Setup & onboarding
Get your practice up and running in OneHQ, practice management software for Australian accounting firms — connecting your tools and inviting your team.
Overview
You can set up your practice yourself, free. There’s no sign-up from the login page: press Start now on the website, give your details and confirm your mobile with the code we text you. When there’s room you go straight into setting up your practice; when we’re busy you hold a place in line, and we text and email you an access code the moment it opens. Claiming the code creates your practice with your firm’s name on it, so you sign in and start where you belong rather than on a blank setup screen.
From there, one short wizard connects your world — your client list, your files, your email, your calendars — so the tools you already run start talking to each other instead of sitting in separate logins.
The setup wizard
The wizard walks you through connecting the systems your practice already runs. Each connection lights up more of OneHQ — and apart from the first step, you can skip any of them and come back later from Settings > Integrations.
Pricing, terms & card
Check the pricing, agree to the terms and add a card — nothing is charged that day. This is the one step you can’t skip. Any practice details still missing are asked for next.
Connect XPM — your client list
The single most important connection. XPM is your source of record for clients — connect it and your whole client book flows in, then stays in sync as you add and edit clients in XPM.
Connect Xero
Your firm’s own Xero, so the invoices you’ve sent show on each client’s record. Your clients’ own Xero files are authorised one client at a time afterwards, so compliance figures — BAS, tax returns, tax planning — are always live rather than keyed in twice.
Connect your files
Dropbox or OneDrive/SharePoint. Every client folder and signed document then lands where it already belongs, without anyone filing it by hand.
Connect your email
Your Email for each accountant and Team Email for the practice, so individual and firm-wide messages both sit on the client’s history.
Connect your calendars
Your staff’s Microsoft 365 calendars, so bookings and availability show up across the practice instead of hiding in one person’s diary.
Invite your team
Once you’re in, bring your team across. From Settings > Users & Permissions, a Partner — or anyone granted user-management permission — sends each person an invite, and OneHQ emails them a link. Each person opens the link, signs in, and joins your practice with a role already assigned.
That role sets what they can see and do from the first screen — and a Partner can adjust it, or fine-tune an individual’s permissions, at any time.
Roles
Each staff member joins with one role that sets their default level of access. A Partner can customise permissions for any individual on top of their role.
| Role | Description |
|---|---|
| Partner | Full access — all client data, jobs and reports, plus integrations, practice settings and user management. Can review and approve work, and invite staff. |
| Accountant | Manage assigned clients and jobs. Access to compliance workflows — BAS, tax returns and tax planning. |
| Administration | Reception and admin — clients, bookings, sending documents for signing and day-to-day coordination, without the full compliance surface. |
| Bookkeeper | Focused on bookkeeping-related work — BAS and activity statements for their assigned clients. |
To adjust a person’s role or permissions, open Settings > Users & Permissions and select them — the change takes effect immediately.
Frequently asked questions
Can I sign up my practice myself?
Yes, free — just not from the login page. Start now, confirm your mobile, and when there’s room you go straight into setting up your practice, with your firm’s name on it, before your first login. When we’re busy you hold a place in line instead, and we text and email you an access code the moment it opens.
Which connection should I set up first?
XPM. It’s the source of record for your clients, so once it’s connected your whole client book is in OneHQ and every other part of the app has something to work against. Xero, files, email and calendars can each follow whenever you’re ready.
Where do I manage connections after setup?
Under Settings > Integrations. Anything you skipped in the wizard can be connected there later, and existing connections are managed from the same place.
Can I change a staff member’s role after they’ve joined?
Yes. A Partner can change anyone’s role from Settings > Users & Permissions — select the staff member and update their role. The change takes effect immediately and adjusts their permissions accordingly.
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