Setup & onboarding guide

Overview

OneHQ practices are onboarded by our team — there's no self-serve signup. Before your first login your practice is already created, with your firm's name on it. You arrive to an invite, 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 a dozen 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 you can skip any of them and come back later from Settings > Integrations.

1

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.

2

Connect Xero

Your firm's own Xero for invoices, plus read-only access to your clients' Xero so compliance figures — BAS, tax returns, tax planning — are always live rather than keyed in twice.

3

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.

4

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.

5

Connect your calendars

Your staff calendars, so bookings and availability show up across the practice instead of hiding in one person's diary.

6

Billing & practice identity

Your billing details and practice identity, so invoices and everything that goes out to clients carry your firm's name.

Start with XPM. It's the source of record for your clients, so connecting it first means every other part of OneHQ has your client book to work against. The rest can follow whenever you're ready.

Invite your team

Once you're in, bring your team across. From Settings > Users & Permissions, a Partner — or anyone granted user-management permission — generates an invite link and shares it. 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, communications, bookings and day-to-day coordination, without the full compliance surface.
Bookkeeper	Focused on bookkeeping-related work — BAS, activity statements and reconciliation workflows.

To adjust a person's role or permissions, open Settings > Users & Permissions and select them — the change takes effect immediately.

Frequently asked questions

Not from the login page — OneHQ is opening gradually. Request access, confirm your mobile, and we'll send your practice a ticket by email and SMS. Opening it sets up your practice, with your firm's name on it, before your first login.

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.

Under Settings > Integrations. Anything you skipped in the wizard can be connected there later, and existing connections are managed from the same place.

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.