How to Easily Transition Your Clients To TaxDome with 3 Simple Emails

Nov 10, 2022 | TaxDome

One of the most important aspects of running a successful tax practice or other financial services business is having excellent communication with your clients. As Nat Turner once said, “Good communication is the bridge between confusion and clarity”. When talking to your clients about changes happening in your business, it’s best to give them as much information as possible.

Making the switch to the TaxDome is a HUGE transition…not just for you, but for your clients too. In order to increase their adoption of your new tool, there are a few things you can do to ensure they feel confident (and dare I say…excited!) about making the switch. Remember: happy clients = a happy AND profitable business owner!

Here are three simple emails that you can send to your clients to help bridge that gap between confusion and clarity. If you’re not switching to TaxDome but have other big changes that you’re implementing, these emails can easily be edited to convey whatever change you’re making.

Email #1: Send Immediately 

This email aims to prepare your client and help them see the vision of what you are creating for next tax season. This does not have to be a “heavy” email; in fact, keeping it light and fun can help set the tone for the remaining communications that you’ll be sending.

Remember to include plenty of the benefits that your client will receive from this new tool/change. This tactic keeps them focused on why this change is a good thing instead of feeling stressed out. Plus, people always want to know what’s in it for them!

Here’s an example of what your first email can say:

“Hey [Client Name]! 

First of all, we just want to say thank you for being our valued client. We sincerely appreciate your business and always look forward to working with you. 

We wanted to let you know that we have some exciting changes coming to our practice this next tax season! 

[EXPLAIN CHANGES & BENEFITS HERE – Example: We’re implementing a new client portal that makes it easier than ever for you to scan & deliver your documents to us from the comfort and convenience of your home!]

We’re also offering [INSERT ADDITIONAL SERVICES HERE] that will allow you to [INSERT DESIRED RESULT].”

Email #2: Send 2 Weeks Later

For the sake of this email, let’s say that you’ve made the switch to TaxDome. Once you have onboarded your clients into your new highly-efficient system, they will need to activate their new client portal.

The purpose of this email is to give them all the details of WHEN and HOW to do that. Try making your second email sound something like this:

“Hey [Client Name]! 

As we mentioned in our last email, we’re making some exciting changes to the way  we will be working with you this next tax season. 

The time has come to sign up for your new client portal! 


We’re SO excited to provide you with a wonderful experience this tax season! 

Please reach out to us with any questions or concerns that you may have.” 

Email #3: Send Before Activating Your Tax Season Jobs In TaxDome 

Traditionally, this is called the “kick-off” letter where you tell your clients that it’s time to get started on their tax return. It’s also the perfect time to let them know that TaxDome (or another tool) will begin sending them communications and that any emails they receive from the system are safe to open.

Here’s an example of what to say in this third and final email:

“Hey [Client Name]! 

Tax season is officially here and we are SO excited to be working with you and providing you with a stellar experience.

If you haven’t already activated your client portal, here is how to get started: 


Please keep in mind that you may be receiving emails directly from TaxDome. If you see any emails in your inbox or spam folder from, they should be safe to open 🙂

Again, thank you for trusting us to prepare your return and for being so flexible in our transition to TaxDome. 

Communicating with your clients in a clear and timely manner about changes to your practice will not improve their adoption of the change, but will also increase your overall client retention.

Already a TaxDome user and need help setting up your automated pipeline workflows? Check out our 12-month program Workflows for Tax Pros!

It’s the ONLY program that shows you how to implement TaxDome into your tax practice with easy-to-follow training.  Now you can master TaxDome, create an excellent client experience, and finally start increasing your profit and time freedom!

 Learn more about Workflows for Tax Pros and streamline your business today!

Follow Us

Hey Tax Pro!

Hi! We’re Jamie and Jessica, the dynamic duo behind Workflows for Tax Pros.

With a combined 20 years in business, we’ve learned a thing or two about building successful, streamlined businesses that enable professionals like you to build lives they love.

Our goal with this blog is to provide Tax Pros like yourself resources to build a profitable, peaceful tax practice that you can scale without creating more stress!

Looking for more? Join our Workflows for Tax Pros Facebook group where you’ll be part of a community of 6000+ Tax Pros. Join us at the link below!

Have more time to do the work that matters most.

Your time shouldn't be wasted tracking down documents or struggling to keep everything organized.

You should be focusing on what you do best: designing tax-saving strategies, helping your clients save money, and building genuine 1:1 relationships with them.