OneSuite isn’t a few separate tools sitting side by side. It’s an integrated system where solutions automatically share data, eliminate duplicate entry, and work together seamlessly.
This guide explains the concept of how solutions connect and why it makes your work easier.
In this guide you’ll learn:
- How data flows automatically between solutions
- Why connected solutions save time
- The concept of linked records
- Common workflows that span multiple solutions
- What happens when you take key actions
The Core Concept: Linked Records #
Everything in OneSuite is built on one simple idea: records can connect to each other automatically.
What Gets Linked #
When you work in OneSuite, connections happen behind the scenes:
- A lead in CRM can link to a proposal in Proposals & Contracts
- When you convert that lead, they become a client with all their history intact
- A project automatically links to the client it’s for
- An invoice can pull from a project and knows who the client is
- Team members assigned to a project connect to that work
Why This Matters #
You enter information once. Client name, email, company details. Every solution that needs it has access.
No copying between systems. Create a project for a client, and OneSuite already knows their contact information, communication history, and any signed agreements.
Complete picture in one place. Open a client record and see all their projects, invoices, documents, and conversations. Everything connected automatically.
How Solutions Connect #
Here’s the relationship map between solutions:
CRM → Proposals & Contracts #
When you send a proposal to a lead, it links automatically. The proposal knows who it’s for.
CRM → Clients #
When you convert a lead to a client, all history transfers. Communication, notes, timeline – everything moves with them.
Clients → Projects #
Create a project for a client, and it links. The project knows who the work is for and can reference their details.
Projects → Invoices #
Create an invoice from a project, and it pulls tracked time, knows the client, and includes project context.
Proposals & Contracts → Clients #
Signed proposals attach to client records. Always accessible when you need them.
Team → Projects #
Assign team members to projects, and those assignments show in their My Tasks. Complete a task anywhere, and it updates everywhere.
Everything → Clients #
The Clients solution is the hub. Every project, invoice, proposal, and conversation connects back to the client relationship.
Clients → Client Portal #
When you enable portal access, clients see their connected projects, invoices, and documents through their own login. Updates happen in real time.A Simple Workflow Example
A Simple Workflow Example #
Let’s follow one client from start to finish to see connections in action:
Step 1: Lead Arrives #
Someone fills out your contact form. They enter CRM as a lead.
Step 2: You Propose #
You send them a proposal from Proposals & Contracts. The proposal links to their lead record.
Step 3: They Sign, You Convert #
They sign the proposal. You manually convert the lead to a client in CRM. Now they’re in the Clients solution with all their history – including that signed proposal.
Step 4: Portal Access #
You enable Client Portal access. The client receives login credentials and can now see their signed proposal through their portal.
Step 5: Work Begins #
You create a project in Projects. It automatically links to the client – their details are already there. The project appears in the client’s portal immediately so they can follow progress.
Step 6: Team Works #
You assign tasks. Team members complete them. Everything tracks back to the project and client. As tasks complete, the client sees progress updates in their portal without you sending status emails.
Step 7: You Bill #
You create an invoice from the project. It knows the client and includes project reference. The invoice automatically appears in the client’s portal with a “Pay Now” button.
Step 8: They Pay #
Client logs into their portal, sees the invoice, and pays online. Payment records in the invoice, updates the client record, and marks the project as paid. The client gets an instant receipt in their portal.
What you entered:
- Client information (once, at the beginning)
- Project tasks
- Invoice details
What you did manually:
- Converted lead to client (one click after they signed)
- Enabled portal access for the client
What happened automatically:
- Proposal linked to lead
- Lead history transferred to client when you converted
- Client received portal login
- Project appeared in client’s portal
- Client details flowed to project
- Invoice pulled client information
- Invoice appeared in client’s portal
- Payment updated all relevant records
- Client saw real-time updates throughout
What you didn’t do:
- Re-enter client information
- Send status update emails (client checked portal)
- Email invoices separately (appeared in portal automatically)
- Copy data between solutions
- Update multiple systems when something changed
What the client experienced:
- Received portal login after becoming a client
- Saw their signed proposal in one place
- Watched project progress in real time
- Received invoice notification
- Paid online through portal