TaxDome Migration Checklist

1. Before you start

• Find your TaxDome renewal date. Current customers move to per-client pricing at their first renewal on or after 1 January 2027, and TaxDome bills a year upfront.
• Count your active clients the way TaxDome does. Any client with activity in the past 12 months counts, including one who only received an invoice.
• Pick a cutover date. Allow two to four weeks before your renewal, and avoid the middle of tax season.
• Start a trial of your new system. Import a few clients first to check the format.
• Tell your team. Agree which jobs finish in TaxDome and which start in the new system.

2. Export your clients

• Accounts. Clients > Accounts, then the export icon. Includes account name, type, tags, assigned team, custom fields, notes and linked contacts.
• Contacts. Clients > Contacts > Export contacts. Includes names, email, phone, address, tags, custom fields and the accounts each contact is linked to.
• Filter before you export. Leave out archived or test records you do not want to move.

3. Export your work

• Jobs. Workflow > Jobs > Export jobs. Export active and archived jobs separately.
• Job recurrences. Workflow > Job recurrences > Export. Lists each client’s recurring work, its period and next date, which you need to set up repeating work again.
• Tasks. Workflow > Tasks > Export tasks, for pending and completed tasks.
• Record your pipelines and automations. They have no export, so screenshot each pipeline’s stages and automation rules to rebuild them.
• Copy your templates. Email, organizer, proposal, request and signature templates have no export. Copy the text of the ones you reuse.

4. Export your billing

• Invoices. Billing > Invoices > Export invoices. Only one-time invoices export, so note your recurring invoice settings by hand.
• Payments. Billing > Payments > Export payments.
• Time entries. Billing > Time entries > Export time entries, including any unbilled time you still need to invoice.
• List unpaid invoices. Collect them in TaxDome before you cancel, or reissue them in the new system.

5. Export documents and organizers

• Install TaxDome Drive. Copy each client’s folders to a local drive. There is no bulk document download in the web app.
• Check signed documents. Make sure signed documents and their audit trail certificates are in the folders you copied.
• Export completed organizers. Open each one you want to keep, click the three dots and choose Export.
• Save client chats you need. Chat history has no export, so copy any messages you must keep for your records.

6. Keep clients’ saved payment methods

TaxDome Payments runs on Stripe, so saved cards can move to your new Stripe account instead of every client re-entering them.

• Get your new Stripe account ID. Copy it from your new system.
• Ask TaxDome to copy your customers. Give them that account ID for Stripe’s data copy. Your TaxDome Payments account sits under TaxDome’s platform, so TaxDome starts the copy.
• Accept the copy in your new Stripe account. Only confirm you hold ACH mandates if your clients authorised bank debits.
• Note who needs to re-enter details. Cards and US bank accounts copy. Cards saved through Link or wallets such as Google Pay do not, and subscriptions, invoices and payment history stay behind.

7. Set up the new system

• Add your team. Invite each team member and set their role and permissions.
• Recreate custom fields. Add the client fields you rely on before you import, so the CSV columns have somewhere to go.
• Import clients and contacts. Use the TaxDome Accounts and Contacts CSVs.
• Recreate your recurring work. Use the job recurrences export, with a job template for each service.
• Set up your folder structure. Build it once and apply it to every client.
• Upload client documents. From the folders you copied out of TaxDome Drive.
• Rebuild requests, organizers and engagement letters. For the coming season.
• Link imported Stripe customers to clients. So saved payment methods are ready to charge.
• Reconnect your integrations. Disconnect QuickBooks, email and calendar from TaxDome and connect them to the new system.

8. Move clients to the new portal

Your clients learned TaxDome’s portal and app, so tell them early, explain what changes, and make the first sign-in easy.

• Brand the new portal. Add your logo and firm name before any client sees it.
• Test it as a client. Sign in as a test contact, or preview the portal, and upload, sign and pay once.
• Send an advance notice. Two weeks before you switch, tell clients the date and that nothing is needed from them yet. Template below.
• Invite clients in batches. Start with the clients you are working with now, then the rest. Send your own note alongside the invitation. Template below.
• Tell clients how to reach you. If they messaged you in TaxDome chat, say where to send questions now.
• Update your client login link. Point the link on your website and email signature to the new portal.
• Follow up with clients who have not signed in. Check after a week and send a short reminder. Template below.

9. Cut over

• Finish in-flight jobs in TaxDome. Start new work in the new system.
• Close pending requests. Finish or resend open signature and document requests from the new system.
• Turn off TaxDome reminders. Pause automations and reminders for clients you have moved, so they are not chased twice.
• Run a final export. Export every list again on your last day, after the last change in TaxDome.
• Check counts. Compare clients, contacts, open jobs and documents against the exports.
• Cancel before your renewal date. Keep the exports with your firm records.
• Ask how long TaxDome keeps your data. Request deletion once you have everything, and note it in your WISP.