Every capability in OneSuite, organized by solution. Use this page as a quick reference to understand what you can do in each area of your business. Whether you’re exploring OneSuite for the first time or looking for a specific feature, you’ll find the complete list here with short descriptions of what each capability does.
Project Management #
Project Creation — Start new projects in seconds with customizable settings for privacy, status, and initial configuration.
Starred Projects — Pin your most important projects to the sidebar & top of your list for instant access.
Multiple Views — Switch between grid view for visual project cards or list view for detailed project information in table format.
Advanced Filtering — Find projects quickly by filtering by status, client, collaborators, dates, priority, categories, or custom tags.
Progress Tracking — Monitor project completion with visual progress bars showing percentage complete and task counts.
Project Status — Track projects through customizable states like Working, On Hold, Completed, or Cancelled.
Privacy Controls — Make projects public for full team visibility or private with restricted access to specific collaborators.
Client Assignment — Link projects to clients for organized relationship management and seamless portal access.
Project Manager — Designate the person responsible for project success and decision-making authority.
Collaborator Management — Add team members to projects so everyone knows who’s working on what.
Categories & Tags — Organize projects with custom categories and tags that match your business structure and reporting needs.
Task Templates — Create reusable task lists that can be added to any project section with one click to speed up project setup.
Project Customization — Tailor each project’s settings, including themes, behaviors, and automation rules specific to that project.
Theme Customization — Brand your projects with custom cover images or colors visible in grid view for quick visual identification.
Task Management #
Kanban Board — Visualize your workflow with drag-and-drop task cards organized in customizable columns from planning to completion.
List View — Manage tasks in a detailed table format with sortable columns and grouped sections for comprehensive task oversight.
Custom Sections — Create workflow stages that match your process, whether it’s Planned → In Progress → Review → Done or your own custom flow.
Task Assignment — Assign tasks to team members so everyone knows their responsibilities and workload.
Due Dates — Set deadlines for tasks and automatically identify overdue work to keep projects on track.
Priority Levels — Mark tasks as Low, Medium, High, or Urgent so your team focuses on what matters most.
Custom Labels — Apply flexible labels to tasks for additional categorization, filtering, and reporting beyond standard fields.
Task Descriptions — Add detailed instructions, context, or notes to tasks so team members have everything they need.
Subtasks — Break down complex tasks into smaller, manageable steps with their own assignees and due dates.
Subtask Behavior — Choose whether subtasks move with their parent task or can be moved independently for flexible workflow management.
Automation Rules — Configure tasks to automatically move to specific sections when marked complete to reduce manual work.
Task Cover Images — Add visual covers to tasks that display in Kanban view for instant recognition and improved visual organization.
Advanced Filters — Use built-in filters like “Assigned to me,” “Due this week,” or “Incomplete tasks” to focus on relevant work quickly.
Search — Find any task or subtask instantly by typing keywords to cut through large project backlogs.
My Tasks #
Personal Task Dashboard — View all tasks assigned to you across every project in one unified workspace to focus on your work.
Upcoming Tasks — See tasks due today, this week, and in the future organized by timeframe so you can plan ahead.
Overdue Tasks — Identify past-due work grouped by how long it’s been overdue (yesterday, this week, previous) to catch up quickly.
Completed Tasks — Review your finished work organized by completion date (today, yesterday, this week, last week, previous) for easy reference.
Team Overview — View task distribution across all team members to understand workload and identify bottlenecks.
Add Tasks from My Tasks — Create new tasks directly from your personal workspace without navigating to individual projects.
Task Filtering by Assignee — Switch between viewing your own tasks and other team members’ tasks with one click.
Time Tracking #
Time Tracking — Log hours worked on tasks and subtasks with estimated vs actual time tracking for accurate project costing.
File Management #
Centralized Files — Access all project files in one place, including attachments from all tasks plus direct project uploads.
Drag & Drop Upload — Simply drag files onto tasks or the Files tab to add documents, images, or resources instantly.
File Organization — View, sort, and filter project files by name, size, date, or uploader to find what you need quickly.
Collaboration #
Task Comments — Keep discussions contextual by commenting directly on tasks with threaded conversations that stay with the work.
@Mentions — Notify specific team members by mentioning them in comments to get their attention on important updates.
Task Links — Attach URLs to tasks to reference external resources, documents, or related information.
Import & Migration #
Import Tasks — Migrate your existing projects from Trello (JSON) or Nifty (CSV) to transfer your work to OneSuite seamlessly.
Client Portal #
Client Access Levels — Control what clients see and do in your projects with View Only (comments and files) or Create/Update (full collaboration) permissions.
Contract & Proposal Builder #
Create from Template — Start with 30+ professionally designed proposals, contracts, and agreements organized by industry for fast professional document creation.
Start from Blank — Build custom documents from scratch with full control over layout, formatting, and content using the document editor.
Upload a Document — Convert your existing Word or PDF files into signable documents while preserving your original formatting and branding.
Template Library — Access pre-built templates organized by industry including Marketing, Design, Consulting, Development, Legal, and IT Services categories.
Custom Templates — Create reusable templates for documents you send frequently that auto-populate with client and business information through variables.
Edit Templates (Upcoming) — Modify any library template to match your business needs, terms, and branding without starting from scratch.
Document Variables (Upcoming) — Insert dynamic fields like business name, document title, recipient email, and account name that automatically populate when documents are created.
Industry Categories — Organize and filter templates by business type or create custom categories that match your company structure.
Document Types — Create custom document types & categorize documents as Proposals, Contracts, Agreements, NDAs, Quotes, Estimates, for better organization.
Document List View — See all documents in a comprehensive table showing title, parties, status, type, creation date, and actions.
Advanced Filtering — Find documents quickly by filtering by status, parties, document type, or linked project for focused list views.
Search Documents — Find any document instantly by searching titles, party names, email addresses, or document content with keyword search.
Duplicate Documents (Upcoming) — Clone existing documents to create new ones faster when sending similar proposals or recurring contract types.
Draft Management — Save work in progress without sending, so you can return later when you have all the information needed.
Parties and Signing #
Multi-Party Signing — Send documents to up to 10 signers with specific fields assigned to each party.
Signature Fields — Add electronic signature areas anywhere in documents that parties can sign with drawn, typed, or uploaded signatures.
Text Fields — Insert fillable text boxes where parties can type information like names, titles, company details, or custom responses.
Date Fields — Add date selectors that can auto-populate with signing date or allow parties to enter custom dates.
Checkbox Fields — Create checkboxes for acknowledgments, consents, or multiple-choice selections that parties check before signing.
Initial Fields — Place initial boxes for quick approval on multi-page agreements where full signatures aren’t required on every page.
Field Assignment — Specify which party each signature or input field belongs to so everyone sees only their required fields.
Sending and Delivery #
Send to Parties — Deliver documents to all designated parties via email with secure links for viewing and signing.
Customize Email — Personalize the subject line and message that accompanies documents to add context and increase signature completion rates.
Tracking and Status #
Document Status — Track documents through stages including Draft, Saved, Sent, Viewed, Partially Signed, Signed with visual indicators.
View Tracking — Monitor document engagement with detailed analytics showing opens, page views, and time spent to time follow-ups perfectly.
Audit Log — Access complete history of every action on documents including creation, sending, viewing, signing, and editing with timestamps.
Notifications — Receive automatic alerts when parties view documents, complete signatures, or decline to sign via email and in-app.
Integration and Linking #
Project Linking — Connect documents to projects so proposals and contracts appear in project overviews for organized client work management.
Client & CRM Linking — Attach documents to opportunities in your sales pipeline or existing clients to track which proposals converted and measure close rates.
Customization #
Custom Document Types — Create specialized document categories beyond defaults like “Statement of Work” or “Retainer Agreement” for better organization.
Custom Industries — Add industry categories for template organization that match your specific business focus and service offerings.
Collaboration #
Team Access — Allow multiple team members to create, edit, and send documents with permission controls for sensitive contracts.
Recipient Experience — Parties receive secure links to view and sign in any browser on desktop or mobile without creating accounts.
Download Signed Copies — Automatically deliver completed PDF documents to all parties via email when signing is finished for recordkeeping.
Invoicing & Billing #
One-Time Invoices — Create single invoices for specific amounts with custom line items, quantities, and pricing for one-off projects or purchases.
Recurring Invoices — Set up automatic invoices that generate and send on your chosen schedule with frequency options and flexible end conditions.
Invoice List View — See all invoices in a comprehensive table showing invoice number, amount, status, type, client, and issue date organized by month.
Advanced Filtering — Find invoices quickly by filtering by client, status (Unpaid, Paid, Overdue), invoice type, or linked project for focused views.
Search Invoices — Find any invoice instantly by searching invoice numbers, client names, or amounts with keyword search functionality.
Invoice Status Tracking — Monitor invoices through stages including Draft, Sent, Viewed, Unpaid, Paid, Partially Paid, and Overdue with visual indicators.
Client Assignment — Link invoices to clients from your client list for organized financial records and automatic client portal access to payment history.
Project Linking — Connect invoices to projects so billing appears in project overviews and you can track project profitability accurately.
Activity Log — Access complete history of every action on all invoices including creation, sending, viewing, payments, and edits with timestamps.
Invoice Actions Menu — View, edit, share, download, duplicate, mark as paid, check activity log, or delete invoices from the three-dot menu.
Invoice Creation #
Invoice Type Toggle — Switch between one-time and recurring invoice types during creation to match your billing needs and client agreements.
Client Selection — Choose from your existing client list to auto-populate client details including name, address, phone, and email on invoices.
Project Selection — Link invoices to active projects to connect billing with project work and maintain organized financial tracking.
Due Date Setting — Set payment due dates for invoices with automatic overdue detection to track aging receivables and follow up timely.
PO Number Field — Add purchase order numbers from clients to help them match invoices with their internal approval and payment processes.
Attention Field — Specify the recipient contact person with “Att:” field so invoices reach the right person in client organizations.
Invoice Preview — See real-time preview of how your invoice will look to clients with company branding, layout, and all details before sending.
Company Branding — Display your company logo, name, full address, phone number, and email on every invoice for professional presentation.
Auto Invoice Numbers — Automatic invoice number generation with sequential numbering ensures organized financial records without manual tracking.
Issue Date — Automatic issue date assignment when invoices are created or sent to mark the official billing date for accounting purposes.
Recurring Invoice Management #
Frequency Options — Set recurring invoices to generate every week, every month, every year, or custom intervals matching subscription or retainer billing cycles.
End Conditions — Choose when recurring invoices stop with options like “I manually stop it” or set specific end dates for flexible billing control.
Auto-Repeat Cycle — Configure automatic billing cycles with settings like “Billing Completed” to define when the next invoice generates in the sequence.
Recurring Schedule View — See complete schedule of upcoming invoice generations with dates, amounts, invoice numbers, and status for each occurrence.
Recurring Settings Management — Access dedicated panel to view and modify all recurring invoice settings, history, and upcoming scheduled invoices.
Duplication Notifications — Receive automatic notifications each time a recurring invoice duplicates and generates on its scheduled issue date.
Schedule History — View all previously generated invoices from recurring setups with ability to download or view each individual invoice copy.
Invoice Customization #
Individual Invoice Settings — Customize each invoice independently with toggles for tax application, greetings, terms, and payment methods without affecting others.
Apply Tax Toggle — Enable or disable tax calculation on specific invoices to handle tax-exempt clients or international transactions appropriately.
Greetings Toggle — Turn greeting messages on or off for individual invoices if you want to skip the greeting for specific clients or situations.
Terms Toggle — Enable or disable payment terms on specific invoices to customize legal language based on client agreements or invoice types.
Payment Methods Toggle — Choose whether to show payment method details on individual invoices to control when clients see bank or online payment options.
Online Payments Toggle — Enable or disable online payment gateway buttons on specific invoices to decide which invoices allow card or digital payments.
Invoice Amount Display — View total invoice amount in the customization panel with currency symbols for quick reference before sending to clients.
Type Indicator — See clear badge showing whether invoice is One-time or Recurring type in the customization panel for quick identification.
Sharing and Distribution #
Multiple Recipients — Send invoices to up to 10 recipients with individual name and email fields so accounting teams or stakeholders receive copies.
Recipient Management — Add or remove recipients with dedicated name and email fields plus delete option for each recipient entry.
Add More Recipients — Expand recipient list dynamically by clicking “Add More Recipients” to include additional stakeholders or team members.
Share via Email — Deliver invoices directly to client email addresses with secure links for viewing, downloading, and online payment if enabled.
Customize Email Option — Toggle email customization checkbox to personalize the subject line and message for specific invoice sends when needed.
Share Invoice Action — Send invoices to all designated recipients with one click using the “Share Invoice” button after adding recipient details.
Invoice Actions #
View Invoice — Open and review complete invoice details, line items, amounts, and all information in full-screen view from the actions menu.
Edit Invoice — Modify invoice details, line items, amounts, dates, or any field on unsent or draft invoices to correct errors before sending.
Download Invoice — Export invoices as PDF files for offline storage, printing, attaching to emails, or including in accounting software.
Make a Copy — Duplicate existing invoices to create similar new invoices faster when billing repeat services or creating similar quotes.
Mark as Paid — Manually update invoice status to paid when receiving offline payments like checks, cash, or wire transfers outside the system.
View Activity Log — Check detailed history of specific invoice actions including creation, sends, opens, payments, and edits with timestamps and user info.
Delete Invoice — Remove invoices permanently from your system when they’re mistakes, duplicates, or no longer needed in your records.
Tax Management #
Custom Tax Types — Create unlimited tax categories with custom names and rates like Sales Tax, VAT, GST, or Digital Goods Tax.
Multiple Tax Rates — Add different tax percentages for various jurisdictions or product types to ensure accurate tax calculation on invoices.
Tax Application Control — Apply single or multiple taxes to line items automatically or manually based on client location or product type.
Tax Toggles — Enable or disable tax application on individual invoices through customization panel for flexible tax handling per transaction.
Payment Processing #
Online Payment Gateways — Accept credit card and online payments through integrated gateways including Stripe, PayPal, Quickpay, Razorpay, HitPay, and CHIP.
Payment Gateway Status — See which payment methods are connected and active with visual indicators showing “Connected” or “Connect” status.
Direct Bank Transfer — Add multiple bank accounts with full details including bank name, account holder, account number, SWIFT code, and payment instructions.
Bank Account Management — Store unlimited bank accounts for different currencies or regions with edit and delete capabilities for each entry.
Payment Method Display — Show selected payment options on invoices so clients see how to pay via online gateways or bank transfers.
Email Templates #
Email Template Customization — Customize the default email that accompanies all invoices with your branding, messaging, and formatting using rich text editor.
Email Variables — Insert dynamic fields that auto-populate with client name, business name, invoice amount, invoice number, due date, and business email.
Rich Text Editor — Format email templates with bold, italic, underline, strikethrough, lists, links, and images for professional communication.
Greeting Message Template — Set a standard greeting that appears on all invoices to add personal touch and payment instructions without retyping.
Terms and Conditions — Define default payment terms and conditions once that automatically appear on every invoice for consistency and legal protection.
Template Variables — Use dynamic fields in greetings and terms that automatically populate with client and business information for personalization at scale.
Per-Invoice Email Customization — Override template settings for specific invoices by checking “Customize Email” when sharing to add personal notes or context.
Invoice Content #
Line Items — Add multiple products or services to each invoice with individual descriptions, quantities, unit prices, and automatic subtotal calculations.
Rich Text Greeting — Add formatted greeting messages with bold, italic, lists, and links using the editor with variables for client names.
Variable Placeholders — Insert placeholders like {client_name} in greeting text that automatically populate with actual client information when invoice generates.
Invoice Branding — Display your company logo prominently at the top of every invoice for professional brand recognition and trust.
Company Details Section — Show complete business information including company name, full address, phone number, and email on all invoices.
Client Details Section — Display recipient information with attention to specific contact person, company name, address, phone, and email.
Issue Date Display — Automatic issue date shown on invoice indicating when the invoice was officially created and sent.
Multi-Currency Support — Create invoices in different currencies based on client location with automatic currency symbol display and formatting.
Financial Tracking #
Payment Status — Track which invoices are unpaid, paid, partially paid, or overdue with clear status badges in the invoice list.
Overdue Detection — Automatically identify invoices past their due date with overdue status to prioritize collection efforts and follow-ups.
Payment Recording — Mark invoices as paid manually when receiving payments outside the system to keep accurate financial records.
Amount Tracking — View invoice amounts at a glance in list view, customization panels, and recurring schedules for quick financial overview.
Automation #
Recurring Invoice Generation — Automatic invoice creation on scheduled dates based on frequency settings without manual intervention or remembering to bill.
Auto-Duplication — System automatically duplicates recurring invoice templates on issue dates and generates new invoice numbers for each occurrence.
Scheduled Email Delivery — Automatic email sending of recurring invoices to clients on generation dates so they receive bills consistently and on time.
Auto-Notifications — Receive system notifications when recurring invoices duplicate, when clients view invoices, or when payments are received.
Client Management #
Client Database — Store & view all your clients in one organized table with contact details, company information, account owners, and creation dates for easy management and oversight.
Add New Client — Create detailed client records for companies or individuals with all their contact information, social media links, and custom fields in one simple form.
Search Clients — Find any client instantly by searching through names, companies, emails, addresses, or custom fields without scrolling through long lists of records.
Client Profiles — Access complete client information including contact details, social links, job titles, domains, and all related data organized in one comprehensive profile view.
Client Types — Configure your system to handle company clients, individual clients, or both, with the flexibility to set which type appears by default.
Custom Fields — Add specialized data fields like text, numbers, dates, dropdowns, ratings, currency amounts, or links to capture information specific to your business.
Field Visibility Control — Show or hide specific columns in your client list view to focus on the most important information for your workflow.
Client Portal Access — Send invitations that let clients log into their own secure portal where they can view projects, documents, invoices, and updates.
Activity Timeline — Track every interaction, update, and change made to client records with timestamps and user attribution for complete transparency and history.
Action Menu — Quickly edit, duplicate, delete, or perform other actions on client records through the three-dot menu without navigating to different screens.
Pagination Controls — Navigate through large client databases with customizable page sizes and easy page-by-page navigation to manage hundreds or thousands of clients.
Client Information Management #
Contact Details — Store primary and secondary emails, multiple phone numbers, physical addresses, and website domains for comprehensive client contact information in one place.
Multiple Contact People — Add unlimited people to company clients, each with their own name, email, phone, and role for managing complex organizational relationships.
Point of Contact — Designate specific individuals as primary contacts for company accounts, making it clear who your team should communicate with first.
Social Media Links — Connect LinkedIn, Twitter, Facebook, and other social profiles to client records for easy access to their online presence and activity.
Job Titles — Track professional roles, designations, and positions for individual clients and contact people to personalize communication and understand organizational structure.
Account Ownership — Assign specific team members as account owners responsible for managing relationships, ensuring clear accountability and preventing clients from falling through cracks.
Creation Tracking — See exactly who added each client to your system and when, providing accountability and helping track the source of new business.
Client Information Views #
Activity Timeline — View a chronological feed of all activities, updates, and interactions with the client, creating a complete history of your relationship.
Project Overview — See all active and completed projects for this client in one place, making it easy to understand current workload and history.
Invoice History — Access every invoice sent to the client with payment status, amounts, and due dates for complete financial visibility and tracking.
Document Library — Find all proposals, contracts, agreements, and other documents shared with this client, organized chronologically for quick access when needed.
Task Management — Track all tasks related to the client across different projects and team members, ensuring nothing gets missed or forgotten.
Internal Notes — Add and review internal notes about client preferences, important details, or team observations that shouldn’t be shared externally but need remembering.
File Storage — Store and organize all files, attachments, and resources associated with the client for easy access by any team member.
Email History — View the complete email communication history with the client, including sent and received messages, for context in every conversation.
Customization Options #
View Settings — Choose which information sections appear in client profiles by toggling them on or off, customizing the interface to match your workflow.
Default Client Type — Set whether company or individual appears by default when adding new clients, saving time if you primarily work with one type.
Custom Field Types — Create specialized fields including text, numbers, true/false toggles, dates, single-select dropdowns, multi-select options, star ratings, currency amounts, or web links.
Field Management — Add new custom fields, edit existing ones, show or hide them in views, or delete unused fields as your business evolves.
List Layout Options — Switch between detailed table view and the upcoming visual grid view to display clients in the format that works best.
Column Selection — Pick exactly which data columns appear in your client list, hiding unnecessary information to focus on what matters most to you.
Client Onboarding #
Portal Invitations — Send professional automated emails inviting clients to create their portal account and access their projects, documents, and invoices online.
Custom Invitation Messages — Write personalized invitation messages for each client explaining portal benefits and next steps, making onboarding feel more personal and professional.
Invitation Status Tracking — Monitor which clients have been invited, who has accepted, and who needs follow-up, ensuring everyone gets proper portal access.
Resend Invitations — Send reminder invitations to clients who haven’t activated their portal access yet, with just one click from their profile.
Cancel Invitations — Revoke portal access invitations sent by mistake or to clients who no longer need access, maintaining security and proper access control.
30-Day Invitation Expiry — Invitations automatically expire after 30 days for security, preventing old invitation links from being used by unauthorized people later.
Search and Filtering #
Global Search — Type any keyword to instantly search across all client fields including names, emails, addresses, custom fields, and notes simultaneously.
Filter Options — Apply multiple filters to narrow your client list by specific criteria like location, type, owner, or custom field values.
Sorting Controls — Click any column header to sort your entire client list in ascending or descending order by that field instantly.
Page Size Selection — Choose to display 10, 20, 50, or 100 clients per page based on your screen size and preference for viewing.
Results Counter — See exactly how many total clients you have and which ones you’re currently viewing with clear pagination information at the bottom.
Data Management #
Bulk Selection — Use checkboxes to select multiple clients at once for bulk operations like assigning owners, adding tags, or exporting data.
Last Updated Tracking — See when each client record was last modified and by whom, helping track recent changes and maintain data accuracy.
Address Management — Store complete physical addresses including street, city, state, country, and postal code for billing, shipping, or visiting client locations.
Company Association — Link individual people to their company organizations, maintaining clear relationships between personal contacts and the businesses they represent.
Domain Tracking — Record client website URLs and domains for quick access to their online presence and for email domain verification purposes.
Integration Features #
Cross-Module Connections — Client records automatically connect with projects, invoices, documents, and tasks, creating a unified view of all client-related activities across OneSuite.
Email Integration — All email communications automatically sync to client profiles, building a complete interaction history without manual logging or data entry work.
Portal Integration — Clients seamlessly access their dedicated portal area where they view projects, download documents, pay invoices, and communicate with your team.
Team Collaboration — Multiple team members can simultaneously view and update client information, with changes appearing in real-time for everyone accessing the record.