System-generated emails for clients

Depending on the recipient, there are several types of system-generated emails on TaxDome. Here, find out how to deal with system-generated emails to clients.

You can also learn more about system-generated emails to team members and firm owner .

System-generated emails to clients, explained

System-generated emails to clients are automatic emails that are sent in two cases:

• Your firm requests actions from clients. For example, you can ask clients to pay the invoice, approve the document, e-sign it, etc., by creating the corresponding entities in the TaxDome portal. Your clients will receive automatic emails from your firm.

• You set reminders about pending actions . If your clients don’t complete some actions in time, they will receive email notifications about it.   

Tip

If clients aren’t receiving system-generated emails, ask them to add TaxDome addresses to contacts. You can share this guide with them: Ensure you receive emails from your accounting firm .

System-generated emails to clients have several important aspects to know: 

• Sender (From)

• Recipients (To)

• Appearance

Sender (From)

Your firm’s name will appear as the sender in the recipient’s inbox, while the email address will be [email protected] . We cannot replace the sender’s email with yours, as this violates the policies of email providers like Gmail, iCloud, and others.

Recipients (To)

Automatic emails are account-based. However, since inside accounts you always have one or more linked contactcs, the system sends emails to the email addresses of those contacts. You can decide if each contact will receive automatic emails or not, by turning on the Notify toggle. 

Check if notifications are enabled for at least one contact of the account in the  Notify column of Clients > Accounts list. 

Note

If one contact is linked to multiple accounts, the account name appears next to your firm name in the email.

Appearance

TaxDome-generated emails sent to your clients  do not have TaxDome branding: 

a) Your firm name is displayed at the top.

b) The link in the button leads to the client portal account. 

с) Social media icons link to your accounts in social media. 

d) Your firm’s details (address, phone number, and website) are shown in the footer. 

Customize emails to clients

You can change the appearance of system-generated emails up to your liking. Here’s how: 

1. Navigate to  Settings > Firm settings.

2. Scroll down and toggle on/off the options in the System-generated emails section:

   

   a)  Show firm contact details: Hide or display your firm’s address and phone number. You can set the information on the same page in the Contact details section.

   b) Show links (website & social media): Hide or display your website and social media links. You can set them up in the Social media links section.

   c) Show firm logo: The logo is displayed at the top of the message. You can upload it in the Logo upload section.

   d) Show item names in client notifications: When activated, system emails will display the name of the chat or request, but not the text of a message.

   e) Show message context in client notifications. When activated, system emails sent to the client will display the text of the specific message. When the toggle is turned off, the client will see only a generic “You have a new message.”

This is how the email notification appears to the client: the left example includes the message content, while the right one shows chat name only.

Note

Only firm owners or admins can change these settings. Changing these settings will be reflected on the Activity feed page.

Set an email address for the client replies

By default, client replies to system emails go to the firm owner’s email, but you can set a different address to receive them. Here’s how:

1. Navigate to Settings > Firm settings.

2. In the Contact details section, configure the reply-to address for system emails.

3. Click Save.

See system emails sent to clients

To stay informed about which emails your clients receive, you can review the list of system messages in the System emails section of the client’s profile. For full access to the content of these emails, enable the option to receive copies in your inbox:

1. Navigate to Settings > Firm settings.

2. In the Contact details section, enable the toggle Receive copies (BCC) of system emails sent to clients.

3. Specify the email to receive copies of system emails.

4. Click Save.

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