Eight things OneHQ does for an Australian accounting firm. Pick one to see how it works.
Year-EndWorkpapers built straight from Xero, for every client, without leaving OneHQ.Coming April 2027
Everything your practice needs. All in OneHQ.
From the first client email to the final signed document. All connected, all in one place.
Clients & Communication
All your client communication in one place, automatically.
Emails from every staff mailbox filed to the client automatically
Personal and family mail kept out of the record
Every phone call logged, with the client’s record on screen as it rings
Voicemail shared with the office, transcribed where your phone system does it
Two-way SMS from your own number
Individuals, companies, trusts and super funds linked as one group
Acuity bookings, reminders and running-late texts
One timeline per client: emails, calls, texts, meetings and notes
Jobs & Compliance
Stay on top of every job, deadline and obligation.
Jobs created automatically from each client’s obligations
Track BAS, IAS, tax returns, STP, FBT and TPAR
Payroll tax and WorkCover, one job per state
Client tasks raised in seconds and assigned to one person or several
Custom WIP lists, filters and notes
Due dates updated in bulk from your ATO lodgment list
Status moves itself as documents are sent and signed
New clients added to XPM appear in OneHQ automatically
Documents & Signing
Manage, sign and keep client documents organised.
OneDrive, SharePoint or Dropbox, the storage you already have
The same folders for every client, in one click
Preview PDFs, emails, photos and spreadsheets
Send and request documents by secure link, never attachment
E-signing with signature lines found for you
Automatic reminders and bounced-email alerts
Sign in the office on an iPad
Signed copies filed to the client’s folder automatically
ATO letters matched to the client, TFNs redacted
Practice & Security
A secure, Australian-hosted platform built for accounting practices.
Client records stored in Australia
Two-factor sign-in for every user
Client access set staff member by staff member
A full audit trail
AML ID checks, PEP and sanctions screening
Email and SMS campaigns with open tracking
Send and receive documents securely with clients
Connect ChatGPT or Claude through the OneHQ MCP server
Walk in and know where everything is.
HQ is the first screen you open: today’s meetings, every call, email and text across the practice, and what’s waiting on you.
The front desk, sorted
“They’re here” in one tap.
Reception taps the booking when a client walks in. Your meeting reminder turns green on your desk and your phone: “Jo has arrived”. Answer “On my way” or “10 min” and reception sees it on the board.
It says who checked them in, and when
Running late? Tell reception from the car, and the client never gets an awkward text
Done takes the meeting off the board
Meeting in 10 minJo Whitfield · Individual tax return
9:58
Jo Whitfield has arrivedChecked in by Kara at reception
On my way10 min
2:30pmJo WhitfieldSoonArrivedOn the way
Every contact, one table.
Every call, voicemail, email, text, note, signature and meeting, whether incoming, outgoing or missed, filtered by type and period.
Reception sees who and when, not what, for clients they don’t look after
Every row shows what’s linked to it: the call, the task, the note
The last 48 hours across the practice
Did you know?
Before you pick up, the call alert shows what the client is probably ringing about, newest first.
⌘K search knows “noa” means Notice of Assessment, and finds Rebecca when you type Beck.
A light day shows the next day’s meetings underneath, so Friday afternoon already shows Monday.
The office, right now.
Live calls with running timers above today’s meetings, each marked Live, Soon, Arrived or Late. When it’s quiet, the board says so and tells you who’s next.
Take any ringing office call: first to answer wins
Parked callers are one tap away
Live calls need a 3CX phone system.
Today’s meetings, live
A client walks in
1Reminder counts down“Meeting in 10 min”, with what they’re likely here about
2Reception taps 👤+The client is at the desk
3It turns green“Jo has arrived” on your desk and in Pocket
4You tap “10 min”Reception offers them a seat
5Done, then a noteThe board clears and “Worth a note” asks for the write-up
Hidden gem
One tick settles everything.
Finish the ring-back task and the missed call, the voicemail and the alerts about it clear together, on every screen, for everyone.
Ring back Jo WhitfieldClient task
Missed call from Jo
Voicemail: “Can you give me a call…”
3 alerts about the call
All settled with one tick.
Running-late text, one tap
Pick 5, 10, 15 or 20 minutes. The client gets a text with their name and their accountant’s, from the practice number.
Timesheet helper
Your day’s work grouped by client, ready to copy into your own timesheet. OneHQ never records time.
Voicemail, read in seconds
Transcribed, played in place, and turned into a callback task for the client’s accountant.
Notes you haven’t written yet.
Calls and meetings nobody has written up wait in “Worth a note”, one click from the note, so nothing said on the phone is lost.
Worth a note
And there’s more
Alerts in the corner, so a ringing call is never buried
Quiet hours for evenings and weekends
Meeting reminders 5, 10 or 15 minutes ahead
Approve a colleague’s access request from the bell
Pocket: call clients through the office number, never your mobile
Pair a phone with a QR code
Plan your day by dragging tasks beside your meetings
A calendar you drag, stretch, cut and paste
Team chat at your desk and on your phone
See it for yourself. Every screen above is in the live demo.
Every conversation with a client. Nobody filed a thing.
Emails from every staff mailbox, calls, texts and signed documents land on the client’s record by themselves. Pick up the phone and you already know why they’re ringing.
One timeline, every touchpoint.
Emails, calls, texts, voicemails, meetings, notes, jobs and signing on one feed. Filter it by type when you’re after one thing.
Pin what matters, resolve what’s dealt with
Add a note to anything, @mention a colleague and raise a task in one step
A client’s Communications, newest first
Privacy first
Email that files itself, and knows what to leave out.
Connect a staff mailbox and client email lands on the right client by its address, every 15 minutes. Before anything syncs, OneHQ suggests who to keep private: you, your spouse, your family trust, anyone at your address.
Take your own email back out, any time
Tracking pixels in client emails stay blocked
Staff-to-staff email is never filed
Keep these out of your email sync?
YouYour own client record
Sam WhitfieldSpouse
Whitfield Family TrustYou’re a trustee
Alex MorenoSame address
Suggested before a single email syncs.
Your phonebook knows your clients
3CX shows the client’s name as it rings, with a link to their record.
Calls log themselves
Every call lands on the client, and a note typed during the call joins it.
A shared family number?
OneHQ picks a family member, says it’s a guess, and lets you move the call in a click.
Hidden gem
One ATO call. Three client notes.
Reception rings the ATO about three clients and each one gets its own note, all linked to the same call.
Call with the ATO18 min
NoteHarper Family Trust
NoteCarter Trading Pty Ltd
NoteTaylor Consulting
Text clients from the practice number.
Replies thread back and file on the client, and go to whoever texted them last.
No double-texting: the box greys out while a colleague is typing
An iPhone “Liked…” reply shows as a 👍, not a confusing text
Won’t text a landline, so nobody thinks a client was told when they weren’t
Two-way SMS, threaded per client
Did you know?
New clients added in XPM appear in OneHQ within five minutes, already in the right family group.
XPM file notes going back as far as 2016 come across onto the client timeline.
Book under “Tony” and OneHQ still finds Anthony, and fills in the email address you were missing.
The whole family, together.
Spouses, directors, trustees and beneficiaries from XPM put each family in one group with the companies and trusts it controls, and draw a structure chart you can export.
Partner and manager kept in step with XPM
Archived in XPM? Queued for offboarding
Merge duplicate clients and lose nothing
Call or text straight from the record
From XPM to the phone
1Added in XPMIn OneHQ within five minutes, in the right family
2You email themIt files itself within 15 minutes
3They ring3CX shows their name; the call logs itself
4Note and task@mention the bookkeeper and raise a task in one step
5A text at 9amScheduled, and the reply comes to your phone
And there’s more
Shield a sensitive caller: the alert shows only their name and next meeting
Confidential clients: the detail is hidden even from all-client staff
Pull in up to 12 months of past email
Outlook meetings with one client become client meetings
Onboarding and offboarding checklists, with one engagement letter per family
Your own client fields, ten types
Clients fill in their own details from an intake link
Bulk reallocation, and access that ends on a set date
See it for yourself. Every screen above is in the live demo.
Jobs that create themselves.
Set each client’s obligations once. Activity statements, returns, payroll tax by state, STP and TPAR appear when they’re due, already assigned to the right person.
Set the obligation once.
Tick a client’s obligations and OneHQ raises every job on the right day, every period, already assigned and dated.
Quarterly GST and monthly PAYG-W? 4 BAS and 8 IAS a year, worked out for you
Weekend due dates roll to Monday, as the ATO’s do
Jobs appear at your firm’s own midnight on 1 July
JulIAS
AugIAS
SepBAS
OctIAS
NovIAS
DecBAS
JanIAS
FebIAS
MarBAS
AprIAS
MayIAS
JunBAS
Quarterly GST: 4 BASMonthly PAYG-W: 8 IAS
Worked out from one tick on each obligation.
Hidden gem
Compare to ATO in one drop.
Drop in your ATO lodgment list or outstanding activity statements report and see every mismatch. Then close what the ATO has received as Lodged, in one click.
Read in your browser, so nothing is stored
Unexpected jobs come with a likely reason: archived in XPM, trustee company, new client
ATO lodgment list dropped in
3Mismatch with ATO
2No record on ATO list
1No record on OneHQ
Mark 12 as Lodged
One payroll tax job per state
NSW and VIC each get their own job, cadence and due date.
Notes that carry forward
Type “NIL every year” once and it’s waiting on next year’s job.
Signing moves the job
Out to Sign when it’s sent, Signed when it’s back. A 2024 return never moves this year’s job.
The season at a glance.
How much is complete against an even pace to the due date, with every status counted. Click one to filter the list underneath.
WIP Overview
Did you know?
Untick an obligation and OneHQ offers to close the open jobs it leaves behind.
Tick TPAR in August and OneHQ offers to create the year that just ended.
If one bulk action emptied a list, OneHQ says who did it and offers to reopen them all.
Payroll tax, split the way states want it.
Xero payslips are split into wages, allowances, bonuses, directors’ fees, termination and super, and still add up to Xero’s figure.
Salary-sacrificed super treated correctly
TPAR contractors pulled from Xero, with GST checked against the ABR
Choose your lists, filter by staff, status, period or due date, add your own columns (status, dropdown, checklist, date, formula) and save your view.
Every job on the client’s record
A year, start to finish
1Tick the obligationsTax return and TPAR, prepared by you
21 JulyJobs appear with due dates, last year’s note and the right person
3Do the workTPAR contractors from Xero, checked against the ABR
4Send for signingThe job moves itself
5Drop in the ATO listReceived returns close as Lodged in one click
And there’s more
Bulk changes confirm the count, and Undo puts each one back
Finished rows stay on screen, with Undo, for a minute
Not Required closes a job without counting it as lodged
Client tasks with several people, files and @mentions
Callback tasks raised from calls and voicemail
Reallocate for leave without losing who owns the client
Import a list from Excel, with a preview first
Text clients what’s due, straight from a list
See it for yourself. Every screen above is in the live demo.
Your OneDrive or Dropbox, finally in order.
Keep the storage you already pay for. Every client gets the same folders, they follow the client through renames and archives, almost anything opens without a download. Documents go to and from clients by private link, never attachment.
Secure transfers
Send by link. Ask by checklist.
Send a client their documents as a private link instead of an attachment. See when it’s downloaded, and withdraw it if it went to the wrong person. Ask for documents with a checklist: uploads land straight in the client’s folder, and you accept each one or send it back with a reason they see.
An optional code, texted to the mobile on the client’s record
One link per request: asking for more adds to it, never a second email
Reminders stop the moment the last item lands
Sending to a bank or solicitor? The client approves it first
A “send us documents” link anyone can use, filed to the right client by you
Secure Transfers is in beta.
Documents for your 2026 tax returnWhitfield family · one private link
Payment summary · JoAccepted
Bank interest · SamAccepted
Private health statementSent back: page 2 is missing
Donation receiptsWaiting
Uploads land straight in Whitfield, Jo / 2026-27
Hidden gem
Rename it. Nothing breaks.
Folders are tracked by ID, not name. Rename a client folder in OneHQ, SharePoint or Explorer and every link still holds. When a client changes their name in XPM, their folder follows.
File Explorer
Smith, JaneSmith-Jones, Jane
Still linked to her client record
Same folders, every client, every year.
New XPM clients arrive with their folder and standard subfolders. Year folders name themselves (FY becomes 2026-27) and roll over on 1 July.
Different subfolders for individuals, companies, trusts and SMSFs
A client with no folder shows as a gap, with a Create button
Archive a client and their folder moves to Archived Clients
Whitfield, Jo
2025-262026-27FY
2024-252025-26FY-1
Permanent
Mail
Rolls over on 1 July.
Saved emails, previewed
Outlook .msg and .eml show the sender, recipients, body and attachments.
Word, Excel and Numbers
Documents render; workbooks show every sheet, with formula results.
Skim with the arrow keys
Preview file after file. A skim isn’t logged as an open.
Paste from Outlook. Tidy names.
Copy an attachment in Outlook and paste it straight into a client folder. OneHQ strips the long number Outlook adds to the name.
Contract_9308578567839351115.pdf
⌘V
Contract.pdfWhitfield, Jo · 2026-27
Search like Google.
Quotes, minus and OR all work, “jims” finds Jim’s Mowing, and a family’s name brings up every member’s folder.
“tax return” 2026the exact phrase
whitfield -invoiceleave invoices out
jimsfinds Jim’s Mowing
Did you know?
A bank statement PDF becomes an Excel file in your browser. It never goes to a conversion service.
A Word or Excel template fills itself from the client record, and never fills a TFN or date of birth.
OneHQ’s Microsoft access is limited to its own SharePoint site, not your whole Microsoft 365.
Every client folder, A to Z.
Every client’s folder in one list, with starred favourites and recent folders that follow you to any computer, and access rules that reach the files too.
Client folders, with Mine / All
And there’s more
A PDF editor: text, ticks, dates, highlights and form fields
Reorder, rotate, delete and insert pages, and keep the original
Edit in Microsoft 365 in one click
iPhone photos and old Office formats preview
Version history and restore
Recently deleted, back in one click
Client uploads that carry a TFN are flagged for you
Every view and download logged
Your files in Explorer or Finder, in four steps
Edit in Office, Explorer access and some previews need OneDrive or SharePoint.
See it for yourself. Every screen above is in the live demo.
Send it. They sign. It files itself.
Drop in a return, BAS or set of financials. OneHQ finds the client and where to sign, emails them, chases them up and files the signed copy.
It finds where to sign.
OneHQ reads the document, finds the client (name and date of birth on a tax return, ABN on a BAS) and puts the signature and date boxes on the declaration.
Teach it your firm’s own layouts once with “Remember this layout”
An uncertain match is only ever a suggestion for you to confirm
Directors’ declaration
Director:Sign here
Date:Date
Carter Trading Pty Ltd · matched on ABN
Save it. That’s the job.
1Save into To SignPicked up in about 30 seconds
2Matched and boxedClient found, boxes on the declaration
3SentYour branded email; the job moves to Out to Sign
4ChasedPolite reminders until it’s signed
5FiledSigned copy in the right year folder; the job moves to Signed
Hidden gem
Sign once. Split back.
Put several documents in one pack. The client signs once, then each document comes back to its own client folder and moves its own job.
Drop three files into a subfolder of To Sign and they arrive as one pack
Tax returnFinancialsMinutes
One signature
Carter TradingCarter Property TrustCarter Trading
Sign in the office.
The client types a six-character code on the reception iPad, or scans a QR code with their own phone. Apple Pencil works properly, and the iPad hands itself back.
Codes leave out 0/O and 1/I/L, so they can’t be misheard
Single use, and gone after 15 minutes
Enter your code
K7RW4P
ABCDEFGHJK
or scan with their own phone
Did you know?
Reminders only go out between 8am and 7pm, and pause while the client waits on your answer to their question.
If the signer’s email doesn’t match XPM, the send waits until you confirm which one is right.
A BAS cover email states the amount payable or refund, read off the document, and you see it before it goes.
It chases, so you don’t.
Reminders every 2 to 14 days. The sixth says it’s the last, then you’re told to pick up the phone. A bounced email turns red with a Fix email button.
8am7pm
Sent
Day 3
Day 6
Day 9
Day 12
Last
Then you’re told to pick up the phone.
A queue that sorts your day.
Anything that needs a person sits at the top. When the top of the list is green, you’re done.
The signing queue
A certificate on every document
The document’s fingerprint, the signer’s IP, how they were verified and the exact consent wording.
Sign it yourself first
The partner signs in the app; the client’s email follows.
Scheduled sends
Sign your part now and have the client’s email land tomorrow at 9.
And there’s more
Up to four signers, together or in order
Clients type or draw their signature, on any phone
Clients can fill in boxes, like a BSB
Signed on paper? Record it: it’s filed, and the job moves
The draft invoice already in your firm’s own Xero for that client, ready to approve on send
The TFN comes off a filed Notice of Intent copy after 21 days
A corrected version replaces the unsent one, never a duplicate
Send by text message
Text-message sending needs SMS set up; the invoice prompt needs your firm’s Xero connected.
See it for yourself. Every screen above is in the live demo.
ATO letters, sorted the moment you drop them in.
Drag in the morning’s ATO mail. Each letter is matched to its client by the number it carries, the TFN is burned out of the copy, and your rules decide what happens next.
ATO mail is included in every plan. We switch it on with each practice as its ATO connection is set up.
Hidden gem
TFNs burned out, then proven.
The tax file number is removed from the PDF itself, not covered over, and the copy is read back to prove it’s gone before anything leaves.
An unproven copy never reaches the shared drive
Draw a box over a stray number and it’s removed the same way
Notice of assessment
Tax file number123 456 789
Copy read back: TFN gone
Matched by the number, not the name.
Letters are matched by the TFN or ABN printed on them. A name match is only a suggestion. If the number belongs to a different client, the send is refused.
TFN on the letter Match
ABN on the letter Match
Name on the letterSuggestion only
TFN belongs to another client?Send refused
Four clear piles.
Ready to send, Escalated, Exceptions, and Sent & filed. Each letter is named from its own headline, across about 40 kinds of ATO letter.
Delivered → Email opened → Opened → Downloaded
Opens from mail scanners and Apple’s privacy proxy are ignored
ATO Mail
Did you know?
A notice of assessment and its tax receipt reach your client as one email and one PDF.
The ATO’s pre-fill flags (high deductions, crypto, rental) show on the client’s next meeting card, and their spouse’s.
If a regular letter type stops arriving, OneHQ tells you. The ATO has usually changed the layout.
A link, never an attachment.
Clients get a secure link that expires after 12 months and can be withdrawn, even after it’s sent. Debt letters and assessments ask for a texted code.
AttachmentSits in inboxes and backups for goodCan’t be taken back
OneHQ linkExpires in 12 monthsWithdraw it any timeTexted code for sensitive letters
A morning’s mail
1Drag it inDuplicates caught, each letter named
2Matched and burnedBy TFN or ABN; the TFN removed and checked
3Your rule decidesReady to send, a 15-minute hold then auto-send, a task, or file only
4Sent with a linkFrom “Your Firm via OneHQ”; replies come to you
5FiledIn the client’s Mail folder and on their timeline
Escalate anything over $X
Send assessments automatically, except big payables, which go to the accountant first.
Escalations land on WIP
An ATO Mail task for the client’s accountant, closed when the letter goes.
Bounces in plain English
“Their mailbox is full”, and what to do next.
And there’s more
Pre-filling reports itemised in your browser, TFN never read
Drop a batch of reports; each files to its client’s year folder
Covering emails per letter type, with the due date and amount
Preview the client’s page before you send
Every link logged: opened, code sent, downloaded
No TFN is ever kept from a letter
See it for yourself. Every screen above is in the live demo.
Know your client. Prove it.
Check ID, screen for sanctions and politically exposed persons, and keep the evidence ready to hand over. Built to support your AML/CTF obligations.
People, ID, sign-off.
Each AML job runs as Who needs checking → Their ID checks → Sign off, with a suggested risk rating and the reasons for it.
Sign-off records who, when, and the next review
A failed ID stops the job; high risk asks for extra checks
AML jobs, by what needs attention
Hidden gem
Identify once, reuse everywhere.
Check a director once and they’re already verified when they turn up on another client. People from the intake form flow straight onto the check.
Rachel Carter Verified
Carter Trading Pty LtdCarter Property TrustCarter Family Super Fund
ID check by link
Photo ID and a live selfie on the client’s phone, checked against government records.
Seen in person, free
Record the document you sighted across the desk.
PEP and sanctions
Screened automatically once an ID passes. A possible match alerts the accountant.
Keep the proof, not the documents.
Only the last three characters of an ID number are stored, ID images are never kept, and the audit log can’t be edited or deleted, even by us.
Driver licence · VIC••• •••567Seen in person by Kara · 3 Nov 2026
Last three characters only
ID images never kept
Audit log can’t be edited, even by us
Did you know?
Enter your AUSTRAC account number and OneHQ works out when your first independent evaluation is due.
Nothing in ongoing AML costs a cent until someone presses Run, and “Run all” shows the total first.
Sort your existing clients in about ten minutes, in bulk.
Your firm’s AML year, on one list.
Re-screens, periodic reviews and yearly client confirmations fall due on one list, beside your firm’s own duties: the AUSTRAC report window, staff training and policy review.
Re-screenCarter Trading Pty Ltd12 Nov
Periodic reviewHarper Family Trust1 Dec
Yearly confirmationTaylor Nominees15 Dec
FirmStaff training refresherJan
FirmAML policy reviewMar
A new company, checked
1New clientDirectors already on the check from the intake form
2Send ID linksTo everyone, in one click
3ScreenedPEP and sanctions, automatically
4Signed offWho, when and the next review, on file
5Re-checks dueWaiting on one list when they fall due
And there’s more
A matter PDF: the complete file to hand over
ASIC extracts in the app, with officeholders added in a click
No paying twice for the same ASIC search within 23 hours
Separate permissions for running checks and signing off
A red ID shield on new clients until their ID is recorded
Links that expire and can’t be reused
Your wording and letterhead on ID requests
A two-minute AML intro for staff
Online ID checks need your firm registered with the government’s Document Verification Service first.
See it for yourself. Every screen above is in the live demo.
Reach every client in an afternoon.
Tax-time reminders, newsletters and BAS nudges by email or SMS, to exactly the clients you pick, sent from your own inbox and number.
Pick exactly who.
Start from Everyone, Business, Employers, BAS, SMSF or ITR clients, then narrow by registration, open work, partner or due date. The count above Send recalculates with every change.
“Only the BAS we prepare” narrows GST clients to the ones you lodge
Include each client’s whole family group in one tick
Tick clients in WIP and start a mailout to exactly them
EveryoneBusinessEmployersBASSMSFITR
GST registeredWe prepare the BASPartner: Barry
Send to42018664clients
Hidden gem
“Hi Rachel”, not “Hi Carter Trading Pty Ltd”.
OneHQ suggests a director or member to greet at each company or trust, and you confirm before it sends. A corporate trustee is never greeted by name.
ToCarter Trading Pty Ltd
Hi Rachel,
Director suggested: confirm before sending
From your own inbox.
Mailouts go out from your firm’s Gmail or Microsoft 365 address, so replies come back to you, paced so your mailbox isn’t flagged.
Drafts, scheduled and sent
Did you know?
Every mailout lands on each client’s timeline, with whether they opened or clicked it.
OneHQ won’t text a landline. It flags the number and picks the client’s mobile.
A client who replies STOP is left off future texts automatically.
See who opened it, honestly.
Opens and clicks client by client, an engagement curve over the first hours, and a reminder that Apple Mail inflates opens, so you judge by clicks.
9am1pm5pm
OpenedClicked
SMS that previews exactly.
See the text as a bubble with the client’s own details filled in, and the exact number of SMS parts it will use.
Signature-reminder texts for documents sent 7+ days ago
WIP reminder texts: pick a list and a due window
Repeat a past SMS campaign in a click
Hi Rachel, a reminder your Q1 BAS for Carter Trading is due on 28 Nov. Reply to this message with any questions. — Barry
1 SMS partTo 64 mobiles · landlines left off
Schedule it
Write it now; send it Tuesday at 9am.
Send me a test
A test copy to you, and nobody else.
Unsubscribe built in
Every email carries a working unsubscribe, including Gmail’s one-click.
And there’s more
Reusable email and SMS templates
Your firm’s letterhead footer on every email
Attach up to five PDFs or images
Preview the real email, stepping through actual recipients
Retry failures without re-emailing anyone reached
Who pressed Send, recorded
Your own two-way SMS number
See it for yourself. Every screen above is in the live demo.
