White-label onboarding: signed license to branded software in two weeks

Onboarding starts with your brand assets and preferences. You send your logo files, confirm the app name clients will see, and share the colors you use on your website and letterhead. We apply them to the product and the sign-in page, and your firm’s address on a hellobooks.ai subdomain is live from the first day, so you can watch the branding take shape.

This is also when we talk through your document templates for invoices, statements and reports. Most firms already have a house style, and matching it early means the first documents clients produce look right. Any questions about how your team is organized can be raised now too, so staff access is ready when you need it. Small decisions made carefully here save rework later.

Once branding is in place, your staff sign in and get familiar with the firm console. Because staff seats are unlimited, everyone who will work on client books can have their own login from the start. Many firms use this stage to walk the team through categorization, reconciliation and the items waiting view on a test client or two.

Toward the end of onboarding, you choose the first clients to bring across, place each company on a published plan and send your own welcome note with the sign-in link. Starting with a small, friendly group lets your team refine the routine before inviting the rest of the practice’s clients. Their early questions usually reveal the one or two points your welcome note should explain more clearly.

After the roughly two working weeks, your branded software is in daily use and the rollout pace is yours to set. Some firms move their whole client list over a month; others add clients as engagements renew. The firm console shows everyone you have brought across, so progress is easy to follow.

Your own domain and email from your firm’s domain arrive at full launch, not during onboarding. When they become available, switching over is a configuration step that keeps your existing branding, templates and client setup intact, so the effort you put into these first weeks carries forward.

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.