How to white-label accounting software under your firm’s own name

Start by listing every place a client touches software today: the sign-in screen, the dashboard, invoices they send, reports you share, and any emails the system sends on their behalf. Each of those touchpoints either reinforces your firm or reminds the client that the relationship runs through someone else. Mark which ones matter most to your clients, because that list becomes your branding brief.

Most firms find that the sign-in page and document templates carry the most weight. Clients see them weekly, and their own customers see invoices. A consistent app name, logo and colour set across those surfaces does more for recognition than any single feature. Keep the brief short so your team can check each item off during setup.

Once the brief is settled, the work tends to follow a predictable order. Doing it in sequence avoids rework, because later steps depend on decisions made earlier. Assign one person to own the checklist so nothing stalls while everyone assumes someone else is handling it. A sensible order looks like this:

With HelloBooks, the firm web address sits on a hellobooks.ai subdomain from day one, while your own domain and sender email arrive at full launch. Plan your announcement around what is live when you send it, not around what is coming later.

• Pick an app name and gather logo files in light and dark versions
• Choose brand colours and confirm they read clearly on screens
• Select the subdomain clients will visit to sign in
• Set up document templates for invoices and reports
• Invite your staff and assign which clients each person covers
• Move a small pilot group of clients before everyone else

Moving every client at once invites a flood of questions in the same week. A pilot group of friendly, organised clients lets you find the confusing moments early. Ask them what they expected to see when they signed in and where they hesitated. Their answers will shape the instructions you send to everyone else.

After the pilot, move clients in batches your team can support comfortably. Keep a simple tracker showing who has been invited, who has signed in, and who still needs a nudge. Once most clients are working inside the firm-branded app, retire the old sign-in links so nobody drifts back out of habit.

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.