White-label cloud accounting software that runs your whole client roster

Software as a service means the vendor runs the application and customers reach it through a browser, paying a subscription rather than buying a copy to install. White-label SaaS adds a layer on top: the vendor supplies the running product, and the reseller, in this case your accounting firm, presents it to its own customers under its own name. Your clients experience an accounting system that belongs to your practice.

For a firm, that combination is useful because it separates two jobs that rarely sit well together. Building and operating accounting software is an engineering business. Serving clients well is a professional services business. A white-label SaaS license lets your practice offer a complete, branded accounting product without taking on the first job, and without handing your clients over to another company’s brand to get it.

HelloBooks licenses its cloud accounting system this way to accounting and bookkeeping firms. It is a software license only; HelloBooks does not provide accounting staff. Your own team, or contractors you choose, does the accounting inside it. That keeps the professional work, and the professional relationship, with your practice while the vendor concentrates on the software itself.

Each client company gets a full ledger rather than a lightweight dashboard. Your team can raise invoices, record and pay bills, reconcile bank accounts and produce financial reports, with AI categorization handling the first pass on incoming transactions. Clients who run several companies can be set up for multi-entity work on the higher plans, while simpler clients stay on a lighter plan.

Document templates carry your firm’s branding, so an invoice a client sends to their own customer looks like it came from a system your practice provides. That consistency matters when clients forward statements to lenders or investors: the paperwork reflects your firm’s standards instead of a mix of formats pulled from different tools.

Having all of this in one ledger per client, rather than spread across an invoicing app, a bill-pay tool and a spreadsheet of reports, is what lets your staff close a period without chasing figures between systems. It also means the reports a client sees are drawn from the same records your team reconciled, not from a separate export.

• Invoicing and bills in every client ledger
• Bank reconciliation with AI categorization
• Financial reports on your document templates
• Multi-entity support on the higher plans
• One firm console across every client company

Moving a whole practice onto one platform is easier in stages than in a single weekend. The sequence below is the one most firms follow, and it keeps the risk of a messy changeover low because each group of clients moves only after the previous group has settled. It also gives staff time to settle into the review queues before the volume rises.

The console makes that staged approach manageable, since clients on the platform appear side by side with their close status, and your team can see how each batch is doing before starting the next one. If a batch raises questions, such as clients whose history needs cleaning up first, the next group can wait without holding back the clients already running smoothly.

• Sign the license, then agree your app name, logo, colors and templates during onboarding.
• Staff receive logins on your firm’s hellobooks.ai subdomain and learn the console.
• Choose a pilot group and place each company on the published plan that suits it.
• Start each client at a clean period boundary so opening balances are easy to agree.
• Move the remaining clients in batches, and retire the old logins as you go.

Clients see your app name, logo and colors throughout, a sign-in page presenting your practice, and your document templates. The address runs on your firm’s subdomain of hellobooks.ai from day one. Your own domain, and email sent from your firm’s domain, arrive at full launch and are not live yet. The software runs in any browser, including on phones; an own-name native app is a future add-on.

The AI proposes categories for transactions and helps reconciliation by matching bank activity to recorded entries. Your staff confirm and correct that work, handle judgement calls such as unusual items and period-end adjustments, and decide when the books are ready for the client. Advisers use the finished reports for the conversations that justify your fees. Staff seats are unlimited, so the people doing this work can all have access.

Your firm pays HelloBooks a flat monthly license for the branding and the firm console. Each client company stays on a published HelloBooks plan, and your firm receives a discount on every plan. HelloBooks bills only your firm, so clients receive one invoice from you, at a price you decide, covering the service and the software together. Current figures appear in the pricing table on this page.

Reselling another vendor’s cloud ledger through its accountant program is a common alternative. Firms get discounted subscriptions and often a console for managing client files, but clients keep the vendor’s name on everything, and the vendor stays visible in the relationship. Building your own accounting platform is the opposite extreme: complete control, at the cost of years of engineering and ongoing maintenance. A white-label license sits between those two, with your brand on a product someone else runs.

Outsourcing is a different question again. A white-label bookkeeping service adds people, not a platform, and can work alongside any of these software routes. Some firms use an outside team for the monthly processing and keep review in-house; others do all of it themselves. Either way, the platform your clients sign in to can stay the same, branded as yours, while the staffing model behind it changes.

Running on a cloud platform changes where the books are kept and how people reach them, but it does not change who controls the records. Every record in those ledgers belongs to your practice, which can export it on demand. If your practice leaves, it keeps read-only access for a period, so earlier periods remain available while records move elsewhere. Staff access stays under your control too: when someone leaves, you remove their login, and the client ledgers they worked on remain where they were.

Onboarding runs for about two working weeks, and founding-firm terms are available to any practice that signs ahead of full launch. Because every client ledger follows the same structure in the same system, handovers between staff are simpler, and an absence no longer strands a set of clients whose logins lived in one person’s head.

A firm whose clients depend on a specific vendor’s ecosystem, or who ask for a particular accounting brand by name, may be better off staying with that vendor’s accountant program. The same applies to practices that need their own domain and firm email live immediately, since both arrive at full launch, or that must offer a native mobile app under their name today.

Payroll and tax preparation are outside the scope of this license, so a firm looking for one system that handles those as well will need other tools beside it. And a practice that mainly needs more staff capacity should speak to an outsourcing provider, because HelloBooks supplies software rather than people.

If none of those limits apply, the more useful question is how many of your clients would benefit from seeing current figures under your firm’s name. For most bookkeeping practices that is the majority of the roster, and a pilot group makes it easy to test the answer before committing everyone.

Founding firms go live on a firm subdomain with their name, logo and colors throughout. Your own domain and email sent from your domain arrive at full launch.

Firms usually weigh four ways of putting client books under their name. The difference is whose brand clients see, whether the ledger is included, and who does the work.

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.