Your First Week With TaxDome
Hi and welcome! Here, we guide you through the step-by-step process of getting your practice up and running on TaxDome. We show you all the fundamentals, so that you can get started right away.
- 1. In-Depth Product Webinars
- 2. Importing Client Accounts
- 3. Migrating Files Over to TaxDome
- 4. Setting Up Templates
- 5. Creating Your Workflow Processes in TaxDome
- 6. Setting Up Job Schedules and Recurring Tasks
- 7. Setting Up Integrations
- 3. Team Walk-Through
- 9. One-on-One Onboarding
1. In-Depth Product Webinars
Support is free and included with TaxDome. Every working day we conduct free product webinars to help you get started on TaxDome faster—and use it to its fullest potential. While our demo showcases the basics, the webinars are in-depth training sessions that cover topics:
- Data import and the difference between accounts and contacts
- Tools to communicate with clients
- Exchanging documents with clients
- How to customize each business process: tax, bookkeeping, audit, etc. Bulk actions and automation tools
- Invoicing, time tracking, Stripe, QuickBooks Online, CPACharge integrations
You can take a look at the webinar agenda on our TaxDome Product Webinars page and book a seat for the ones that are relevant to you. Each session comes with an extensive Q&A. If you’re not able to attend the live version, no problem! Register anyway, and we’ll send you an email with the recording and the Q&A transcript. And you can always watch a recording of any previous webinar.
2. Importing Client Accounts
TaxDome helps manage your clients by having all the info you need about them easily available. You’ll see Accounts and Contacts on TaxDome. Accounts are your main clients, whether a business or an individual. Contacts are all the individuals you interact with within the course of business. Еach client account on TaxDome has a corresponding contact or perhaps even several.
To transfer your accounts to TaxDome:
1. Create tags. It's a good idea to start with categorizing your clients and thinking of what do they have in common. Tags can be used as filter parameters (i.e. Bookkeeping, Return, Monthly, Quarterly, etc.). You can use them in the Accounts and Tasks lists. Tags can be applied during import. For more details on creating tags, go here.
2. Prepare your Client List for Import. If you have different types of clients, you can use several CSV Files to group clients who share characteristics - i.e. All Sales Tax clients, All Bookkeeping clients, and so on. Then, follow the import wizard, described here.)
2. Add client portal access to your accounts. Invite your clients to use their client portal, so they can share important documents with you, pay invoices, view their payment history, stay informed about upcoming deadlines, answer questions, and complete tax organizers—all in one spot.
For more details on adding client portal access to accounts, go here.
For templates on how to introduce TaxDome to your clients, go here.
For our tips on how to automate client onboarding, go here.
3. Migrating Files Over to TaxDome
With TaxDome, you’ll have unlimited cloud-based storage space. All documents for each client are stored in the Docs section of their profile. If you use a custom folder structure for your clients’ documents, it’s a good idea to first start setting that up on TaxDome before you upload their files.
1. Create a folder template. Set up the folder structure for the different types of clients (For more details on creating folder templates, go here.)
2. Apply folder template to your client accounts. (For more details on applying folder templates, go here.)
3. Import client documents to specific folders either by:
- By dragging and dropping the appropriate files and folders into the TaxDome folders. (For more details on uploading documents, go here.)
- Using TaxDome Drive, then dragging-and-dropping to TaxDome from your file manager. (For more details on setting up a TaxDome drive on your desktop, go here.)
- Using the Bulk Upload feature of the TaxDome Desktop App. (For more details on bulk uploading, see our guides for Windows and Mac.)
4. Setting Up Templates
TaxDome is all about automation. So the first thing you can do to automate routine processes is to create templates. Templates will save you loads of time when you create tasks for your team, send organizers, contracts, invoices, messages, or emails to your clients. And the best thing about creating templates is that you can use them as automations in your pipelines, too.
Find out more about TaxDome templates in the article.
5. Creating Your Workflow Processes in TaxDome
The TaxDome workflow system consists of Pipelines, Stages, Jobs, and Tasks.
Pipelines are at the top level of the workflow hierarchy. Each pipeline is a work process for a specific service. For example, you might want a 1040 Return Pipeline, a W-2 Pipeline, and a Payroll Pipeline, each containing its own set of procedures. The overall function of a pipeline is to help you easily track the progress of like jobs while allowing them to smoothly flow toward completion.
Jobs are the individual projects a client pays you to do, such as a 2020 tax return or a January payroll. A pipeline can include as many clients, jobs, and stages (steps) as needed.
To start with pipelines:
1. Create your first pipeline or use one of the templates from our library. (Learn more about using our ready-made pipeline templates here.)
2. Create templates for all items/automation. Find out more about TaxDome templates in the article.
3. Integrate templates to pipelines' stages. Automations can be set up to be triggered when a job enters a pipeline and as it moves from stage to stage. With our automations, you can send a hello message to a client once a job is added to a pipeline, create tasks for your team once a new job is added, and so on. For more details on how to set up automations, go here.
4. Add jobs to your pipeline. Read more about how to set up and manage jobs in our hep article Using Jobs.
Please see Just Start: Your First Pipeline With Automations tutorial where we explain how typical pipeline with templates and automations is created and what happens when you add a job to it and move it further.
6. Setting Up Job Schedules and Recurring Tasks
Automation is everywhere in today’s busy world and presents itself in many ways. TaxDome allows you to have jobs repeat so that they are automatically generated in a pipeline when needed. Besides, you can also have tasks for you or your team members created automatically, based on a schedule you set up.
- Set up a pipeline schedule so that a job recurs daily, weekly, biweekly, monthly, quarterly, or annually. This includes setting up your pipeline, then adding account to your schedule. Read more in the article.
- Create recurring tasks for yourself or for your team. For example, making a phone call to a client once a week, checking the mail every three days, preparing certain tax forms annually. These will recur outside of a pipeline. Read more in the article.
7. Setting Up Integrations
TaxDome helps you streamline the end-to-end flow of your entire accounting process. If you like using web tools, you can link TaxDome to your other accounts.
- Email: TaxDome gives you a shared inbox for each client, which keeps things organized. To use this feature, you’ll need to sync your email account with TaxDome. (Read our how-to here.)
- Zapier: Connect to Zapier to synchronize TaxDome contacts with your favorite applications (such as Google Sheets, Mailchimp, or any of the 2,000 apps that Zapier supports), so that your data stays relevant and you can avoid doing multiple entries. (Follow our step-by-step instructions on how to connect to Zapier.)
- Stripe, CPACharge: Connect to a secure credit card processing service of your choice to accept credit card payments on your TaxDome account. (For more details on more on how to set up your preferred service, go here.)
- QuickBooks Online: Sync your TaxDome account with QuickBooks to see all invoices and payments made through TaxDome in your QuickBooks account. (Read more about how to ensure a seamless sync with QuickBooks here.)
8. Team Walk-Through
Are you working by yourself or with a team? If it’s not just you, add your team members to TaxDome. Once you do, you’ll be able to assign tasks, give them access to accounts, explore revenue metrics, and more.
1. Add team members. Team members are easily added to your TaxDome account, either on a monthly or yearly subscription basis. You can decide which clients they’ll work with and what access rights they’ll need. (For more details on adding team members, go here.)
2. Select access rights for team members. Depending on their responsibilities, team members can be given different access rights on TaxDome. For example, you may not want temp staff to have access to the firm’s invoice history. (For more details on giving access rights to team members, go here.)
3. Predetermine client assignees. Once a team member is given account access, they can view and edit the client’s info, upload documents, create invoices, send messages, create notes, or view linked contacts. They’ll also receive notifications about any client activity on the account. You can also choose to follow account which means to receive notifications on the account activity with or without being assigned to the account. (For more details on account access, go here.)
9. One-on-One Onboarding
Support is free and included with TaxDome. If you’ve attended the live demo and our in-depth webinars but still have questions, you can also take advantage of our free one-on-one onboarding session (You can choose between 15 or 45 minutes). In real time, we walk you through the process of setting up your firm on TaxDome and answer all your questions. During the demo and product webinars, we shared our screen with you to show you our feature overview; during the onboarding session, you share yours with us as we guide you through the steps and make sure you’re ready to take your practice to the next level.