TaxBill is the time, billing and client system your firm actually wants to use. Track work to the minute, keep every client detail in one place, and let invoices, receipts and document requests go out on their own.
An illustrative engagement moving from tracked time to a settled invoice
Work
Who
Hrs
Amount
1040 · Prep
P. Shah
2.40
$588.00
Advisory
M. Lee
1.10
$269.50
Bookkeeping
E. Ruiz
3.70
$592.00$540.00
1120-S · Review
You
1.42
$348.31
INV-2026-0418 · paid
$1,745.81
Review WIPSentClosed
An animated illustration: a timer is started and stopped, the entry saves into work in progress, one line is written down at review, the invoice is approved and emailed, and the payment is received.
Track
Save
Review
Invoice
Settle
One engagement, start to settled. Figures are illustrative; the sequence is not.
Coming from one of these? We'll bring it all across.
Clients, contacts, staff, rates, billing codes, open work in progress and unpaid invoices — mapped, previewed and reversible.
OfficeToolsFull history
QuickBooksClients + A/R
DrakeClient list
LacerteClient list
UltraTax CSClient list
Practice CSTime + WIP
KarbonJobs + contacts
Excel / CSVAnything else
The numbers that matter before you buy
Billing granularity
1 minBilling granularityTime bills at true elapsed minutes — hundredths of an hour — not rounded up to the nearest six.
Typical migration
1 dayTypical migrationExport, map, preview, approve. Most firms are billing out of TaxBill the next morning.
Per user, per month
$14.99Per user, per monthEvery feature included. No modules, no setup fee, no annual contract.
Free trial
14 daysFree trialThe full product, no credit card, and your import comes with you if you stay.
01The platform
Six things your firm does every week, made unremarkable
Not a suite of modules you'll grow into. The specific work of a tax practice — tracked, billed, collected and chased — in one system your team can learn in an afternoon.
PL.01One record open on three desks. Nobody is reconciling anything.
One system
Your timer and your client file are the same tool
Most firms run a timer in one place, client details in another and billing in a third. TaxBill puts them on one record, so starting work, looking up a contact and raising an invoice are all two clicks from the same screen — and nobody has to learn three interfaces.
Start in one click
One-touch timer or manual entry, on desktop or phone. One running timer per person, enforced — no accidental double-billing.
A real client record
Contacts, entities, engagements, rates, notes, documents and the entire billing history on a single page.
Work that moves itself
Pipelines, stages and job tasks show you what's in prep, in review and waiting on the client — per staff member, at a glance.
Switching
Bring twenty years of history with you
The reason firms stay on software they've outgrown is the move. So we made the move the easy part: export from OfficeTools, QuickBooks, Practice CS or a spreadsheet, and TaxBill maps the columns for you, shows you exactly what it's about to create, and lets you undo the whole batch if anything looks wrong.
Column mapping done for you
Point at your export and TaxBill proposes the mapping. Anything it isn't sure about is flagged for a human before a single row is written.
Preview before you commit
See the clients, staff, rates, open WIP and unpaid invoices that will be created — then approve, adjust, or walk away.
Every import is reversible
Batches are tracked and undoable. Import on a Tuesday, review it Wednesday, roll it back if you need to.
officetools_export_2026.csv
1,284 rows · 11 columns
Example column mapping produced by the import
Column in your export
Mapped to
CLIENT_NAME
Client · Name
Mapped automatically
CLI_NO
Client · Number
Mapped automatically
STAFF_INIT
Employee · Initials
Mapped automatically
WORK_CODE
Billing code
Mapped automatically
HRS_WORKED
Time entry · Hours
Mapped automatically
BILL_RT
Rate · Hourly amount
Review
MEMO_TXT
Time entry · Narrative
Mapped automatically
Mapped automatically
Low confidence — asks you first
Nothing is written until you approve · 1,284 rows
PL.02Four fee arrangements, one client, one invoice run.
Billing
Bill the way your firm actually bills
Hourly for the 1040s, a flat fee for the monthly bookkeeping, progress billing on the big engagement, a retainer drawn down over the year. TaxBill handles all of it on the same client, in the same invoice run, without a workaround.
Every fee arrangement
Hourly, flat fee, fixed-fee progress billing, evergreen retainers, value billing, and per-item write-ups and write-downs at review time.
Rates that fit the org chart
A firm default, a per-employee rate, a per-client override — resolved in that order, and snapshotted onto every entry so changing a rate never rewrites history.
WIP review that's actually reviewable
Sort the period's unbilled work, adjust or no-charge line by line, and see the invoice total move before you send it.
PL.03The call you no longer have to make.
Automation
Invoices that send — and chase — themselves
The invoice emails itself the moment you approve it, with a branded PDF and a payment link. When the client pays, the receipt goes out, the invoice closes, and your A/R updates without anyone touching it. The follow-ups you keep meaning to send go out on schedule instead.
Delivery on approval
Branded PDF, firm letterhead, sequential invoice numbers, emailed to the right contact the second it's approved.
Status updates on payment
Payment lands, receipt goes out, balance and A/R aging update themselves — client and staff both notified, no reconciliation pass.
Polite, automatic reminders
Set the cadence once. Overdue balances get chased on schedule, in your firm's tone, until they're paid or you step in.
PL.04A complete file, the first time anyone opens it.
Client experience
The documents come to you
Chasing organizers, W-2s and prior-year returns is the least billable thing your team does. TaxBill builds the request list from the client record, sends it, reminds them, and files what comes back against the right engagement — so the first time you look at the file, it's complete.
Request lists that build themselves
The CRM knows what kind of return this is and what you needed last year, so the checklist starts filled in.
A portal clients don't complain about
Secure upload from any device, no account gymnastics, clear progress — 'you've sent 6 of 9 items'.
Nudges you don't have to send
Automatic reminders on outstanding items, and a dashboard of who's still holding things up.
Visibility
Know your realization before the season ends
Unbilled time is invisible money. TaxBill keeps work in progress, realization and A/R aging on one dashboard so you can see the client that's quietly unprofitable in February — not the following November when you finally run the numbers.
WIP and realization, live
Unbilled value by client, engagement and staff member, with realization percentage on every job as it moves.
Budget against actual
Compare where a job was quoted to where it's landing, while there's still time to do something about it.
Exports for the rest of the practice
Every report drops to CSV or PDF for your accountant, your partners' meeting, or your own spreadsheet.
Unbilled work in progress
Period to 31 Mar · all staff
Example work-in-progress ledger with realization by client
Client
Hrs
WIP
Real.
Whitmore Holdings LLC
18.40
$4,508
104%
Alder & Finch PC
26.15
$5,884
97%
Kestrel Property Trust
31.80
$6,042
78%
Bayard Manufacturing
22.05
$5,733
101%
Nine Elms Restaurant Grp
28.35
$6,773
71%
Total unbilled
126.75
$28,940
89%
▲Two clients are running below target with six weeks of the season left.
02Runs without you
What happens after you stop the timer
Every step below used to be somebody's Thursday afternoon. In TaxBill they're triggers, and the only one that needs a person is the one where judgement actually matters.
01
Stop the timer
The entry lands on the client with the rate snapshotted, priced to the minute.
You
02
WIP updates instantly
Unbilled value, realization and the job's budget-versus-actual all move the moment the entry saves.
Automatic
03
Review and approve the bill
The only judgement call in the chain: adjust, write down, no-charge, approve.
You
04
Invoice emails itself
Branded PDF and a payment link, sent to the right contact, numbered in your firm's sequence.
Automatic
05
Reminders go out on schedule
Overdue balances get chased on the cadence you set, in your firm's wording, until they're settled.
Automatic
06
Payment closes the loop
Receipt to the client, notification to your team, invoice closed, A/R aging updated. No reconciliation pass.
Automatic
And the same thing happens at the start of the engagement
The request list writes itself
Built from the client record and what you needed last year.
The client uploads securely
Any device, clear progress, no account gymnastics.
Reminders keep going out
Until every item is in — and then your team gets told.
03Leaving your old system
The switch is a day, not a season
We've watched firms stay on software they hate for five years because moving felt impossible. So migration isn't a services engagement here — it's a feature, and it ships with the product.
01
Export what you have
Whatever your current system gives you — OfficeTools, QuickBooks, Practice CS, Karbon, or a spreadsheet someone maintains by hand.
02
We map the columns
TaxBill reads your headers and proposes a mapping. Low-confidence guesses stop and ask a human instead of guessing quietly.
03
Preview the whole batch
See every client, staff member, rate, billing code, open WIP item and unpaid invoice before a single row is written.
04
Approve — or roll it back
Import batches are tracked and reversible. Try it on a Tuesday and undo it Wednesday if it isn't right.
PL.05Eleven years of a practice, waiting to be typed in again.
What comes across
Client and entity records
Contacts and relationships
Staff, roles and default rates
Per-client rate overrides
Billing codes and service items
Open work in progress
Unpaid invoices and balances
Payment history
Running the two systems side by side for a month is fine, and fairly common. Nothing about TaxBill assumes you've burned the boats.
04Everything else
The unglamorous things that make it work
The details you only notice when your software gets them wrong.
Two-factor, always on
Mandatory 2FA for every user. Not an upsell, not an option buried in settings.
Multi-office ready
Every record is scoped to your firm. Run several offices without their data ever touching.
Roles and permissions
Admins see the whole firm; staff see their work. Rate visibility is a permission, not a hope.
Correct 'today', everywhere
Time entries date against your firm's timezone, so a 9pm entry never lands on tomorrow.
Branded invoice PDFs
Your logo, your letterhead, sequential numbering per firm, generated on the fly.
Card and ACH payments
A pay link on every invoice, reconciled back to the balance automatically.
History that stays honest
Rates snapshot onto entries at save time. Raising your rates never rewrites last year's books.
Works on the phone
Start a timer between appointments. It's the same record when you're back at the desk.
Your data stays yours
Full CSV and PDF export of everything, any time. No hostage-taking on the way out.
05Trust
Client data, handled like client data
You hold W-2s, SSNs, bank details and the financial history of every client you serve. The software that holds it with you should be boring about security in the best possible way.
Two-factor for everyone
Not optional, not a paid add-on. Every user enrolls in an authenticator app before they can touch a client record.
Encrypted in transit and at rest
TLS everywhere, encrypted storage, and secrets held separately from the data they protect.
Hard tenant isolation
Every record in the system carries its firm. A query that isn't scoped to your firm doesn't return rows — it fails.
Least-privilege roles
Staff see their own work and their own clients. Rates, margins and firm-wide reporting are admin-only by default.
An auditable trail
Who changed a rate, who no-charged a line, who voided an invoice — recorded, timestamped and reviewable.
Backed up and exportable
Continuous backups, plus a full CSV and PDF export of your own data whenever you want it.
06Pricing
One price, every feature
No feature gates, no per-module pricing, no annual contract to unlock the good parts. You pay for the people who use it.
How long does it take to move off our current system?
Most firms are running on TaxBill within a day. You export from your existing system — OfficeTools, QuickBooks, Practice CS, Karbon or a spreadsheet — and TaxBill maps the columns, shows you a full preview of what it will create, and only writes anything once you approve it. Every import batch is reversible, so you can try it, review it and roll it back if it isn't right.
What actually comes across in the import?
Clients and entities, contacts, staff and their default rates, per-client rate overrides, billing codes and service items, open work in progress, unpaid invoices with their balances, and payment history. If your export has a column for it, we can usually bring it.
Can we bill different clients different ways?
Yes, including on the same invoice run. TaxBill supports hourly billing, flat fees, fixed-fee progress billing, evergreen retainers and value billing, plus per-item write-ups, write-downs and no-charge at review time. Rates resolve from a per-client override, then the employee's rate, then the billing code default.
What gets automated once we're set up?
Approved invoices email themselves with a branded PDF and a payment link. When a payment is received, the receipt goes to the client, your team is notified, the invoice closes and A/R aging updates on its own. Overdue balances are chased on a cadence you configure. At the other end of the engagement, client document requests are generated from the client record, sent, and reminded on automatically until everything is in.
Do our clients need to create accounts to send us documents?
No. Clients get a secure link, upload from any device, and see clear progress on what's still outstanding. What they send is filed against the right engagement automatically, so the file is complete the first time your team opens it.
How is our client data protected?
Two-factor authentication is mandatory for every user, not an add-on. Data is encrypted in transit and at rest. Every record in the system is scoped to your firm, so one firm's data is never reachable from another. Roles limit what staff can see, and changes to rates, invoices and no-charges are recorded in an auditable trail.
What does it cost, and is there a contract?
$14.99 per user per month, billed monthly, with every feature included — no per-module pricing and no annual contract. There is a 14-day free trial that does not require a credit card. Firms above 25 seats or running several offices should get in touch for volume pricing.
What happens to our data if we leave?
You can export everything — clients, time, invoices, payments and reports — to CSV and PDF at any point, including during the trial. Your data is yours and there is no exit process to negotiate.
Get started
Start the season on software you don't have to fight
Fourteen days, the full product, no credit card. Bring your data with you — if you decide to stay, nothing has to be redone.
