A TaxDome onboarding pipeline from signup to a live recurring job

TaxDome describes a pipeline as a reusable, stage based blueprint for a service: tax preparation, monthly bookkeeping, payroll, onboarding. Each client engagement moves through it as a job. Stages can fire automations, automove when action items are done, branch on account tags, and use custom job statuses such as On hold. (Pipelines explained)

Their own onboarding example is the first stage sending an engagement letter, creating an intake organizer, and notifying the account manager. Document collection is a later stage with an organizer and reminders. Do not merge those into one 1040 pipeline just because the same person will later prepare the return. (Pipelines explained)

Season chasing for returns that are already clients belongs on the TaxDome document chasing workflow. This pipeline ends when the letter is signed, folders exist, access works, and the first recurring or tax job is on its own board.

Stage names below are ours. Automations are TaxDome types. Turn automove on only when the client or the system can actually finish the action item.

Newly added automations do not run for jobs that were already in the stage. Build the pipeline, then create jobs. (Add and manage stage automations)

Add automations on the stage: Add automations, pick a type, pick or create a template. Enable Reminders if you want extra emails when the client does not respond. Reminders on automations work for organizers, client requests, proposals, invoices and messages. Add conditions if a stage should run only for tagged accounts. (Add and manage stage automations)

Types you will actually use on onboarding:

• Apply folder template
• Send proposal/EL
• Create organizer
• Send client request
• Create task
• Send email or send message
• Update account tags
• Update job assignees
• Update job dates
• Update job status (Completed when the job enters Live)

For a standard proposal at one price, put Send proposal on the stage and turn Automove on. TaxDome moves the job when the proposal is fully signed. If the proposal includes an on acceptance invoice, automove waits until that invoice is paid. One time invoices in the proposal are linked to the job. If every client is a custom price, still keep the job in the pipeline and send the proposal by hand. (Send proposals automatically)

You need Manage templates to open templates from the automation picker. Firm owners and admins have that by default. (Add and manage stage automations)

Every TaxDome account has three top level locations: Private (firm only), Firm docs shared with client, and Client uploaded documents. A folder template defines the subfolders inside those. Applying a template adds missing folders. It does not delete what is already there. Editing a template later does not change old accounts until you apply it again. Matching is exact, including capital letters. (Folder templates explained)

You can set a default template for new accounts, apply a template by hand, or apply it automatically when a job enters a pipeline stage. TaxDome calls that last option useful for onboarding. Create and edit templates need Manage templates. Apply needs Manage documents. Clients never see Private. (Folder templates explained)

Put year and service in the template (2026 Books, 2026 Tax, Access). Do not invent a fourth top level name. A folder called "Client Uploaded Documents" will sit beside the system folder "Client uploaded documents" and you will file into the wrong one.

Firm owner or admin: Settings, Client signup. Check Start jobs and trigger automations based on client signup answers. Edit the multiple choice question, Add answer, and map each answer to a pipeline. Payroll can create a job in Monthly payroll. Books can create a job in Onboarding. Leave the pipeline blank if that answer should not start work. You can pick a job template on the answer. If the client can skip the question, some new accounts will have no job. TaxDome lets you mark the question required. (Auto add jobs via the client signup form)

Map answers to onboarding, not to the 1040 pipeline. A prospect who ticked Tax should still go through proposal and folders before anyone opens last year's return.

Harbor Ridge Design, Inc., calendar year S corp, wants monthly books. They also mutter about payroll later. You do not add payroll on day four.

Payroll in June is a new letter, or an addendum, and a new job. The onboarding checklist already makes that point. TaxDome will happily automove a books client into a payroll pipeline if you map it that way. Do not.

Download the TaxDome onboarding stage map. Stages, automations, automove, owner, and an exit rule you can paste into pipeline settings. Fill the client name from the signature log, not from a kickoff call you remember.

Map the signup answer to this pipeline, not to 1040. A prospect who ticked Tax still needs a signed letter and working folders before anyone opens last year's return. After that, the first named request is the TaxDome document chasing workflow.