Import (Basic): Why to care about tags, folder templates and custom fields

Before importing your client list into TaxDome, it’s essential to understand how tags, folder templates and custom fields can help you stay organized and streamline your workflow. Setting these up beforehand will ensure that your data is structured efficiently from the start.

Tags: Organize clients for better workflow

Tags are a powerful way to categorize and filter your client list. While many users fully grasp their importance only after setting up workflows and pipelines, adding tags during the CSV import can save time and effort later.

Tags help you segment your clients for easier management and automation. Some common use cases include:

Tax forms & services: Categorize clients based on the services they require.
Client status: Label clients as new or returning for better follow-up.
VIP tiers: Assign tags like gold, silver, or bronze to prioritize client handling.
Payment method: Identify clients who pay using different methods (credit card, bank transfer, etc.).
Location: Sort clients based on their geographic location for targeted communication.

In TaxDome, you can use tags throughout the system. Some of the common cases are:

Pipelines: Use tags to move clients through workflow stages automatically.
Bulk emails: Filter clients by tags to send targeted emails.
Filter by type. Easily find specific groups of clients to add services for them, communicate, reassign team members responsible for them, etc.
Find documents: Easily locate important documents based on assigned tags.

Though you can always add tags later, it's a good idea to start establishing your tagging system before import. This way, you can add a column for tags to your CSV file so that they are automatically created and applied during the import process.

Folder templates: Structure client documents

Before importing your clients, it is crucial to set up a folder structure that aligns with your firm’s workflow. This ensures that documents are stored logically and easily accessible from the beginning.

By default, you have the following folder structure selected for all your clients:

Client uploaded documents: A designated folder where clients can upload documents. Any requested uploads will appear here.
Firm docs shared with clients: A shared folder for documents sent to clients, such as e-signature requests or finalized tax returns.
Private: An internal folder visible only to your firm, perfect for workpapers, drafts, or sensitive information.

The folder structure is defined by folder templates. The best practice is to edit the Default Tax Years folder template to your liking or create a new one before you import your client base. Here are some advice:

Include a private folder named Imported—this ensures that bulk-imported documents retain their original folder structure.
Consider having different folder templates for different types of clients (i.e., bookkeeping and tax preparation ones)

Once your folder template(s) is prepared, you can select it in the portal right during import and save time (no worries, folder templates can be applied anytime later).

Custom fields: Capture client information

Custom fields allow you to store additional client-specific details beyond the standard information fields. Before importing your client list, decide what extra data you need to track.

TaxDome allows different custom fields for accounts (business-related data) and contacts (personal-related data). When added and filled in, custom fields can be used throughout the system (in PDF invoices, in email templates for sending personalized emails in bulk, etc.).

Examples of useful custom fields:

Spouse name – Important for joint tax filings.
Preferred contact method – Email, phone, or in-person.
Business type – Sole proprietor, LLC, corporation, etc.
Year-end date – Useful for business clients.

By setting up custom fields in advance, you ensure that your imported client data is complete and ready for use. If you know for sure that you want to transfer some client-related data to TaxDome, make sure to add a column for each field to your CSV file. This way, they are automatically created and filled in during the import process. However, you can always add additional CRM data in bulk later.