Onboarding: Get your portal ready for inviting clients

Welcome to TaxDome! This guide will help you set up your portal effectively for client management. You'll learn how to structure client information, import existing data, organize documents and customize client communications to create an efficient workflow.

Understand accounts and contacts

Before adding clients to your portal, it's important to understand how TaxDome organizes client information through accounts and contacts.

• Contacts & Accounts: Learn how to organize married couples, business entities or family groups under one account while maintaining separate contact profiles. This structure helps when working with households that need shared tax documents but separate communications.
• Contact toggles: Configure which contacts receive portal access, notifications and emails. Use these settings to control who gets deadline reminders or document requests within the same account.
• Test client accounts: Create sample accounts to see the exact client experience before inviting actual clients. This helps identify any configuration issues in your portal setup.

Note! Properly configured accounts and contacts prevent issues like allowing unauthorized contacts to sign proposals or creating duplicate accounts for related individuals.

Move your CRM data to TaxDome

Importing your existing client database into TaxDome requires planning to ensure all information transfers correctly:

• Export a client list from your current software: Step-by-step instructions for exporting client data from common tax and accounting software, including field mapping considerations.
• Prepare your CSV file for import: Format your client data to match TaxDome's import requirements. This includes mapping fields like names, contact information and tax identifiers. Also, you need to ensure spouse/dependent relationships are properly structured.
• Import your CRM data to TaxDome: Execute the import process, which includes validation steps, error handling, and post-import verification, to ensure data integrity.
• Import a CSV file with taxpayer and spouse on one row: Special instructions for importing household data where taxpayer and spouse information is contained in a single record in your source system.

Tip!  Perform a test import with a small sample of clients that includes various relationship types to verify your data structure works properly before importing your entire client base.

Explore the Accounts list

The Accounts list serves as your main interface for client management. Learning to use its features efficiently will improve your workflow:

• Learn bulk actions: Perform operations on multiple accounts simultaneously, such as sending requests to all clients missing specific forms, applying tags to categorize clients, or assigning accounts to team members.
• Discover the power of filters: Create and save filters to quickly identify client segments based on specific criteria. For example, filter by filing status, assigned preparer, service type or organizer status to focus on relevant client groups during different workflow phases.

Move your documents to TaxDome

Effective document management is essential for client collaboration. Here's how to set up your document system:

• Understand the Documents: overview: Learn TaxDome's document organization structure, including private and shared folders, document statuses and version control. This system helps separate internal working files from client-facing documents.
• Install Desktop App with TD Drive - TaxDome Drive works the same way as Dropbox or Google Drive letting you quickly copy files to TaxDome without need to open web portal. You can also easily open and edit files already stored at TaxDome.
• Document migration strategies: Different methods for transferring existing documents based on your current storage system. Includes bulk upload procedures, folder mapping, and metadata preservation when importing from other document management systems.

Note! Implementing standardized folder templates before migration ensures consistent document organization across all client accounts and simplifies team member access to critical files.

Set up notifications/customizations for your clients

Configure how your clients interact with your firm through the portal:

• Explore manual and automated reminders: Configure notification rules for document deadlines, outstanding information requests and payment reminders. Define which events trigger client notifications and customize reminder frequency.
• Emails from firms to clients: Set up email templates for common communications.
• Customize client portal: Adjust portal settings to match your firm's workflow, including enabling/disabling specific features, adding firm branding elements and configuring client-facing job statuses.