TaxDome Dictionary

We've created a TaxDome glossary to help you navigate the platform with ease. Browse terms by category or use search (Ctrl+F on Windows, Cmd+F on Mac) to find what you need quickly.

Essentials

Firm portal URL

Firm portal URL (or login link) is a default unique link to your TaxDome portal in the format yourtaxdomeurl.taxdome.com (e.g., general-ledger.taxdome.com), which opens the portal login page. 

Firm owners and admins can change the portal URL and use the custom domain for white-labeling instead (e.g., general-ledger.online). 

Insights dashboard

Insights dashboard is a customizable overview of your firm’s key activities, including pending client actions, jobs, tasks, and team workload. It helps you track progress, prioritize tasks, and manage work efficiently—all in one place. 

Firm owners and admins can monitor the entire team, while team members use Insights to stay on top of their daily workload.

Inbox+

Inbox+ is your central hub for tracking important updates in TaxDome. It notifies you about client actions (e.g., document uploads, signed proposals, new messages), team mentions, and system updates—all displayed chronologically. 

A green circle near the Inbox+ icon indicates unprocessed notifications. Each team member can customize their notification preferences not to receive the ones they don't need.

The New button

The New button is the fastest way to create any new TaxDome entity (accounts, organizers, chat threads, etc.) from any page. 

TaxDome apps

TaxDome apps are additional ways to access your portal from mobile (Android, iOS) and desktop (Windows, Mac coming soon). 

The mobile app lets you quickly respond to clients, track updates without logging into the portal, and scan documents directly into TaxDome via camera. The Desktop app connects to TaxDome Drive, allowing you to upload files by drag and drop.

Microsoft Store

TaxDome drive

TaxDome drive is a feature of the Desktop app that lets you access your TaxDome files and folders directly from your computer. It appears as a mapped drive (Z:) and works like Dropbox or Google Drive without using the local storage space, allowing you to upload via drag and drop, download, and delete files.

Client portal

Client portal is a safe and secure web interface similar to the web portal for firms where clients share important documents with you, pay for your services, view their payment history, stay up-to-date on deadlines, ask and answer questions in real time, and complete tax organizers. Clients can also use a client portal mobile app.

Site builder

Site builder is an intuitive built-in website editor that allows firm owners and admins to create a customized website and set it live with no programming or technical skills required, by using templates. The Site builder feature is included in the Pro and Business plans. 

CRM

Accounts

Accounts (or client accounts) are businesses, families and individuals you work for and bill. Don't confuse them with contacts.

An account is always linked to one or more contacts, depending on how many people use it. For example, an individual account can be accessed by spouses (two linked contacts), and the business account can include linked contacts of its director, operational manager, and secretary. 

Contacts

Contacts are individuals you interact with in TaxDome. Contacts store personal details like phone numbers, emails, and addresses for clients, coworkers, prospects, partners, and family members. 

A single contact can be linked to multiple accounts. For example, as a contact, Adam Smith can be linked to the Smith Family, Smith Rentals LLC, Acme Corp and Adam Smith accounts, as he manages all four entities.

Client profiles

Client profiles (client account profiles) are entities where the account and contact details are placed. In the client profile, you can view the account info, communicate with the client and store their data, such as documents, organizers, invoices, payments, etc.

Contact toggles

Contact toggles (login/notify/email sync) are settings that manage a contact’s portal access, email notifications, and email integration within the client profile. They can be adjusted either individually or in bulk.

Custom fields

Custom fields are user-defined fields for accounts and contacts that allow you to store and organize additional client-specific information. They help tailor client profiles to your firm's needs by capturing details such as entity type, referral source, deadlines, or any other relevant data not presented as default fields in TaxDome.

Tags

Tags are short and color-coded labels (e.g., Returning client, Urgent, Tax Prep and so on) for quick recognition that help you filter your client accounts, contacts, docs, time entries, and tasks. Tags provide details about an item and make locating similar ones with the same tag easy. You can assign tags either manually or via pipeline automation to one client or several at a time.

Account notes

Account notes are internal-only notes that firm members can add about clients providing the supporting information. They help your team keep track of important details, preferences, and any relevant information about the client. It's possible to link them to jobs and tasks to keep the team alighed.

Team management

Firm owner

Firm owner (or just owner) is the team member who initially registered the firm with TaxDome and has full control over all firm settings. Each firm can have only one owner.

Admin

Admin is a team member assigned by the firm owner to manage certain firm operations. Like the owner, an admin has full access to TaxDome’s features and client accounts, except for managing the owner’s role, certain employee permissions, and TaxDome subscriptions. A firm may have multiple admins.

Team member (Employee)

Team member (Employee) is a firm staff member with assigned access rights. The firm owner and admin(s) control the features and client accounts team members can access. 

Client account access

Client account access is the right for a team member to view and edit all info regarding the client, including their documents, message threads, jobs performed for them and more. The firm owner and admin(s) always have access to all clients.

Account roles

An account role is a customizable designation for team members for specific client accounts, including Tax preparer, Consultant, Bookkeeper, etc. Instead of assigning tasks or jobs to a specific person, firms can assign them to an account role, ensuring the right team member is selected based on the client. Firm owners and admins manage account roles at the portal level.

Activity feed

Activity feed is a page to check who and when did a certain action in the portal. Examples may include exporting some data, changing access rights, changing passwords, etc. Its main goal is to assist firm owner and admins in controlling team members' activity and securing the integrity of the portal data. 

Reporting

Reporting is a feature that helps firms track and analyze key data across accounts, jobs, tasks, invoices, time entries, etc. It allows users to generate reports based on filters and custom fields, providing insights into firm performance and workflow efficiency. Reports can be customized, saved, and exported for further analysis.

Workflow and automation

Pipelines

Pipelines are sequences of stages that complete one project. For example, it can include all the steps needed to prepare a tax return, starting with collecting information from the client and ending with e-filing a return.

Stages

Stages are separate steps within your pipeline. For example, reviewing documents or filing a return. Jobs in progress are always located at particular stages of the pipeline.

Jobs

Jobs are projects you are doing for one client. In a tax return pipeline example, the job would be one client's return you are working on.

Tasks

Tasks are to-do items that team members should perform. They can be a part of a job or exist separately. Don't confuse them with client tasks (to-dos).

Automations

Automations are settings added to pipeline stages to automatically perform actions once jobs reach a certain stage. For example, you can send progress updates to your clients, issue invoices, collect client data, and have tasks for your team created automatically. You can also add automations to custom job statuses. 

Automove

Automove is a setting of a pipeline stage to move jobs through the pipeline automatically once all required actions are completed by clients or team members. This way, for example, you won't need to check whether your client has submitted an organizer or paid the bill. Once it is done, the job is moved to the next stage on it's own, and further automations are triggered. 

Conditional logic in pipelines

Conditional logic in pipelines is a feature that automates workflow based on predefined conditions. If some of your clients have additional needs or if your approach varies for different client groups, you can activate certain stages and automations exclusively for clients with specific tags. For instance, new and returning clients will receive different proposals.

Custom job statuses

Custom job statuses reflect that the job is delayed for some reason or that you need something from the client to proceed. When custom job status is assigned, the job still stays in the same stage but it is marked with a color and is not involved in general pipeline automation. The best practice is to use automations for custom job status and return it to the "Active" status once the specified action items are performed (e.g., client submits the request for missing documents).

Job recurrences

Job recurrences allow firms to automate creating repeating jobs for the same client at set intervals. This ensures that recurring tasks, such as monthly bookkeeping, are scheduled automatically, reducing manual effort and preventing missed deadlines.

Linked elements (Jobs)

Linked elements mean associating relevant items—such as documents, client notes, invoices, and more—with specific jobs to keep all related information organized and easily accessible from the jobs' cards. Elements can be linked manually or automatically, when automations are triggered. Linked elements with pending status act as action items for jobs to automove. 

Client-facing statuses (Jobs)

Client-facing job statuses are job status labels set for pipeline stages. They are visible to clients, keeping them informed about the progress of work of services requested. They provide transparency by displaying key updates on the client portal. Using client-facing job statuses is optional.

Documents

Client docs

Client docs are files in different formats that clients or firm members upload to TaxDome. 

Document access level (top-level folder)

Document access level (top-level folder) defines who can view and manage documents within a specific folder in TaxDome. Each top-level folder has predefined access settings—some are visible only to the firm, while others allow clients to upload or view files. These access levels help control document organization and security.

Folder templates

Folder templates are used to quickly create a folder tree for storing clients' documents. You can create custom folder templates or use the default one.

Document approval

Document approval is a feature that allows you to request a confirmation from the client that they agree on document content. 

File requests

File requests are a feature that allows you to get files needed from third-party. You can select any folder in client account, generate an upload link and send it to any person. No access to client portal is needed to upload files, and they are uploaded to the specified folder. 

TaxDome AI

TaxDome AI (for US firms only) is an AI tool integrated into TaxDome that automatically renames and tags documents your clients upload. This way, you will receive all their documents already properly named and tagged. It’s disabled by default; you can activate it in the Firm settings.

Signatures

Signatures (E-signature)

Signatures refer to electronic signatures used for signing documents digitally. TaxDome supports both e-signatures (legally binding digital signatures) and PDF signatures (handwritten-style signatures where clients type or draw their names). Signatures can include automatic date stamping and are used to streamline document approval processes.

Signing priority

Signing priority is a feature that quickens getting your documents ready for signature when you use signature templates. 

Firm balance

Firm balance is a page where you can add funds for additional paid features, such as KBA, QES/AdES requests, and SMS.

KBA

KBA (Knowledge-Based Authentication) is a verification method that requires signers to answer security questions based on personal data before they can sign documents. It enhances security and compliance, particularly for tax and financial documents. To use KBA, you need to add funds to your balance.

QES and AdES

QES and AdES (Qualified Electronic Signature and Advanced Electronic Signature) are digital signature types compliant with European Union regulations (eIDAS). AdES offers a higher level of security than a basic electronic signature, ensuring the integrity and authenticity of a document. QES provides the highest level of security and legal equivalence to a handwritten signature, requiring identity verification by a trusted certificate authority. To use QES and AdeS, you need to add funds to your balance.

Organizers & Client requests

Organizers

Organizers are digital questionnaires that help collect structured client information. They are customizable and can include conditional logic to display relevant questions based on responses.

Client requests

Client requests are a feature that allows you to ask ad hoc questions during a job without disrupting your workflow. They are flexible, helping gather crucial information quickly, improve communication, and reduce delays. Client requests can be sent to clients or third parties without requiring sign-in.

Conditional logic in organizers

Conditional logic in organizers is a feature that dynamically adjusts organizer questions based on previous answers. It streamlines data collection by showing only relevant fields, reducing clutter and making the process more efficient for clients.

Communication

Client chats

Client chats are a feature for firms to communicate with clients in secure, real-time mode. This includes text messages, file requests and to-dos for clients in one place.

Client tasks (to-dos)

Client tasks (to-dos) are actionable items, as in checklists, assigned to clients within chats to request specific actions, such as uploading documents or providing information. 

SMS

SMS is a built-in TaxDome feature that allows firms to send text messages to clients for quick updates, reminders, and notifications. SMS sent from TaxDome can include links to invoices, documents, and other important actions. 

Email sync

Email sync is a feature that connects any external email account (e.g., Gmail, Outlook, etc.) to TaxDome, automatically pulling client communications into the system. Email messages automatically appear in clients' profiles and can be accessed by all team members who have access to the account. Meanwhile, personal emails are not visible in TaxDome, since only messages from/to clients are synced.

Team chats

Team chats are a communication feature that allows firm members to discuss internal matters. Team members can create channels for different topics or projects, such as tax returns or internal issues. These chats are exclusive to the firm and not visible to clients.

Billing

TaxDome Payments

TaxDome Payments (for US firms only) is a built-in payment processing system that allows firms to easily accept payments in the portal iun many different ways including Venmo, Apple Pay and Google Pay. It allows to pass the processing fees onto your clients and get money sent to your bank account on the next business day after the payment.

One-time invoices

One-time invoices are standalone invoices issued for a specific amount and service, requiring a single payment from the client.

Recurring invoices

Recurring invoices are automatically generated invoices sent at predefined intervals (e.g., weekly, monthly, annually, or custom) to streamline ongoing billing. Recurring invoices support automatic payments and thus, can be used for setting up a subscription for a service.

Time entries

Time entries are logged work hours that can be converted into invoices, allowing firms to bill clients based on tracked time. Also, time entries can be used for internal reporting and managing team's progress and capacity.

Services

Services are predefined billing items with set prices (per item or per hour), making standardizing and streamlining invoicing easier. Services can be used for streamlining invoices, proposals, and time entries.

Discounts

Discounts refer to a reduction applied to an invoice, either as a fixed amount or a percentage. Discounts can be manually added when issuing an invoice, helping firms offer special pricing or promotions to clients.

Credits

Credits are prepaid funds added to a client’s account as credit notes. They then can be used to pay future invoices automatically.

Offline payments

Offline payments are manually recorded payments made outside of TaxDome, such as bank transfers, checks, or cash. They also can be used to add credits.

Proposals

Proposals (former "contracts") are a feature to create engagement letters that outline services and fees, allowing clients to approve work and make payments seamlessly. Proposals may include linked invoices or pricellists based on services.

Signature authority

Signature authority is a setting that defines who, on the client’s part, has the authority to sign proposals and recurring invoices.

System-wide features 

Templates

Templates are pre-made entries based on which you can quickly create new entities (e.g., emails, jobs, tasks, invoices, proposals, organizers, and more). Templates are essential for workflow automation because automations could not be created without it. 

Marketplace

Marketplace is a library of ready-to-use templates for emails, organizers, jobs, tasks, invoices, and more. Firms can browse, customize, and apply these templates to streamline workflows and improve efficiency. Every TaxDome user may become a creator and suggest your templates for the Marketplace.

Reminders

Reminders are automated or manual alerts that notify clients about pending tasks, invoices, signatures, or other time-sensitive actions to keep work on track.

Notifications

Notifications are system alerts sent via Inbox+, email, or mobile app to inform users (both team members and your clients) about client activities, team mentions, job updates, and other key events.

Shortcodes

Shortcodes are dynamic placeholders that automatically insert client-specific information (e.g., name, due date, invoice amount) into messages, job cards, organizers, emails, PDF invoices, and more, making communication personalized. Shortcodes are exremely useful when using templates or sending any info to the clients in bulk.

Integrations

Integrations are connections with third-party tools like QuickBooks, Zapier, etc., allowing firms to sync data and automate processes.

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