Who OneHQ is for, and who it isn’t

Is OneHQ a good fit for our firm?

OneHQ is a good fit if most of these are true of your practice:

• You’re an Australian accounting or tax practice, from a sole practitioner up, with up to 20 staff.
• You run Xero and XPM. XPM holds your client list and OneHQ keeps in step with it; Xero holds your clients’ ledgers.
• You pay for separate tools for ATO mail, document signing, a WIP board, AML checks, a BAS status dashboard or bulk email, and would rather they were one.
• You want each client’s whole story in one place: every call, email and text, every document signed, every job and every AML check, on the one record.
• Your email runs on Microsoft 365 or Google Workspace, and your files on Microsoft 365 (SharePoint or OneDrive) or Dropbox.
• You have new AML/CTF obligations under Tranche 2 and want ID checks, screening and the evidence on the client’s record. OneHQ is built to support your Tranche 2 obligations.

When is OneHQ not the right fit?

You don’t use Xero Practice Manager

OneHQ’s client list comes from XPM, and new clients are created in XPM. There is no other way to load a client list into OneHQ, so a firm without XPM can’t run on it today.

Your clients’ books are in MYOB or QuickBooks

OneHQ reads ledgers from Xero only. Clients on other ledgers can still be on OneHQ for their calls, emails, jobs, signing and AML, but the accounting side (profit and loss, balance sheet, BAS figures and ledger) needs a Xero file.

You want time tracking and billing in the same tool

OneHQ doesn’t record time or create invoices, and that won’t change. Timesheets and invoicing stay in XPM.

You have more people than OneHQ is built for

OneHQ is built for practices of up to 20 staff. If you’re larger, leave your details and we’ll let you know if that changes.

You want your practice software to lodge with the ATO

OneHQ doesn’t prepare or lodge tax returns, activity statements or anything else with the ATO, and doesn’t communicate directly with the ATO. It tracks the work through to lodgement; you lodge as you do now.

You practise outside Australia

OneHQ is built around Australian tax and compliance (ATO, ASIC, BAS, STP, payroll tax and AUSTRAC) and its terms say it is not designed for use outside Australia.

Worth knowing before you decide

• Staff calendars are Microsoft 365 only. Gmail works for email, but OneHQ doesn’t read Google Calendar.
• Calls land on the client’s record from 3CX, Microsoft Teams Phone or VXT, one system at a time. The phone guide says what each one gives you.
• There’s no AI inside OneHQ. If you want one, connect the assistant you already use, such as Claude or ChatGPT, through OneHQ’s MCP server.
• The phone app, Pocket, is a web app you pair from OneHQ and add to the home screen, not an App Store download.

What do we keep if we move to OneHQ?

OneHQ connects to the tools worth keeping rather than replacing them. You keep:

• Xero, for every client’s ledger. OneHQ reads it and writes back only when a person in your practice asks it to.
• XPM, as your client list, and for timesheets and invoicing.
• Microsoft 365 or Google Workspace, for email, and Outlook for calendars.
• Your own file storage: Microsoft 365 (SharePoint or OneDrive) or Dropbox, one folder per client.
• Your phone system: 3CX, Microsoft Teams Phone or VXT. OneHQ is never in the call path.
• Your booking tool: Acuity or Calendly.

What each connection does, and who connects it, is on What OneHQ connects to.

What does OneHQ take over?

These are built into OneHQ, so a separate subscription for each can go:

• An ATO mail manager. ATO mail is included in every plan. We switch it on with each practice as its ATO connection is set up.
• A document-signing tool. OneHQ’s e-signing is built in, and signed documents file themselves back to the client’s folder.
• A separate WIP or project board. Jobs and WIP live in OneHQ, on the client’s record.
• Standalone AML and KYC checks. ID checks, PEP and sanctions screening and ASIC searches, with the evidence on the client’s record.
• A BAS status dashboard. BAS readiness reads each client’s Xero file.
• A bulk email marketing tool, and practice-wide SMS. Campaigns go to your real client list, and SMS is built in with the practice’s own number.

What does OneHQ cost at our size?

$250 a month plus GST for your practice, including the first person who signs in, and $70 a month plus GST for each person after that. So the monthly price is $250 plus $70 for every person after the first, plus GST. Every module is included.

MCP licences are included. Connected Xero files are free until 30 June 2027, then $3 + GST each a month.

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.

$5.50 + GST per ID check, 100 PEP checks a month included then $0.50 + GST per check, $18 + GST per ASIC search. Usage is billed monthly in arrears, itemised, on every plan and every offer.

Sign up today and the rest of this month is free. Card at setup. No lock-in. Billed monthly in arrears, on the 1st. Sign up in November: November is free, and December is billed on 1 January.

Practices set up by 31 December 2026 pay a fixed $100 + GST a month for their first three months. Usage over what is included is still charged.

Setup is free if you do it yourself, with guided videos and in-app help. Done with you is a day of setup with us over Zoom, then two hours training your team, for $2,000 + GST. The pricing page has a calculator for your own numbers.

What does getting started involve?

Moving documents from FYI Docs has its own guide: Leaving FYI Docs. More on setup in Setup and onboarding.

Frequently asked