Branded email for accounting software: what is ready and what is coming

From the moment onboarding completes, your firm has branded software on a hellobooks.ai subdomain, with your app name, logo, colors, sign-in page and document templates. Clients experience the product under your name. The piece still to come is the sending address on system email, which will move to your own domain at full launch.

In practice, most client communication already comes from your firm’s existing email: engagement letters, questions, reminders and monthly notes. The software supports that relationship rather than replacing it, so the absence of domain email today affects a narrower slice of messages than many firm owners first expect. Your partners and staff keep writing to clients from the addresses those clients already know and trust, which is where the important conversations happen anyway.

At full launch, email sent from the software will be able to come from your firm’s own domain, and the software itself will be able to run on that domain. Together, those remove the remaining places where a client might notice the platform name, giving you a complete branded experience from address bar to inbox.

We will confirm readiness with founding firms directly rather than announcing a date in advance. Your branding, templates and client setup carry forward, so moving to your domain is a configuration step, not a rebuild of everything your firm set up during onboarding. We would rather under-promise on timing and give you a clean switch than rush a feature that touches client inboxes.

The simplest approach is to send your own welcome email from your firm’s address, with the sign-in link and a short explanation. Clients who hear from you first will recognize the software as yours when they sign in. Keep that template on file so every staff member sends the same message when onboarding a client.

When full launch arrives, send a brief follow-up telling clients that system messages will now come from your domain, and update any website login link if your address changes. A little planning now means the switch feels like an upgrade to clients rather than a confusing change.

One flat license covers your brand, unlimited staff and the firm console. Your clients stay on published HelloBooks plans, and your firm gets 20% off each one. Founding firms go live first on a firm subdomain; your own domain and email from your domain follow at full launch.