Client account notes

Account notes are intended for your staff only, they are not visible to clients. Store information that you will need to keep in mind while preparing documents inside TaxDome. Link your notes to jobs and tasks for faster access.

Client account notes, explained

Client account notes provide a centralized location within each client’s account to store internal information that your team needs to reference while working. Unlike client-facing communication tools, notes are visible only to your team members with appropriate permissions. They could be accessed either via the Overview or Notes tab of client’s profile.

When to use account notes:

• Store client preferences and requirements: Document communication preferences, preferred contact methods, specific formatting requirements, or service delivery instructions that team members should remember.
• Track account-specific details: Record information about the client’s business structure, key contacts, important dates, or historical context that helps your team provide better service.
• Maintain reference information: Keep login credentials, third-party system access details, or technical specifications that multiple team members may need.
• Document special circumstances: Note any unique situations, exceptions to standard processes, or considerations that should be kept in mind during service delivery.

Notes vs. other team communication tools

• Notes remain with the account permanently, providing consistent reference across all jobs and services.
• Internal messages in client chats are best for quick, context-specific discussions within a conversation thread, while notes provide long-term reference information that applies to the entire account.
• Job comments stay within a specific job and are only visible there, while notes can be linked to multiple jobs and tasks across the account.
• Team chats are designed for back-and-forth communication with team members, while notes are strictly internal documentation.

Create notes

Web Mobile

A note can be created by a firm owner and admin. It can also be created by an employee who is either assigned to the account or has granted the View all accounts permission .

To create a new note:

1. Click on the New button in the Sidebar, select Note. Alternatively, from the account’s Overview page, go to the Notes section and click Add note.

2. Enter a title for your note in the title field, then write your note content below. You can use text formatting, emoji, bullets, numbered lists, and also insert links. You can also mention your team members to get them notified of the note content.

3. Click Save to add the note.

If you try to leave the Notes page without clicking Save, we will warn you. Click Cancel in the alert pop-up, then save your note. Please do not select the Prevent this page from creating additional dialogs checkbox. Otherwise, you will not be able to receive such alerts in the future.

Tip

Use internal messages in chats for quick team communication about specific topics. Unlike notes for long-term reference, which can be linked to tasks or jobs, internal messages are suitable when you need to discuss something with your team directly in the context of a chat.

Go to the Accounts and tap on the account you need. Find the Notes tab and tap the New Note button there. You can mention your team members in notes using the @ symbol.

Archive/delete notes

All notes can be either active or archived. All created notes are displayed in the Active tab. Once you no longer need the note, you can transfer it to the archive by clicking on the Move to archive icon.

You can also restore the note by clicking the Move to active link in the Archived tab.

To delete a note, you first need to move it to the archive. Next, go to the Archived tab, click Delete and confirm deletion.

Pin notes

You can pin up to three notes to always display them at the top of the list by clicking the Pin icon. Pinned notes are highlighted for easy visibility. This is helpful for notes you often refer to or important information you need quick access to.

Search and filter notes

Use the search and filter options in the Notes tab to quickly find specific notes.

To search notes, enter keywords in the search field. The search looks through note titles and content.

To filter notes, use the filter options to view notes by date created, date updated, or created by team member. Plus, you can save any of your selections as filter presets for later use—and even share them with your team. Read more about TaxDome filters .

Edit notes

Web Mobile

To make changes to a note, click the Edit icon in the Notes tab or click the note from the account’s Overview page. Make your changes, then click Save.

To edit a note created by another team member, an employee must have Manage accounts permission . 

From the Notes tab of the account, you can edit existing notes—plus view, archive, or pin them to the top of your list. All changes are saved automatically.

Link notes to tasks

Linking notes to tasks helps you to ensure that all-important data is available on hand. For example, if you have information on a client’s bank accounts stored inside account notes, you can link this note to reconcile accounts task.

1. Click the Link account notes link at the top of the task creation or editing window. Since notes are account-specific, you cannot access this option if you’re creating a task for two or more accounts.

2. Choose the note(s). You can link any notes that were previously created for the client’s account. One task may have any number of linked notes.

Once notes are linked, you can see them in the Account notes section. Click the cross icon to unlink unnecessary notes.

Link notes to jobs

Linking notes to jobs helps make them immediately available in your workflow when needed. Notes can be linked to jobs by a firm owner or any team member who is either assigned to the account or has granted the View all accounts permission .

1. Click on the job to expand the job box, click Link at the top, then select Notes in the pull-down.

2. Choose the note(s). You can link any notes that were previously created for the client’s account. One job may have any number of linked notes.

Once notes are linked, you can see them in the Notes section in the expanded job box. Click the cross icon to unlink unnecessary notes.

Note

Notes are different from job comments . Job comments are created inside a job and are visible only inside it. Unlike them, notes are created inside an account and could be linked to any number of jobs for this account.

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