One client record

Every client’s whole story, on one screen

Every call, every email and SMS, every document signed, every job and their compliance status — all on the one client record in OneHQ, practice management software for Australian accounting firms. When a client rings, you already know why, instead of assembling their history from separate systems while they wait.

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Simpson Family Trust

Recent activity · one timeline

ATO letter — Sept debt notice, sent to client

today

Trust deed signed — returned via OneSign, OneHQ’s built-in e-signing

Mon

Inbound call — 6 min, answered by reception

Fri

BAS lodged — confirmation emailed

21 Sep

SMS — appointment reminder, delivered

18 Sep

Illustrative timeline with invented names. Detail is shown only to staff with access to the client.

Know why they’re calling before you pick up

“

A client rings about an ATO letter. Before reception has transferred the call, the accountant opens the client and sees it: with ATO mail switched on, the letter and the copy sent to the client are already on the record — beside the BAS lodged on Tuesday and the deed signed last week. They answer already knowing the reason for the call.

That’s not six tools you check in turn. It’s one record where every interaction has already gathered itself — nothing to reconcile, nothing scattered, nothing you have to go and find.

Everything a client touches, in one place

OneHQ connects the tools you already use and files each interaction onto the client automatically — so the record builds itself as your team works. You can even text a client straight from OneHQ, one at a time or in bulk, and their reply lands on the same record:

Phone calls in and out, via 3CX, Microsoft Teams or VXT

Emails, individual and bulk

SMS, sent and received

Documents sent for signature and signed

ATO correspondence received and passed on

Jobs and their compliance status

Meetings and bookings

AML status and onboarding

The name is practice-wide; the detail is access-scoped. Everyone can find a client, but a client’s history opens only for the staff with access to them — the people allocated to them, and anyone you’ve given access to every client — so one shared view never means everyone sees everything.

Built for family groups, not just single clients

A real client is rarely one entity — it’s a company, a trust, an SMSF and the people behind them. OneHQ ties them into a group, and two of its quietest features become its most useful the moment you do.

Email that files itself

Mail between your firm and a client is matched from your connected mailboxes and filed onto their record automatically — no dragging, no BCC. It stays put even if the client later archives it in their own inbox, and any attachment saves straight into their Files.

Notes that reach people

Thread a note on a client, @mention a colleague and they’re told. A standing note — “NIL every year”, “always CC the bookkeeper” — carries forward to next period and says where it came from.

Grouped, it all comes together. Because a family’s entities are one group, their filed emails, your team’s notes and every job sit side by side — so whoever picks up the phone is briefed on the whole relationship, not one entity in isolation.

Frequently asked

Where does all this activity come from?

From the tools you already run, connected to OneHQ — your 3CX, Microsoft Teams or VXT phones, Microsoft 365 or Gmail email, SMS, OneSign signing, ATO correspondence, meetings and jobs. Each interaction files itself onto the right client automatically, so nobody has to log it by hand.

Does everyone in the firm see every client’s history?

No. A client’s name is practice-wide so anyone can find them, but the detail on their record — the calls, emails, documents and figures — opens only for the staff with access to that client: the people allocated to it, and anyone you’ve given access to every client, such as partners. One shared view, still properly scoped.

Is this a CRM?

It does what a CRM promises — one view of the whole relationship — but built for an accounting practice, so the record carries jobs, BAS and tax compliance, ATO mail and AML alongside the calls and emails, not just sales contacts.

How do client emails get onto the record?

OneHQ matches mail between your firm and a client from your connected mailboxes and files it onto their record automatically — no BCC or dragging. It recognises the client’s addresses, keeps staff-to-staff mail out, and the email stays on the record even if someone later archives it in their own inbox. Attachments can be saved straight into the client’s Files.

One client. One record. Everything.

Stop rebuilding a client’s story from separate systems every time the phone rings.

Start now