What OneHQ connects to

Which systems does OneHQ connect to?

• Accounting: Xero and Xero Practice Manager (XPM). Ledgers are read from Xero only.
• Email: Microsoft 365 or Google Workspace (Gmail).
• Calendars: Microsoft 365 (Outlook). There is no Google Calendar connection.
• Files: Microsoft 365 (SharePoint or OneDrive) or Dropbox, one per practice.
• Phones: 3CX, Microsoft Teams Phone or VXT, one at a time.
• Bookings: Acuity Scheduling or Calendly.
• SMS: built in, or your own ClickSend or Twilio account.
• AI assistants: Claude, ChatGPT and other MCP assistants, through OneHQ’s MCP server.

Practice-wide connections are made under Settings → Integrations by someone with the System settings permission. A few are made by each person for themselves, and those are marked below. Any connection can be revoked there at any time (Xero under Settings → Xero Connections), which deletes the stored sign-in tokens.

Accounting: Xero and XPM

How does OneHQ use Xero?

OneHQ reads each client’s Xero file to power BAS readiness, tax return readiness, year-end review, bank and ATO reconciliation, the workpaper pack and tax planning. Every figure is read live from Xero.

• Who connects it: anyone with the System settings permission, under Settings → Xero Connections. Several staff can each connect their own Xero login; OneHQ pools every organisation the practice can reach, and links each to its client by ABN where it can.
• What OneHQ reads: organisation details, the chart of accounts and tax rates, bank transactions, manual journals, profit and loss, balance sheet and trial balance, payroll summaries, contact names and ABNs, invoice summaries and bank statement data.
• What OneHQ writes: only what a person in your practice asks it to: creating, posting, reversing or voiding manual journals, recoding a transaction, adding or archiving the accounts a journal needs, recording a bank transaction from a OneHQ tool, and authorising or emailing a draft invoice you choose to send from your firm’s own Xero organisation. It never alters a ledger on its own, and doesn’t touch contacts, bank feeds or pay runs.
• Cost: Connected Xero files are free until 30 June 2027, then $3 + GST each a month.

Guide: Xero integration guide.

How does OneHQ use Xero Practice Manager (XPM)?

XPM is your source of record for clients. Connect it and your whole client book flows into OneHQ, then stays in step: a client added in XPM lands on OneHQ’s New Clients within five minutes, to be set up before joining All Clients. It is the first connection to make.

• Who connects it: connected once, for the whole firm.
• What OneHQ reads: your clients and their details, relationships and client groups (which build OneHQ’s families), the partner and manager on each client, and XPM client notes, which appear on the client’s timeline. A client archived in XPM is flagged in OneHQ for you to deal with, never archived on its own.
• What OneHQ writes: only when a person does something in OneHQ that belongs in XPM: creating a new client (from New Clients or the client intake form), changing a client’s partner or manager, or updating a client’s phone, email or address. XPM is changed first and OneHQ follows what XPM then holds. A client’s name, ABN, date of birth and address are read-only in OneHQ and changed in XPM.
• What stays in XPM: timesheets and invoicing. OneHQ does no time tracking or billing.

Guide: Client management.

Email and calendars

How does OneHQ work with Microsoft 365 email?

Email comes in two parts. My Emails connects your own mailbox, so the emails you exchange with clients file themselves onto the right client’s record; it’s a read-only sync, and you reply from your normal mail app. Team Email is a shared firm inbox that one-off and bulk emails from OneHQ go out from, so clients see one address from the practice.

• Who connects it: each person connects their own mailbox under My Emails. Team Email is set once for the practice by someone with the System settings permission.
• What OneHQ reads: the emails between your mailbox and your clients, to show them on the client’s timeline. Any attachment can be saved to the client’s Files.
• What OneHQ writes: the emails and campaigns your practice sends from OneHQ.

Guide: Email and SMS.

Does OneHQ work with Gmail?

Yes, for email. A practice on Google Workspace uses My Emails and Team Email the same way, through Gmail. For a synced Gmail mailbox, OneHQ stores each email’s subject, snippet and addresses, not the full message body. OneHQ doesn’t connect to Google Calendar; staff calendars are Microsoft 365 only.

Guide: Email and SMS.

How does OneHQ work with Outlook calendars?

Staff calendars puts every staff member’s Outlook diary on OneHQ’s Calendar and Team Day, so anyone can see who is free. An Outlook appointment becomes a meeting on a client’s record only when an attendee’s email address matches exactly one client.

• Who connects it: your Microsoft 365 administrator approves it once for the whole firm. Each person then chooses, under My calendar, whether colleagues see meeting titles and whether their client meetings land on client records.
• What OneHQ reads: staff diaries, to show them; it keeps no copy. Private, free, all-day and cancelled events never land on a record.
• What OneHQ writes: nothing, unless a person turns on editing for themselves. Then it writes only to their own calendar, and never changes a meeting someone else organised.

Guide: Meetings and calendars.

Files

Each practice keeps its documents in one storage provider, one folder per client: Microsoft 365 or Dropbox. Settings shows which; to change it, contact OneHQ support.

How does OneHQ work with OneDrive and SharePoint?

OneHQ creates a SharePoint site of its own in your Microsoft 365, with Clients, Practice and To Sign folders, and links each client folder to its client so a client’s documents open from their record. Signed documents file themselves back to the client’s folder.

• Who connects it: whoever looks after your Microsoft 365 approves it once. If that isn’t you, OneHQ gives you a link to send them.
• What OneHQ reads and writes: files in its own SharePoint site only, not your whole Microsoft 365. When you connect, it can move your existing client and practice folders into that site: moved, not copied, and nothing deleted.

Guide: Files. Moving from FYI Docs: Leaving FYI Docs.

How does OneHQ work with Dropbox?

You point OneHQ at the Dropbox folder your client files live in, and optionally a separate To Sign folder for the signing queue. OneHQ links each folder to its client and files signed documents back.

• Who connects it: connected once for the practice, with a Dropbox admin account.
• What OneHQ reads and writes: files in the folders you point it at, on the practice’s behalf. Dropbox is headquartered in the United States, and documents stored there may be processed on US infrastructure.

Guide: Files.

Phones

A practice connects one phone system, not several: all of them write to the same call history. Every call lands on the client’s record, matched on the numbers held for the client, their contact people and their group. OneHQ is never in the call path; if it were unavailable, your phones would ring exactly as before.

How does OneHQ work with 3CX?

3CX works live: OneHQ shows who is ringing before you pick up, with what’s open for that client and what you last spoke about. You dial from a click, every call is logged on the client’s record, and a missed call becomes a callback for the right person.

• Who connects it: someone with 3CX admin access, under Settings → Integrations → Phone. It needs your 3CX address and an API client created in the 3CX Admin Console, then each staff member is matched to their extension.
• What OneHQ reads: calls, staff presence, users and ring groups, and voicemail with the transcription 3CX makes.
• What OneHQ writes: it places the calls you dial from OneHQ.

Guide: Phone.

How does OneHQ work with Microsoft Teams Phone?

Every call made or taken in Teams is filed to the client’s record after the call, usually within half an hour and sometimes up to two and a half hours. Nothing pops while the phone is ringing, and a missed call is not reliably recorded; that is how Microsoft’s call records work.

• Who connects it: your Microsoft 365 administrator approves it once for the whole organisation. Nothing to install and nothing per person.
• What OneHQ reads and writes: it reads Teams’ call records. It writes nothing to Teams.

Guide: Phone.

How does OneHQ work with VXT?

Every call and voicemail lands on the client’s record once the call ends, and a voicemail arrives with what the caller said written out. You dial from VXT rather than from OneHQ.

• Who connects it: OneHQ gives you a webhook address and a key, and you paste them into VXT.
• What OneHQ reads and writes: VXT tells OneHQ about each call and voicemail as it ends; OneHQ fetches nothing from VXT and writes nothing to it. The record starts the day VXT is connected.

Guide: Phone.

Bookings

Every online booking lands on the client’s record and OneHQ’s Calendar, matched to the client by their email, so reception can see who is coming in today without opening the booking tool. Who hears about each new booking, and the wording of the running-late text, are set in OneHQ and work the same whichever tool you use.

How does OneHQ work with Acuity Scheduling?

• Who connects it: someone with the System settings permission, under Settings → Integrations → Bookings, with the Acuity account’s User ID and API key.
• What OneHQ reads: appointments, including the client’s name, email address and phone number.
• What OneHQ writes: a booking a staff member makes, moves or cancels from OneHQ.

Guide: Meetings and calendars.

How does OneHQ work with Calendly?

• Who connects it: under Settings → Integrations → Bookings, with a personal access token from a Calendly account. A token from a Calendly organisation admin covers every diary; anyone else’s covers only their own bookings.
• What OneHQ reads: scheduled events and the people booked into them. Calendly sends bookings as they happen on its Standard plan and above; otherwise OneHQ checks for them every 15 minutes.
• What OneHQ writes: a cancellation, when a staff member cancels a booking from OneHQ.

Guide: Meetings and calendars.

SMS

Do we need our own SMS account?

No. SMS is built into OneHQ: each practice gets its own Australian number, with nothing to set up. Texts and replies thread on the client’s record. Built-in SMS is sent through Twilio.

100 SMS a month included, then $0.10 + GST per SMS part sent (a part is up to 160 characters, 153 each when a message runs to more than one part, or 70 if it has an emoji or special character). Replies are free.

A practice that would rather hold its own account can bring ClickSend (its API username and key, and a dedicated number to receive replies) or its own Twilio account, connected by someone with the System settings permission. Texts sent through your own ClickSend account are billed by ClickSend, not through OneHQ. ClickSend is an Australian company with servers in Australia.

Guide: Email and SMS.

AI assistants

How do Claude and ChatGPT connect to OneHQ?

Through OneHQ’s MCP server, at https://app.onehq.com.au/api/mcp. The practice switches it on once, under Settings → Integrations; each person then connects their own assistant and signs in to OneHQ as themselves. The assistant sees only what that person can see, and its writes are deliberately narrow: notes, tasks, job changes, new documents in a client’s Files, draft journals for an accountant to post, and text messages a person approves in OneHQ. It can’t send email or post to a ledger. MCP licences are included.

Guide: Use Claude or ChatGPT with OneHQ.

What’s built in, with nothing to connect?

• E-signing. OneSign is OneHQ’s own e-signing. Send from the Signing screen or a client’s files; signed documents file back to the client’s folder. E-signing guide.
• AML/CTF checks. ID checks against government records, PEP and sanctions screening and ASIC extracts run through Global Data, an Australian company, on OneHQ’s own account. Nothing for the practice to sign up to. AML/CTF in OneHQ.
• SMS, as above.

Frequently asked