construction, Technology, Real Estate, Retail

Ways to use tags

The ways to use tags vary for each TaxDome entity. Learn more in the sections below.

Account tags

Account tags can be used in automation workflows. Unlike other tag types, they can trigger pipeline automations and be used in conditional logic. Learn more about applying and using account tags in the detailed article .

Contact tags

Contact tags help you categorize and organize your contacts. This allows for more refined filtering and searching of your contact database. How to apply contact tags:

• When adding contacts

• When editing contacts

• When bulk updating contact information via import

How to use contact tags:

• By filtering contact list by tags

  

Time entry tags

Time entry tags help you categorize different types of billable work, making it easier to analyze where time is being spent. How to apply time entry tags:

• When creating time entries

• When editing time entries

How to use time entry tags:

• By filtering time entry list by tags

  

Document tags

Document tags help you organize and quickly locate specific types of files across your entire document library or within a specific client’s documents. How to apply document tags:

• Automatically via TaxDome AI (only for documents uploaded by clients)

• When editing document details

How to use document tags:

• By filtering documents list by tags

  

Task tags

Task tags allow you to categorize different types of work, making it easier to manage workloads and track progress across different service areas or project types. How to apply task tags:

• When creating tasks

• When editing tasks

How to use task tags:

• By filtering task list by tags

  

Access and permissions

Tags are available to the firm owner and admins by default. Team members need the Manage tags access right to create, edit, and delete tags, and activate them for TaxDome AI .

Automate processes with tags

Account tags are the key building block for pipeline automations in TaxDome. You can update tags automatically as a result of client actions, and use tags as conditions that determine which automations fire for a given account — creating workflows that adapt to each client without manual intervention. Common automation scenarios:

• Update account tags at a pipeline stage — when a job reaches a specified stage, tags are automatically applied to or removed from the account. For example, a lead can automatically receive a “New client” tag the moment they complete a prepayment.

• Trigger conditional automations based on tags — pipeline stages can be configured to run specific automations only for accounts with certain tags, letting you, for example, automatically assign jobs to different team members based on which clients they own. See Automate job assignment via account tags and conditional logic in pipelines .

• Assign tags based on organizer answers — when a client submits an organizer, tags are applied or removed based on their answers. This is useful for onboarding: instead of manually categorizing new clients, the organizer does it automatically.

• Assign tags based on the proposal package — when a client signs a proposal and selects a service package, the corresponding tags are automatically applied to their account, letting you immediately route d