Managing Bills

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By Mary Cooper

updated about 1 month ago

TaxDome helps you keep track of your bills for client accounts with some handy tools to view and manage them. You can access all of your bills at once or just those of a single client.  Learn how to manage your bills at TaxDome, including how to edit, delete, sort, search for, filter, and email your invoices.

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How Do I Know That a Client Has Paid a Bill?

Once your client has paid the bill or a bill is overdue, you'll receive a notification by email. You will also get a notification in your Inbox+. Click the Go to... link to navigate to the client account's bills section.

Billings Overview

To view the bills for all your clients in one place, navigate to the Billings section.

To view the bill(s) for a particular client account, go to Clients, select the client account, then go to the Billings tab from their profile. The Billings tab of account's profile is available for the firm owner as well as for the team members who has granted the View billing history permission.

Once you’re on the Bills page, you’ll see the following column names:

  • #: Each bill is given a unique number.

  • STATUS: Bills are either  PENDING, PAID, or OVERDUE. Paid bills are labeled green, pending brown, and overdue are red. You can choose the number of days before a bill becomes overdue by navigating to Settings, then selecting Payments

  • ASSIGNED TO: You can click on the name of the team member assigned to the client account to view more details about them, such as their contact information and access rights.

  • POSTED: The date the bill was issued.

  • AMOUNT: The amount of the bill.

  • SYNC: If you have synced TaxDome with QuickBooks, a link to the bill in QuickBooks appears in this column.

  • CLIENT: The client account being billed. You can click on their name to navigate to the client account's profile.

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

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

  • LOCKED DOCS: The docs that were tied to the bill. You can click on the links to these docs in the column to view them if needed.

The total number of bills, the total paid, and the total unpaid are displayed at the top of the list on the Bills page. When the list is filtered, these amounts are automatically recalculated according to the filters applied.

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

Searching for a Bill

To find a specific bill or bills on a page containing all of your bills, type a keyword into the Search field, then hit the return on your keyboard. The bill list will then be narrowed accordingly. For instance, you can search for a bill using the client’s or their assigned team member’s first or last name. 

Click the x in the Search field to clear it.

Filtering a List of Bills

Filters are useful when you need to view bills that fall under a specific category. For example, filtering allows you to quickly find all of your clients’ currently unpaid bills. There are four ways you can filter bills:

  • By account: See only the bills issued to a selected client's account.

  • 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 that is greater or less than or equal to a specified amount. 

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

To narrow a list of bills to only the ones you wish to see, click the FILTER button in the top right corner of the window, select the desired filters, then click APPLY. You can apply two or more filters simultaneously. 

Once the filters are applied, the list of bills will reflect your specified criteria. You can reset any of the applied filters. Click the RESET button to clear all filters.

Sorting a List of Bills

Sometimes, it’s more useful to sort bills rather than filter them. Although the sorting option can also be applied while filtering and searching.

You can sort bills by status, date posted, date paid, amount, client account name, or assigned team member. Click the arrow icon next to the appropriate column name to sort the list of bills.

Viewing a Payment History

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 can see the date, source, amount of the payment(s), and  refund (if any). Click the payment link in a Source column to jump to the payment information.

Deleting a Bill

To remove a bill from the system:

1. Click the three dots icon, then select  Delete

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

Note: You cannot delete paid bills.

Editing a Bill

Click on the three dots icon, then select Edit to make changes to a bill.

Note: You cannot edit paid bills. Use the View option instead.

Emailing an Invoice

By default, clients receive invoice notification by email when a bill is created. If you have turned off the notification or want to send an additional one when the bill is overdue, you have three options:

  • Send an invoice for one bill to a client: Click the three dots icon for the bill, then click Send Invoice by Email.

  • Send an invoice for selected bills to a client: Select the checkboxes next to the bills on client account’s Billings page, then click the SEND INVOICE FOR SELECTED BILLS button.

  • Send an invoice for all unpaid bills to a client: Select the top-left checkbox on the client account's Billings page, then click the SEND INVOICE FOR SELECTED BILLS button.

Then follow these steps:

1. Check the invoice information. If several bills were selected, all of them are added.

2. Type a custom message to the client (optional).

3. The invoice is sent to the email address you have listed for the client on TaxDome. However, you can add any other email addresses. Type the email, then click ADD ANOTHER EMAIL ADDRESS to add a new one. 

4. Then click Submit to send an invoice.

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