Adding Clients (Accounts)


By Mary Cooper

updated 13 days ago

TaxDome makes managing all of your customers a breeze by putting all of your important documents and action items for a client at your fingertips. The first step is to add clients to our system, one by one or in batch mode. Your clients can also register on their own.

In TaxDome there are Accounts and there are Contacts. An account is an 'entity' that someone or many contacts can log on to, that you can manage your work around. Your contacts is your 'phone book' and where you can contain information about all of the individuals you interact with. A contact, just like in your regular list of contacts, may be an individual or company. Еach client’s account in TaxDome always have a corresponding contact.

Covered here:

Creating a Client Account

To invite a client to TaxDome, follow these steps:

1. Click the +NEW button in the blue sidebar, then select Account from the pull-down menu.

2. Fill in the client registration form. Select the client’s account type. There are two client account types on TaxDome:

  • Personal

  • Non-Personal, as in one for an organization, firm, or company.

By default, the account type is always set as Personal.  If the client is an individual rather than a firm, you can leave it that way. And there’s no need to fill in the Account Name field for personal accounts. This field will be automatically filled in with the data provided in First Name and Last Name fields.  

3. Enter the client’s personal details: first name, middle name, last name, and email. Click on the More (optional) link on the bottom right if you’d like to add additional details, such as a phone number and street address. Once you’ve entered a valid zip code, the city and state are automatically populated by the system. 

Note: You can go back and add personal details later if you need to.

4. Select the Include a personalized message checkbox if you would like to add a special note to your client, then enter the text. 

5. Next, click the CREATE USER ACCOUNT button. Once the client’s account has been created, the system will send them an activation request by email. In order to activate the account, the client must accept the request, then create a password. Until they have activated their account, clients will be visible but marked as Pending Activation. You can view which of your clients have not yet activated their accounts and resend invitations by navigating to the Clients, then selecting the Pending Activation subtab of Accounts tab.

A client can also create an account on their own by using your firm’s TaxDome URL.

Creating a New Account for an Existing User

Sometimes, you may need to create several client profiles for one user (for example, an account for the organization the client works for and their own, personal account).

Using the same email for several client profiles is allowed. However, if you’re adding a new user with an email that is already in use, you will get a notification. Click Allow to grant the existing user access to a new client profile. They will be able to switch between profiles when they log in. 

Creating Offline Client (When You Don’t Have a Client’s Email Address)

If a client has not provided you with an email address, you can add them manually. Here’s how:

1. Click the +NEW button in the blue sidebar, then select Account from the pull-down menu. 

2. Fill out the fields with  the client’s personal details, then select the User does not have an email checkbox.

3. Click the CREATE USER ACCOUNT button.  Clients whose accounts are created manually do not need to activate their accounts. However, they will not be able to access client portal unless you add an e-mail for them. 

To add a client's e-mail:

1. Go to Clients, click on the name of the client whose e-mail you want to add, then browse to Info tab.

2. Click on the Profile Access edit icon in the top right, enter the client’s name and email, then select Collect email and attachments from this address checkbox. This will allow to see all correspondence from that client in a client profile at TaxDome.

3. Click SAVE.

Once you have completed that last step, the system will send the client an activation request by email. In order to activate the account, the client must accept the request, then create a password. 

Adding an Organization as a Client

If you’re dealing with an organization rather than an individual client, you can also add them to TaxDome. 

1. Create a new client as described in the instructions above, then select the Non-Personal account type. 

2. Enter the organization name in the Account Name field, then fill in the rest of the details.

3. You can also include the credentials of a contact person at the organization if you need to.

4. Click Create User Account

Importing a Client (Account) List

If you have a lot of clients, it may be easier to add them to TaxDome all at once. Here's how:

1. Go to Clients, then click on IMPORT ACCOUNTS.

2. Click the DOWNLOAD TEMPLATE button, then save the Excel file to your computer (for more info on this, go to How to specify where files are downloaded). 

Our team is happy to assist with the import process if you have any issues!

3. Open the downloaded file and enter your clients’ details, then save the file. If a client doesn’t have an email address, you can leave that field blank.

The fields in the import spreadsheet are:

  • (optional) Account Name: This is how the account will show up in your client list. If this is left blank, it will populate with First M Last; i.e. Homer J Simpson
  • (optional) Account Type: Personal or Non-Personal
  • First Name: This is of the primary contact on the account
  • Last name: This is of the primary contact on the account
  • (optional) Middle name: This is of the primary contact on the account
  • Last name: This is of the primary contact on the account
  • (optional) Street Address: This is of the primary contact on the account (optional)
  • (optional) Zip/Postal: This is of the primary contact on the account (optional)
  • (optional) Country: This is of the primary contact on the account (optional)
  • (optional) Email: This is of the primary contact on the account. If left blank, this will create an Offline Client which means there is no client portal, but you can still manage workflow internally.
  • (optional) Notes: This is of the primary contact on the account (optional)

4. By default, we send automatic invites to each user you're adding to TaxDome. You can add a personalized message to the invite-letter template by typing in a box below. Or, if you'd prefer to send email invites later, you can clear the Send email invites after import checkbox.

5. Click SELECT THE POPULATED EXCEL FILE, upload the file, then click Next

6. Click on Finish Import. The clients are now added to the All Accounts list.  You'll also receive an email with import results. 

Your Accounts Import History

All information on your imports can be found on the Account Import tab. Navigate to the Last Import Details tab to review the details of your last import and to fix the errors. 

You can also find a complete history of your imports stored on the Import History tab. Here, you can search all clients you’ve imported from when you first began using TaxDome. Click Success to see only the successfully imported clients. Click Failure to filter all clients that failed to import due to errors. You can review the errors, fix them, then repeat your import again. 

Did this answer your question?